Bylaws

Charter North Carolina Community College of Institutional Information Processing System Users Group (IIPS)

REVISION February 14, 2024

Article I
Membership 

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:

West

• Asheville-Buncombe Technical Community College
  
• Blue Ridge Community College
• Caldwell Community College & Technical Institute
• Catawaba Valley Community College
• Cleveland Community College
• Gaston College
• Haywood Community College
• Isothermal Community College
  
• Mayland Community College
• McDowell Technical Community College
• Mitchell Community College
• Southwestern Community College
• Surry Community College
• Tri-County Community College
• Western Piedmont Community College
• Wilkes Community College

Central

• Alamance Community College
  
• Central Carolina Community College
• Central Piedmont Community College
• Davidson County Community College
• Durham Technical Community College
• Fayetteville Technical Community College
• Forsyth Technical Community College
  
• Guilford Technical Community College
• Johnston Community College
• Montgomery Community College
• Piedmont Community College
• Randolph Community College
• Richmond Community College
• Rockingham Community College
• Rowan-Cabarrus Community College
• Sandhills Community College
• South Piedmont Community College 
• Stanly Community College
• Vance-Granville Community College
• Wake Technical Community College

East

• Beaufort County Community College
  
• Bladen Community College
• Brunswick Community College
• Cape Fear Community College
• Carteret Community College
• Coastal Carolina Community College
• College of the Albermarle
• Craven Community College
• Edgecombe Community College
• Halifax Community College
  
• James Sprunt Community College
• Lenoir Community College
• Martin Community College
  
• Nash Community College
• Pamlico Community College
• Pitt Community College
• Roanoke-Chowan Community College
• Robeson Community College
• Sampson Community College
• Southeastern Community College
• Wayne Community College
• Wilson Community College

Article II
Voting 

Each institutional membership shall be entitled to one (1) vote in the membership assembly. An institution-designated individual shall cast that vote. 

Article III
Organization 

Officers 

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, a Treasurer, and a Treasurer-Elect. 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. If the office of Treasurer becomes vacant, the Treasurer-Elect becomes Treasurer. 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 Treasurer Elect become ineligible to succeed to the Treasurer, a Treasurer 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 succeed to the Presidency and shall assume the role and duties of the office of President in their 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. 

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. 

Treasurer- Elect- The Treasurer-Elect shall succeed to the office of Treasurer and shall assume the role and duties of the Treasurer in their absence or incapacitation.  The Treasurer Elect shall assist the Treasurer and perform any duties assigned by the membership assembly or Executive Committee.

Executive Committee 

Executive Committee Members - The Executive Committee shall be comprised of the President, Immediate Past-President, Executive Vice-President, Secretary, Treasurer, Treasurer-Elect, 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 Security Governance 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. The NCCCSO Representative is responsible for names of Retirees and IIPS Executive Board members, nominations for Outstanding Achievement Award and obtaining appropriate plaque recognition for award. 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 

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  

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. 

NCCSO Committees -

Enterprise Resource Planning (ERP) Executive Steering Committee

Ref: 1B SBCCC 700.5

 (a) The ERP Executive Steering Committee is established to serve as an advisory body on matters related to Enterprise Resource Planning (ERP).

(b) The ERP Executive Steering Committee shall be composed of the following members:

(1) Five community college presidents, recommended for appointment by the President of the North Carolina Association of Community College Presidents (NCACCP).

(2) The North Carolina Community College President and the System Office Chief of Staff, Chief Financial Officer, Chief Academic Officer, Chief Information Officer, and the Vice President of Economic Development.

(3) One representative recommended for appointment by Association of      Community College Business Officers.

(4) One representative recommended for appointment by the Institutional Information Processing System Users Group (IIPS).

(5) One representative recommended for appointment by the Chief Information Officer Association.

(6) One representative recommended for appointment by the Community College Planning and Research Organization.

(c) Members of the ERP Executive Steering Committee shall serve for three-year terms. When there is a vacancy on the ERP Steering Committee the appropriate recommending body shall make a new recommendation for appointment to the Steering Committee.

(d) The System Office may provide resources, supplies, and support to the ERP Steering Committee.

 

Information Technology Requirements Oversight Council (IROC)

Ref:  1B SBCCC 700.6

(a) The Information Technology Requirements Oversight Council (IROC) is established to review, validate, and prioritize strategic demands and enterprise functional and technical projects; change requests significantly modifying the scope of those efforts; and other technology enabled capabilities where system-wide governance serves the best interest of the North Carolina Community College System.

(b) The IROC shall do all of the following:

(1) Make decisions based on recommendations from the Information Technology Review Board (ITRB).

(2) Review, prioritize, and approve the status of NCCCS strategic demands, IT projects, and programs to develop an optimally resourced and balanced IT portfolio. The IROC will consider strategic planning efforts relative to current needs to achieve desired future State outcomes and capabilities.

