Terms of Reference

Purpose | Objectives | Reporting Relationship | membership | Terms of Appointment | Quorum | Format | Discussion Inputs | Discussion Outcomes | Chair / Deputy Chair

Purpose:

The purpose of the Information Technology Advisory Council (ITAC) is to advise the UBC Board of Governors (through its Audit Committee) and the Executive Management Team on matters related to maximizing the benefits of investments in Information Technology (IT) consistent with the strategy and risk appetite of the university.

Objectives:

Improve the effectiveness of UBC’s investment in information technology by providing input based on the knowledge and experience of internal and external members, who bring experience from other organizations and industries pursuing similar objectives:

  1. Provide input and advice on UBC’s digital strategy.
  2. Offer advice on the approach to IT governance, planning, investment prioritization, administration, organization structure and risk management, ensuring it is robust, realistic, and reflects best practice.
  3. Provide input on the appropriateness of IT related policies, strategies and delivery approaches.
  4. Review the organisation’s approach to delivering technology solutions and its ability to absorb associated structural changes.
  5. With respect to appropriateness of technologies, challenge current IT thinking with alternative technology approaches and creative solution options; assess whether the level of innovation and creative thinking in the IT organisation’s approach is appropriate to UBC; offer alternative solution thinking in terms of technology selection, work resourcing and service operation.
  6. Evaluate and if deemed appropriate, recommend approval of IT projects requiring Executive and/or Board approval.
  7. To help ensure successful outcomes, evaluate proposed implementation plan, progress to completion and post implementation reviews for major IT projects considering factors such as scope, budget, timeline, risk management, and change management.
  8. Comment on level of investment and approach to implementing cybersecurity measures to protect the university from data breaches or operational disruption.

Reporting Relationship:

  • ITAC reports directly to the UBC Executive Team with a dotted line to the UBC Board of Governors, through its Audit Committee.
  • The Executive Sponsors for ITAC are the Vice-President Academic and Provost, UBC Vancouver and the Principal and Deputy Vice-Chancellor, UBC Okanagan.
  • The primary contact for ITAC is the Associate Vice-President, Information Technology & Chief Information Officer.

Membership:

ITAC is comprised of:

  • Up to four Deans from the Vancouver campus, to be nominated by the Provost, including the Dean of Science, the Dean of Arts, and one of the Deans in Health Sciences.
  • One Dean from the Okanagan campus, to be nominated by the Principal and Deputy Vice-Chancellor Okanagan.
  • The Chair of the Audit Committee or Chair of the Board of Governors may at their discretion designate an alternate member from the Audit Committee.
  • Two to three external senior leaders with relevant corporate business experience and ideally familiarity with IT system implementations in large, complex organisation(s).
  • One external member who holds, or held, the Chief Information Officer (or equivalent) position with a large, complex organisation.
  • The VP Academic & Provost Vancouver.
  • The Principal and Deputy Vice-Chancellor Okanagan.
  • The VP Finance and Operations.
  • The VP Human Resources.
  • The Associate Vice-President Information Technology & Chief Information Officer.

On an exception basis, when UBC appointed members are not able to attend meetings due to unavoidable reasons, a designate may be appointed to attend on their behalf. When appointing a designate, it should be clarified whether voting power is being delegated to the designate or not.

Terms of Appointment:

  • Up to 3 years, or, coincident to positions held.

Representatives from Enterprise Risk and Assurance, Office of the CIO, the President's and the Provost's Office shall have a standing invite to attend meetings as they deem appropriate, as non-voting members.

A current list of members and the term expiry dates shall be maintained by the CIO's office and will be attached to the Terms of Reference as an appendix.
All members are invited to attend every session.

Quorum:

  • The Council will have quorum for meetings and voting when at least two of five Deans, the Chair or Deputy Chair, CIO or Delegate, and at least one member of the UBC Executive is in attendance, or have registered their vote in the case of an online vote.
  • Resolutions will be carried by a majority vote, subject to quorum requirements being met.

