Information Technology Committee — Terms of Reference

Purpose and Authority

The purpose of this committee is to:

• Recommend to the Dean optimal approaches to leveraging IT in support of the Faculty’s mission and priorities.
• Oversee the development and execution of IT strategy for the Faculty of Medicine.
• Guide the Faculty’s IT function through advice to the Deputy CIO, Faculty of Medicine.
• Connect the Faculty’s IT function with UBC and Health Authority IT functions.

Composition

This committee is made up of ex officio and appointed members.

The Faculty of Medicine’s commitment to equitable and diverse membership on its committees and advisory councils guides its nomination and selection process.

Voting Members

Ex officio

• Managing Director, Faculty of Medicine (co-chair) (1)
• Vice Dean Health Engagement (co-chair) (1)
• Deputy Chief Information Officer – Medicine (1)
• Deputy Chief Information Officer, UBC or delegate (1)
• Associate Director Engagement Services UBC IT (1)

Appointed

• One Regional Associate Dean or delegate (1)
• One Department Head/Centre, School or Institute Director (1)
• Five faculty or staff members (ensuring balance of education, research, administration, units, regions, and programs) (5)
• Two IT staff members (2)
• One Senior Administrator (1)

Guests may be invited to join specific meetings or portions of specific meetings at the co-chairs’ discretion.

Appointment Process

Ex officio members are members by virtue of their administrative appointment.

Appointed members are appointed by the Dean through the annual process initiated by the Dean’s Office.

Term

Ex officio members are members as long as they hold their administrative appointment.

Appointed members are members for a three-year term and are eligible for renewal.

Chair

Co-chaired by the Managing Director, Faculty of Medicine and the Vice Dean, Health Engagement.

Meeting Schedule and Administration

Normally meets approximately four times a year and at the call of the co-chairs.

All members are expected to attend all meetings in person or via videoconference or phone.

A staff member from the Dean’s Office will capture meeting minutes. Minutes will be circulated to all members.

Records will be maintained in accordance with UBC and Faculty of Medicine records retention procedures.

Quorum and Decision Making Process

Quorum consists of 50% plus one of voting members.

Decisions are typically made by consensus. When consensus does not emerge, decisions will be made by vote, requiring 50% plus one of voting members present to pass.

Lines of Accountability and Communication

This committee:

• Reports and makes recommendations to the Dean.
• Provides an annual report summarizing the year’s activities to the Faculty Executive Committee, for information.
• Seeks input from the Department Heads and School Directors Committee before presenting recommendations to the Dean, as appropriate.
• May delegate responsibilities to subcommittees and/or ad hoc groups to make recommendations on, or conduct, specific aspects of the committee’s mandate.

Representatives of this committee liaise with other academic and administrative committees and advisory councils, as needed.

Responsibilities

This committee:

1. Determines the Faculty’s system-wide IT strategy, outcomes, and capabilities. Vets and endorses the translation of required capabilities into IT enablement tasks.
2. Develops and recommends principles and policies that guide IT governance for FoM, including relationships between UBC IT, Digital Solutions, and unit-specific IT resources. Determines the scope of decision-making that should exist within the FoM organizational unit (e.g. departments and centres).
3. Facilitates the delivery of results. Monitors the progress of technology projects, services and investments, and advises on how to ensure that IT initiatives are successful. Advises on the identification and resolution of issues that impede the effective delivery of services. Makes recommendations that keep FoM and IT strategies aligned or that consciously manage any deviations.
4. Provides recommendations to Dean and Faculty Executive regarding the prioritization of major initiatives.
5. Ensures compliance with UBC Policy FM11 related to Faculty of Medicine IT project expenses, by seeking approval at the appropriate level depending on the estimated total cost of a project.
6. Adheres to the FoM General Responsibilities of Standing Committees.

Approval

This version of these terms of reference has been approved by the Dean’s Executive Advisory Council (DEX) on July 17, 2024.

Version History

• Approved by the Dean, Faculty of Medicine on July 8, 2020.
• Approved by the Faculty Executive Committee on September 26, 2017, and by the Faculty of Medicine (Full Faculty) on November 14, 2017
• Approved by the Dean, Faculty of Medicine on October 26, 2016