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