UAE Higher Education CIO Council Bylaws
- Membership is open to any Higher Education institution that has a physical campus presence in the UAE.
- Each institution may submit one person for membership. The member organization should be represented by its highest IT executive. Where the top executive in an organization responsible for IT has several other departments in their portfolio (e.g. Director Corporate Services) the person with the highest position who is responsible solely for IT would be able to represent the organization at the Council
- Members may be invited by other existing members to join the Council or may themselves submit an expression of interest to join
- If a member will be absent from a meeting, their institution may send a replacement. The member should notify the Chair of the name and position of the replacement prior to the meeting.
- Ex-officio members: The CIO Council may invite new members who are members by virtue of their office, and, therefore, are termed ex-officio members. When such a member ceases to hold the office or his office becomes a profit organization, his membership with the Council terminates automatically.
- The approval of ex-officio membership is done by vote during the Council meetings. The ex-officio member has the same rights and privileges as do all members, except the right to vote.
- In case of conflict of interest with any ex-officio, he or she will be excluded from debate or making formal motions during Council meetings or other communications means. In such case ex-officio will be excluded from the CIO Council distribution email.
Meeting format and Frequency
- Regular Meetings will be held every two months at a host site.
- It is preferred that meetings will be face to face
- Extra-ordinary meetings can be scheduled in addition to the normal meeting times if approved by the Executive Committee
- If subgroups are formed these groups may meet on a schedule approved by their members and the group coordinator
Regular Meeting Structure
- The suggested format of ordinary meetings will be :
- Approval of minutes from previous meeting
- Business arising from minutes
- Special topic or presentation *
- Host presentation and tour
- Group business
- Confirming date and agenda for next meeting
- At the first meeting of the academic year the group will conduct a review of the top issues
- For the year, these will form the basis for the special topics to be considered for inclusion in the meetings
Outside Participation in Meetings
- From time to time the group may invite outside groups or individuals to attend or address
- Extra-ordinary meetings can be convened (if approved by the Executive Committee) to
- The Committee will not normally allow outside participants who act as an agent or reseller for the Council as part of the special topics component of ordinary meetings. This request will be
- approved if fewer than 1/3 of the group members object
- coincide with an existing event. These meetings may engage an external party with interest
- in the Committee’s operations if there is a belief that engagement with this outside party may be of benefit to the group
- goods or services to address or engage with the Council. Where information on technology
- goods and services are required this level of engagement should occur at the vendor (not
- reseller) level
Responsibility of Group Members Members of the group are expected to:
- Be active participants at face to face meetings
- Participate regularly in online forums and discussions related to the Council’s operations
- Maintain confidentiality around the information shared and topics discussed at Council meetings and through online forums
- Not speak publicly on behalf of the group or present any information or views to any third party as being representative of the Council
- Act with courtesy and respect towards all other Council members and those who interact with the Council.
- Act fairly and in good faith towards all Council members and never knowingly mislead other members
- Act in a way to present the Council in a positive image and to avoid any actions which may reflect negatively on the group.
Complaints and Grievances
Where a member repeatedly does adhere these requirements or is deemed by other members to be behaving in a manner that is damaging or disruptive to the group activities, a fellow member can raise a motion to suspend or remove the right of the member to represent their organization through the following process:
a) Providing a written complaint to the Council Chair outlining the details of the complaint. This must be seconded and cosigned by a second Council member
b) The Chair will inform the other 2 Executive members and convene a meeting with the original complainant and the accused member to determine if the issue can be resolved amicably
c) After one ordinary meeting has passed since the complaint, the complainant will be contacted by the Council Chair to determine if the behavior has reduced, or whether they wish for the compliant to be pursued
d) If the complaint is to be pursued the issue will be raised at the next ordinary meeting and put to a vote to suspend the accused member. If 75% of the votes call for suspension, the member will be suspended for 6 months and all access to online forums and face to face meetings will be revoked. The institution may nominate a replacement representative if this were to occur
e) Members will need to be present at the meeting to cast a vote
If the compliant is of a severe nature which has an impact on the safety or security of group members or any third party or is serious enough that the consequences may have a major and immediate impact on the reputation of the group, then the complaint should be made directly to a member of the Executive group. The following process will be followed:
a) The Executive member receiving the compliant should immediately notify the two other Executive members
b) The Chair will notify the accused member of the complaint
c) The Executive will convene to meet with the accused member (in person or virtually) to hear the response of the member
d) If the complaint can be substantiated but Executive believe the issue can be resolved¸ the member will be given a written warning After one ordinary meeting has passed since the complaint, the Executive will review the situation If the complaint is to be pursued the issue will be raised at the next ordinary meeting and put to a to determine if the compliant is to be pursued further vote to suspend the accused member. If 75% of the votes call for suspension, the member will be suspended for 6 months and all access to online forums and face to face meetings will be revoked. The institution may nominate a replacement representative if this were to occur Members will need to be present at the meeting to cast a vote
e) If the complaint can be substantiated but Executive believe the issue is so severe that the member should not continue to represent the group, the member would be suspended until the next meeting and all access to online forums would be removed. At the next ordinary meeting the accused would have an opportunity to address the meeting prior to If 75% of the votes call for suspension, the member will be suspended for 6 months from the date of Members will need to be present at the meeting to cast a vote a vote to formally suspend the accused member. The Executive would also lay out the case as they see it. the vote and all access to online forums and face to face meetings will be revoked. The institution may nominate a replacement representative if this were to occur
Note: Any member who is suspended twice during their engagement with the Council will have their membership cancelled and their institution will be invited to nominate a replacement.
- The group will elect a Chair and two other members from the group to act as the Executive
- The Chair along with the 2 executive members are empowered to make operational decisions on minor matters that have a minor impact (and no financial?) on the group as a means of moving the group forward and not causing continual disruption for other group members
- The executive positions will come up for election every 12 months in September
- There is no limit to the number of times the Chair or executive members can serve
- Members can nominate for the Chair position and/or executive positions Reporting and Documentation
- The Council has no reporting requirements to its members or any outside body other than that which is reflected in the minutes of meetings