Academic Affairs Technology Council By-Laws

Transcription

1 Academic Affairs Technlgy Cuncil By-Laws GENERAL The Academic Affairs Technlgy Cuncil is charged with infrming and advising the Office fr Academic Affairs in the advancement f technlgy and technlgical services related t the functinal delivery f a rigrus 21st century educatin t ensure faculty/staff/administratrs/students are attuned t and prepared in technlgy utilizatin fr their respective fields. Additinally, the AATC will serve as the Academic Affairs advisry team t the Infrmatin Technlgy Gvernance Cmmittee (ITGC). Article I. FUNCTIONS AND RESPONSIBILITIES The Academic Affairs Technlgy Cuncil (AATC) has the fllwing majr areas f respnsibility and authrity: A. Develp and update the Academic Technlgy Strategic Plan t set gals fr recmmending, advising n and mnitring prgress twards lng-range strategic planning fr infrmatin technlgy and resurces. B. Serves as a frum fr the interactin f campus service prviders and their user cmmunities by mnitring the varius aspects f campus usage, and by peridically sliciting the feedback f users. C. Advise the Academic cmmunity f pprtunities t share technlgy acrss all- Academic units. D. Regularly update bylaws and prcedures fr Academic technlgy infrmatin supprt acrss campus E. Review actual and prsed changes in the administrative structures that supprt infrmatin technlgy and resurces. F. Frmulate statements f general plicy related t infrmatin technlgy and resurces G. Recmmend, advise n, and mnitr prgress twards the imprvement f campus infrmatin technlgy literacy thrugh the training f campus persnnel H. Undertake ther activities it cnsiders apprpriate t fster and prmte the effective and efficient use f infrmatin technlgies and resurces. I. Identify training and develpment needs fr Academic Affairs that includes an Annual Technlgy Summit 1

2 Prmte Quality In rder t prmte quality, the AATC will fcus n campus-wide technlgy hardware and sftware resurces. The AATC will prvide feedback and suggestins as related t technlgy issues by researching and apprving resurces that are mre respnsive t stakehlder needs; including, but nt limited t, academic efficiency, cst saving and utilizing technlgy that can play a part in autmating administrative prcesses n campus. The AATC will wrk t disseminate available technlgy and infrmatin campus-wide. Cnduct f Technlgy Reviews A. Cnduct a annualtechnlgy assessment tl/survey that is measurable in clleges/schls t determine effective and critical changes t existing academic technlgies which prmte the missin f ur University. B. Cnduct infrmatin gathering f emerging technlgies and cnduct assembly f findings fr AATC review. This may include, but nt limited t, technlgy slutins cmmnly utilized by system, state, federal, crprate, natinal r internatinal academic/nn-academic entities. The finding will help AATC t present current technlgy trends t the technlgy cuncil as a recmmendatin fr future implementatin at PVAMU. What will happen with ur findings? C. Request review, amendment and final apprval f technlgy plicies by AATC and frward reviews t Infrmatin Resurce Manamger, Infrmatin Security Officer, Chief Infrmatin Officer, Executive Administratin and/r ther entities as necessary t ensure cnsistency amng the Clleges What is ur gal here r purpse? D. Develp a standard perating prcedure fr technlgy prcurement, Implementatin, maintenance and usage. E. Cnduct a pilt test with critical review fr a minimum f ne (1) full academic cycle, when pssible, f peratin befre final recmmendatin f ptential implementatin. The results f the pilt test will be dcumented and reviewed by the AATC, with additinal review as necessary r required by the Infrmatin Resurce Manamger, Infrmatin Security Officer, Chief Infrmatin Officer, Executive Administratin, Deans, faculty, staff, students and/r external entities. Any technlgy needed t be pilted befre final implementatin. What are we agreeing t pilt? F. New technlgy will als be reviewed by University resurces, but nt limited t include the fllwing cncerns: (a) cmpliance, (b) internal and external 2

