October 20, 2017 ITC Meeting

West Kern Community College District

ITC Meeting Agenda

Friday, October 20, 2017 10:00—11:00 a.m.

1. Introductions 5
2. Instructional Technology Update 15
   1. Office 2016
   2. 10Gb Circuit
   3. New Equipment?
3. Issues / Problems / Suggestions
4. Review Draft ITC Charter 5
5. Committee Review Self Evaluation Documents 5
6. Classroom Needs 15
7. New Items 15
   1. Technology Master Plan Update
   2. Login Banner
   3. Acceptable Use Policy
   4. Security Awareness E-mail Message
   5. Banner 8 Upgrade
   6. Disaster Recovery Improvements
   7. Equipment Disposal / Sea Train
   8. E-mail Procedure (Retirees / Terminations / Separations)
   9. E-mail Retention Policy
   10. New Password Guidelines

Members Present:

Andy Prestage, Nicole Avina, Bill Devine, John Eigenauer, Shelly Getty, Mark Gibson, Gustavo Gonzalez, Dana Hicks, Richard Hudson, Abbas Jarrahian, Aldrin Luben, James May, David Mitchell, David Reynolds, Tiffany Rowden

Members Absent:   

Dan Hall, John Dodson, Brock McMurray, Robert Meteau, Tiffany Rowden, Mark Williams

Guests:

There were no guests.

Facilitator: 

Andy Prestage facilitated the meeting.

Recorder:

Dana Hicks was meeting recorder.

Meeting Called to Order:

The meeting was called to order by Andy Prestage at 10:03 am.

September Minutes Approval:

The committee reviewed and approved the minutes from September’s meeting.

1. Introductions (5 mins.)

• Andy Prestage introduced himself as the new Executive Director of IT.

       2.Instructional Technology Update (15 mins)

• Office 2016

Gus reported he successfully updated 98% of campus office computers to Office 2016.  He requested anyone who has not been upgraded to Office 2016 to please email him his or her office availability.

• 10Gb Circuit

Mark stated the new firewall has been purchased and will go live over Thanksgiving weekend. He was able to speak with a Chancellors Office representative to check on the status and he was informed the installation is a little behind.  Mark thought we were going to be up and running before the end of 2017, but heard differently after speaking with the rep.  The representative stated work will be completed 80 – 120 days following receipt of installation orders and orders were not received until July.  The new circuit live date is now pushed to February/March 2018.

      3.  Review Draft ITC Charter (5 mins)

• Andy requested the committee review the distributed ITC Committee Charter handout and asked for everyone to email any changes to him. Andy will make any recommended changes and present an updated version of the Charter at November’s meeting.

       4. Classroom and Instructional Technology (15 mins)

• Issues / Problems / Suggestions
• Richard asked the committee if there were any classroom issues needing to be addressed. Several of the faculty committee members commented on a number of projector issues, especially in the G building.
• Richard updated office in all the labs, except for G8. He will be working on upgrading computers to Windows 10 in the future.
• Richard is looking at imaging labs, etc. over the network.
• There was a discussion about equipment life span. The computer equipment on campus has a typical life span of about five years.  Computers in T-14 & T-15 are approaching this lifespan.  Unfortunately, we will not be receiving the expected campus refresh budget of $100,000; instead we will be receiving $80,000 – $90,000.  There will be additional discussions with Brock about the budget.
• Due to age, the Macs in the library will not support any of the new software being released.
• Andy will speak with Amanda and Brock about securing more funds for classroom refresh projects
• Andy asked the group any input they have on the loaner laptop program. John Eigenauer stated Andy should discuss the matter with department heads.
• Shelly spoke up about Math department tech needs. The iPads currently used by the math department are old and are in desperate need of being either replaced or updated/upgraded.  The ones currently in use are incompatible with iOS 10 and Brian Jean’s app.  She made a request for 150 new iPads.
• Abbas stated there is a similar need for the Anatomy classes. There are 30 iPads used by students that need to be replaced.  Andy stated that he and/or the Techs will research iPad replacements.
• David Reynolds suggested that Division chairs be in the loop about any equipment needs. Andy agreed and stated he will try to get on the calendars of the department heads to speak with them regarding tech needs.
• Abbas had questions about why he has always been required to purchase his own computer equipment out of his budget. His budget is small and earmarked for toner/classroom needs.  Andy will look into the current purchasing policy.
• Other matters were discussed about changes to equipment and toner purchases that Andy will look into and address in the future.
• There was a brief discussion about proper faculty representation at the ITC meetings. Andy will research and address the matter in the future.

       5. New items (20 mins)

• Inbound E-mail from External Sources

Andy asked the techs to remove the disclaimer from incoming emails due to redundancy.

• Technology Master Plan Update

Andy informed the committee the current plan expired this year and asked the members for help with a new master plan.  Andy wants to form a small group to head planning and asked for volunteers.  Andy will lead the project and Bill volunteered to review the plan when written.

• Login Banner

The committee discussed the banner login disclaimer.  The disclaimer will serve as a daily reminder and inform users of possible monitoring.  There were concerns expressed by Abbas and John about who would monitor use.  There were also concerns expressed about the acceptable use policy.  There is currently a process already in place.  Andy acknowledged the current plan and stated the Banner login disclaimer serve as informational purposes and reminders to the campus community.  Not all faculty present at the meeting agreed to the use of this login disclaimer.

• Acceptable Use Policy

The policy was briefly discussed during the Banner Login discussion.

• Security Awareness E-mail Message

This topic was very briefly discussed during the Banner Login discussion.

• Banner 8 Upgrade

The upgrade to Banner 8 will be occurring October 21.

• Disaster Recovery Improvements

Andy briefly discussed the handout outlining the changes performed in the Data Closet as part of ongoing disaster recovery improvements.

• Equipment Disposal / Sea Train

The IT staff will be cleaning out storage A.  Most of the equipment stored in this area will be declared obsolete, be approved by the Board for disposal, and sold at auction.  Andy invited members of the committee to drop by and see if any equipment can be repurposed.

• E-mail Procedure (Retirees / Terminations / Separations)

An email will be sent out informing retirees they will no longer have access to email.  The proposed timeline of email access cutoff will be two months after the staff member retires, is terminated and/or separated from the school.  John asked about Emeritus Faculty access timeline.  Andy will discuss Emeritus Faculty access with Dr. Daniels and report back.

• E-mail Retention Policy

Due to time constraints, this topic was not discussed and will be forwarded to November’s meeting.

• New Password Guidelines

Due to time constraints, this topic was not discussed and will be forwarded to November’s meeting.

 Adjournment: 

The meeting was adjourned at 11:02 a.m.