December 2025 Agenda

Meeting Date: December 9, 2025

Location: Teams

Remote Attendance: Sean Courtney, Tommy Smith, Angie Mann, Calvin Feldt, Chris Barrett, Jackie Bach, Kilbert Spland, Loree Ramezan, Mo Carney, Param Singh, Stephanie Rhodes, Lori Martin, Craig Woolley

Others: Katie Bouey, Les Jeansonne, Ric Simmons, Robin Ethridge, Susan Crochet, Beth Shoenberger, Wen-Chieh Fan, Le Yan, Neill Killgore, Michele Montero 

Absent: Emmett Brown

 

Opening

1. Administrative Announcements

2. Executive ITGC Updates [Craig Woolley]

 

Action

3. Approval of the Minutes from the meeting held on October 1, 2025 

4. Vote on AI Chatbot Standards 
Resolution: The IT Governance Council acknowledges the need to provide campus stakeholders with endorsed product options for an Artificial Intelligence tool operating primarily as a general purpose chatbot. The endorsed products include MikeGPT, Microsoft Co-Pilot, and Glean. Any University use case where these products do not meet necessary departmental functionality will need to be routed through the Software Acquisition process (IT100) to be considered for a possible exception.  

 

Information/Discussion

5. IT Centralization Project [Craig Woolley]

 

Wrap-Up

6. Information sharing/Announcements [All] 

7. Suggested agenda items for future meetings, including ITS topics of interest [All] 

8. Next steps/Follow-up items [Chair]

 

December 2025 Minutes

1. Administrative Announcements 

Craig discussed the status of the committee-approved AI policy, confirming it has passed through Academic Affairs and is awaiting a final signature to comply with the Governor's executive order. 
 

3. Meeting Minutes Approval

October meeting minutes were approved with no revision. Motion to approve by Sean Courtney; seconded by Chris Barrett. 
 

4. Vote on AI Chatbot Standards

Craig discussed adopting a resolution establishing Mike GPT, Microsoft Copilot, and Glean as the approved general-purpose chatbot standards, with exceptions allowed for research. He clarified that the resolution applies only to faculty and staff purchases, not students, and aims to protect university data by steering users toward approved chatbots unless a valid rationale for alternatives is provided. Ric Simmons, ITS, explained that Glean licenses are requested via IT100 forms or TeamDynamix tickets, with Neill Killgore handling setup, and Copilot licenses are purchased individually as needed. The Council voted verbally to approve the resolution with no objections or abstentions. Craig and Tommy noted the policy will be revisited as the AI market evolves. 

Voting Item

 

5. IT Centralization Project 

Craig reported meeting with every Dean and IT area head, conducting extensive data gathering and analysis, and spending over 700 hours to inform the centralization process, with all relevant departments surveyed except known out-of-scope units. He stated that ITS will implement regional support clusters for desktop and classroom support, including 24/7 operations and expanded classroom support with a single contact number, ensuring consistent service across general-purpose classrooms. Residential Life IT has transitioned into ITS, with ongoing acclimation and specialization efforts led by Susan Crochet. Additional departments are expected to transition in early spring, with Craig promising to coordinate directly with Deans before any moves. Beth Shoenberger, ITS, confirmed that all colleges with IT functions are included in the centralization project, with 100% survey completion, and Craig noted that departments volunteered for early integration based on readiness. 
 

6. Information Sharing/Announcements

Param described the Generative AI Committee's charge to create guidelines for generative AI use in curriculum and research, with 20 public meetings held and broad representation from enthusiastic and skeptical faculty. Jackie assisted in reaching out to academic stakeholders, including Student Accountability, Office of Disability Services, and LSU Online, with their feedback incorporated into the final guidelines. The guidelines balance academic freedom and integrity, allowing faculty discretion in generative AI adoption or opt-out, and were endorsed by the Faculty Senate with near-unanimous support. Param added that the committee will focus on developing research guidelines for generative AI in the next semester, with plans to integrate the curriculum guidelines into existing or new university policies.