MEETING MINUTES

Friday, December 19, 2008

10:00 am T-12

Members Present: Adrian Agundez, Dave Berry, John Eigenauer, Rick Garcia, Mark Gibson, Richard Hudson, Brian Jean, Ruby Payne, Tiffany Rowden, Linda West, Henry Yong

Recorder: Michaela Young

Meeting start: 10:10 am

2. Discussion on Web Access – Rick Garcia Brian Jean advised that there will be a software demonstration during in-service to give faculty a chance to see what they prefer. Rick then pointed out that Sharepoint comes with Microsoft Office Software. The server requires a secure connection – Sharepoint does not have that. There is a local view (via hard drive) and a remote view (on server). Linda asked if this was compatible with what they have on Frontpage. Brian advised it was. Mark added that some things will not work on the new server – there are no Frontpage extensions. Brian asked if Dreamweaver allowed for live editing. Rick advised that it can be done live, however, it is advisable to save a copy to the user’s computer so that there is a backup copy. Mark said Frontpage allows for working live. Rick demonstrated how to do simple text changes in Dreamweaver and pointed out there were a few extra steps to do the same in Sharepoint. Brian commented that in Dreamweaver you can save directly to the server versus Sharepoint, which requires you to go to a FTP program to save to the server. He said that if someone is used to Frontpage, the transition to Sharepoint would be easier. Linda addressed her concern about the cost. Rick explained that there is no cost for Sharepoint. Dreamweaver is approximately $100.00 per license. Brian said that the goal is to determine which software the campus and faculty wants to support. They are trying to get rid of extensions. Tiffany asked if IT had a recommendation. Rick replied that he would be able to support either software for simple web page editing. Tiffany then asked who the designated person would be to provide support for the software. Rick said he would be the only staff member for support and he would support either software. Tiffany asked which one was easier to learn.

Rick replied that both were fairly intuitive when it came to simple editing (i.e. text changes). However, if a user has already been using Frontpage for web page editing, Sharepoint will probably be easier to use, as they are both essentially the same software. He showed some formatting features and suggested using mostly the top toolbar which is a lot like Word and less confusing than some of the other features. Tiffany asked if the software was protected. Rick said it was password-protected. Henry suggested checking into who was using what at the present. He commented that in reference to the cost consideration the cost should not deter them from getting the best product. The cost of $100.00

should be covered by each individual department’s budget.

Rick advised that he will be doing a presentation on January 14 for in-service. Tiffany commented that both products seemed pretty much the same with Sharepoint costing less. Brian suggested attending the in-service presentation and then deciding on which the best suited product was. Ruby asked if copying/pasting from somewhere else was possible. Brian advised that it was.

1. Approval of minutes from ITC meeting on October 17, 2008 Henry moved to approve the minutes. Tiffany seconded the motion. All were in favor.
2. Discussion on Student E-Mail/G-Mail Might Be An Alternative-Adrian Adrian advised that the requirements for e-mail archiving and restoration of information can be costly to TC. There is an additional cost for archiving e-mail with the current vendor. He made the suggestions to possibly move to G-Mail for students. (Kern & SBCC already have) He explained that G-mail is a generic e-mail system and there was an option for everyone to go to this type of system. This will mean loss of control over the system, however. Brian asked what the e-mail addresses will look like. Mark said that for approximately $4.00 per user, G-mail will still provide the same e-mail addresses. Dave asked how long e-mails had to be archived. Adrian replied they had to be archived for 5 years. Brian asked if a cost analysis has been done yet. Adrian replied not as of yet -they are still looking into different options. Brian asked if users had issues with G-mail, if they will be able to contact their tech support to be able to take some of the load off Mark. Adrian said they can but it will probably take longer for responses with outside tech support. Brian asked what the response was like for other colleges who have gone to generic e-mail.

Adrian said he didn’t know at this point.

Brian then asked about web clients. Mark said it supports Pop3 and Outlook. Tiffany said they would lose TC Announcement and asked if they could still have that in Luminis. Mark said they could. Mark added that users will get advertisements with the web interface unless a client is used. Brian said that G-mail was good, but they needed to still be able to communicate as a group.

