EIC Member Guide
What it means to represent your division on the Enterprise Information Committee.
Your role
The EIC is a shepherd of College resources, not just IT resources. Members carry that responsibility into every recommendation.
- You are the front door. Information system and service requests from your division route through you as its representative. When a colleague has an idea, they should hear about the EIC process from you first.
- You set your division's order. Prioritize your division's requests and advocate for your area at EIC meetings. Before bringing a request forward, confirm its priority and funding with your Vice President or the Provost. Nobody else at the table knows your division's needs like you do.
- You educate your departments. Most requests that bypass the EIC don't do it on purpose. Help department-level colleagues understand the process before they sign anything.
What you're approving: two gates
The committee votes twice on every project. Keep the two decisions separate.
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Gate 1
Approve Discovery
A green light to investigate, nothing more. Discovery identifies the resources a project would need, both College personnel and costs. Approving Discovery is not a commitment to implement.
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Gate 2
Approve Implementation
After Discovery, the request comes back to the EIC. Now the committee knows the real personnel needs and costs, and decides whether the project moves forward.
When someone tries to jump the queue
It will happen. Here's the play:
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Take it to your VP or Provost
Discuss the request with your division's Vice President or the Provost and confirm the division's priorities. Priority calls belong at that level, not in a hallway conversation.
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Apply the critical test
Is it truly critical? The bar: it is "breaking" the College's ability to meet its strategic objectives. Urgent-for-one-office does not clear the bar.
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Act on the answer
If it clears the bar, it moves to the top and other non-critical projects can be delayed. If it doesn't, it takes its place in the division's priority order and waits for the next review cycle.
AI tools: a new responsibility
As of September 2026, Claude for Education license requests from your division route through you first. Claude is the power-user tier, so the goal is to match each person to the right tool.
- Ask what they have tried first. Before escalating to a Claude license, confirm the person has tried Gemini or Amplify. Many needs are met there.
- Approve within your latitude. Divisional reps may be able to approve licenses up to a certain count. The threshold and process details are still being worked out. Please consult the AI Subcommittee chair with any questions.
- Keep an eye on usage. Licenses are removed after 30 days of inactivity. Usage visibility for reps is planned so you can route people to the right tool.
