November 21, 2014

10:00 am – Science 11

Members Present: Adrian Agundez, John Eigenauer, Shelley Getty, Mark Gibson, Gustavo Gonzalez, Dan Hall, Richard Hudson, Steve Lytle, Aldrin Luben, Ruby Payne, Terri Smith, Linda West

Members Absent:  John Dodson, Ricardo Garcia, Brock McMurray, Jana Peters, Tiffany Rowden, Tony Thompson, Mark Williams

Guests: Dr. Dena Maloney

 Facilitator: Adrian Agundez

Recorder: Heidi Archibald

Meeting Called to Order: 10:05 a.m.

Approval of Minutes of the September Meeting

* Tabled until the December meeting.

AP 3720

• Dr. Maloney was present at the meeting to address any questions or concerns that faculty and staff may have regarding Administrative Procedure 3720. Dr. Maloney reminded those in             attendance that AP 3720 has been reviewed by the legal department and is being put in place to protect the system and our data as well as the District and employees. She also informed the committee that administrative procedures do not require Board approval. All existing staff and any new hires will be required to sign the document one time only, unless changes are made to it. ASB is also reviewing AP 3720 as it will directly impact students. We are looking at implementing the student version in the Spring and the staff version somewhere around January or February. There were a few questions asked by the committee regarding emails and devices that will require some research by Dr. Maloney. She will report back at the next meeting.
• Dr. Eigenauer notified the committee that Academic Senate has put off the discussion of AP 3720 until January.

ITC Charter

• Adrian reported to the committee that he, along with Dan and Linda have reviewed the document again.
• Dr. Maloney explained that the verbiage used in the document was basically boiler plate wording. It’s the same for all Governance meeting charters. She suggests that Adrian finish the document and have it ready for the Governance Council on December 12^th so that we can move forward.
• Ruby Payne mentioned possibly bringing ITC discussion to FIG to involve more instructors when it comes to planning what type of equipment should be purchased following the Technology Master Plan.
• Dr. Maloney feels that Student Services staff should be largely involved in the technology planning as well.
• Dr. Eigenauer brought it to the committee’s attention that we may need to focus a little bit more on assessing the need for technology training and reporting it to the Staff Development Committee.

Year 2 Equipment Replacement

• 35 iMacs for T10, 35 NComputing stations for T5, and 15 NComputing stations for TCI have all been approved by the Board and purchased. We will be replacing the old equipment during Christmas break.
• Adrian is finishing up the cost assessment for replacement projectors for the Science building and the STEM building. All new projectors will be identical. He is researching the possibility of purchasing replacement screens as well. Those items will also be replaced during Christmas break.
• For Spring break, we will be finishing up the laptops or laptop cart replacements for the Science building. Ruby Payne requests that once IT makes a decision that they then discuss it with the Math and Science faculty.
• Ruby Payne reminded IT that the laptop carts will need to have the updates done on them during the Christmas break as well.

The meeting was adjourned at 10:55 a.m.

Information Technology Minutes 11-21-2014

ITC Sign in Sheet 11-21-2014

Draft Information Technology Charter 11-14

AP 3720 Computer and Network Use Procedure- Employee

MEETING MINUTES

Friday, October 17, 2014

10:00 am – Science 11

Members Present: Adrian Agundez, John Eigenauer, Shelley Getty, Mark Gibson, Gustavo Gonzalez, Richard Hudson, Ruby Payne, Terri Smith, Linda West

Members Absent:  John Dodson, Ricardo Garcia, Dan Hall, Steve Lytle, Aldrin Luben, Brock McMurray, Jana Peters, Tiffany Rowden, Tony Thompson, Mark Williams

Guests: None

Facilitator: Adrian Agundez

Recorder: Heidi Archibald

Meeting Called to Order: 10:05 a.m.

 1.  Approval of Minutes of the September Meeting

* The minutes of the September meeting were not available at the time. They will be available by the next meeting.

2.  AP 3720 for Taft College

* AP 3720 was revisited for some additional discussion. Adrian reminded the group that this document is just an Administrative Procedure, following Board Policy, and is meant to protect the District, as well as it’s employees. Some of the concerns from last month’s meeting was the concern on misuse by supervisors, emailing friends, and the need for more communication to other groups.

* At the last Governance Committee meeting, Darcy presented the student version of the document. We are looking at making it part of the students’ registration process.

* There were some questions brought up regarding email and the Freedom of Information Act, as to whether or not faculty email is privy to public requests.

 3.  Year Two Equipment Replacement

* We are looking at making T10 an all Mac lab with 35 iMacs at a cost of about $27,000.

* We will be putting 35 NComputing stations in T5 at a cost of about $15,000.

* New data projectors are expected for STEM and Science for approximately $18,000.

* TCI will be receiving 15 new NComputing stations and a new server as well at a cost of approximately $7500.

* Adrian would also like to replace some of the projector screens and laptop carts.

* There was some discussion regarding the use of iPads in the Science building.

 4.  ITC Charter

* The Committee was asked to review the document draft and provide input.

 5.  Email Archiving

* Email archiving has changed from 14 days to 30.

The meeting was adjourned at 11:15 a.m.

Information Technology Minutes 10-17-2014

Draft Information Technology Charter

October Sign in Sheet

Members Present: Adrian Agundez, John Eigenauer, Shelley Getty, Mark Gibson, Gustavo Gonzalez, Dan Hall, Steve Lytle, Aldrin Luben, Ruby Payne, Terri Smith, Linda West, Mark Williams

Members Absent:  John Dodson, Ric Garcia, Richard Hudson, Brock McMurray, Jana Peters, Tiffany Rowden, Tony Thompson

Guests: None

Facilitator: Adrian Agundez

Recorder: Heidi Archibald

Meeting Start: 10:05 a.m.

1. Approval of Minutes of the November Meeting

* The minutes of the May 2014 meeting were approved.

2. AP 3720 for Taft College

* The District has created a new Administrative Procedure to follow Board Policy 3720. Dr. Maloney has asked Adrian to share it with the staff and faculty at today’s meeting. This document has been reviewed by our attorneys and returned with some feedback attached. Parts of the AP 3720 content is in our IT Master Plan from 2012 and similar documents are also in use by other community colleges.

* The Committee reviewed and discussed the new document and came to an agreement that we recommend to Dr. Maloney that every employee of the District sign that they have read and acknowledge the information set forth in AP 3720. The committee also agreed to recommend that the wording be changed from “understand” to “acknowledge.”

* There will also be a student version created.

3. Year Two Equipment Replacement

* The board has approved $100,000 in technology funds.

* We need to replace all data projectors from STEM through Science.

* T5 and T10 need computer replacements. Adrian is visiting the idea of putting 35 Thin Clients in in T5.

* Printers need to be replaced in Science and Tech Arts.

* Possibly replacing some of the carts or pieces and parts of some carts in the Science building.

* TCI lab – suggesting Thin Clients for them as well.

* Planning for Christmas break to do the updates.

* T10 will be done by end of Spring.

4. Email Groups

* Darcy would like for people to join some of the available email groups. She would like to add one called Community Announcements and there will also be one called Foundation News. You will be able to opt out of these groups.

The meeting was adjourned at 11:15 a.m.

Information Technology Minutes 09-19-2014

AP 3720

Sign in Sheet 09-19-2014