Information Technology

MEETING MINUTES

Friday, November 20, 2009

10:00 am T-12

Members Present: Adrian Agundez, John Eigenauer, Clarissa Espino, Rick Garcia, Shelley Getty, Mark Gibson, Richard Hudson, Ruby Payne, Tiffany Rowden, Rob Teel, Linda West

Recorder: Michaela Young

Meeting start: 10:10 am

2. Goal: By End of Spring Template for TC Tech Plan

Adrian wants to set up meetings to get input from the Committee; Rob, Mark and Rich can assist with input on hardware. He said he would also like input on a perspective. He is further looking at the creation of an Emergency Disaster Recovery Plan for school data.

3. Classroom Needs for Tech Arts

Adrian said they are looking at the design of the building; the information is going to go before the Board next month for the award of the bid. Remodeling will start in spring; they are looking at 5 classrooms, labs and offices. The offices will no longer be located right off the classrooms. Some faculty members want to see the traditional computer lab with desktops, etc. while others would like laptops, wireless, etc.; Adrian suggested doing some of both to accommodate everyone’s needs. He would like to see the keycard system for the doors. He asked that suggestions be sent to him (e.g. lapel mics for instructors).

4. Windows 7 Testing and Trial

Adrian said that Windows 7 is part of the Foundation package; Vista can be bypassed. So far he has not encountered any problems with it. He has asked IT staff to go through staff and student profiles to catch any glitches before rolling it out. It has worked well for him on a laptop and netbook. Patti told him she is willing to try it out on her laptop as well. Windows 7 wants Internet Explorer 8 on the system. Rick asked if you can put Internet Explorer7 on Windows 7. Adrian advised you cannot. Tiffany asked what the drawbacks of going to Internet Explorer 8 are. Adrian explained that going to instances might create some issues. He then pointed out that there are virus issues on campus right now. The Plato server file folder is tainted. Flash drives will have to be cleaned up; he would like to be more pro-active in the future.

5. Office 2010 – Preview

Adrian advised that Office 2010 is available for everyone to look at. He will email the link to everyone. He said however, he is not in a big rush to implement it at this time. Rob asked if Office 2007 is going to expire. Adrian replied that it will eventually.

6. 09-10 Projects

Adrian said a decision needs to be made in reference to First Class. Getting rid of it would mean getting rid of 1,100 licenses. The question is how to migrate to a new system.

Mark demonstrated what “live.edu” looks like.

Rob asked if it was free. Mark replied that it is free; it works with Outlook Express, Outlook Live, etc. Rob confirmed with Mark that there is no limit on how many users are allowed. Adrian added that there are substantial maintenance cost savings. Ruby asked what the down side was. Adrian said that you lose the history of email and conferences; also, helping everyone move to a new system might take some time. Mark said that it could be integrated into the active directory or Luminis. Tiffany asked if a formal vote is needed to take the proposal to Willy. Adrian will poll everyone at the next meeting. Rob asked if a new server would be required. Mark said that it was not needed, as Live.edu would host it, archive it and do anti-spam. Tiffany wanted to know if they would still be able to deal with IT for problems. Adrian said that IT would deal with the company after receiving reports on problems from staff and faculty. Tiffany asked if email addresses would change. Adrian said that they would agree on what to use with the .edu extension. Tiffany wanted to know how long First Class would still be available if they changed over. Adrian said they would have support for up to one year after cancellation. He added that most new phones support Exchange.

1. Approval of minutes from ITC Meeting on September 18, 2009.

Minutes were approved unanimously.

Mark then briefly showed the new web page design for the TC Homepage.

The meeting was adjourned at 11:10 am

112009-Minutes

Members Present: Adrian Agundez, John Eigenauer, Mark Gibson, Dan Hall, Richard Hudson, Ruby Payne, Terri Smith

Members Absent:  John Dodson, Shelley Getty, Gustavo Gonzalez, Steve Lytle, Aldrin Luben, Dena Maloney, Brock McMurray, Jana Peters, Tiffany Rowden, Tony Thompson, Mark Williams

Guests: None

Facilitator: Adrian Agundez

Recorder: Heidi Archibald

Meeting Called to Order: 1:15 pm

Approval of Meeting Minutes

• Approval of December’s minutes was tabled until February when more members will be present.

