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ITPG Communications Subcommittee Charter

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Purpose

The ITPG Communications Subcommittee provides guidance to the ITPG to maximize collaboration and communication among ITPG members, ITPG subcommittees, and the communities they serve.

Goals of the ITPG Communications Subcommittee

  1. Develop guidelines to maximize the effectiveness of the communications and collaboration between subcommittees and the ITPG.  These guidelines would encourage standards for the production and sharing of agendas, minutes, working papers, and final reports.
  2. Provide guidance and assistance in the development of a technology framework which may be used by ITPG members and subcommittees for collaborating on and publishing minutes, agendas, whitepapers, standards, discussions, and other efforts.
  3. Serve as a focal point for the collection of user requirements for collaboration tools to be used by the ITPG.

Organization of the ITPG Communications Subcommittee

  1. Membership – Membership of the ITPG Communications Subcommittee is open to the campus Information Technology community.
  2. Voting – for actions requiring a vote, such as elections, any member may vote.  Members are expected to assess that their level of subcommittee participation allows them to make an informed decision.
  3. Timeframe – The Subcommittee is expected to complete this project in approximately 6 months.

Officers

Chair – The ITPG Communications Subcommittee Chair is expected to provide the following functions:

  1. Subcommittee Executive Functions
    1. Chair meetings, facilitate discussions, encourage participation.
    2. Cause meeting agendas and minutes to be prepared as required.
  2. Representation to the ITPG
    1. Represent Communications Subcommittee opinions to the ITPG: either by referencing existing position papers or bringing topics back to the subcommittee for discussion and response.
    2. Report ITPG topics and discussions back to the subcommittee.
  3. Communications
    1. Promote the communications and collaboration goals of the Communications Subcommittee.
    2. Provide informational updates to members via electronic communication in advance of meetings.

ITPG Communications Subcommittee Meetings

  1. Meeting Schedule – Meetings shall be held on a regular monthly basis or as necessary.
  2. Meeting Agenda – The Chair, or staff to the Communications Subcommittee, shall prepare an agenda of meeting items submitted by members or the ITPG. Standing agenda items should include member announcements and a vote to approve the previous meeting's minutes.  Agendas shall generally be disseminated at least 3 business days prior to a regularly scheduled meeting.  Though earlier notice is preferred, topics not requiring a Communications Subcommittee action may be added to the agenda at the time of the meeting.
  3. Meeting Minutes – The Chair shall cause meeting minutes to be prepared and distributed or made available prior to the next scheduled meeting.