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AA/PPS 04.03.01 - Academic Affairs Computing Priority Committee

Academic Affairs Computing Priority Committee

AA/PPS No. 04.03.01 (9.03)
Issue No. 1
Effective Date: 8/28/2014
Next Review Date: 9/01/2017 (E3Y)
Sr. Reviewer: Associate Vice President for Enrollment Management and Marketing

  1. PURPOSE

    1. The purpose of this PPS is to establish the membership and responsibilities of the Academic Affairs Computing Priority Committee that will determine student information system configuration and development policies, and establish priorities for discretionary projects that may require computing resources within the Division of Academic Affairs.
  2. DEFINITIONS

    1. Computing resources - resources invested in analysis, design, and programming services. These enhancements are required to provide new or improved system services, comply with governmental statutes and regulations support the implementation, integration, and maintenance of third-party administrative software packages; and administer the data bases utilized by these software systems.

    2. Project Charter - documentation of a concept or need including a description of the problem to be solved, goals with supporting and specific objectives, and a list of stakeholders and key operational users. See UPPS No. 04.02.01, Obtaining Technology Resources’ Systems and Services, for format.

  3. PROCEDURES

    1. Academic Affairs Computing Priority Committee members will be appointed in order to represent as many different schools and departments as possible within the Division of Academic Affairs.

      Committee membership shall be as follows:

      Member Appointed by
      Assoc. VP for Enrollment & Marketing Provost and VPAA
      1 Associate Dean Council of Academic Deans
      2 Department Chairs Council of Chairs
      2 Faculty Members Associate Provost
      2 Faculty Member Faculty Senate
      1 Graduate College Representative Dean, Graduate College
      Director of Undergraduate Admissions Assoc. VPEMM
      Director of Financial Aid & Scholarships Assoc. VPEMM
      University Registrar Assoc. VPEMM
      Director of Curriculum Services Assoc. VPAA
      Director of the Texas State University Round Rock Campus Provost and VPAA
      Asst. VP Technology Resources VPIT

      Ex Officio members include:

      Ex Officio member Appointed by
      Systems Analyst Undergraduate Admissions
      Systems Analyst University Registrar
      Systems Analyst Dean, Graduate College
      Systems Analyst Dir., Financial Aid & Scholarships
      Director, Enterprise Systems Asst. VP Technology Resources
      Asst. Dir., Enterprise Systems Dir., Enterprise Systems
    2. The Provost and Vice President for Academic Affairs will appoint the Associate Vice President for Enrollment Management and Marketing to serve as chair of the committee. In addition to presiding at meetings, she or he will be responsible for communicating with all committee members between meetings and for communicating the committee’s recommendations and concerns to other university groups.

    3. Members of the committee will serve three-year terms with reappointments permitted if desired.

  4. COMMITTEE DECISIONS/ACTIONS

    1. The committee meets each semester or as needed to receive reports from the SIS Coordinating Council and key student system administrators, evaluate current student system activity, and make recommendations for enhancements. (All project charters must be submitted in accordance with the procedures established by UPPS No. 04.02.01, Obtaining Technology Resources’ Systems and Services.)

    2. The committee will monitor requests from submission through completion via periodic status reports from team leaders and project managers. If a feasibility study is not begun within six months of being ranked, project charter will be removed from the list of ranked projects. The committee will assist in moving projects towards completion by assessing obstacles that may stand in the way of their completion, by keeping deans and directors informed, and by working closely with other divisions’ computing priority committees, particularly through the Enterprise Systems Coordinating Council (ESCC).

    3. After each meeting, the committee chair will prepare minutes and distribute them to the members of the committee and the Provost and the Enterprise Systems Coordinating Council (ESCC). The chair of the SIS Coordinating Council will prepare and submit to the committee, the Provost and ESCC a summary report to include the following sections:

      1. a revised ranking of all division project charters; and

      2. a progress report of current project charters.

  5. REVIEWERS OF THIS PPS

    1. Reviewers of this PPS include the following:

      Position Date
      Associate Vice President for Enrollment Management and Marketing September 1 E3Y
  6. CERTIFICATION STATEMENT

    This PPS has been approved by the following individuals in their official capacities and represents Texas State Academic Affairs policy and procedure from the date of this document until superseded.

    Associate Vice President for Enrollment Management and Marketing; senior reviewer of this PPS

    Provost