Christmas Break Projects Completed

• T10 received 35 iMacs, a new instructor’s machine, a projector, and a printer.
• T5 received 35 N-Computing stations, a new instructor’s machine, a projector, and a printer. All information and software is stored on a server in the switch room however each station does have its own individual log in.
• New data projectors were put in STEM and Science. Serban has also come out and made all of the final adjustments.
• All of the laptops in S4, S6, and S7 have been rebuilt and auto updates were turned off.
• Tech Arts and Science received new printers.
• 120 iPads were cleaned up and updated.
• Banner and system patches and upgrades were done.
• Dr. Eigenauer reports that in T14 he can not power on the computers from the instructor’s station. He can, however, power them down.

Spring Break Projects

• Add HDMI cabling to Science projectors.
• Possibly adding Apple TV.

AP 3720

• Dr. Eigenauer issued a hand out to the committee for their review. This document contains notes/suggestions from the Senate. He would like to ask Dr. Maloney to review the document with the opposed changes and let her know that we will need more time to review it, as there are a limited number of bodies in attendance today.
• There was discussion regarding the wording and the possibilities of interpretation of the document if the wording is left as is.
• There was also discussion as to whether those who are no longer employed by the District are still held responsible.
• Faculty are still concerned with their personal property (phones, thumb drives, etc) becoming District property.

IT Staffing

Ricardo Garcia has left the company and at this time, we do not have a Web Coordinator. Adrian and Jason have been filling in where necessary. Adrian is hoping to have the position filled by April.

Information Technology Minutes 01-16-2015

Sign In Sheet 01-16-2015

Members Present: Adrian Agundez, John Dodson, Gustavo Gonzalez, Dan Hall, Steve Lytle, Aldrin Luben, Dena Maloney, Terri Smith

Members Absent:  John Eigenauer, Ricardo Garcia, Shelley Getty, Mark Gibson, Richard Hudson, Brock McMurray, Ruby Payne, Jana Peters, Tiffany Rowden, Tony Thompson, Linda West, Mark Williams

Guests: None

Facilitator: Adrian Agundez

Recorder: Heidi Archibald

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

Approval of Meeting Minutes

• Minutes for September, October, and November were approved.

Equipment Replacement

• All 15 Hitachi projectors have been received. These will be the last items going into the classrooms.
• S-11 will be used to build the new TCI stations that will be delivered in January.
• Richard has been in T5 and has began to move out equipment and move in the new monitors. Friday, and then next Monday, and Tuesday we will be going in and putting in the new thin clients.
• We have received all 35 iMacs that will be going into T10. We plan on starting on this project on Friday.
• Our goal is to have classrooms and labs complete by January 12^th so that we can focus on the laptop carts.
• Mark is building the print queues for all of the new printers.
• Dr. Maloney mentioned that she has heard from faculty that teach in rooms where new equipment has been installed, it seems that even though all of the new equipment is in place, the necessary software is sometimes not being loaded, settings are different than what the instructor is used to, things of that nature. She asks if there is a checklist for each classroom as to what needs to be done when installing new equipment.
• During Spring break we plan on spending approximately $20,000 replacing/updating the laptop carts in Science/Math, replacing batteries in some of the laptops, and replacing broken screens if we decide to keep the tablets we currently have. We are also looking at the idea of utilizing a third party company that does refreshes and they have the same tablets that we currently use.
• Replacements for the Library will go into next year’s budget. Terri reports she is experiencing a lot of issues with her current laptops and can only nurse the equipment for so long. Adrian informed her that we are waiting on batteries for a lot of her units and they will remain functional.Adrian would like for Terri to consider the NComputing stations for the library.