4. Discussion on Smart Class Room Items – Mark Gibson

Adrian suggested that if anyone present was on the facilities committee, they should think about incorporating and/or turning classrooms into smart rooms. There is an opportunity to talk with Rick

Miranda in reference to brining in a lectern or a smart desk. Adrian then said that the beginning of

January they want to bring in “Creston” to see about remote control devices and the cost involved.

Ruby suggested that, from a physical perspective, a taller version of desks might be better to prevent having to bend down so much. Adrian advised that the desk height was adjustable. Brian suggested that instead of a desk, a wider podium would be better. Ruby added that the tops of the podiums in the G-buildings are removable and they might take a look at that. She suggested getting laser-control clickers to control projectors, etc. Adrian will put some information on this out to everyone for feedback. Ruby asked if the lighting in the rooms will be adjustable. Brian said they asked for it but are unsure if it is actually going to happen. Adrian said that this was being done. He added that they also needed to make sure that all rooms have a wireless signal. The student network will come from the library. Brian said he still had some questions on item #3 on the agenda. He asked what the purpose of the discussion on the e-mail was and if the Committee was asked to make a recommendation at this point. Adrian said he just needed a perspective on what students prefer and he was looking for feedback only. Brian asked who will be making the recommendation eventually. Adrian replied that they were not at that point yet. Brian asked if the ITC Committee will make that decision at some point or if not, who would. Adrian said that he was just looking for feedback for a future, upcoming issue. Ruby added that currently she only has 2 students out of 6 classes who use FirstClass. Brian asked if it was even important anymore as everyone seems to be using their own, free e-mail. Adrian explained that CCC-Apply required a TC e-mail for registration. Tiffany said that every new employee is required to have TC e-mail also. Adrian suggested that procedures needed to be looked at and possibly updated. He said that another option was to build an exchange server and have Outlook.

The meeting was adjourned at 11:12 am.

121908-Minutes

A. Meeting Logistics

B. Attendees

C. Agenda

1. Approval of minutes from ITC Meeting on October 17, 2008

2. Discussion on Web Access – Rick Garcia

3. Discussion on Student E-Mail/G-Mail Might Be An Alternative – Adrian

4. Discussion on Smart Class Room Items – Mark Gibson

5. Notice on What To See During In-Service – Mark Gibson

6. Other

---

121908-Agenda

Information Technology

MEETING MINUTES

Friday, October 17, 2008

10:00 am T-12

Members Present: Adrian Agundez, Dave Berry, Bill Devine, John Eigenauer, Rick Garcia, Mark Gibson, Richard Hudson, Brian Jean, Ruby Payne, Tiffany Rowden, Linda West, Henry Yong

Recorder: Michaela Young

Meeting start: 10:05 am

1. Approval of minutes from ITC Meeting on September 19, 2008

The minutes were approved unanimously

2. Replacement of Computer Lab

Adrian advised that IT would like to stay with equipment they can support. The oldest equipment is currently located in T6, T10 and Westec. TCI (T5 and T7) have the newest equipment. Henry commented that new computers were purchased for the math labs last year; therefore, they are fairly up to date.

Adrian recommended 19” monitors instead of the 22” monitors as table space prohibits the larger

monitors. Brian Jean added that the larger monitors pose too much of an obstruction between the student and instructor. He then asked if there were enough servers to keep up with the demand. Mark said that they are up to date with servers. Adrian stated they are getting away from the towers and are going to smaller boxes as floppy drives are hardly used anymore. That would also allow for larger monitors.

Brian said that in the lab setting the 19” monitors might be preferable.

Dave suggested as an alternative to go with the setup in T7 where the computers are located around the outside perimeter of the room. Adrian said there is discussion around campus on how to fund the replacement of computers in the labs. He wants to set standards for computers as well as printers and data projectors. They are unable to install Vista at this time as the machines are not strong enough to handle that.