(c) Identify or direct the development of recommendations for community college system-wide capabilities, related strategies, and standards.

(d) Provide a structured approach for input from stakeholders into the enterprise demand and IT project process to ensure a capability based decision-making process.

(e) The IROC shall be composed of the following six permanent members employed by the NC Community College System Office:

(1) NC Community College System Office Chief of Staff. The Chief of Staff serves as Chair to the Council.

(2) NC Community College System Office Chief Academic Officer.

(3) NC Community College System Office Chief Information Officer.

(4) NC Community College System Office Chief Financial Officer.

(5) NC Community College Vice-President of Economic Development.

(6) NC Community College Vice-President of Strategic Initiatives.

(f) The IROC shall also be comprised of the following rotating members.

(1) A System Office executive focusing on college institutional research and effectiveness recommended for appointment by the NCCCS Chief of Staff.

(2) A System Office executive focusing on curriculum instructional design recommended for appointment by the NCCCS Chief Academic Officer.

 

Information Technology Security Committee Governance

Ref:  1B SBCCC 700.7

(a) The Information Technology Security Committee (ITSC) is established to serve as an advisory body to the Executive Steering Committee and the State Board of Community Colleges addressing any of the following.

(1) Information technology use and protection, including but not limited to data governance, privacy, compliance, cybersecurity, and IT standards.

(2) System-wide and enterprise deviations to established security standards.

(3) System-wide and enterprise risk management.

(4) System-wide enterprise solutions, configuration management.

(5) Areas of improvement for information technology security and related funding needs for the enterprise.

(b) The ITSC shall be comprised of all of the following:

(1) Two Permanent Members employed by the NC Community College System Office as follows:

(i) The Senior Vice President and Chief Information Officer.

(ii) The Associate Vice President, Chief Information Security Officer, who serves as the Committee Chair.

(2) Eight rotating members to provide information technology leadership representation from the community college campuses. Rotating members are appointed for three years. Initial rotating member appointments were staggered evenly for one, two, and three years to ensure continuity of knowledge and decision-making over time.

(3) Recommendations for appointments shall be made by the following community college associations:

(i) Three recommendations from the College Chief Information Officers Association (CIOA).

(ii) Three recommendations from the College Institutional Information Processing System (IIPS) Users Group.

(iii) Two recommendations from the ERP Executive Steering Committee (ESC). These appointments run concurrent to appointed service on the ESC.

(4) Associate Members may be appointed by the Committee Chair as needed for a specified duration to meet specific strategic needs or purposes.

 

Data Governance Committee

Ref:  1B SBCCC 700.8

(a) The Data Governance Committee serves as an advisory and decision-making body that is charged with building and maintaining effective data systems to ensure data quality, efficient processes, and effective reporting capabilities within the North Carolina Community College System. The Data Governance Committee approves data definitions, recommendations on data entry processes and implementation guidelines to ensure consistent data collection and timely data reporting.

(b) The Data Governance Committee shall be composed of the following members, each of whom shall serve for a three-year term:

(1) One college president, who will serve as Chair, appointed by the President of the North Carolina Association of Community College Presidents (NCACCP).

(2) One instructional administrator appointed by the President of the North Carolina Association of Community College Instructional Administrators (NCACCIA).

(3) One continuing education administrator and one basic skills director appointed by the President of the North Carolina Community College Adult Educators Association (NCAEA).

(4) One student development administrator appointed by the President of the Student Development Administrators Association (NCSDAA).

(5) One chief financial officer appointed by the North Carolina Association of Community College Business Officers (ACCBO).

(6) Three institutional research/institutional effectiveness officers appointed by the Community College Planning and Research Organization (CCPRO).

(7) One chief information officer appointed by the Chief Information Officer Association (CIOA).

(8) One representative appointed by the Institutional Information Processing System Users Group (IIPS).

(9) The designee of the North Carolina Community College System President, representing the executive division.

(10) A designee from each of the System Office’s other divisions appointed by the division vice president. Current members serving on the Data Governance Committee as of the effective date of this rule shall serve the remainder of their terms. Thereafter, as terms expire, or when a vacancy occurs prior to the expiration of a term, members of the Data Governance Committee shall be appointed in accordance with this rule.

(c) No member of the Data Governance Committee shall serve more than two consecutive terms of three years on this Committee. This limitation does not prohibit an individual from serving future terms after a period of non-service of at least one year. This sub-section shall not apply to System Office designees.

(d) The Data Governance Committee shall notify colleges of the committee’s proposed recommendations that address data definitions and quality issues through numbered memos, as necessary. Colleges may provide written comments for a period of no less than 10 business days from the date of notification of a proposed recommendation.

Article IV
Procedures 

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. Changes to the By-Laws will be sent out 30 (thirty) days prior to vote.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. 

Article V
Meetings 

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. 

Article VI

Amendment 

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.
 
Article VII
Amendment

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 22, 2024