Technology Committee

 

      Meeting Minutes

        Columbia College

Thursday, October 8, 2009

Manzanita Conference Room

 

 

Attending:  Gary Mendenhall; Brian DeMoss; Melissa Colon; Michael Perez; Mike Torok; Melissa Raby; Brian Greene; Ida Ponder; Nathan Rien; Don Smith; Robert Gritz; Wendy Link; Jake Beck (Guest)

 

Absent: Connie Mical; Marnie Shively; Karin Rodts; Craig Johnston; Susan Vegter-Slape; Kelley K.C. Marshall; ASCC President

 

1.        Standing Reports:

a.        Web Update – Brian DeMoss

·         Readdress web hosting - Websites representing Columbia College (committees, services and events) will be housed and maintained within the Columbia College website.  Websites that link to additional data or resources outside of the CC website must go through a pass-through page which informs the visitor they are leaving our site.

 

·         Readdress new website deployment – A meeting has been scheduled for Thursday, October 15,  with District I.T. to address some ongoing issues with the Omni Update templates and also discuss various projects that need to be completed before the new website is deployed.

 

Brian Greene suggests it would be a good idea to view all links on the homepage without having to scroll down.  Brian D. said the page could be resized so scrolling would not be necessary, and he would pass the suggestion along to Brian Hill, YCCD Webmaster.  Gail Segerstrom also has new photos to be used on new website.  It was suggested these projects be completed and included on the new website before deployment.

 

NEEDED ACTION:  Brian DeMoss will ask Brian Hill to resize the home page on the new website and confirm with Gail Segerstrom that photographs will be forwarded to IT and ensure both items are completed before website is deployed.

 

b.        Title III /Distance Education Update – Melissa Colon and Brian DeMoss

·         Melissa reports that she is coordinating and developing  Blackboard training for teaching/learning and administrative components.  The new Blackboard Course Management System will be launched in Fall 2010. Title III cohorts have begun their training as well.

 

·         Title III consultant, Mike Gaudette of Lighthouse Consulting, Inc., is coming to campus Wednesday, October 14,  to meet with various staff and faculty throughout the day while completing an external evaluation of Title III.

 

·         Brian D. reports while it was originally planned to upgrade two classrooms during the first year of Title III, in    fact five rooms are being upgraded:  Oak 9, Fir 3, Manzanita 2, ITC and either Juniper 1 or 4 (awaiting Math Department’s final location decision).  Issues related to the mounting of SmartBoards in Fir 3 and Oak 9 are in the process of being resolved.

 

c.        I.T. Update – Brian DeMoss

·         SharePoint –

Brian is coordinating SharePoint training with district I.T. staff which will occur the latter part of October or first part of November.  He will report back to the Technology Committee when dates have been determined. Microsoft Office SharePoint sites can be used for collaboration and document management for committees, departments, etc.  During the training one will learn how to set up a SharePoint site which, while is easy to use, is different from a regular website.  It actually resides on a SharePoint server and is to be used within the district.  Michael Perez inquired about the format Columbia College uses for accreditation documentation.  Brian D. explained  a single format has never been designated.   Michael noted that, personally,  he is familiar with using Blackboard as a sole format.  Brian pointed out the district usually reserves Blackboard for course use only.   Brian recommends documents be in one location for ease of maintenance.  He stated the College needs to come up with a manageable solution for storing our planning documents and not having various versions in multiple places.   It was discussed that SharePoint, which is easy to use, might be a good solution for our College.  A district-wide license was purchased with as many sites as we want.  An inquiry was made asking if it was possible to use SharePoint off site.  Brian will research that possibility.

 

NEEDED ACTION:  Brian will determine dates for SharePoint training and report back to the committee.        

                        NEEDED ACTION:  Brian will investigate the possibility of using SharePoint off-site.  

 

·         Wireless Liability –

A determination has been made that Technology Services is no longer able to assist students with their personal wireless computers because of potential liability issues.  In the event Technology Services staff or any district employee making changes to a computer, and there is subsequent equipment or software failure, this may be viewed as the result of the change in which case the College may be liable.  An option is to refer a student to the District Help Desk (x7900) for assistance.  However, if there appears to be a valid network issue, Technology Services should be contacted and will work to resolve the problem.

 

·         SARS Early Alert and SARS Grid Software Update –

Brian has contacted SARS regarding the new release of their Early Alert software.  Though the colleges have separate installations, there is only one server that handles the import from Datatel.  Previously, SARS coordinated the upgrade.  Brian stated he will be contacting District I.T. and MJC to coordinate this new upgrade.

 

·         Alert U Software –

Alert U is text messaging notification software that will allow messages to be sent to each and every student that has opted in.  You will not have the option to select out a subset of students.  This is an all or nothing type of notification system.  The committee needs to select a key word to use as a text identifier and one that will be easily recognized when receiving a text message.  It will be used when opting in and when receiving a text message.   Becky Crowe has designated Brian D. as the lead administrator for this specific sign-up portion of the contract.  Michael Perez asked that Alert U information and the process be relayed to the Safety and Facilities Committee.  Brian recommends the key word, ccalert.  The committee concurred and Brian will take this forward to the College Council.