3 deplyment csts and prjected implementatin deadlines, (c) simplified, readily available, and cst effective user training and custmer satisfactin, (d) vendr maintenance and/r technical service supprt, (e) financial sustainability fr future cntractual service and maintenance agreements, (f) expected academic and nn-academic utcmes, and (g) cnsideratin fr ptential upgrades t facilities, IT netwrk/hardware infrastructure, 3 rd party sftware implementatin and ancillary supprt csts. Mnitr Efficiency and Effectiveness This cmmittee acknwledges that advances in Infrmatin Technlgy and a cmpetitive Higher Educatin marketplace demands Academic Affairs t cnstantly evaluate the Efficient and Effective use f infrmatin technlgy within the university t prduce the ptimal educatinal value fr ur students. The AATC strives t efficiently leverage the University s investment in Infrmatin Technlgy t prduce a maximum Return n Investment fr ur student bdy. The AATC seeks t prmte effective usage f Infrmatin Technlgy in the University's academic envirnment t create a psitive instructinal utcme fr ur student bdy. Survey questins t measure Technlgy Efficiency and Effectiveness Are the rati s gd r bad, cmpared t ur effrts and circumstances? Are ur ratis becming better r wrse? Is this what we expected? If there is n substantial change year t year, is this gd r bad? Why has there been n change, r imprvement, in efficiency? Hw d we cmpare t ther rganizatins in general, t similar rganizatins? Hw can we make better use f ur resurces? What can we d t better t leverage ur technlgy, financial and staff resurces? What changes culd we implement t increase their leverage? Is ur efficiency and effectiveness imprving? If nt, why nt, and what can we d t imprve efficiency and effectiveness? Why has there been n change r imprvement in effectiveness? Sme cmmn Academic Technlgy prblems, issues r cncerns t be included in the survey may be: 3

4 Prblems due t failure t keep up with the technlgy Prblems due t failure t use current technlgies Prblems experienced in the prcess f making technlgy available in class Prblems due t technical faults caused by incrrect use f technlgy Prblems due t Internet cnnectin Prblems due t the limitatins caused by the physical cnditins f the classrm and f the schl. Prblems caused by sub-structure deficiencies Prblems caused by ineffective use f technlgy Keeping up with Technlgy Prfessinal develpment activities fr effective use f technlgy Using available technlgical facilities r materials Making technlgical facilities ready fr use befre the lessns Asking students fr help regarding the use f technlgical facilities Training students fr effective use f technlgical facilities A. Evaluate current Academic infrmatin technlgy resurces t maximize effectiveness and, where pssible, increase efficiency including infrastructure requirements, cst-effective integrated technlgies, high availability fr multiple cnstituencies, reductin in duplicatin f effrt, ease f usability, and mbile capacity. B. Develp a measurable tl t gather input that supprts institutinal efficiency and effectiveness with technlgy. T include all internal stakehlders in decisin making prcesses t enhance cmmunicatin. C. Develp a cmprehensive strategic adptin, implementatin, training/prfessinal develpment plan and supprt services t increase capacity and ptimize the efficiency and effectiveness f academic infrmatin technlgy resurces. D. Prmte the efficient, effective, and principled stewardship f all academic infrmatin technlgy resurces by evaluating the utilizatin f academic labratries and technlgy classrms (t include ccupancy, use f hardware and sftware, and prfessinal develpment/training n available technlgies. 4

5 E. Develp a standard rubric used in the assessment and review analytical results fr use f resurces based n pre-established benchmarks. F. Review and reassess academic infrmatin technlgy resurces n an annual basis and recmmend any prpsed changes based n future challenges and pprtunities. Article II. MEMBERSHIP AND PARTICIPATION Cmpsitin: The advisry cmmittee shall cnsist f 23 members (including 2 undergraduates and 1 graduate students). Members will be selected and appinted by the Prvst in the spring f each calendar year. One member is appinted thrugh representatin n the faculty senate The member shall take ffice at the The member shall take ffice at the subsequent fall.. Members will cnstitute a crss-sectin f the fulltime academic faculty,administrative staff cmmunity, and students, with an affinity fr technlgy. Term: A term f membership shall last fr ne r tw years at the discretin f the Prvst at time f appintment. The Prvst may extend the length f a member s term at their discretin. Terms shall be renewable at the discretin f the Prvst. (N member ther than the Chair may serve mre than tw cnsecutive tw-year terms r three cnsecutive terms.) It is a cntradictin t the prvst s appintment? The term f the Chair shall be cincident with the ccupancy f the administrative psitin unless the Prvst and Sr. Vice President fr Academic Affairs elects t delegate the authrity and respnsibility t anther academic leader. Chair is the Executive Directr fr Academic Technlgy r Prvst Appintee, adjustment needed? Participatin: Members are required t attend regularly scheduled meetings and t be actively engaged in the dialgue and business f the cuncil. Actin items assigned t a cuncil member are t be handled in a timely and prfessinal manner t the best f the member s ability. Absenteeism: If a member anticipates being absent, it is his r her respnsibility t ensure that any actin item they are respnsible fr is addressed either thrugh dcumentatin r with the help f a fellw cmmittee member fr the meeting in which they will be absent. If a member is unable t attend a meeting, it is the member s respnsibility t check-in with the rganizers and remain abreast f the activities and plans missed. If a member is demnstrating chrnic failure t attend meetings, he r she may be remved frm the cmmittee and replaced at the Prvst s discretin. (Chrnic failure t attend is defined as missing three cnsecutive meetings r missing three meetings in a six mnth time perid.) 5