ITC Charter

• The document shows what exactly the ITC committee has done and plans to do. Adrian will periodically report ITC updates to the Governance Council.
• Dan Hall asks that these charters be available online for faculty. Dr. Maloney advises that this is currently in the works.

AP 3720

• Dr. Maloney met with the attorneys and discussed some of the concerns brought up by the ITC committee and the language used in the document.
• Dr. Maloney advised that any time you use the District’s network, you are basically relinquishing some of your privacy.
• She also advises that we are not routinely monitoring your usage. A “trigger” causes us to look into usage. We do not routinely scan emails or do keyword monitoring unless there is an event that causes us to.
• Adrian participated in a cyber-security webinar. We have a lot of sensitive student information on campus and we need to do our due diligence in keeping that information safe. We are looking at the idea of possibly parking some of our data in the Cloud in case the campus is hit by earthquake, flood, etc

Christmas Break

• There will be some Banner upgrades.
• There will be classroom upgrades.
• Adrian will only be out between Christmas and New Years.

Outlook Issues

• We are experiencing an issue with emails going to Junk Mail and shared calendars are not available. Mark has put in a ticket with Microsoft.

The meeting was adjourned at 10:45 a.m.

Information Technology Minutes 12-16-2014

ITC Sign In 12-16-14

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

MEETING MINUTES

Friday, March 13, 2011

10:00 am Sci-11

Members Present: Adrian Agundez, Clarissa Espino, Ricardo Garcia, Mark Gibson, Richard Hudson, Brian Jean, Chad Mickelberry, Ruby Payne, Tiffany Rowden, Robert Teel, Linda West

Recorder: Michaela Young

Meeting start: 10:05 am

1. Approval of Minutes from January 21, 2011 Meeting

The minutes were approved unanimously.

2. New Forms for ITS Projects

Adrian put together some new forms which he presented to and were approved by Willy. ITS Project Form: IT gets involved in many projects on campus. This forms shows project details, i.e. funding, personnel/items needed, sign-offs, etc. ITS Communication Plan: this document shows the different concepts of communication IT is involved in, i.e. email, IOC, ITC, etc. SLA (Service Level Agreement): this document lists how to get a hold of IT, how to escalate an issue, how to log into the ticket system, etc. Brian asked why the project form was brought before ITC. Adrian stated he wanted to provide more information which the committee members can then take to other member in their peer groups; it also allows for tracking of value of things and people and allows IT to have better knowledge of what needs to be accomplished. Brian asked if this was a result of the meeting they had had about the servers. Adrian said it was one of them. Brian stated that the first he heard of this paperwork was when Rob had to fill it out for a project. It takes much too long to get it filled out and get sign-off from everybody. He added that he

wasn’t sure why it is presented to the ITC and he was not sure what the purpose of this

committee was. He inquired as to the purpose of listing costs and what parts of the cost section was required to be filled out by whom.

Adrian replied that sometimes he will fill in part of this, or the VP’s will list if some/all is

covered by grants, department budget, etc. Rob used the example of a test server and asked if Patty would need to sign off on that every time. Adrian explained that this was supposed to help plan bigger projects. Clarissa confirmed with Adrian that an email can suffice if the VP is not on campus to sign off.

Brian said it was very frustrating to have to handle this much paperwork for everyday items and said they need a heads-up in the future with more explanation. He would like to see an item on the next meeting agenda in reference to the purpose of the ITC Committee and if it is strictly meant as an information relay to members. Adrian stated that it is there to also address future technology needs and being able to send recommendations to the president. He will put this on the agenda for the next meeting.

3. New Page on Web to Display Campus Status:

http://www.taftcollege.edu/tcwp/its/

Adrian reminded everyone that 7909 is the phone number for system status updates. Now that our email is on the internet, IT cannot send emails advising staff and faculty when there are problems. He showed the link to a system status page Rick has created which can be seen locally in the case the internet goes down. There will be a box on the upper portion of the page which will show basic status info, e.g. technician from Verizon on campus working on system, etc. Brian stated that this was a good idea.