 

NEEDED ACTION:  Brian D. will communicate to the Safety and Facilities Committee the process to be used and general information regarding Alert U software.

NEEDED ACTION:  Brian D. will take Alert U procedures forward to College Council.

 

2.        New Wireless Rollout – Brian Green

a.        Some students are unable to access the new wireless network –

·         Brian Green relayed his concerns regarding the new wireless system.  He stated with the open wireless the Library had very few problems with people accessing it.  He stated now it’s more difficult for them to get on and it seems we’re providing fewer services for assistance.  The Library has been impacted by this problem.  It was explained the technology auditors cited the district for having an open wireless access.  It was necessary to tighten the wireless system  to ensure a more secure system.   Michael Perez stated the Library could consider studying this situation and bring it back to the Technology Committee in the future.

 

·         Request for directions be made available  -

Technology will make new instructions available for the most common operating systems.  Instructions will be provided for Windows XP, Vista, Windows 7, Ubuntu Linux and Mac’s and will be provided to staff when completed.  As previously stated, a student may also be directed to the District Help Desk (x7900) for assistance.

 

 

·         Criteria  for requiring the pass-through page … and process for having an exception implemented –

Brian Greene would like to request Library exceptions to the pass-through page.  It was explained President Joan Smith requested any link leaving the Columbia College website goes to the pass-through page.  Currently there is no approved process for exceptions.  Brian D. suggests that in the interim, Brian G. prepare a proposal for exceptions and submit it to Melissa Raby to take to Administrative Council.  Brian G. also suggests verbiage be changed on the pass-through page to correctly reflect the action taken.  Brian D. will verify statement accuracy and revise if necessary.

 

NEEDED ACTION:  Brian DeMoss will verify statement on pass-through page for accuracy and revise if necessary.

NEEDED ACTION:  Brian DeMoss will follow up on a firm approval process procedure for exceptions and report back to the Technology Committee.

 

·         How do we determine what links will initially be placed in the quick links? –

Initially the list will be populated with a few of the links that were suggested and others that were thought might work well.  Moving forward we will be using Google Analytics to determine the links that receive the most traffic and periodically revise the list.

 

3.          Request from Counseling for a New Computer Lab – Brian DeMoss /Melissa Raby

Student Services has inquired about the feasibility of setting up a computer lab in the counseling area as well as adding a second cloverleaf by the adjunct counseling area.  It is anticipated there will be 6-12 computers and four additional computers for the new cloverleaf.  The lab would require:

·         16 computers including monitors, keyboards and mice

·         Furniture including desks or tables and chairs

·         Printing solution (i.e. Go-Print)

·         Power connections

·         Network connections

After a cursory inspection, power and network connections do not appear to be an issue. Further assessment should be completed before a final decision is made.  The computers that were replaced in the service areas within Manzanita are currently available for use in the proposed new lab; they will be capable of running Windows XP and Office 2007 only.  Technology Services does not have any spare printers available for the new lab area.  Student Services would need to acquire furniture before lab set up begins.

 

It was asked if computers and equipment from the Calaveras Center could be used for this project.  Brian D. explained that Michael Perez asked Technology Services to formulate a plan to decommission Calaveras Center and store all furniture and equipment for future use.  Gary suggests the Calaveras situation be taken to the Administrative Council to discuss further issues such as storage, use of the Calaveras computers, furniture, etc.   Don Smith inquired about the potential function of the Counseling Center.  Melissa Raby said with the increased number of students more group counseling sessions were required.  It would also be used for assessment during registration, assistance during registration, group SAT workshops, serve as a walk-in lab, etc.   Further discussion of this subject will take place at the next Technology Committee meeting. 

               

4.        Trickle down computers – Brian DeMoss

This agenda item was not discussed and will be placed on the next agenda. 

 

5.       Classroom media equipment setups – Brian DeMoss

Because of meeting time constraints, this will be postponed to a future agenda.

 

6.        Discuss the process to begin Technology Plan review -  Brian DeMoss

Brian will ask Doris to send out the Technology Plan to all committee members to begin review for possible revisions.  Gary would like to review specifically the accreditation section that speaks to the technology resources allocation to make sure Columbia College is in compliance and alignment with that.

 

NEEDED ACTION:  Brian DeMoss will locate this specific information Gary has requested and bring back to the committee.

                  NEEDED ACTION:  Doris will send out the Technology Plan to all committee members for their review.

 

7.        Other 

Help Desk – Wendy Link

Because of meeting time constraints, this item is postponed to a future agenda.

 

 

 

NEXT MEETING DATE:  October 22, 2009, 1:00-2:00 pm, Manzanita Conference Room.