SUNY - State University of New York
ITEC - Information Technology Exchange Center
Original By-laws
Approved November 30, 1989
Amended August 16, 1995
Amended February 7, 1997
Amended June 8, 1999
Amended June 28, 2002
Amended March 7, 2004
Amended June 12, 2006
Amended June 24, 2009


Table of Contents

1.        Name
2.        Mission and Vision
3.        Governing Principles
4.        Membership Requirements
5.        Advisory Committee
6.        Executive Board
7.        Host Campus
8.        Information Technology Exchange Center CIO
9.     Amendment of the By-laws
10.    Effective Date

1.       Name

ITEC: The name of the organization is the State University of New York (a.k.a. SUNY or University) Information Technology Exchange Center (hereinafter referred to as ITEC) with resources located at and hosted by SUNY Buffalo State College (hereinafter referred to as Host).

Member: A Member is a fee-paying organization and institution that receives services from ITEC.


2.       Mission and Vision

Mission:The Information Technology Exchange Center is a receptive, innovative, and strategic organization delivering cost-effective technical services, expertise and leadership within the collaborative SUNY community.


Vision: Providing strategic, innovative and cost-effective opportunities to deliver high quality services advancing the SUNY community.


The purposes of ITEC are:

1.      to provide the University with technological leadership to further the effective application and support of technology in academic programs, administrative ††operations, and underlying information technology infrastructure.This may include assisting University-wide Programs with support for planning, evaluation, and implementation of technology, particularly interoperability among applications across SUNY;

2.      to provide cost effective ways to acquire, maintain, and distribute software as a University-wide asset;

3.      to provide cost effective networked facilities for Members to access common software, thereby eliminating the need to provide this software locally;

4.      to provide a mechanism and forum for sharing knowledge among Members related to academic instruction, research, and administrative information systems;

5.      to enhance services to Members. These additional services shall be based on the principle of cooperative and combined matching of the Member needs with available products.This should result in cost effective solutions better than what individual Members can negotiate;

6.      to provide requested computer services and facilities including staff, software, equipment, and communications.The services include: software distribution; software support; IT business continuity / disaster recovery and planning; security, network and application testing; hosting center; and remote services; and

7.      to provide a home for, as well as distribution and technical support of, University-wide academic and administrative technology programs.

3.      Governing Principles:

Strategic development of ITEC is based on several fundamental principles:

1.      that services are beneficial and cost effective to the Members;

2.      that membership is voluntary;

3.      that the funding of the basic operations is shared across the membership;

4.      that all offerings are self-sufficient and self-funded; and

5.      that new initiatives are considered in consultation with the Executive Board and do not adversely impact existing offerings.

ITEC is governed by the Advisory Committee.Each Member designates an Advisory Committee Voting Member and System Administration designates an Advisory Committee Voting Member to represent University-wide Programs.The Advisory Committee elects the Executive Board.

The policy, direction, and accountability of ITEC shall be under the stewardship of a Chief Information Officer (CIO) guided by the Advisory Committee and its Executive Board representing its Members and other entities of the State University as specified. The ITEC CIO, under the advisement of the Executive Board, coordinates the administrative support functions provided by the Host.

In general, ITEC adheres to the policies and procedures of the Host for administrative support functions.††


4.       Membership Requirements

Members must:

1.      be current in fees as determined and set by the Executive Board.Membership fees are due at the start of each Memberís fiscal year.  Membership fees are based on a yearly fee and are not refundable or transferable.Members wishing to terminate an offering, all or in part, must give at least 12 months written notice, prior to the beginning of a new SUNY Fiscal Year (currently, July 1st.).Failure to give 12 months advance notice of intention to terminate an offering will result in the Member being required to pay an additional year of fees;

2.      have proper training on ITEC-supported hardware and software through the SUNY Center for Professional Development or an equivalent training plan as determined and accepted by the Executive Board; 

3.      have a SUNYNet connection or an Executive Board and SUNYNet Operations-approved, secure network connection to ITEC; and

4.      maintain the minimum standards on ITEC-supported hardware and software as certified by vendors and / or recommended by ITEC staff and the Executive Board.

5.Advisory Committee

Advisory Committee Voting Members shall consist of one person from each Member and one person appointed by System Administration that represents University-wide Programs.Non-voting representatives are appointed by the Executive Board.

Appointment to the Advisory Committee shall be made as follows:

1.      one Voting Member from each Member reviewed and appointed annually by their campus President or designee;

2.      one Voting Member representing the University-wide Programs reviewed and appointed annually by System Administration;

3.       the ex-officio members from the Executive Board as non-voting members, reviewed annually by the Executive Board Election Committee; and

4.       the Advisory Committee may designate persons as it determines shall be appropriate to act as Honorary Advisory Committee Members. These persons may attend meetings of the Advisory Committee, but may not vote on any question of business before the Advisory Committee.

The presence or proxy of a majority of Advisory Committee Voting Members shall be necessary to constitute a quorum of the Advisory Committee.

The Advisory Committee Voting Members shall elect Executive Board members in accordance with these By-laws.Only Advisory Committee Voting Members may be elected to the Executive Board.The Chair of the Executive Board also will be Chair of the Advisory Committee.

The Advisory Committee shall meet at least once a year.The Chair of the Advisory Committee shall call other meetings as necessary.

