IvyPlus
Administrative Computing

 

Practices

REV1- The practices described below were developed over the course of several months during Fall 1999 into the Winter 1999-2000.

REV2- A subset of the larger group developed a proposal, shared it the entire membership on record as of January 21, 2000, and put the new practices into effect on February 1, 2000.

REV3- A e-mail exchange during October, 2003 clarified the policies on being added to the ivyplus list and on member surveys.

 

Background

The Ivy Plus Administrative Computing group has existed for over two decades now, and has fostered countless friendships, collaborations and the like. The value of these, and the need for many more into the future, demands that we take time now to consider a few aspects of how we're organized.

The Ivy Plus Administrative Computing Group is, in fact, a set of collegial relationships, and is manifested as both a mailing list and a pair of meetings. The mailing list today contains about 60 representatives of the 11 schools which started the group, plus Duke (who became the 12th member early on).Generally, the annual Spring meetings have attracted a smaller number of representatives (25-35). The Fall meetings at EDUCAUSE are shorter, and attract a different mix of representatives, of roughly the same number.

The most important purpose for the group in 1982, and today, is to foster a sense of community across the member institutions, and when possible to effect a coordinated response to common issues. This requires an increasing amount of candor and trust, something which is difficult to sustain on a mailing list, or in-person, with the numbers we currently have.

 

Group
Membership

There are 12 members of Ivy Plus Administrative Computing. The Ivy League schools, plus Chicago, Duke, MIT and Stanford.  

Each member school will designate a single primary representative to the Group.

Primary representatives should be the most senior I/T person (typically at the I/T Director level) who is either directly responsible for Administrative Computing on their campuses, or has the position, influence, orientation and visibility to Administrative Computing so they can represent their campus to the Group, and vice versa. Primary representatives should be chosen by the schools. They should be capable of sharing, receiving and protecting confidential information, identifying common issues, and providing a starting point for the discussion of issues and strategies common to the member schools. They are the primary conduit between all members of their home community and the Group.        

Representatives Mailing List

To provide a forum for governance and administrative issues, there is a a mailing list consisting only of the representatives of the 12 member schools, named ivyplusreps@mit.edu.

Each school appoints a single member to this list.

 

General Mailing List

The actual discussion and information forum, ivyplus@mit.edu, is open for general discussions of topics, strategies, announcements, and the like. To join, a potential member must work in some aspect of administrative computing at an IvyPlus school and be approved by the IVY+ rep for that school. Requests to join can be made at http://mailman.mit.edu/mailman/listinfo/ivyplus

The list administrator will forward all requests to the local IVY+ rep before adding the individual to the list.

 

Surveys of the Mailing List

Surveys are particulary useful to our member schools. Understanding the hardware, software, policies, or business practices at sister institutions can be very helpful in improving our own operations. In order to maximize the utility of the surveys, though, we ask that all survey takers respect these rules. When we do surveys (not just ask questions), we should 1) offer our own information when we send the survey, and 2) agree to send out the final results to the list (or the contributors).

 

Spring Meeting

To maximize candid, confidential information exchange, attendance at the Spring meeting would be open to representatives of the 12 member schools. We strongly recommend no more than 3 representatives from a school--the primary representative, and up to two additional persons, chosen by the primary representative, reflective of the needs and circumstances of their campus.

Do not invite alumni/ae. Do not invite "interim" attendees to reduce the surprise factor. Do not invite additional staff from the host campus. Do not invite vendors, consultants and other random attendees.

See also: the schedule of upcoming Spring Meetings.

 

Fall Meeting

To maximize the sustenance of existing, and to build new, collegial relationships, open up attendance at the Fall EDUCAUSE gathering to the larger list, including alumni/ae. Focus this meeting on relationships, and less on specific school, or cross-group issues, which already has a safe forum in the mailing list of 12 reps. Any formal agenda at this meeting should continue to focus on issues common to the 12 member schools.

See also: the schedule of upcoming Fall Meetings.



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Last updated November 4, 2003