Information Technology (IT) Subcommittee

Members

(as of March 30, 2017)

End of Term

Mr. Ram Panda, Chair [06/30/2020]
Mr. Louis Bernardi [06/30/2018]
Prof. Muthucumaru Maheswaran [06/30/2020]
Mr. Howard Stotland [06/30/2020]
Ms. Martine Turcotte [06/30/2020]
Mr. Pierre Turcotte [06/30/2020]
Dr. Laura Winer [06/30/2020]

Senior Stewards

Prof. Yves Beauchamp, Vice-Principal (Administration and Finance)

Sectretary & Governance Advisor

Ms. Edyta Rogowska, Secretary-General


Terms of Reference

Terms of Reference of the Information Technology (IT) Subcommittee

Enacting Provisions

The Information Technology (“IT”) Subcommittee (“Subcommittee”) is established under the authority of, and is accountable to, the Board of Governors (the “Board”) of McGill University (the “University”). It shall function as stipulated in these terms of reference and the Regulations of the Committees of the Board of Governors of McGill University (the “Regulations”). In accordance with the Regulations, meetings of the Subcommittee, in line with meetings of Board Committees, shall be held in closed session unless the Subcommittee resolves to carry out a meeting or part of a meeting in open session.

 1.      Composition

 a)      Appointments to the Subcommittee shall be approved by the Board of Governors, normally on the recommendation of the Nominating, Governance and Ethics Committee.

 b)      The Subcommittee shall consist of six to seven members, selected as follows: 

o   one at-large member of the Board of Governors 
o   at least one and up to two members of the general public with expertise in IT project oversight and/or IT risk management 
o   one member of the Building and Property Committee o   one undergraduate or graduate student recommended by the student societies (PGSS, SSMU, MACES, MCSS)  
o   one administrative and support staff recommended by the Principal 
o   one academic staff member recommended by the Provost and Vice-Principal, Academic.

 c)  Expertise and experience in IT, business administration and IT risk management will be relevant criteria for appointment to this Subcommittee;

 d) The Chair of the Subcommittee shall be appointed by the Board, normally on the recommendation of the Nominating, Governance and Ethics Committee;

 e) The Vice-Principal, Administration and Finance, shall serve as the Senior Steward to the Subcommittee;

 f) The Secretary-General or delegate shall serve as Secretary and governance advisor to the Subcommittee.

 g) Where necessary or appropriate to facilitate and support the business of the Subcommittee, the Senior Steward or Secretary may invite University staff to serve as resource persons for particular items of business.

2.   Mandate of the Subcommittee

The Subcommittee assists and advises the Building and Property Committee in fulfilling governance responsibilities with respect to IT needs, projects, plans and policies. Without limiting the generality of the foregoing, the Subcommittee shall:

a) Review and recommend to the Building and Property Committee for approval or amendment thereto IT-related projects and technology architecture initiatives, including educational software platforms that require approval by the Building and Property Committee or the Board in accordance with the Policy on the Approval of Contracts and Designation of Signing Authority;

b)  Recommend to the Building and Property Committee that the Vice-Principal, Administration and Finance, be authorized to expend funds in support of IT project design and development with such expenditures to be reported to the Subcommittee and included in the overall project budget presented to the Subcommittee and Building and Property Committee;

c) Ensure that sources of financing for IT-related projects are clearly identified and assured;

d) Assess relevant areas of risk, which may include:

· data security and IT controls systems 
·  disaster and recovery planning
·  financial, reputational, compliance risks
·  sustainability considerations
·  project/system implementation risks

e) Review, at least annually, the planned IT-related projects and the projected budget and other sources of funding, as well as projected expenditures;

f) Receive, at least annually, a report on IT projects approved by the Vice-Principal, Administration and Finance on any IT-related decisions pursuant to his/her authority and the Principal’s under the Policy on Approval of Contracts and         Designation of Signing Authority, and approve the  submission of the report to the Building and Property Committee;

g) Review and recommend to the Building and Property Committee strategic plans, principles and policies relevant to IT planning and development;

h) Periodically invite university units or committees to report on matters regarding IT             planning, development and stewardship;

i) Consider and recommend to the Building and Property Committee any matters      identified by the Building and Property Committee, the Board, the Principal or   the Vice-Principal, Administration and Finance that relate to IT planning and     development.

3.         General Provisions

The Subcommittee shall meet at least twice a year. The Subcommittee shall have a calendar of business, maintained by the Secretary-General or delegate, for the purpose of ensuring that each meeting agenda addresses responsibilities as outlined in these terms of reference.

The Subcommittee shall report to the Building and Property Committee on a regular basis, and within a reasonable time following the Subcommittee meeting.

The Subcommittee shall review its terms of reference at least once every three years and recommend any changes to the Building and Property Committee. The Building and Property Committee shall recommend any changes to the Nominating, Governance and Ethics Committee.

 

Approved:

Executive Committee December 13, 2016