Terms of Reference - Updated

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    College of Micronesia-FSM



    Terms of Reference



    1. Authority


    The Information Communications Technology Committee operates through the authority of and reports to the President. Recommendations from the committee are submitted through the Information Technology Director for approval by the President.



    1. Purpose


    The Information Communications Technology Committeemakes recommendations to the president through the Information Technology Director on matters relating to recommendations for tech fee purchases, policies related to technology, and communication.



    1. Membership


    The members of the Information Communications Technology Committee are selected at the beginning of each academic year and must include:


    1. Staff

    2. Faculty

    Responsibilities of the committee members are to:


    • Carry out assignments.

    • Regularly prepare for an attend committee meetings.

    • Actively participate in meetings.

    • Share information on committee discussion, recommendation and decisions within the COM-FSM and gather input from their area of representation.


    Staff from the Information Technology Office provides administrative and technical assistance to the committee when possible.


    1. Organization


    Chairperson - The chairperson’s responsibilities are to:


    • Preside over meetings;

    • Ensure the terms of reference for the committee are met and matters brought before the committee are judiciously addressed;

    • Prepare and distribute the agenda prior to each meeting; and

    • Ensure committee minutes, reports, and recommendations are completed and appropriately disseminated in a timely manner.


    Vice chairperson - The responsibilities of the vice chairperson are to:


    • Preside over meetings in the absence of the chair; and

    • Assist the chairperson with the above responsibilities.


    Secretary - The responsibilities of the secretary are to:


    • Take and prepare accurate minutes;

    • Distribute and post the minutes in a timely manner; and

    • Record attendance of committee members.



    1. Meetings


    Meetings are held monthly. On Tuesday 3 to 4 PM at National campus. The chairperson may call special meetings. Meetings may be held face-to-face or via teleconferences or other communication technologies. Twenty-five percent of members present constitute a quorum for discussion purposes. A majority vote of all members is required to act on a motion. Electronic voting may be utilized when necessary. Results of electronic voting are to be documented in the next committee meeting minutes.



    1. Responsibilities


    The responsibilities of the Information Communications Technology Committee are to:


    • Develop or revise policies and/or procedures assigned to or identified by the committee;

    • Advise on request for usage of technology fee funds;

    • Develop and maintain the technology plan for the COM-FSM system;

    • Coordinate information and communications technology provisions throughout the College to maximize its effectiveness;

    • Recommend career development and training needs of ICT support personnel

    • Recommend the information communications technology resources required to implement the Colleges strategic plan; and

    • Review and recommend a preferred vendor list for technology purchases for the College.

    • Review assessments/evaluations of information technology services and make recommendations.

    • Regularly prepare for and attend committee meetings.

    • Actively participate in meetings.

    • Share information on committee discussions, recommendations and decisions with and gather input from their area of representation.



    1. Communications & Distribution of Information


    Agenda items may be submitted to the chairperson by other members, other committees, or the administration. The chairperson compiles the agenda and forwards it to committee members prior to meetings.


    All meetings are to have minutes which are to be distributed electronically within three working days of the meeting to members for their review. Members are to comment within the next three working days. The minutes are offically adopted after being reviewed by atleast 3 members. The Information Technology office then distributes the official minutes to all. The Information Technology office maintains a file on official Information Communications Technology Committee minutes.


    Following each meeting, the chairperson informs all concerned of decisions or forwards recommendations from the committee to the President through the Information technology director.The chairperson also updates the members of the action taken on the committee’s recommendations.


    Committee members convey concerns and input on current issues from their respective areas to the committee. They also discuss the issues being addressed by the committee and share committee minutes with the community they represent.





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