Institutional Information Processing System Users Group
Charter North Carolina Community College of Institutional Information Processing System Users Group (IIPS)
REVISION July 19, 2016
Membership shall be on an institutional basis or on an individual basis. Employees, trustees, and friends of the North Carolina Community College System and/or persons officially associated with the North Carolina Community College System Office whose purposes are to benefit, in any way, institutions in this system shall be eligible for individual membership. Any institution of North Carolina Community College System shall be eligible for institutional membership. Each member shall be entitled to the receipt of all official publications and communications of the organization, and all other such privileges and benefit as shall, from time to time, inure to the membership.
The Membership Assembly - The assembly shall be comprised of all official members as classified in Article I above. The membership shall be further organized into three regions - West, Central and East. The regions shall be divided as follows:
Each institutional membership shall be entitled to one (1) vote in the membership assembly. An institution-designated individual shall cast that vote.
All officers, committee members and IIPS appointed liaison members must be individuals who have an active technical role in the day-to-day operations of the college’s computer technology systems. This would include, but not be limited to, administrative systems, network systems, e-mail systems, academic lab systems or web systems.
Officers - The officers shall be a President, an Executive Vice-President, three Regional Vice-Presidents –one from each region, a Secretary, and a Treasurer. The Executive Vice-President and Secretary shall be elected annually at the annual meeting of the membership. The Treasurer shall be elected biannually at the meeting of the membership. The Treasurer is given the option to serve a 2 year term or not. Should the Treasurer choose not to serve the 2 year term, the Treasurer shall notify the current President at least 60 days prior to the Annual Meeting. The nominating committee shall present a slate of candidates and a candidate may be nominated from the membership assembly. A candidate shall be elected by a majority vote of the membership assembly in accordance with the procedures prescribed in Article IV of this document. The Regional Vice-Presidents shall be nominated and elected at the regional session of the annual meeting following the general elections. Only the Treasurer shall be eligible to serve consecutive terms in the same office. The Executive Vice-President and Presidential nominee must have previously served on the Executive Committee for at least one term of office.
Succession of Officers - In the event the office of President becomes vacant, the Executive Vice-President shall become President. In the event that any other office becomes vacant, other than the office of Immediate Past-President, the vacancy will be filled by appointment by the Executive Committee from the IIPS membership, subject to confirmation at the next meeting of the membership and in accordance with that respective office's qualifications as prescribed in Article III. Should the Executive Vice-President become ineligible to succeed to the Presidency, a President shall be elected in accordance with election provisions of Article III. Should the office of Immediate Past-President become vacant, it shall remain vacant until the next election.
Duties of Officers
President – The President shall preside at all meetings of the membership assembly and the Executive Committee. As chief executive officer of IIPS, the President shall assume such responsibilities normally commensurate with such position and discharge any others as may be delegated by the membership assembly or the Executive Committee.
Immediate Past-President – The Immediate Past-President will be an Executive Member for one year and will provide consultation to the President. The Past President will be responsible for lending advice to the Officers and recommending change in IIPS procedures, By-Laws or Constitution. The Immediate Past-President shall perform such duties as prescribed by the President.
Executive Vice-President –The Executive Vice-President shall assume the role and duties of the President in the President’s absence or incapacitation. The Vice-President shall be coordinator of all Liaison Groups, serve as chairperson of the Nominating Committee, and perform any such other duties as may from time to time be assigned by the membership assembly or Executive Committee. The Vice-President shall succeed to the Presidency.
Regional Vice-President – The Regional Vice-President shall preside at all regional meetings of the membership assembly. The Regional Vice-President shall perform any other such duties as may from time to time be assigned by the membership assembly or Executive Committee.
Secretary – The Secretary shall record the proceedings of all annual meetings and meetings of the Executive Committee. The Secretary shall disseminate such recordings to the membership and perform other tasks as may be assigned by the membership assembly or Executive Committee.
Treasurer – The Treasurer shall receive and safeguard all assets of IIPS and shall properly record and receipt said assets. The Treasurer shall deposit all negotiable assets in a proper depository and shall sign such checks or vouchers as become necessary, shall present for inspection all records of transaction and holdings of IIPS at each annual meeting and at any other time as requested by the Executive Committee and submit such records for annual audit.
Executive Committee Members - The Executive Committee shall be comprised of the President, Immediate Past-President, Executive Vice-President, Secretary, Treasurer, Regional Vice-Presidents - one from each region, the IT Standards Committee Chairperson, a representative of the North Carolina Association of Public Community College Presidents and a representative of the North Carolina Community College System Office. At no time shall an institution hold more than one office or voting position on the Executive Committee.
Information Technology (IT) Standards Committee Chairperson - A chairperson is appointed by the Executive Committee to oversee the committee and act as a liaison between the committee and the Executive Committee. The chairperson will serve two years, and shall be a non-voting member of the Executive Committee.
Community College Presidents Association Representative - The North Carolina Association of Public Community College Presidents' Representative shall act as a liaison between the NC Association of Public Community College Presidents and IIPS. This representative shall be appointed by the Presidents Association, and shall be a non-voting member of the Executive Committee.