Format:

  • The Council will have up to five regularly scheduled sessions annually, as well as possible additional ad hoc meetings (in-person or via tele or video conference) when required.
  • Required notice for meetings and online votes is one week, or as otherwise agreed by the Council.
  • The agenda for each regular session will be approved by the Chair in advance and normally include, but not be limited to the following:
    • Approval of prior meeting’s minutes;
    • Review of outstanding action items from prior meetings;
    • Summary review of the status of major and large IT capital projects;
    • “Deep dives” on one or more significant issues or projects under consideration, or being implemented;
    • Recommendations concerning upcoming budget funding approvals for IT Capital Projects requiring Executive and/or Board approval;
    • Analysis and updates on significant risks and issues related to IT at the university;
    • Any matters requested by the Chair or members of the Council.
  • The agenda will indicate whether items are intended for Information, for Discussion, for Recommendation (e.g., to Executive/Board), or for Approval. If for Recommendation or Approval, then the corresponding draft resolution should be posted for consideration.
  • Pre-read materials are to be posted on the Council’s online portal ideally at least one week prior to the meeting.
  • Presenters at Council meetings will endeavour to ensure the purpose of their presentation and any recommendations or approvals requested are appropriately summarized and highlighted.
  • The Office of the CIO will be responsible for overseeing the preparation of the pre-read and discussion materials and for the facilitation of each session, in coordination with the Chair of the Council.
  • Subject matter experts from outside and within the University may be invited to present to the Council.
  • Presentations at Council meetings are intended to highlight key points/issues and stimulate informed discussion and evaluation, rather than merely repeating the pre-read materials.
  • “Deep dive” discussions will cover technology topic(s) or projects of high significance for the university at that time. Examples are information security, enterprise applications and systems, digital strategy, AI, disaster recovery and research computing support.

Discussion Inputs:

  • Current or emerging technologies, policies, strategies, product/services selections and service offerings, vendor relationships and implementation plans for technology and technology enabled business changes at UBC
  • Risk assessments of IT projects, services, current issues/incidents including cyber events
  • Points of view from subject matter experts attending meetings or prepared ahead of the meetings and distributed to Council members
  • Relevant contextual information about the institution
  • Internal audit reports

Discussion Outcomes:

Advice to the UBC Executive Management Team and the UBC Board of Governors about:

  • IT governance and program/project management.
  • Prioritization of IT projects.
  • Appropriateness of technology solutions proposed or IT related standards and policies.
  • Expected change impact on the institution and adequacy of change management plans.
  • Likelihood of success with proposed implementation approach & observations with respect to post implementation reviews of major projects.
  • Significant IT budget proposals & appropriateness of funding and other resourcing.
  • Emerging technology related issues, opportunities and risks facing UBC.

ITAC will share its views and recommendations with the UBC Executive or the Audit Committee of the Board of Governors in writing or in presentation form, as requested by either body.

Chair / Deputy Chair:

The Chair of the Council is an external member appointed by the UBC Executive, on a term to be agreed upon with the Chair. The role of the Chair is to:

  • Set the meeting agendas.
  • Coordinate with the CIO about the preparation of meeting materials and presentations.
  • Manage meetings to ensure they are effectively conducted and provide opportunity for constructive feedback and discussion balanced with the agenda timeline.
  • Ensure meetings are documented, action items noted, and minutes are circulated promptly.
  • Ensure processes (e.g., in-camera feedback, post-meeting surveys, periodic effectiveness surveys) to solicit input on effectiveness of ITAC meetings and such feedback is appropriately considered to ensure meeting effectiveness.

The Deputy Chair is determined by its members on a term to be agreed upon with the Deputy Chair. The Deputy Chair is an external member. The Deputy Chair’s role is to provide advice to the Chair and act in the Chair’s absence upon request.

This page was last updated on Wednesday, November 12, 2025