Duties of the Advisory Committee are as follows:

1.      elect members of the Executive Board from among Advisory Committee Voting Members;

2.      review the ITEC budget as approved by the Executive Board;

3.      review long range plans and goals as developed by the Executive Board and theITEC CIO;

4.      review the annual report of ITEC; and

5.      bring concerns regarding the services, support, administration, operation, and function of ITEC to the attention of the Executive Board and the ITEC CIO; and

6.      serve as campus representative, or provide a designee, for the ITEC Training Program administered by the Center for Professional Development.Responsibilities of the campus representative include approving the usage of ITEC Points for technical training.

6.       Executive Board ††

The Executive Board shall consist of seven voting members who shall represent the Members and University-wide Programs.At all times there must be at least one voting member from a SUNY Community College, one voting member from a SUNY State-Operated campus, and one voting member representing University-wide Programs.

Membership of the Executive Board shall be made as follows:

  1. six Voting Members shall be elected by the Advisory Committee from within the Advisory Committee voting membership and one Voting Member shall be appointed by System Administration to represent University-wide programs;
  2. the Executive Board Voting Members shall by majority vote, elect the Chair of the Executive Board, from within the Executive Board Voting Members, to a two-year term. If the Chairís term is due to expire after the first year of her/his term, the term will automatically be extended by one year to complete the Chairpersonís obligations.The Chair of the Executive Board may not serve for more than two consecutive terms but may serve as a Board member for more than two terms;
  3. ex officio non-voting Executive Board members shall provide the following representation:

1.      ITECís CIO;

2.      the SUNY System Administration Office with which ITEC is organizationally affiliated;

3.       ITECís host campus;

4.      the SUNY Council of Chief Information Officers (CCIO);

5.      the SUNY Business Officers Association (SUBOA), the Accounting, Budgeting and Bursars (ABB) sub-committee of the SUNY Business Officers Association (SUBOA), and the Community College Business Officers Association (CCBOA);

6.      ITEC-supported University-wide Programs; and

7.      other representation determined by the Executive Board to be required, either temporarily or permanently.

Each Executive Board Voting Member shall be elected for a three-year term, except that initially, the duration of individual Executive Board Voting Member terms will be adjusted so that all Executive Board Voting Member terms will not expire in the same year.  After the first election, all elections shall be for a three-year term.  The term of office is to begin on July 1st and to end on June 30th (third year).

The presence of four Executive Board Voting Members shall be necessary to constitute a quorum.

If an Executive Board Voting Member should not be able to complete his/her term, the Executive Board Voting Members will appoint a member from within the Advisory Committee Voting Members to serve until the expiration of the term of the vacating Executive Board Voting Member.

An Executive Board member may be removed from office if more than four meetings in one year are missed without prior consent of the Chair of the Executive Board.

Duties of the Executive Board are as follows:

1.      make recommendations on expenditures and recharges;

2.      review, modify, and approve ITECís budget;

3.      review, modify, and approve an annual strategic plan and goals and objectives in conjunction with ITEC CIO;

4.      review and help draft an annual report as prepared with the ITEC CIO.

5.      advise the ITEC CIO on operational priorities, staffing issues, service, and other offerings;

6.      arbitrate Member and University-wide Program issues with ITEC;

7.      establish ad hoc committees as needed;

8.      establish the criteria and conditions whereby other institutions and organizations could join ITEC;

9.      voting members and Host Vice President serve as the search committee, should it be necessary, for the ITEC CIO position;

10.  make a recommendation, should it be necessary, for an interim or acting ITEC CIO to the Host Vice President and CIO; and

11.  other tasks as necessary for the success of ITEC.

7.       Host Campus

The Host was selected by the SUNY Senior Vice Chancellor for Administration in 1988.

The functions and duties of the Host are to:

  1. provide general administrative support functions for ITEC.


8.       ITEC CIO

The functions and duties of the ITEC CIO are to: 

  1. administer all activities of ITEC;
  2. supervise the activities of ITEC personnel;

3.      implement administrative policies and procedures appropriate to the operation of the ITEC information technology facility and consistent with the directives of theExecutive Board and the System Administration Office which ITEC is organizationally affiliated;

4.      implement the technology policies and directives advocated by the Executive Board and the System Administration Office which ITEC is organizationally affiliated;

5.      prepare an annual report for review by the Executive Board by April 15th of each year.  Submit the final annual report to the Advisory Committee in June.The annual report will be based on an April 1 to March 31 timeframe;

6.      prepare budget proposals for review by the Executive Board by December 1st of each year for the subsequent fiscal year.  Submit the Executive Board approved budget for review to the Advisory Committee members by February1st of each year;

7.      make regular and special reports on the affairs of ITEC to the Executive Board and Advisory Committee; and

8.      other duties as deemed necessary by the Executive Board and the System Administration Office which ITEC is organizationally affiliated.

9.                Amendment of the By-laws

These By-laws may be altered or amended by a two-thirds vote of the Advisory Committee Voting Members at any regular or special meeting or by e-mail to the Advisory Committee Voting Members, provided that there shall have been a distribution (or reading) of the proposed alteration or amendment to Members not less than 10 days prior to the meeting at which the alteration(s) or amendment(s) shall be voted upon. If an Advisory Committee Member does not cast a vote, it will be viewed as an abstention.Amendments may be proposed by any member of the Executive Board for distribution to the entire membership.


10.                Effective Date

The original By-laws become effective upon the endorsement of the majority of Members.