5. New Web Server/Mark Gibson

Mark stated that his goal was to remove some of the old server hardware which is 5 years old. There are some issues with no front page extensions. They will run more PHP scripts. Moving the main site over to the new server will be done slowly -some of it will not be moved over. Tiffany asked if this will affect Banner; Mark advised it would not. Any problems will be reported to Rick Garcia. Brian asked which sites will be on the new server. Per Mark, it will be the www.taftcollege.edu sites as well as some sites affiliated with the city. Bill asked how to secure his website. Rick explained that the FTP program will allow him to log in. Tiffany commented that several instructors have submitted requests to get instruction on how to create websites – it should be part of in-service. Brian inquired about the cost for campus-wide software licenses Mark said they could look into a site license for dreamweaver. Bill suggested having a link for students to check on their grades. Adrian said they have reached the limit on Micrograde; they have moodle, etudes and something in Luminis available (Luminis not up running yet) Ruby commented that Micrograde is very user friendly. Brian asked when Gradebook in Luminis will be up. Adrian replied he didn’t know yet – they do not have the time to do the development right now. It doesn’t do weekly grading and is geared more toward mid-semester and final grading. The College is also in the process of purchasing Argos which can do a number of reports. With everything else going on it will take approximately 1 year to build it, however. Adrian then addressed student wireless; they are asking to replace older equipment which routes data. There has been a problem with music sharing among students. Mark added that they are trying to block peer to peer software (e.g. Napster) without affecting anything else in order to stop copyright infringement of any kind. Adrian suggested virtual tutoring as another option and said they want to leave themselves open to new things in the future. Bill brought up a concern with losing data if kept electronically; until this semester he has always kept grades on paper for that reason. Adrian explained that backup is done every night and suggested putting data on the shared network. (cougar-fs)

6. Spec Sheet for Recommended Equipment Adrian presented a spec sheet containing information on equipment along with cost estimates. The reference information is valid through at least December. (Shipping and taxes are not included)

Under printers, the “n” stands for “network”, the “d” stands for “duplex” Several of Ikon’s copiers on campus have the ability to be mapped to directly (e.g. mailroom copier). Adrian has purchased some smaller data projectors which are appx. $650.00 versus $1,500 spent previously. The audio of the cheaper models is not as good as the previous ones. The new projectors are designed to be mounted on the ceiling; they are very light and portable.

The meeting was adjourned at 11:00 am.

A. Meeting Logistics

B. Attendees

C. Agenda

1. Approval of minutes from ITC Meeting on September 19, 2008

2. Replacement of Computer Lab

3. Data Projector/Audio for Classrooms

4. Moves & Changes for Christmas

5. New Web Server/Mark Gibson

6. Spec Sheet for Recommended Equipment

101708-Agenda

Members Present: Adrian Agundez, Dave Berry, Rick Garcia, Mark Gibson, Richard Hudson, Brian Jean,
Linda West.
Recorder: Michaela Young
Meeting start: 10:05 am
1. Approval of minutes from ITC Meeting on April 18, 2008
The minutes were approved unanimously
2. ACS (Access Control Server) – presentation by Mark Gibson
Mark explained that the ACS is a backbone providing support for switches to allow devices to be mobile. This means

• One can plug into the network and be connected to the internet.
• It provides better control over wireless access points (authentication-based)
• Guest accounts can be created to allow timed access with username, password and a Mac address.

Brian asked if this could be done without the Mac address as they have had problems with that and Mark confirmed that it could be done.
Brian then asked when it would be ready.
Mark explained that the server is in place and the hardware portion is finished; once the VPN is done the wireless port can be addressed.
Adrian added that this would help cut down on staff involvement.
Brian asked if the ACS was going to be obsolete if we were going to be a hotspot (meaning anyone could walk in and access the internet).
Adrian explained that the ACS would help separate things out and would serve as a means to be able to monitor email traffic coming in or going out.
Brian asked when this will be completed.
Mark advised that he will have to plan a downtime – he wants to bring all wireless together and lock it down to be better able to watch it. He hopes to have it ready for spring semester.