4. Wireless Upgrade Update

Adrian stated that most of the equipment was delivered yesterday; an AMS technician is on campus today. They are working on setting up the different log-ins, making sure to allow faculty to be logged in on student/guest connection. They want students to be able to send print jobs to printers other than the Library printers. They also want to set up measurements for bandwidth. The implementation will be done during spring break by April 22^nd. Flyers will be distributed to tell students how to log in. Brian asked if wireless will be up and running when faculty gets back from spring break. Will it be running side by side with the old system in case there are issues? Adrian explained that AMS has already done the testing. There is a backup plan, however. The longest it could be done is appx. 2 hours. Brian asked if the students/faculty will have to do anything different to log in. Adrian said students would but they will have flyers to explain to them how to log in; faculty will have the same log-ons/passwords but IP addresses will be different. Students in the

classrooms will have to use their A#’s.

There were some concerns about having to log in again every time when going to the web and the time frame before the system kicks you off. Adrian will find out answers to this.

5. Other: Email Archiving Beyond 30 days with Outlook

Mark explained that Microsoft does not archive beyond 30 days. Tiffany stated that one of the reasons for going with them was that we would not have to archive ourselves anymore. Adrian confirmed but said they changed the rules and they could do cloud-based archiving for $9.00 per user on an annual basis. Rob asked if they could archive to an existing server. It needs to be done automatically to be compliant. If they had stayed with First Class, they would have to pay an additional $9.00 per user. Rob asked if students are included in that. Adrian stated that they are not. Brian asked if the Federal Government exempts students from this compliancy. Adrian will check and get back with the group on that.

Brian suggested looking at g-mail. It would mean a lot of work but would it save on archiving? Adrian said they would consider it for cost savings.

6. Other

Ruby asked if downloading Class Presenter 3 will work with the new wireless. Adrian said that was one of their big goals and it will work. He then brought up power save software, explaining how it works and what it does. IT ran a test during Christmas break and was able to show an energy cost savings of appx. $200.00 a month. The product is free for 5 years. They are using it on desktops in labs only; it does have a mac client. Brian asked it the 7909 number is being actively updated. Chad confirmed. Brian suggested making it known to everyone on campus. Several suggestions were made on

how to advertise it: stickers on computer monitors or phones, emails from system status…..

Adrian advised he is looking at automatic anti-virus checks. Ruby stated that the projector in S-6 says “clean filter”. Brian asked if, in reference to the SLA (item #2 on the agenda) if it was part of a resolution to problems which had been addressed in the meeting with Willy. Adrian said it was not related to that meeting, it was something he has wanted to do for a long time.

Meeting ended at 10:59

The meeting was adjourned at 10:30.

031811-Minutes

Information Technology

MEETING MINUTES

Friday, January 21, 2011

10:00 am Sci-11

Members Present: Adrian Agundez, Bill Devine, John Eigenauer, Clarissa Espino, Richard Hudson, Brian Jean, Chad Mickelberry, Ruby Payne, Linda West

Recorder: Michaela Young

Meeting start: 10:00 am

1. Approval of Minutes from December 17, 2010 Meeting

The minutes were approved unanimously.

2. Change in Email Webpage

Adrian pointed out that the web interface has changed – some of the theme backgrounds changed, allowing for personalization of the page; account information is now also available showing how much space the user has available. He mentioned the Skydrive again which offers a 25-Gig space for users to park data and be able to send a link through email for someone else to be able to see. Bill said that some faculty members had some complaints about the new email. First Class had more of the social network features; many student emails end up in the junk folder.

Adrian explained that as for the social networking, Outlook still has features like “want ads”, etc.