NCCCSO Representative - The NCCCSO Representative shall act as the liaison between the North Carolina Community College System Office and IIPS. This representative shall be appointed by the NCCCSO, and shall be a non-voting member of the Executive Committee.
Executive Committee Duties - The Executive Committee shall act as the interim governing body of IIPS between meetings. As such it must discharge the indicated wishes of the assembly as provided in such resolutions or legislation as the assembly may vote. The Executive Committee is authorized, under urgent circumstances, to make interim policy or structural changes in the conduct of affairs, and to accommodate for the organization's survival or maintenance of legality. Such changes shall require a majority vote of the Executive Committee and shall be enforceable only until the next membership assembly meeting, at which time such changes will require ratification by the assembly to remain in force.
Nominating Committee Members - The Nominating Committee shall be comprised of the three regional Vice Presidents and the Executive Vice President. The Executive Vice-President shall serve as chairperson of this committee and shall vote only in cases of a tie.
Nominating Committee Duties - This committee will be responsible for developing a slate of qualified candidates for the offices of Executive Vice-President, Secretary, and Treasurer. This slate of candidates shall be published for the entire IIPS membership at least 30 days prior to the Annual Meeting.
Special Committees - The President shall have the power, with the approval of the Executive Committee, to appoint special committees as needed to serve a specific purpose. These committees shall remain in effect until the duties assigned them by the President are accomplished, or until the term of the President is completed, unless the newly elected President and Executive committee vote to extend said committee's duties.
IT Standards Committee Members
The IT Standards Committee shall be comprised of 4 subcommittees. These are: 1) General Security 2) Network 3) Unix Application 4) Disaster Recovery/Business Continuity. Each subcommittee will consist of six appointed IIPS members with no more than two from one school. Each member will serve a total of three years, with two rotating off each year. A member serving in their second year is eligible to serve as chair of their subcommittee. That position will be recommended by the current chair and appointed by the chair of the IT Standards Committee. There will be no more than one chair from a college at a time. The Chair of the IT Standards Committee will be appointed by the IIPS Executive Committee and should have served as the chair of one of the four subcommittees. If none of the four chairs agrees to serve, the IIPS Executive Committee can waive this requirement and appoint a Chair from the membership.
IT Standards Committee Duties
This committee will be responsible for ongoing recommendations for campus-wide standards and operating procedures in response to the Electronic Data Processing audit of the NC Community Colleges and a changing security environment.
Data Governance Committee
This Data Governance Committee (DGC) is established to maintain and sustain effective data systems to ensure data quality, efficient processes, and effective reporting capabilities within the North Carolina Community College System (NCCCS). The DGC will help set the strategic direction to ensure systems are effective and maximize economies of scale. The DGC has the responsibility for ensuring that colleges have access to resources and tools that facilitate data integrity and accuracy of reports throughout the system. The DGC has the authority to approve changes, additions, and deletions that impact the system reporting requirements.
The committee will normally be composed of fifteen members, with ten from the colleges and five from the system office. Along with representatives from other professional associations with the NCCC system, one member will be nominated by the IIPS Executive Committee. Committee members will serve a three-year term, effective July 1, 2016. However, to ensure effective turnover and transitions, most of the first appointees will be required to serve shorter terms.
Scope - The membership assembly and/or Executive Committee may exercise such procedures as are within the scope of the by-laws, so long as such procedures and/or actions do not violate any law, federal state, or local; and so long as such actions do not violate or otherwise infringe upon the policies of the North Carolina Community College System.
Official Action - Any action, resolution, or commitment of the organization shall be deemed official only when approved by a majority vote (50% plus one) of an institutional-designated representative present and voting at the meeting. Interim actions may be taken by the Executive Committee as prescribed in Action III of these by-laws. The IIPS organization shall be governed by Robert's Rules of Order in all cases to which they are applicable, and in which they are not inconsistent with the stated by-laws of the organization.
Fiscal Year - The fiscal year for IIPS shall begin on August 1 of a given year and end on July 31 of the following year. The new officials of IIPS shall take office officially on August 1. The period of August 1 through August 31 shall be the transition period for the incoming and outgoing treasurer. The incoming president shall appoint someone to audit the accounts of IIPS, preferable the Business Official at the school of the incoming treasurer. The auditor shall submit a written report of that audit to the President and the Executive Committee no later than September 15 of the current year.
Dissolution – In the event that this organization is dissolved, its residual assets will become the property of the North Carolina Community College System Office to be distributed at their discretion.
The entire membership assembly shall meet at each scheduled conference for the purpose of conducting a business meeting. A minimum of one meeting per year is required. The Executive Committee shall plan and make necessary arrangements for such meetings. The Executive Committee shall meet as often as deemed necessary to accomplish the purpose of this organization. The Regional Vice-Presidents shall plan and make the necessary arrangements for any regional meetings as directed by the Executive Committee, the entire membership assembly, or as deemed necessary by the Regional Vice-President. Meetings will be conducted in accordance with Robert’s Rules of Order.
These By-Laws may be amended by two-thirds majority vote of the membership assembly or by majority vote of the Executive Committee as prescribed in Article III above.
In case of budgetary constraints or other unforeseen problems the term meeting may mean, "a meeting by conference call or a pooled voted meeting by email".
Approved by membership-at-large on July 19, 2016