Sample University Information Technology Services: Memorandum of Understanding
Sample University Information Technology Services: Memorandum of Understanding
Memorandum of Understanding
Between
Sample University Information Technology Services
and
(____________ Department)
This Memorandum of Understanding (MOU) sets forth the terms and
understanding between the Sample University Information Technology
Services Department (ITS) and the ___________ Department (Department)
regarding the use of department-based IT.
Background
ITS sees departmental IT as a valuable partner in achieving institutional
technology objectives. It is the desire of the ITS department to provide the
most supportive environment for departmental IT to flourish, while at the
same time ensuring that ITS is able to provide a robust, stable & secure
technology infrastructure and meeting its commitments to other
departments and the University at-large.
Purpose
This MOU is focused on defining the respective roles of the parties, the terms
of the partnership and what is expected from each party to ensure its
success.
Roles of the Parties:
Departmental IT The particular areas of IT support that departmental IT will
engage in are to be listed below (if space is insufficient, please list on a
separate page)
1. Reporting
2. Web Development
3.
4.
Departmental IT staff members are considered the primary, ongoing channel
of communication between the department and ITS. As such, they will attend
meetings with ITS regularly. Departmental IT staff are expected to
communicate relevant IT issues with their Department Head and keep
him/her informed in all aspects of their work, particularly how it relates
to/with ITS. Departmental IT Staff are expected to keep up with and adhere
to all published ITS policies. Departmental IT staff are expected to fully
support (Tier 1+) their undertakings on behalf of the department.
Department Head The department head will serve in a supervisory capacity
over the Departmental IT staff. Responsibility for the activity of the staff and
compliance with all applicable policy will rest with this individual.
ITS Notwithstanding special projects, ITS will provide systems-level support
for the IT-related undertakings of departmental IT. An example of systems
level support is overall maintenance of a central database server, not the
report developed by a department. ITS will furnish a dedicated area liaison
to facilitate communication, recording, support, and special project
coordination. ITS will provide venues for departmental IT to communicate
with ITS leadership and other departmental IT teams. ITS will provide
consultation services and recommendations to the department regarding all
aspects of departmental IT activity.
Additionally, ITS agrees (if space is insufficient, please list on a separate
page):
The parties will immediately undertake the following activities:
1. Designation of an ITS Area Liaison ITS will ensure that at all times a
responsible area liaison will be assigned to work with the
department. ITS will assume responsibility for the continuity of the role.
2. Policy Adherence The department will ensure that all ITS policies,
including those particularly pertaining to departmental IT, are read,
understood, and adhered to at all times.
3. Establishing Lines of Communication
a. A regular meeting with your area liaison to occur
___________________.
b. Department to attend monthly DBIT Forum meetings.
c. Department will participate in a 30-minute weekly Operations
conference call.
4. Departmental Roadmap Your area liaison will assist with the creation
and ongoing maintenance of a roadmap document that provides
realistic timeframes for any joint undertakings between the
department and ITS. It is understood that timeframes are relative and
subject to change.
5. Meeting Minutes - The ITS Area Liaison will serve as a recorder of
minutes at all meetings. These minutes will be posted to a repository
made available to the participants and the heads of the department
and ITS.
6. Additional activities (may be specified on a rider) -
Reporting
It is expected that departmental IT will report and be solely accountable to
the department head for meeting its objectives. Proceedings of all meetings
will be made available for review by the department head.
A quarterly meeting will be held between the department head and an
authorized representative of the Chief Information Officer (CIO) to evaluate
the overall relationship and enact any necessary changes.
Duration/Amendment
This MOU may be modified by mutual consent of the department head and
an authorized representative of the CIO. This MOU shall become effective
upon signature by the authorized officials from the department and ITS and
will remain in effect until modified or terminated by any one of the partners
by mutual consent.
It is expected that an amendment be made to this MOU should the
department choose to expand the scope of the IT activity it undertakes with
its own staff.
In the event a new departmental IT staff member is designated by the
department the MOU will be amended to include his/her contact information
and signature within 30 days with a copy being sent to ITS.
Contact Information
Representing the Department
Department Head:
Name: ______________________________
Position: ______________________________
Address: ______________________________
Telephone: ______________________________
Fax: ______________________________
E-mail: ______________________________
Departmental IT Staff (may add additional on back)
Name: ______________________________
Position: ______________________________
Address: ______________________________
Telephone: ______________________________
Fax: ______________________________
E-mail: ______________________________
Representing ITS
Name: ______________________________
Position: ______________________________
Address: ______________________________
Telephone: ______________________________
Fax: ______________________________
E-mail: ______________________________
Authorizing Signatures:
_________________________Date:
(Department Head)
_________________________Date:
(Authorized Representative of CIO)
Departmental IT Staff:
_________________________Date:
_________________________Date:
_________________________Date:
_________________________Date:
_________________________Date:
_________________________Date:
_________________________Date: