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(1) The Information Technology Governance Committee (ITGC) is established as a Vice-Chancellor and Chief Executive Officer's Committee, and the Committee is delegated a number of functions in relation to information technology governance matters at the University. (2) The establishment of this Committee and the delegation of powers to it are actions authorised by the Vice-Chancellor and Chief Executive Officer. (3) The Information Technology Governance Committee (ITGC) will have University wide responsibility for monitoring and advising on the following: (4) The members of the Committee are as follows: (6) Any other person invited by the Chair (7) The Chief Operating Officer will act as Chair. (8) If the Chief Operating Officer is unavailable to act as Chair then Deputy Vice-Chancellor will act as Chair. If the Deputy Vice-Chancellor is unavailable to act as Chair, then the Committee will elect a Chair from outside of IT staff to act during the period the Chief Operating Officer and Deputy Vice-Chancellor are unavailable. (9) The University is committed to gender equality and, so far as is practicable, it is an objective that the Committee membership should comprise a balance of genders. (10) To monitor and provide guidance to the Chief Operating Officer in relation to the following set of objectives / activities: (11) The Chair of the Committee will report to the Vice-Chancellor and Chief Executive Officer on the business conducted by the Committee. Reports will normally be to Senior Executive meetings and will include minutes of each meeting. (12) This committee has delegated authority from the Vice-Chancellor and Chief Executive Officer to perform on behalf of the Vice-Chancellor and Chief Executive Officer the approval, advice and monitoring functions set out in these terms of reference and all matters ancillary to those functions. The Vice-Chancellor and Chief Executive Officer retains the discretion to withdraw, modify or override this delegation at any time. (13) The Committee will meet on a bi-monthly basis and is expected to use technology and "flying minutes" to attend to urgent matters. Committee members are expected to be available on short notice, however should be given as much notice as is practicable in the circumstances of matters arising. (14) The Committee will develop and publish a yearly work plan that requests timely papers / presentations to support its deliberation during the year. (15) Unless the Chair directs otherwise, Committee business papers, or "flying minutes" and explanatory documents accompanying them, will be distributed to Committee members as required and with as much notice as is practicable in the circumstances. Disclosure of business papers, minutes and other information received by the Committee should be made via the Chair or Secretary to the Committee. (16) A quorum shall consist of a simple majority of the members of the Committee at the time the meeting is held. (17) For its business papers, meetings and otherwise to conduct its business the Committee and its members may use technology including telephone, video-conferencing, telepresence, email and internet as arranged by the Chair and/or Committee Secretary. (18) The Committee may pass a resolution by "flying minute" provided that the resolution has been approved by a simple majority of the Committee members at the time the resolution is made. (19) Meeting notes will be kept to a minimum and circulated promptly following the meeting, including all action items. These will not require formal endorsement by the Committee. (20) Disclosure of business papers, minutes and other information received by the Committee should be made via the Chair or Secretary to the Committee. (21) Once every twelve-month period, the Committee shall devote at least one part of one meeting to the review of its policies, practices and procedures over the preceding 12 months. (22) The Executive Officer to the Chief Operating Officer will act as secretary and provide administrative support to the Committee.Terms of Reference (Vice-Chancellor approved) - Information Technology Governance Committee
Section 1 - Overview
Establishment of Committee
Objectives
Top of PageSection 2 - Committee membership
Membership
In attendance
Official attendees
Chair
Gender representative objectives
Section 3 - Terms of Reference
Functions
Reporting
Section 4 - Delegations
Delegation from Vice-Chancellor and Chief Executive Officer
Section 5 - Conduct of Committee business
Meetings
Business papers
Quorum
Use of technology
Resolutions
Minutes
Disclosure of information
Self-Review
Secretary to Committee