6 Membership withdrawal: If a member feels that he r she cannt fulfill the duties f the appintment, he r she must submit a frmal withdrawal. A member wh has chsen t withdraw frm the cmmittee is encuraged t find his r her replacement fr the cmmittee. - Remve Article III. OFFICERS/ TASK FORCES /COMMITTEES Include psitives as we lk at respnsibilities and duties, rerganize? Duties f the fficers cnsist f, but are nt limited t: Part 1: Duties f the Chair cnsist f, but are nt limited t: Oversee the rganizatin and functining f the Cuncil. Preside ver regular and special meetings f the Cuncil. Prepare agendas fr all Cuncil meetings, with the assistance f the Prvst & Senir Vice President fr Academic Affairs and the Academic Affairs Technlgy Cuncil members. Ensure that minutes are prepared and distributed fllwing each Cuncil meeting. Speak fficially fr the Cuncil. Vte n all matters brught befre the Cuncil as a regular member. Annually appint chairs f the standing cmmittees in cnsultatin with the elected fficers. Recmmend annual cmmittee assignments fr individual Cuncil members in cnsultatin with the Executive Cmmittee. Submit, n later than September, a cmprehensive reprt f Cuncil activities fr the past year t the President and the Prvst & Senir Vice President fr Academic Affairs Serve as a member n a standing cmmittee. Serve as final editr f all fficial Cuncil crrespndence with assistance frm the Vice Chair. Mnitr ld business fr items that require discussin at subsequent meetings. Check all AATC crrespndence, fr example , unless designated t anther Cuncil member. Cmplete ther duties as the Cuncil shall require. 6

7 Chair Subcmmittees The Chair shall annually appint each member f the cmmittee t ne r mre subcmmittees and shall designate each subcmmittee Chair. The Chair may recmmend creatin f additinal cmmittees r wrking grups whenever necessary in rder t assist in fulfilling the respnsibilities f the AATC. The members will nrmally be frm the membership f the Cuncil but, if necessary t btain special expertise, nn-members f the Cuncil r the campus cmmunity may be appinted. Part 2: Duties f the C-Chair cnsist f, but are nt limited t: In the absence f the Chair, the Vice Chair shall assume the Chair at any scheduled r called meeting f the Cuncil. The Vice Chair shall perfrm ther duties that may be assigned by the Chair. In the event the Chair is unable t perfrm, the Vice Chair shall assume all f the duties f the Chair until a successr is selected. Advise and cunsel the Chair n executive decisins. Vte n all matters brught befre the Cuncil as a regular member. Mnitr adherence t and maintenance f the Cnstitutin and Bylaws. Serve as a member n a standing cmmittee. Assist the Chair with editing all fficial Cuncil crrespndence. Cmplete ther duties as the Cuncil shall require. Part 3: Duties f the Secretary cnsist f, but are nt limited t: Maintain all minutes, recrds and reslutins f the Cuncil. Receive and file all cmmittee reprts. Recrd all vtes f the Cuncil. Track member attendance and cnsult with the Chair if a member is clse t the absence limit. Assure that each member f the Cuncil has a cpy f the current Cnstitutin and Bylaws, membership rster, mnthly Cuncil agenda, minutes, materials frm cmmittees and treasurer, and any ther pertinent dcuments. 7

8 Establish Cuncil meeting schedule, including all necessary arrangements fr meeting lcatins, and distribute t members. Maintain the list f ptential nminees t fill mid-year vacancies n the Cuncil. Manage and maintain the Cuncil listserv >> academictechcuncil@pvamu.edu. Vte n all matters as a regular member. Serve as a member n a standing cmmittee. Cmplete ther duties as the Cuncil shall require. Part 4: Officer Vacancies When a vacancy ccurs in the ffice f Chair, the Vice Chair shall immediately becme Chair fr the remainder f the Cuncil year (September 1 August 31). When a vacancy ccurs in the ffice f Vice Chair and Secretary, the Chair shall immediately appint an acting fficer fr the remainder f the Cuncil year (September 1 August 31). The acting fficer shall becme a standing fficer upn the majrity vte f the Cuncil membership. The regular terms f all fficers shall end when their replacements assume ffice at the beginning f each Cuncil year. Part 5: Remval f Officers Officers, chairs, r members can be suspended r remved by 2/3 vte f AATC members. Valid causes fr remval include: Cntinued, grss, r willful neglect f duties f the ffice. Failure r refusal t disclse necessary infrmatin n matters f rganizatin business. Misusage f unauthrized expenditures and signing f checks, and/r misuse f rganizatin funds. Misrepresentatin f the rganizatin and its fficers. Examples f cnduct that are nt valid grunds fr remval frm ffice are: Pr perfrmance as an fficer due t lack f ability. Negligence that is nt grss r willful. A tendency t create frictin and disagreement. 8