3. Classroom Technology Needs – general discussion
Adrian said he wanted to know what the expectations were for classrooms in regard to technology
needs. He is looking at the science building and the needs there. He asked if VHS was still needed and
if the projectors should be kept the same. The goal is to have every room equipped with the necessary
items to avoid having to move equipment around. He then asked if the group would like to see the use of
data projectors or LCD monitors.
Dave Berry asked about the cost for each.
Adrian advised that the cost for an LCD monitor is approximately $1,600 versus approximately $1,090
for a data projector and screen.
Brian pointed out that the LCD monitor is stationary and could not be moved around like a data
projector, which might be okay for some rooms but not for math.
Adrian asked if they would want to go with the LCD monitors for the meeting room in the science
building and the tech buildings.
Brian said that faculty had decided on overhead projectors and white boards in the conference room in
the back – he did not know about the meeting room.
Adrian advised he would order a few new projectors to be ready when swing space was being moved.
He then pointed out that DVD’s do not run well from laptops and asked if they should go strictly with
DVD players or VHS also.
Brian suggested getting combos.
Adrian then addressed presentation carts. He said that they currently have 5 carts; 2 of them run older
versions of Windows and they will be replaced. He asked if more carts were needed.
Mark commented that it would be better instead to have each room equipped other than the buildings
still being re-built.
Rich added that he would like to see extra ports for laptops. It might be a good idea to have speakers
mounted in the rooms to hook into.
Mark said each room should have a box with network connections and audio in the instructor’s area.
Adrian mentioned a company by the name of “Extron” who designs “smart classrooms” with products
like controllers for VCR’s, etc.
Brian voiced his concerns saying their reputation was unknown and it might be hard to fix things when
they break. He said that Rich’s suggestion for audio made sense. It had not been discussed before, but
with the new construction it might be a good idea to have surround-sound-type audio in each classroom.
Adrian pointed out that they have built-in AV boxes to plug everything into but right now is it is an
empty box with 2 2” pipes going up the ceiling with the power possibly being 5’ away. He wants to
change that to have power running to the box.
He then addressed the issue of how soon Vista was needed on campus and suggested waiting as there
were plenty of issues with Banner to be dealt with currently and there were other issues with
compatibility with other products still.
Linda pointed out that all her textbooks assume the use of Vista.
Brian asked if Vista could be used just for the labs.
Adrian replied that once one area uses a new product usually everyone wants to use it. If there is a real
need for it, however, every machine needs to have 2-4 gigs of ram.
Brian asked Linda if not having Vista was creating problems for her. She said that the students don’t
really notice it.
4. Issue Track – presentation by Richard Hudson
Rich explained that Issue Track is an all-in-one helpdesk solution which keeps track of hardware,
software and also provides a ticket system. Currently there is no way of prioritizing or looking at a
history of what has been done. Rich said that he has done some asset management which enables him to show equipment, model numbers, serial numbers, Mac addresses, etc.; requests can be submitted via the use of drop-down lists.
Adrian explained that the program is tied to the active directory and there will be a link on everybody’s desktop; it will track requests with time, date, etc.; it will also be used by Maintenance/Operations and Institutional Research (requests for reports).
Rich pointed out that this program also provides a history of how the process was addressed in the knowledge base for future reference. These references would allow people to troubleshoot some issues themselves if they wanted to.
Adrian added that another available option is to have an e-mail sent to the person responsible for the task to let them know they have a pending request.
Brian asked when the program was ready to be implemented.
Rich said that more data needed to be entered in the active directory and there was no projected date yet.
Adrian said that maybe in 2 months they can come out with a “light version”.
5. Science Building Update
Adrian advised that the original plan was for construction to be done in July, was then moved to October 15th, and the current projected date is sometime in November.
6. Apple Server Update (Rob Teel)
Rob was out sick – this item was cancelled.
7. Other
Brian pointed out that hardly anyone had shown up for the meeting and was wondering if maybe this was not a good time for the Committee to meet.
Adrian advised that Michaela will contact all Committee members to find out.
Brian addressed the issue of the meeting room in the science building again and asked if more input was needed.
Adrian said that faculty input was needed.
Brian added that the Math Department will have its own small conference room – the big conference room is going to be used by the whole campus. He asked if Linda was the one to handle scheduling.
Adrian will talk to facilities.
Brian suggested using the big conference room to have a good sound system installed; this would also provide feedback to IT with everyone using it.
Adrian will look into that.
The meeting was adjourned at 10:04 am.

