University System of Maryland
Telecommunication Council

Council Charter

Approved March 30, 2005 by Chancellor William B. Kirwan

I. Preamble. The University System of Maryland (USM) herewith establishes a structure by which it uses inter-institutional telecommunications to support its mission of instruction, research, and public service.

II. Identity. The University of Maryland Academic Telecommunications System (UMATS) shall consist of the Telecommunications Council, advisory to the Chancellor of the University System of Maryland (USM), and the Operating Unit, which is affiliated, as set forth in this Charter, with a host institution¹.

III. Policy Role. The Telecommunications Council shall be part of the USM policy development team in the telecommunications area. To ensure that USM policies and operational practices are in harmony, UMATS shall assist the Chancellor's office in developing other policies related to telecommunications and USM positions on the broad spectrum of telecommunications issues.

IV. Responsibility. UMATS shall be responsible to provide telecommunications infrastructure for instruction, research, and public service: provision for student services and libraries; linkages to local, state, national and international electronic networks; and additional services that support academic missions.

A. UMATS shall be responsible for the total electronic network infrastructure between institutions and through the initial equipment interface at each institution.

B. Each institution shall be responsible for supplying compatible intra-institutional telecommunications or for securing this from UMATS.

C. The institutions shall be jointly responsible for providing resources to operate UMATS.

V. Structure. The Telecommunications Council shall be the governing board of UMATS. The host institution shall house the Operating Unit of the UMATS.

A. The Council. The Telecommunications Council shall be constituted of representatives of all institutions of the USM in accord with the Bylaws, consistent with this Charter, established by the Council and approved by the Chancellor.

1. The Council shall recommend a host institution for the Operating Unit.

2. The Telecommunications Council shall annually prepare a work plan, a budget, a performance evaluation, and projected institutional assessments for the upcoming two fiscal years. Its report shall be submitted to the Chancellor for his dissemination.

3. The Council shall establish financial management practices and policies in accord with USM practices.

4. The Telecommunications Council shall recommend to and assist the Chancellor in developing and implementing inter-institutional telecommunications policy.

B. UMATS Operating Unit. The Operating Unit shall operate and manage the inter-institutional telecommunications infrastructure. The Operating Unit shall ensure an integrated telecommunications infrastructure by working with USM institutions to achieve effective access to USM inter-institutional services and local, state, national and international networks. The Operating Unit shall assist the Council in assuming a leadership role in the state, setting standards and encouraging innovation, maintaining and expanding the network, and developing policy.

C. Relationship Between the Council and the Operating Unit. The specific responsibilities and scope of authority of the UMATS Operating Unit shall be approved by the Council.

1. The Council shall establish the direction of, determine resources for, supervise, and evaluate the Operating Unit.

a. The Operating Unit shall serve as staff to the Council.

b. The Operating Unit shall establish internal operating procedures, for approval by the Council, and propose a work plan, a budget, and strategy to the Council.

2. The Telecommunications Council and the Operating Unit shall set operating procedures and develop policies related to the development and use of the USM telecommunications infrastructure. As necessary, the Telecommunications Council shall recommend new inter-institutional operational policy to the Chancellor.

D. Host Institution. The guidelines for the functional relationship between the host institution and the Operating Unit shall be established and approved by the Council.

1. The Council has the option of reviewing the relationship between the Operating Unit and the current host and may exercise its option of recommending a new host institution.

2. The Operating Unit shall be a service unit reimbursable within the host institution. The host institution shall establish a separate budget so that UMATS revenues, expenditures, and fund balance are clearly distinguishable from the rest of the host institution's budget.

3. The UMATS Operating Unit staff shall be employees of the host institution. The host institution may seek the recommendations of the Telecommunications Council in hiring staff for the operating unit and in evaluating their performance.

4. The host institution shall ensure that the Operating Unit staff fully accept and respond to the authority of the Telecommunications Council. The host institution shall respect the system-wide focus of UMATS.

5. The host institution shall incorporate professional development for UMATS staff into its overall staff development and professional development program.

6. The host institution shall provide services to the Operating Unit such as space, utilities, procurement, payroll and non-monetary employee benefits without overhead reimbursement.

7. The Telecommunications Council and the host institution shall agree that the scope of work and budget approved annually by the Council shall establish expectations for the responsibilities of the operating unit.

VI. Finance. The Council must be able to ensure a stable and equitable funding base that, at the same time, permits the USM to take new initiatives.

A. Costs. Basic costs shall be shared among the constituent institutions of the USM. These basic costs shall be agreed upon by the Council. Additional costs shall be supported by individual institutions.

1. Basic costs are the minimal telecommunications system expenditures required to meet the mission, which includes line costs, equipment, maintenance, a yearly contingency and personnel required to provide the level of services agreed upon by the Council.

2. Non-basic costs to be incurred by the respective institutions would include services or resources beyond the limits agreed upon by the Council.

B. Institutional Assessments. All institutions shall pay their share of the agreed allocation. The allocation algorithm for feasible cost-sharing options needs to encourage use and innovation, not penalize institutions for geographic location, and result in predictable annual institutional financial commitment. The Council has the right to change the formula for the institutional assessments based upon a majority vote of the voting members.

1. The assessment to each institution shall be composed of two components. An usage and shared infrastructure component.

a. Usage component

1. Each institutions yearly ISP usage will be captured and their percentage usage will be the multiplier used to apportion the ISP costs. The total ISP cost will be divided based upon the usage of each institution. The usage information will be from the most recent fiscal year.

b. Shared infrastructure component

1. The following items in the budget shall be considered infrastructure costs: Salary and Fringes; Communication Costs (All lines and wireless connection); Maintenance; Equipment; Training; Travel; and the 10% Contingency.

2. From this total the USM block funding will be subtracted. The remaining cost will be allocated to each institution based upon their MB designation.

3. The MB designation will be determined by looking at the minimum connection capability of a campus. For campuses that exceed the minimum connectivity capability the appropriate MB allocation will be agreed upon by the Council.

4. his MB designation will be reviewed annually by the Council.

c. Minimum contribution

1. The Council has the right to initiate or rescind a minimum contribution model. This will be done by a majority vote of the Council voting members.

d. Budget

1. The Operating Unit shall prepare a total UMATS budget for operating and capital expenses. The Council shall approve and forward the budget to the Chancellor for his review and dissemination.

2. The budget shall project all costs, including staff.

3. Recognizing the rapid pace of innovation and the desirability of quick response, each budget shall be designed to provide a continuing fund of approximately ten percent to cover new initiatives and emergencies. This ten percent contingency shall be of the total yearly expected costs.

e. Modifications

1. Changes of more than twenty percent of any line item, in the scope of work and/or budget must be approved by the Council. Other issues encountered during the year shall be resolved through consultation with the Operations Committee of the Council.

f. Services for non-USM entities

1. The Telecommunications Council shall determine charges for services or use provided to non-USM users.

VI. Performance Evaluation. (see V.A.2.) The Telecommunications Council shall report annually to the Chancellor. Expenses shall be compared with the budget for recently completed and current fiscal years.