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Information Technology Team

Team Membership

Thirteen-member team: one law school representative; one dental school representative; one library representative; one IDS representative; two students; two administrative or staff representatives; one faculty member selected by the MFA from among its members; and two elected representatives of the McNichols faculty; two representatives ITS staff will be ex officio members of the team.

Reports to vice president for Business and Finance and provost/vice president for Academic Affairs.

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    Members

    Members

    3 faculty representatives 

    Shadi Bani Taan, Mathematics & Computer Science, College of Engineering & Science (term expires 3/2017)

    Ioannis Souldatos, Chairperson, Mathematics & Computer Science, College of Engineering & Science (term expires 3/2018)
     
    Stokes Baker, Biology, College of Engineering & Science (term expires 3/2017) (MFA)

    2 administrative or staff representatives

    TBD (term expires 3/2017)

    Edward G. Tracy, Associate Vice President, Information Technology Services (term expires 3/2017)

    2 ex officio staff representatives of ITS

    Renee Kettering, RSM, Software and Communication Specialist, Information Technology Services (term expires 3/2017)

    Julie Latulip-Lazarelich, Help Desk Manager, Information Technology Services (term expires 3/2017)

    1 Library representative

    Marilyn Dow, Director, School of Dentistry Library (term expires 8/2017)

    1 Instructional Design Studio representative

    Anthony Cressey, Instructional Designer, Instructional Design Studio (term expires 3/2017)

    1 Dental School representative

    Mike Verdusco, Director of Educational Technology, School of Dentistry (term expires 3/2017)

    1 Law School representative

    Loretta Lewins-Peck, Assistant Dean and Registrar (term expires 3/2017)

    2 student representatives

    TBD (term expires 8/2016)

    TBD (term expires 8/2017)

    Invited Participants

    The chairperson of a team and/or the administrator to whom the team reports may add guests in an “Invited Participant” category. Individuals are invited because of their expertise, potential contributions, or history with the team but have no voting rights. The term of service for invited participants is not to exceed two years. Invited participants are not eligible for reappointment in this category. A team may not exceed three invited participants at any given time.

    Chris Congdon, Director of Information Technology, School of Law (term expires 8/2016)

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    2016-2017 Charges

    • Make suggestions to the Vice President for Business and Finance and the Associate Vice President for Information Technology Services regarding priorities for the fiscal year
    • Provide suggestions to Vice President for Business and Finance and/or Provost/VPAA  and the information technology staff of the university about planning for academic technology needs.
    • Provide suggestions to Vice President for Business and Finance and/or Provost/VPAA  and the information technology staff of the university about strategic IT planning for the university.
    • Provide suggestions on technology needs regarding the development of online courses/programs and courseware.
    • Make suggestions regarding software; web standards; planning for IT infrastructure, and strategic IT planning for the university.
    • If requested by the Vice President for Business and Finance and/or Provost/VPAA , monitor and provide guidance to other IT committees and groups.  The team reserves the right to appoint permanent or case specific liaisons to such committees and groups.
    • Implement lecture capture solutions and archive content to allow students to revisit important learning experiences (2.4.1).
    • Review Student Success Solutions in consultation with a task force regarding current or future solutions.
    • Finalize McNichols Campus users’ desktop rights proposal.
    • Conduct assessment to secure information from end-users regarding needs and priorities.
    • Establish procedures for keeping records of approved resolutions, determinations, advice, membership records and other actions.
    • Keep the University community informed of team activities by providing summary minutes of meetings and reports for posting to the shared governance website. The secretary to the committee is responsible for sending these documents to sharedgovernance(at)udmercy.edu.
    • Verify whether team's operational policy and procedures are consistent with practice. Submit your revised document to the Shared Governance Task Force through the chairperson by December 1. If there are no changes to be made notify the SGTF chairperson by the same date.

    Note: Numbers indicate the corresponding 2012-2017 University Strategic Plan action steps Click here to view.

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    Policy and Procedures

    I. Reporting Line

    A. Reports to Vice President for Business and Finance and the Vice President for Academic Affairs
    B. When formal recommendations are made to the Vice President for Business and Finance and/or the AVP, the appropriate Vice President will inform the team of his/her decision or reaction to the proposal within 60 days.  If the appropriate Vice President decides to take a course of action different from that recommended by the team, the Vice President will make him/herself available to explain to the team the reason for the contrary action.