091908-Minutes

A. Meeting Logistics

B. Attendees

C. Agenda

1. Approval of minutes from ITC Meeting on April 18, 2008

2. ACS (Access Control Server) – presentation by Mark Gibson

3. Classroom Technology Needs – general discussion – Adrian Agundez

4. Issue Track – presentation by Richard Hudson

5. Science Building Update

6. Apple Server Update (Rob Teel)

7. Other

---

091908-Agenda

Members Present: Adrian Agundez, Mimi Collins, Jack Gallon, Rick Garcia, Mark Gibson, Richard Hudson, Brian Jean, Chad Mickelberry, Mack Stephenson, Rob Teel, Linda West, Henry Yong.
Recorder: Michaela Young
Meeting start: 10:02 am
Agenda: Video Server Update: Real vs. Quick time
Copier replacement
Video Server Update:
Adrian explained that TC is currently using Real and is considering going to Quicktime. The Real server has been used for at least 4 years now and has reached its limit and age. He said they needed to ask themselves if they wanted to maintain the standard of Realtime. Adrian advised that he did not budget for replacing this server and would have to talk to Willie about the funding. He discussed that Windows Media is still a strong contender but in his opinion Quicktime supersedes Real.
Rob stated that the new videos were made with Quicktime and they needed to decide which way they wanted to go.
Mark explained that no matter which way they decided to go, they would have to purchase a new server. The cost would be approximately $7,500 to $10,000, which offers a “middle-of-the-road” solution. The issue is space and the Real server ran out of space. He pointed out that the IBM box could be extended; the Apple would need external space.
Rob said that mpeg4 could do more video.
Jack Gallon asked what would happen to what is on the server now – will it transfer?
Rob explained that it will not transfer but they could do audio capture or audio/video capture.
Adrian suggested putting together a list for the next semester to get priorities from faculty of which videos are still needed.
Rob showed two videos to demonstrate the difference – mpeg4 with 1.4 megabites loads faster, uses up less space.
Mark discussed the cost, stating that the Real server annual cost is appx. $1000.00; with Apple you would have the initial software cost but maintenance is free after that.
Adrian pointed out that Quicktime is more secure, as, contrary to Windows Media, it does not let you copy and paste onto the desktop.
Brian added that they do a lot of projects embedding, etc. Quicktime has an easier, friendlier format to work with.
Adrian inquired on the possibility of putting videos on CD-ROM to have available at the prison.
Mark said they could fill out the license request from Apple free of charge.
Rob requested that they go with at least Version 7 of Quicktime.
Adrian added that it needed to be compatible for students at TCI and other students.
Mark pointed out that the server is using 1% of CPU time on Quicktime when running videos versus currently 3%. He is not sure if it is linear or not.
Adrian asked if the group wanted to go with Apple or IBM server as a platform.
Mark suggested going with Apple – native with Apple.
Brian is planning on purchasing the server with Title V budget funds.
The group made a unanimous recommendation to go to Quicktime
Mark suggested that Rob get training to keep up the server.
Brian stated they will maintain the server – it will have a 3-year warranty, they will support the hardware, if IT
will support the training.
Mark will set up and configure a back-up server to have a back-up plan if the server went down.
Brian asked Jack Gallon if they were doing embedded captioning. Jack replied they did not want to do that; they
will send it out to have it done; it was not a financial issue for them.
Copier Replacement
Adrian discussed the bad condition the copier in the mailroom was in. He said the machine already has run over 7
million copies. The lease expires the end of April and Adrian asked the group to make a recommendation to
replace the old unit and not re-new the lease.
Mimi said it was too late in the game now but for the future the college might want to consider going with a
centralized program as a cost saver.
Adrian added that he would like to see a full-blown color copier system maintained by a designated person or
remote printing.
Brian stated that the college is quickly approaching a need for that. The copier in G-2 is a back-up and another
unit to replace the one in the mailroom is a must.
The Committee made a unanimous recommendation to replace the copier in the mailroom.
Chad inquired who would service the replacement unit.
Adrian advised Ikon has provided better service and would service the unit. Adrian then advised the group that
Michaela will be sending out a new version of the AUP. Brian has reviewed it with Adrian and the group now
had to come up with an acceptable version to be submitted to Willy for final approval.
Adrian then informed everyone that Mimi’s department was moving soon.
Mimi said they will have Faculty Friday in May 16 in the new building. She will have an open-house tour on that
date. She pointed out that this is a community-shared building and it will be opened up to the public.
Adrian discussed that the security cameras are coming up on-line now and cameras will be in place to watch
walkways and hallways.
He stated that Student Banner should be live next week for Summer II and Fall registration. Rick has been
working on Luminis and they will do a slow roll-out in June/July.
Brian inquired on the status of the e-mail issue edu versus org.
Adrian explained that edu will have an automatic forward to org. Willy voiced some concerns and would like to
see First Class more portable for mobile devices. He asked if they want to go with Luminis or an exchange
server. There are not charges or limits on accounts in Luminis. Adrian said they sent out a survey and received
feedback that the survey was too hard to understand, so they will release another survey which might be more
easily understood. He advised that they could afford Microsoft Outlook and could look also at open-source
products. This issue will have to be re-visited but Taft.edu will not be changed for now.
Brian asked if the college would always have edu?
Mark said that would depend on what they decide to go with for e-mail – we are only allowed one edu.
Brian pointed out that faculty wants to keep edu and asked if Sungard could change it from org to edu.
Adrian stated that it will cost $15,000 to re-load everything through Sungard. Adrian has talked with people who
use CMS. Luminis comes with Course Studio System. They removed it and moved in “moodle”, a free, opensource
management system, which is very flexible to work with.
Henry inquired on the possibility of a new mode of distance learning – video conferencing. He asked if they had
two more systems on campus, would there be enough fiber backbone to support it?
Adrian said this was very do-able and could be done very quickly. He would like to see a video streaming server
to have, e.g. web- conferences from your desktop through webcams, etc. CCC-Confer is free through the
Chancellor’s office.
Brian said that the current version has web-cam capabilities.
Adrian said that this was a good possibility and he would like to see that in the future.
The meeting was adjourned at 10:55 am
Meeting was adjourned at 10:55 am