9 Increase in jb respnsibilities that temprarily interfere with abilities t perfrm duties. The prcedures fr suspending r remving members must prvide adequate ntice t the accused member, a fair hearing, and a reasnable pprtunity fr the member t present a defense. Missing three Cuncil r cmmittee meetings results in autmatic remval frm the Cuncil (except as nted abve). Part 6: Duties f the TaskFrce Cmmittee cnsist f, but are nt limited t: Standing Cmmittees All appintments are fr ne year. It is the respnsibility f the Chair, in cnsultatin with the Executive Cmmittee, t distribute Cuncil membership evenly amngst the standing cmmittees and/r as cmmittee wrk lad dictates. All standing cmmittees must meet n a mnthly basis. Cmmittees are required t cnduct the majrity f their meetings in persn but may plan up t three cmmittee meetings via nline/phne cnference call per year. It is the respnsibility f the cmmittee chair t schedule these meetings and t distribute this schedule t all Cuncil members. Anticipated absence frm cmmittee meetings must be reprted t the cmmittee chair. It is the respnsibility f the cmmittee chair t submit an agenda t all cmmittee members and/r guests prir t each meeting, t ensure that meeting minutes are taken and a final cpy apprved by the cmmittee membership and t submit the mnthly agenda and cmmittee apprved minutes t the secretary prir t the next Cuncil meeting. All cmmittees are pen t all members. T attend a cmmittee meeting, the Cuncil member wh is nt a regular member f that cmmittee is required t cntact the cmmittee s chair in advance f the scheduled meeting. All cmmittees will prmte AATC by reaching ut t ther University grups. Fster cperative and cllabrative ideals by reaching ut t the entire University cmmunity acrss all campuses (where pssible) and with students, faculty, and administratin where apprpriate. All cmmittees such ther duties as the Chair r Cuncil shall request. 9

10 Ad Hc Cmmittees Issues ccasinally arise which require the attentin f the Cuncil but d nt match the fcus f any standing cmmittee. At these times, the Chair will prpse and the Cuncil will vte t establish an ad hc cmmittee. This cmmittee will have a specific purpse and be time-limited. Cmmittee membership will be vlunteer; members will serve n this cmmittee in additin t their current standing cmmittee. There will be as many members as needed. This cmmittee will assign itself a chair, and this chair will participate in executive cmmittee planning calls. All cmmittees such ther duties as the Chair r Cuncil shall request. The Chair shall ensure supprt persnnel t assume duties assciated with preparing fr meetings; maintaining recrds; managing crrespndence; recrding meeting minutes; and ensuring apprpriate distributin f materials, files, and dcuments apprved fr prcessing. Article IV. ELECTIONS A. Electin Prcedures Members f the Academic Affairs Technlgy Cuncil are selected and appinted by the Prvst fr a tw year term. Officers will be elected by the membership bdy. The electin f fficers f the Academic Affairs Technlgy Cuncil shall take place in the Spring f each calendar year with new fficers assuming rles in the subsequent Fall. Nminatins fr the ffices f Vice-Chair and Secretary will take place during the April meeting and will be cnducted by the Nminating Cmmittee. Self-nminatins will be accepted. The slate f nminees will be sent t the membership bdy prir t the electin. The electin f fficers will take place during the May meeting. Qurum must be met t hld the electin. A paper electin ballt will be presented t the bdy. There will be an pprtunity fr write-in candidates n the ballt. The nminating cmmittee will tally vtes and annunce new fficers at the end f the May meeting. During the mnth f July there will be a transitin meeting between departing and incming fficers. B. Terms f Office 10