– the user has to subscribe to these groups to receive emails through them. Sometimes the rules need to be re-adjusted also. In reference to students’ emails ending up in the junk mail folder, he will look into outsourcing a spam filter. One of the reasons why so many student emails are going to the junk mail folder is that mass emails are often labeled as spam which is one of the

hidden triggers. Adrian is currently talking to a company by the name of “ad mail” which does

bulk emailing. They quoted him a cost of $1,200 for 50,000 emails a year. Ruby brought up the fact that when they do emailing through Banner, there are a lot of CCC-Apply accounts which are almost always kicked back. Adrian explained that students often overlook the information on having to establish an account with CCC-Apply. He will look into the issue. Bill mentioned that he gets lots of “contact request” pop-ups. Adrian said that it sounded like a virus and he will check it out.

He then informed the group that IT has been working with “Power Save”, loading software on

machines to do an audit to see what times would be best to save energy/cost and how much. G-labs have it loaded now. The software measures power usage during the day and turns the computers off at 10pm and back on at 7am. A PG&E rebate pays for everything for 5 years.

3. Wireless Upgrade Timeline

Wireless is being upgraded in Science, the quad and any new buildings coming on campus. Financing was approved and cabling was done during the last week of Christmas break. The equipment was ordered and is expected to be here in March. By then the design should be done to do log-on for anyone coming on campus. There will be a new student login via the web; it will contain a disclaimer to meet digital copyright laws and HEOA. The goal level of density is to support 75 machines per room. Brian asked if Science 4 was wired. Adrian replied that techs were on campus on Monday to finish everything they were not able to get to the first time.

4. Other

Ruby asked if Banner student email addresses are rolled over when put in etudes. Clarissa explained that the addresses are entered into Banner but students can change their own email address.

Adrian advised that the February meeting will be canceled as it falls on a holiday; the group will meet again in March.

The meeting was adjourned at 10:30.

012111-Minutes

Friday, December 17, 2010

10:00 am Sci-11

Members Present: Adrian Agundez, Michelle Beasley, David Berry, Clarissa Espino, Mark Gibson, Chad Mickelberry, Tiffany Rowden, Robert Teel, Linda West

Recorder: Michaela Young

Meeting start: 10:00 am

1. Approval of Minutes from November 19, 2010 Meeting

The minutes were approved unanimously.

2. New Features with Email

Adrian demonstrated how to use Skydrive on the webversion of Outlook; you click on “more”, then “skydrive”. He said one of the nice features Outlook provides is that you can use Office – Word, Powerpoint, Excel and Onenote. Students can send links to instructors who can pull it down. There is 25GB space for every account and a 50MB upload limit. Adrian said students should be encouraged to park their data on skydrive instead of flash drives. Dave asked if anyone can access this. Adrian said everyone with the taftcollege.edu email can. Dave then asked if it can be set up to be public. Chad explained that it can be set up that way.

Rob asked if students can see everyone’s email address on the system.

Adrian said they cannot. Linda asked what students have to do to get the email account. Mark explained that he creates email accounts from lists he gets from Admissions. Students can

call and IT will set them up with an email account if they don’t have one yet.

Tiffany asked if the Counseling center lets students know about the email accounts. Mark said that Admissions is supposed to do that. Adrian added that he would like to do a mini-campaign to let students know. He pointed out that the cloud version of Word and Powerpoint is a little different – it is a little slower and doesn’t offer quite as many features.

3. PowerSaver in Labs – Testing According to Adrian, PowerSaver is software for Macs or Pc’s. It shows that a computer/lab has had no keyboard contact for extended periods of time and will then shut down the machine(s). Adrian said he would like to try it and record power utilization. He would then like to also

practice on offices. It is free of cost to the college for 5 years as it is rebate-eligible through PG&E. Tiffany asked what kind of cost would be involved after 5 years. Adrian said there would be maintenance cost only. He didn’t feel it was necessary to use it for laptops.