    II. Team Membership

    Thirteen-member team: one Law School representative; one Dental School representative; one library representative; one IDS representative; two students; two administrative or staff representatives; one faculty member selected by the MFA from among its members; and two elected representatives of the McNichols faculty;  two representatives ITS staff will be ex officio members of the team.

    III. Organization

     A. Chairperson: elected by vote of the team and responsibilities included but are not limited to the following
    1. Generates the agenda for the meetings
    2. Presents all completed proposals and recommendations to the Vice President for Business and Finance and/or the AVP
    3. Provide to the team, the issues identified by the Vice President for Business and Finance and/or the AVP
    4. Preside over meeting for the team
    B. Vice-Chairperson: elected by vote of the team and responsibilities included but are not limited to the following
    1. Posts summary minutes and other documents online within one week of meeting (shared governance website).
    2. Inform the Campus Connections or other appropriate public communications medium of new public document postings.
    3. Abbreviate meeting minutes to one page for the University archives within one week of meeting
    4. Preside over meeting in the absence of the Chairperson
    5. Maintain roster of Team membership
    C.  Rotating Recorder
    1. Members will rotate duty of recording minutes.
    2. The rotations will proceed alphabetically by last name.
    3. Distribute minutes within one week to the team for review.
    4. The Chairperson and Vice-Chairperson will be excluded from rotation due to other office responsibilities.
    5. Student members will be excluded from rotation.

    IV. Meetings

    A. Meeting will be held once a month, with at least a ten day notification, and last sixty to ninety minutes unless otherwise agreed upon by the team.
    B. The agenda will be distributed for review one calendar week prior to the meeting. When the frequency of meetings is prohibitive, such as less than fourteen days between meetings, in this case the agenda will be distributed in a timely manner but no less than two days prior to the meeting for review time by the team.
    C. A quorum of a simple majority consisting of currently filled voting member positions must be present for a meeting to take place. A member giving a proxy to the Chair does not constitute attendance and therefore does not count toward the quorum. However, a person granted proxy in accordance with Shared Governance Task Force rules by the member to take his/her place at the meeting does count toward the quorum.
    D. A quorum of two-thirds of currently filled; voting team positions must be present for a vote to take place.  A member who has either given a proxy to the Chairperson or who has a designated proxy at the meeting is counted in the quorum.
    E. Agenda

    1. Items to appear on the agenda will come from the previous meeting, the Chairperson, and the Vice President for Business and Finance.
    2. Items may be presented to the Chairperson to be placed on the agenda outside of the meetings by a member of the team.

    F.  Meeting Minutes

    1. A recorder will be assigned each meeting.
    2. Minutes will contain a brief summary of topics discussed and decision made during the meeting.
    3. The acting Rotating Recorder will distribute the minutes to the members of the team within a week.
    4. The Vice-Chairperson will handle the public posting and informing the Campus Connection.

    G. Order of Business — The following general agenda shall guide regular meetings:

    1. Roll Call – The Rotating Recorder will record those present and absent into the minutes.
    2. Approval of minutes – At this time any requested changes to the minutes can be made and approved.
    3. Old Business – Any business unresolved from the last meeting will be discussed at this time.
    4. New Business – Any new business will be discussed at this time.
    5. Officers’ Report(s) – The officers will report on recent events and information that is pertinent to their duties.
    6. Task force/Committee reports – Any report that originates from another team/committee, subcommittees or task force will be presented at this time.
    7. Announcements – Any members may request to make announcements of interest to the team
    8. Next Agenda - Cover agenda items to be covered during the next meeting
    9. Adjournment – Once all agenda items have been completed, unless there are any objections, the Chairperson will call for adjournment.

    H. Meeting will operate under the principle of consensus unless any member requests a vote.

    1. Voting Rules are referenced below in Article III

    I. Unscheduled meeting requests can be presented to or created by the Chairperson.  If the agenda is deemed urgent, one week notice should be required to call a meeting.

    V. Voting

    A vote can be requested by voting members if clear consensus can not be reached.  Voting can be requested in two forms; a show of hands or ballot.