11 Each fficer will serve a ne year term, renewable fr a secnd term. The term f ffice f the Chair shall be cmmensurate with ccupancy f the administrative psitin unless the Prvst and Sr. Vice President fr Academic Affairs elects t delegate the authrity and respnsibility t anther academic leader. A persn ther than the Chair may serve n mre than tw cnsecutive ne-year terms. In case f change in status, n individual ther than the Chair may serve mre than fur cnsecutive academic years. Article V. MEETINGS A. Qurum Requirement Fr bth regular and special meetings, with the exceptin f that part f a meeting called t amend r adpt by-laws, a qurum shall be a simple majrity f the vting members f the Academic Affairs Technlgy Cuncil. Fr the part f a meeting that addresses the by-laws f the bdy, a qurum shall be a simple majrity (50% plus 1) f the vting members f the Academic Affairs Technlgy Cuncil. In the absence f a majrity, thse present may receive reprts, may discuss matters, may mve t adjurnment, and may recmmend t the Prvst and the Chair a date and time fr an additinal meeting. N vtes shall be cast and n ther business requiring AATC actin shall be transacted. B. Regular Meetings Schedule Meetings will be held n the secnd Thursday f every mnth. Meetings will run frm 2:00-3:30 pm. Meetings during the summer sessin shall be cnducted as necessary. Ad hc Cmmittees may cntinue t meet as necessary during the summer. Nrmally, regular meetings will be held in the Academic Affairs Cnference Rm. The Chair shall issue the call fr each meeting. Either the Prvst r the Chair may issue a call fr a special meeting. C. Agenda Pre-Apprval Meetings All substantive requests shall be submitted n less than 30 days prir t the scheduled regular Academic Affairs Technlgy Cuncil (AATC) meeting. All nn-substantive requests shall be submitted n less than 10 days prir t a scheduled regular meeting. The dean r his r her designee shall schedule an appintment with the AATC chair t review prpsed changes. Generally, packages shuld be rganized as utlined in Attachment 1. The majr purpse f the agenda pre-apprval cnference is t: (a) clarify the intent f the unit presenting the prpsed change; (b) determine if the package is cmplete and all required dcuments are included; and (c) prvide the presenters time t make any adjustments befre the request packages are distributed 11

12 t members f the Academic Affairs Technlgy Cuncil (AATC). In the event the Chair is nt available, the Prvst shall be cntacted t schedule and cnduct the agenda pre-apprval meeting. Article VI. PARLIAMENTARY AUTHORITY The rules cntained in the current editin f Rbert s Rules f Order shall gvern the deliberatins and actins f the Academic Affairs Technlgy Cuncil and its fficers and cmmittee in all cases t which they are applicable and in which they are cnsistent with these by-laws r with any special rules f rder f the Cuncil. An additinal t Rbert s Rules f Order, a decisin may be vted in by using Simple Majrity (Example, 50% f cmmittee members in attendance may mve frward with a decisin).the President r the Prvst and Sr. Vice President fr Academic Affairs may ffer the amendments t these bylaws when, in their judgment, the best interests f the University and its prgrams will be served. Article VII. OFFICIAL ACTION A. The minutes f the Academic Affairs Technlgy Cuncil meetings shall be recrded, distributed fr review, apprved by the membership, and made available fr inspectin and reference. B. Official public annuncements f the Academic Affairs Technlgy Cuncil shall be made by the Executive Directr fr Academic Technlgy, the Prvst and Sr. Vice President fr Academic Affairs r the President. Article IX. ENACTMENT OF THESE BYLAWS A. Prcedure. These bylaws shall g int effect immediately upn apprval by the Academic Affairs Technlgy Cuncil, the Prvst and Sr. Vice President fr Academic Affairs. B. Effect n Existing Legislatin. N statement in these bylaws shall be interpreted t mdify r nullify existing actins f the Academic Affairs Technlgy Cuncil r ther entities f the University except as they may be cnsistent with these bylaws r amendments. Article X. AMENDING OF BYLAWS A. Prcedure. These bylaws can be amended at any regular meeting called in whle r in part fr such purpse, by simple majrity vte f thse present and vting, prvided that the amendment has been submitted in writing at the previus meeting r submitted in writing t the membership at least ten days prir t the day f the next meeting. D we then need qurum 12

13 B. Effective Dates. Upn apprval by the Prvst and Sr. Vice President fr Academic Affairs, an amendment f these bylaws shall g int effect as sn as specified in the legislatin authrizing such amendment. C. Distributin. The secretary shall distribute cpies f an apprved amendment t the Prvst and Sr. Vice President fr Academic Affairs, the Executive Directr fr Academic Technlgy and the members f the Academic Affairs Technlgy Cuncil nt later than with the call fr the next meeting fllwing its apprval. At least ne crrect cpy f these bylaws, as amended, shall be available fr public inspectin in the files f the Academic Affairs Technlgy Cuncil, the Office fr Academic Affairs. Dcumented edited: December 7, 2016 Demitris Cambric 13