041808-Minutes

MEETING MINUTES

Friday, March 14, 2008

1:00 pm T-5

Members Present: Adrian Agundez, Dave Berry, Mimi Collins, Rick Garcia, Val Garcia, Mark Gibson, Brian Jean, Brock McMurray, Chad Mickelberry, Tiffany Rowden, Henry Yong.

Recorder: Michaela Young

Meeting start: 2:10 p.m.

Agenda: Tech Update

E-mail for the future

First Class

Luminis e-mail

What are the criteria Updates

• Dorm wireless completed
• Board approved ACS improvement (device manager) – wireless zones on campus
• Dorm wireless in Library; new equipment should be delivered in May
• All new desktops in Library for students
• “TouchNet” payment gateway is in progress; eventually students will be able to pay on-line.
• Plans to include other areas of the campus (bookstore) for online pay in the future.
• On-going progress with Banner projects still positive, but a lot of hard work.

E-Mail for the Future of TC

Review of First Class:

• Tiffany likes to see history information if recipient of e-mail ( reads, saves or deletes)
• Option to have client and web-based in First Class is good – web-based e-mail is important when you are on the road
• Need to keep conferences to be able to post announcements to everyone, with the ability to restrict some of the conferences by limiting contributors
• Ricardo Garcia presented Luminis Portal, Mail and Calendaring:
• A positive aspect is unlimited number of accounts making it more cost effective. Luminis, like other web-based e-mails has calendar, scheduling, and ability to invite other users.
• Val Garcia noted the district would probably still keep SARS, as it has more options (e.g. notes, etc.)
• Ricardo mentioned Luminis still has lots of errors, will probably be used primarily for students
• Ricardo pointed out that Chad had created Help-videos for Luminis and everyone should find them very useful in instructing the user how to navigate.
• Adrian mentioned that Luminis is a living product and we can make adjustments as we go.
• Ricardo showed how the layout can be customized by the user – some things will be fixed, however.

Create Criteria of what we want:

•  POP3 cost-effective; gives users option of client
•  Many want mobile phone continuity
•  Web based email has to be reliable, and easy to use
•  Want to see off-line browsing, PDA’s, web-based e-mail, open-sourced might be reasonable for us.

(definition of “open-source”: open source refers to any program whose source code is made available for use or modification as users or other developers see fit); disadvantage is that it does not come with support – have to use forums or buy support packages.