4. Other

Mark addressed the issue of email size which was brought up by Brian at the last meeting. Mark checked into the issue and even with Gmail the size is the same (15MB) and cannot be increased. Adrian commented that Skydrive is a good solution to address this issue. Clarissa asked when the email addresses will be updated to taftcollege.edu. Tiffany said they will be updated in January after in-service; she will roll out a message for everyone to log into Cougar Tracks and update their info along with updating the email address. Adrian said IT will pull all instructors. Dave pointed out that most students use their personal email addresses. Tiffany said that students are told by Counseling that notices will be sent through the TC email system.

The meeting was adjourned at 10:20.

121710-Minutes

MEETING MINUTES

Friday, November 19, 2010

10:00 am Sci-11

Members Present: Adrian Agundez, Clarissa Espino, Ricardo Garcia, Shelley Getty, Mark Gibson, Richard Hudson, Brian Jean, Ruby Payne, Tiffany Rowden, Linda West

Recorder: Michaela Young

Meeting start: 10:05 am

1. Approval of Minutes from October 15, 2010 Meeting

The minutes were approved unanimously.

2. Mission Statement

Adrian presented IT’s mission statement to the group, explaining some of the content. He said

that it went through many revisions and will now go to Willy for review. He added that the IT department is looking forward to eventually having its own website under TC’s website.

3. Concept of collapsing the school network to make it more manageable Adrian explained that TC currently supports an open wireless system (TC dorms) – which will be put under the TC wireless system. Mark will work on this project over Christmas; when a user signs onto the system, he/she will get a disclaimer first. Mark said that as of this week there are 644 connections on the wireless connection. The change to the TC wireless system will allow for more bandwidth.
4. Discussion: Tiffany and Clarissa – proper email addresses Adrian said everyone used to have the taft.org email address; campus then switched over to taftcollege.edu. All new employees are only given the taftcollege.edu address now. The question which had come up was if the old taft.org addresses still worked. Adrian explained that they still do work, as the district still owns taft.org. Tiffany said that when the college went to Banner, she had to input all email addresses which then were taft.org addresses. She wondered if they all needed to be changed now. She said that employees could update their email addresses themselves in self-service Banner if they wanted to do so. Clarissa added that a “preferred” box had to be checked to get the information pushed over to the orientation pages. Adrian asked if Instruction wanted faculty to change all their addresses to taftcollege.edu. 1

Tiffany pointed out that the main form of communication defaults to the TC email address. Clarissa advised that users might go in and change their email address to their own, e.g. yahoo address, etc. Tiffany suggested that they would add a note that they had to change it to the taftcollege.edu address. Brian asked why the campus still used the old taft.org addresses. Adrian explained that there were retirees and community members who still used the old addresses. Ruby commented that there should be a standard for campus. Adrian said that this directive needed to come from Henry and Willy. Brian suggested making a recommendation to take to both Henry and Willy. Tiffany agreed. Ruby said they should make the decision now as there might not be a meeting next month with the Holidays approaching. Adrian said they would make a recommendation that staff and faculty will use the taftcollege.edu email address as a standard campus-wide.

5. Other

Brian asked if there was a way to do a scan to see what email addresses are currently being used for primary email addresses. Adrian said they would have to build a query in banner or go to each individual account. Rick asked if they could do a filter Adrian said they could not. Brian brought up the issue with lots of email still ending up in spam folders. Kamala had an email from Willy go to her junk mail folder the other day. Adrian said he has looked at different things, e.g. save senders lists, etc. Tiffany added that she had some emails go to junk mail although the sender had been put on the save senders list. Adrian said creating rules is another way to address the issue. Ruby asked what the issue was in Science with the doors not locking/unlocking. Adrian explained that sometimes the system crashes and they have to re-start it. The only way they can address it is to be notified when it happens. Brian asked if file size for emails can be increased to more than 10 megabits. Mark said that the size is dictated by Microsoft. Adrian suggested moving big files from a big server to another big server. He could also send a letter to live.com to see if they are able to increase the file size.

The meeting was adjourned at 10:40.

111910-Minutes