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Colleges' ICT Committee Standing Orders

1. Interpretation

Unless otherwise specified, use of the term ‘college’ herein shall be deemed to refer equally to the societies established under University Statute V, and to any permanent private halls in the University of Oxford licensed under this Statute.

The term ‘Chair’ shall be used irrespective of gender.

2. Functions

2.1 There shall be a Colleges’ ICT Committee (CICTC).

2.2 The CICTC’s main purpose shall be to represent the interests of the colleges in discussion with university bodies and others on matters concerning computing and ICT facilities

2.3 The CICTC shall have the following functions:

  1. to provide a forum for discussion of matters of interest to the colleges concerning the use of computers and ICT;
  2. to discuss ICT provision at college and university level and
  3. to help colleges to work together to provide ICT.

2.4 The CICTC shall exercise these functions in the following ways:

  1. by communicating and promoting the views and interests of college ICT staff in the ICT Coordinated Decision Making structure and
  2. by advising the Conference of Colleges when appropriate.

2.5 The CICTC may set up ad hoc or standing sub-committees and working groups which shall be accountable to the CICTC. Where a sub-committee is established formally, with standing orders, this must be approved by Conference.

3. Membership

3.1 The membership of the CICTC shall consist of an ICT fellow from each college, who is involved in academic or administrative ICT and is a member of the college’s governing body

3.2 Each college may send one representative to a meeting. One other representative may attend, (usually one of the college’s ICT support staff) with the prior agreement of the Chair, if that would assist the business of the meeting, or to act in a technical support role.

3.3 A college may be represented by a proxy appointed by the college’s ICT Fellow, with the approval of the Chair.

3.4 The following may be in attendance for unreserved business:

  1. the Director of Computing Systems and Services;
  2. the head of the Systems and Electronic Resources Services, Bodleian Libraries;
  3. the Director of Business Services and Projects and
  4. a college representative on the ICT Forum Steering Committee.

3.5 Others may attend at the invitation of the Chair.

4. Officers

4.1 The CICTC shall have a Chair and a Deputy Chair.

4.2 The CICTC may allocate particular portfolios and areas of responsibility to its officers and other members and empower them to take action on its behalf.

4.3 The Chair’s college may be represented in committee meetings by an alternative member mandated to speak on behalf of the college.

5. Meetings

5.1 The CICTC shall normally meet once a term, on Tuesday of 2nd Week.

  1. The Chair (or Chair-elect) may propose changes to the pattern of regular meetings. Any such changes shall need the approval of the CICTC and should be agreed before the end of the academic year preceding the one in which the changes would take effect.
  2. The Chair may propose changes to the organisational details of regular meetings (time, duration, location, date). Seven days’ notice shall normally be given.
  3. If the Chair receives a written request signed by five CICTC members that an additional or extraordinary meeting shall be called, then the Chair shall call such a meeting giving at least seven days’ notice. The Chair may also call an additional or extraordinary meeting, or a joint meeting with another committee, in consultation with the Deputy Chair, giving at least seven days’ notice.

5.3 The Chair may cancel a meeting if there is insufficient business, and with at least seven days’ notice.

6. Voting

6.1 Each member college shall have one vote.

6.2 A vote may be taken on any issue before the Committee.

6.3 A formal quorum of 50% of member colleges shall be applied for agenda items where a vote is to be taken.

6.4 The Committee shall not take binding votes. The CICTC may decide that a proposal is of sufficient import for it to be considered for possible referral to Conference for a binding vote, via Steering Committee. If such a proposal is identified the following mechanism shall be employed:

  1. notice shall be given in time for members to consult more widely on the proposal in college;
  2. in order for the proposal to be referred to Steering Committee, the CICTC must vote:
  1. in favour of the proposal, by a simple majority, and then
  2. that the proposal be considered for a binding vote at Conference, cc again by a simple majority; and
  3. when referring a proposal to Steering Committee for consideration of a binding vote at Conference, the CICTC shall include the outcome of its own vote on the proposal, together with a clear recommendation that would reduce the need for Conference to return again to first principles.