Research What is Out There:

• Mark will create a list of features that Adrian will publish to the school asking them to rate the most to least important features.

Discussion on Quicktime versus WindowsMedia at next meeting.

Next Meeting

The next IT Committee meeting will be Friday, April 18, 2008 at 10:00 a.m. in T6.

Adjournment Meeting was adjourned at 2:45 p.m.

031408-Minutes

MEETING MINUTES

Thursday, January 17, 2008

2:00 pm T-5

Members Present: Adrian Agundez, Patti Bench, Mimi Collins, Rick Garcia, Mark Gibson, Robert Hill, Richard Hudson, Rick Miranda, Michael Rollin, Robert Teel, Linda West, Jim Wyatt, Henry Yong.

Recorder: Michaela Young

Meeting began at 2:10 p.m.

Agenda:          Updates Acceptable Use Policy New Security System Upcoming needs Microsoft Office 2007

Updates

• Moving to Office 2007: All labs and library are going to be done. Stall and faculty will be changed over also. Software can be deployed to have individuals load it themselves if they would like to; T5 & T6 are done, T7 & T10 are next on the schedule, then the Library and Swing Space.
• Ash Street dorms are being upgraded to 54 MG – getting ready for 7^th
• Plans to double-check the equipment in the new building. It is fully powered and has wireless available – expect to do this with all buildings eventually.
• Mark will split Library into student wireless and college wireless; Student Union will also have wireless; will provide technician for one day to answer questions or look at equipment (by appointment)
• Copier in Swing Space doing well – sometimes stapler is not working right. Contact Michaela for any copier needs/problems.
• Library updates from Mimi: Students get priority first – been in Auto Shop and let students use computers. When Library moves to new building, will have twice as many computers, so public computers will be increased to 18. There is an increased interest in wireless in order to get business interest addressed. Many of the new stations will be laptop stations as many students have laptops now.

Acceptable Use Policy

Adrian has condensed the document from 5 pages to 2 pages. Policy only, not listing procedures. He will have it reviewed by a few more people.

New Security System

• MNS is learning how to make new ID cards for the new security system. Will get with staff to make sure they have schedules for each building.
• Security cameras installed in dormitories already, will have more installed by the main building and quad – eventually also by the science building.
• Images will be available for several days, will be able to print pictures
• Question was brought up on possibly still having keys available for doors? Could have some doors with key-entry only.

Upcoming Needs:

• Some of the areas addressed were voice-mail, e-mail, web-ages, distance learning. What are some other areas group could think of to benefit students?
• Rick is working on Luminis portal – great help for students and faculty/staff. It is still up in the air if e-mail will be totally web-based or not. Could have faculty/staff on First Class if they chose to. Will have tabs for doing P.O.’s, for HR info (e.g. time sheets, leave balances, etc.). Implementation timeline is March. Rick will do a presentation for the group at the next meeting.
• Should have one-page phone list specific to Multi-media to list what each person’s responsibility is in order to be able to contact the right person. Could be added to HR packet. Suggestion was made for the department to have its own web page with FAQ’s, quick-links, etc. to make it easier to address problems. ITS’s goal is to stay consistent and improve level of communication.
• Fax server is a possibility – might want to look at that. It routes through e-mail and students could fax directly to instructors – might be a good idea.
• TCI needs to be updated – still on 2000. Have 117 students at the main right now – goal to pull away from main.
• Mimi asked that we put this on the “to-do” list also: library printers and copiers that require a pre­paid card, e.g. putting $5 credit on the student ID card.

Microsoft Office 2007

• Question whether everyone has to go to Microsoft Office 2007 or if they can use Version 2003 through the summer. You can keep 2003 if you want to run both
• Staff could put together cheat sheet on how to do installation for Office 2007
• Holding off on going to Windows Vista. Office 2007 has “One-Note”, which is good for managing classes, etc.

Adrian asked Group to come up with ideas for other technological needs. Have newest in technology and computers right now. Mark said it would be nice to have wireless access points outside, e.g. quad area. Also would be nice to have “Code Blue” stations throughout campus

Next Meeting

The next IT Committee meeting will be Friday, February 15, 2007 at T6.

Adjournment

Meeting was adjourned at 2:55 p.m.

011708-Minutes