    A. Show of hands – At the request of the Chairperson those in favor would raise their hand and to be counted by the Rotating Recorder.  Then, those opposed would raise their hands to be counted by the Rotating Recorder.  Abstentions will be counted last by the Rotating Recorder. The counts would be announced by the Chairperson and recorded in the minutes.
    B. Ballot – All voting members will be requested to write their vote on a slip of paper.  The votes will be gathered by the Vice-Chairperson, tallied and reported to the Chairperson to announce.  This method can be used when confidentiality is desired, such as during an election.
    C. When a team member is absent, they may grant proxy to the Chairperson of the IT Team or designate a proxy in accordance with Shared Governance Task Force rules and if the member’s sponsoring unit authorizes such a procedure. The Chairperson must be informed about the designation of any proxy.

    VI. Project Guidelines

    A. Provide recommendations and other actions according to timelines established by the Vice President for Business and Finance and/or AVP.
    B. For agenda initiated by team members, the team will determine the appropriate timeline.
    C. If the agenda item is given to a task force formed by the team, it will still remain subject to timeline restrictions.
    D. If an extension of a timeline is requested based on circumstances, it must be approved by the team and where appropriate the Vice President of Business and Finance and/or AVP.

    VII. Evaluation

    A. The IT team will develop a standard set of outcomes for use with all projects with the goal of evaluation being quality improvement.
    B. At the end of each academic year, the team will evaluate its progress toward achievement of establish goals in an annual report to the appropriate Vice President.

    VIII. Ongoing Responsibilities

    A. Establish, in consultation with the Vice President for Business and Finance and/or the AVP, goals for the academic year.
    B. Provide recommendations to Vice President for Business and Finance and/or AVP and the information technology staff of the University about planning for academic technology needs.
    C. Provide recommendations on technology needs regarding the possible development of online courses/programs and courseware.
    D. Make recommendations regarding software; web standards; planning for IT infrastructure, and strategic IT planning for the University.
    E. As requested by the Vice President for Business and Finance and/or AVP, monitor and provide guidance to other IT committees and groups.  The team reserves the right to appoint permanent or case specific liaisons to such committees and groups.
    F. Provide ongoing reports to and consultation with the Vice President for Business and Finance and/or AVP.

    Revised and Approved
    Shared Governance Task Force
    May 2006

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    Team Archive

    Organizational Structure and Tasks

    • Identify software being licensed annually from multiple departments to determine if there are cost savings opportunities (ex. Visio).
    • Identify a list of the advantages and disadvantages to a "Cloud" for Detroit Mercy.
    • Determine Team's organizational structure (officers/leadership e.g., chairperson, secretary, and/or other positions).
    • Draft operational policies and procedures (e.g., frequency of meetings, who calls meetings), notification time for meetings (e.g., 10 days), time period for distribution of agenda (e.g., five days), timeline for preparation and approval of meeting minutes.
    • Establish procedures for keeping records of approved resolutions, advice, membership records and other actions.
    • Draft general assessment process and goals for first year (to be updated annually).
    • Consider the continuation of the Knowledge Support Group and its procedures for appointment to the Group.
    • Include clear time limits for action on various issues as per paragraph 4 under "Further Details" of Shared Governance Task Force proposal approved by the university community.
    • Deliberate and act on priority issues identified by the Vice President for Business and Finance.
    • Provide Shared Governance Task Force with draft operational policies and procedures by December 1, 2005.
    • Establish, in consultation with the Vice President for Business and Finance and/or the Provost/VPAA, goals for the academic year.
    • Provide recommendations to Vice President for Business and Finance and/or Provost/VPAA and the information technology staff of the university about planning for academic technology needs.
    • Provide recommendations on technology needs regarding the development of online/hybrid courses/programs and courseware.
    • Make recommendations regarding software; web standards; planning for IT infrastructure, and strategic IT planning for the university.
    • As requested by the Vice President for Business and Finance and/or Provost/VPAA, monitor and provide guidance to other IT committees and groups. The team reserves the right to appoint permanent or case specific liaisons to such committees and groups.
    • Provide ongoing reports to and consultation with the Vice President for Business and Finance and/or Provost/VPAA.
    • Identify departments and academic programs where technology is underutilized. (1.2.3)
    • Survey the University population and recommend a communication solution(s) that addresses the volume and targeting concerns of the University students, faculty, and administration.
    • Draft a formal disaster recovery plan and recommendations for appropriate distribution.
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