A binding vote shall only be considered on an issue on which Conference is entitled, through its own standing orders, to take a binding vote.

The Chair of CICTC shall consult the Chairman of Estates Bursars’ Committee on any proposal being considered for possible referral to Conference for a binding vote, via Steering Committee, and of the outcome of any vote at CICTC on such a proposal. The Chair of CICTC would attend Steering Committee to outline the proposal.

6.5 Notice of a vote shall be given by the agenda. Notice shall be given in time for members to consult more widely in college and with governing bodies where appropriate, for a vote on any issue on which the CICTC wishes, or has been asked, to express a clear view or give a recommendation to another body whose final decision will impact irrevocably on all colleges.

6.6 The Chair may also call for an ad hoc vote during the meeting (but not on issues where the Committee is expressing its views to another body and where consultation in colleges is required). If called upon to do so by at least half of those present and entitled to vote, the Chair shall put to a vote any issue, excepting those where the Committee is expressing its view to another body and where consultation in colleges is required.

6.7 Decisions shall be taken on the basis of a simple majority of those voting.

6.8 Votes shall usually be taken by a show of hands, but the Chair, in consultation with the Deputy Chair, may decide on an alternative process if more appropriate for a particular issue. Only those present may vote.

6.9 In the event of a tie, the Chair shall have the discretion either to make a casting vote or to refer the matter back to a subsequent meeting of the Committee.

7. Elections of Officers

7.1 All officers shall be appointed to terms of office of three years. Arrangements deviating from this norm may be proposed by the Chair, subject to agreement by the CICTC, to ensure that appointments are staggered appropriately.

7.2 All officers shall be eligible to be re-elected for a further three-year term only, but then may not be re-elected until a further two years have elapsed.

7.3 The posts of Chair and Deputy Chair may be held by any Senior Member of the University.

7.4 At the end of the term of office of the Chair and the Deputy Chair there shall be an election. The election will occur at the last meeting prior to the end of the term of office and the secretary shall send notification of the election to all committee members asking for nominations at least 14 days before the meeting. Any election where there is more than one candidate shall be carried out by secret ballot at that meeting on paper.

7.5 Casual vacancies shall be filled for the remainder of the outstanding term and, for the purposes of re-eligibility shall count as a full term. If, however, a casual vacancy arises in the final year of the term of office, the election shall be for the remainder of that term and a full term in addition (up to four years). The officers shall be eligible to be re-elected for a further three-year term only, but then may not be re-elected until a further two years have elapsed

7.6 All candidates for vacancies shall be proposed and seconded by two or more different members of the CICTC.

7.7 In the event of a tied election, the Chair shall settle the matter by drawing lots.

7.8 If the number of nominations equals the number of vacancies, the nominee(s) are deemed elected from the closing date for nominations. If there are insufficient nominations, Chair and Deputy Chair shall identify a candidate to be ratified by the EBC.

8. Representation

8.1 The Chair of the CICTC is an ex officio member of:

  1. PRAC ICT sub-committee
  2. OUCS Management sub-committee
  3. The Estates Bursars’ Committee

9. Reporting

9.1 The CICTC shall report to the Estates Bursars’ Committee. The Chair shall raise relevant issues or refer matters for decision to the Chair of Estates Bursars’ Committee, personally or through a written report as soon as is practicable.

10. Minutes and Agenda

10.1 Minutes of the meetings of the CICTC shall be circulated as soon as possible following the meeting.

10.2 Minutes of the meetings of the CICTC shall be sent to the Estates Bursars’ Committee, and to all members of the CICTC and those in attendance, and to such other individuals as the Chair shall from time to time determine.

10.3 All minutes are published on the Conference of Colleges website.

10.4 The Chair shall be responsible for agreeing the minutes of the CICTC for distribution and for signing them at the next meeting as a full and final record. The Chair should ensure that they present an accurate record of the meeting and may consult accordingly. In the Chair’s absence, and by prior agreement, the Deputy Chair may agree the minutes.

10.5 The Chair shall be responsible for agreeing the agenda for meetings of the CICTC and for deciding whether particular agenda items, papers or parts of minutes should be considered to be confidential.

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