February 1, 2006 Minutes

EDUCATIONAL TECHNOLOGY ADVISORY

COMMITTEE

2/01/2006, 12:30-2:00 pm

ATTENDEES: Tom Dolen, Linda Elvin, David Gillett, Scott Heffner, Chuck Lindauer, Mike Murphy, Willie Pritchard, Jefferson Shirley, John Swensson, Kristin Tripp Caldwell

GUESTS: Sharon Luciw, Gerry Gyuire

Convened: 12:43 pm

1. APPROVAL OF THE MINUTES OF THE LAST MEETING

· Will stand approved as posted

2. GENERAL NEWS – STATUS UPDATE ON THE PORTAL TEST ROLLOUT; TEST OF SPAM FILTER QUARANTINE FUNCTION; WIRELESS PROJECT UPDATE

· Portal Test Rollout

Plan was to roll out a test version of the portal to about 130 employees of the district, just before the holidays
ETS encountered a technical problem when porting it over to our production server
After being able to port over, another problem was encountered

Had a problem with SSL - this has to do with secure access to the portal
Working with our service provider, Campus EAI, we discovered that there is a bug in the Oracle software
Currently in hold mode, waiting for Oracle to fix their bug
Can't go forward with project without security in place

· Test of Spam filter quarantine function

Have just begun testing with a small group of employees, approximately 18 people

If anyone would like to participate in the test, contact Tom Roza at rozathomas@fhda.edu or calling ext 5730

The quarantine function captures what it thinks is spam and sends you an e-mail each day or each week, depending upon how you set it up
It will list in the e-mail all the spam that it has captured and asks you for action

This allows you to set up your own customized spam filter in conjunction with the filter we have set up at the districts firewall

The quarantine is easy to use and is proving to be effective
According to Chuck Lindauer the instruction manual is pretty abstract, but with use is easy to figure out
If the quarantine is effective enough the goal is to have everyone in the district use it

· Wireless Project Update

Selected WANLAN as the vendor

They are a reseller for Alcatel and Aruba Wireless Networks
We were ready to move forward with them when they notified us that their contract with Alcatel, as a reseller, was going to be discontinued effective February 22^nd

They are currently in negotiations to renew their contract
Looks like they will be able to reach an agreement and then we can move forward
If they can't resolve this issue soon, we may have to go out for bid again

Had another bidder, who qualified, but their price was about 50% higher and they have not come in to do a test to see if it works on our network

Hoping to take to the board for approval, on February 20^th, an agreement to enter into a contract with them

After approval from the board to enter into a contract, we can then negotiate a contract

Need to go through WANLAN due to the fact that they are the only designated resellers for education in northern California

Colleges have a way to fund the initial phase of the wireless

We have put funding to do all of the wireless for both campuses into the bond referendum budget planning.
Between now and the bond passing in June, we can get phase one going with budgets that the colleges have

· The ID Management System

Invitations to bid went out last early week
Yesterday, January 31^st, was a mandatory pre bid conference for all vendors who planned to bid (if they weren't there, they can't bid)

Had 12-15 representatives in attendance
Had a 1 1/2 hour conference to walk them through the bid documents

The IdM system is needed for wireless as well as the portal (in order to roll it out to students)
Bids need to be in by the end of February
During the month of March, will evaluate responses and get presentations from qualified bidders
Targeting an April board meeting for approval to move forward with a contract

3. SERVICE LEVEL AGREEMENTS –

a)    Status of constituency review of the Technical Services SLA. Where are you in the review process?

· John Swensson had several questions that needed clarification

John will give a copy of questions to Willie for review

· Tom Dolan was only able to present the document to the DA Academic Senate for a first look, but will take back to the next meeting

The senates initial responses were their feelings about technology in general

1)    Frustration about smart classrooms – many not operating especially early on in the quarter

Sharon Luciw responded that much of the equipment is aged out and beyond its useful life – ETS has approached the campuses on numerous occasions to get the equipment replaced
In some cases, faculty do not know how to operate equipment

ETS has set up some training, but few faculty have attended

ETS checks every classroom before the beginning of each quarter to make sure it is working
Can only use student employees for specific projects and not general work because of agreement with SEIU
Meeting with Christina Espinoza-Pieb on Friday to give her a priority list for the multimedia consoles – hoping that there is funding to refresh the equipment
The bond initiative includes money for refreshing equipment in all of the multimedia classrooms

2)    Emergency AV help – want more responsive Tech help – want help ASAP

Sharon - The goal is to get someone out there as quickly as we can
Emergencies in classrooms, while class is going on, take priority over anything else that is going on in the district
When calling the Call Center for a classroom emergency and pushing 3 – there are three possible people that can be paged – Sharon is the last person to get the page and usually others respond before it gets to her

3)    Faculty understands that ETS is understaffed and would welcome increased staffing in Tech Services

ETS has been asking for more staffing for a long time
ETA had a plan a couple of years ago to increase staffing based upon a formula regarding the amount of new equipment added to the district, but unable to proceed due to lack of funding
In the past, a year after a new building was opened, the state provided M&O (maintenance & operations) money to fund positions to help support the building, although the state may discontinue this type of funding
There is also the cap use ratio to consider, which has to do with how many square feet of space you have per designated purposes - if you go over, you can jeopardize the M&O money

4)    Staffing after 6:00 PM – is there only one person for both campuses?

Yes, there is only one multimedia/AV person for both campuses, after 6 PM, on a regular basis located on the DA campus
If there is a problem after 6 PM in a classroom, the evening dean coordinator should be contacted, and in turn they will contact the evening AV person, who will get there as soon as they can
Tom Dolan asked if ETS had statistics for calls made before 6:00 PM vs. after 6:00 PM. The response was that we collect the data but that we haven't looked recently at it. The number of calls received after 6:00 pm is minimal in comparison, though.

· This Monday Willie & Sharon will be going to the FH Academic Senate to speak about the SLAÕs

Will be glad to do this for any of the other constituency groups

b)    Review Systems and Operations SLA – Tom Roza (Please come prepared to discuss)

· Tom Roza was unable to attend todayÕs meeting so the discussion on the Systems & Operations SLA has been postponed until the next meeting

4. OTHER ITEMS FROM THE COMMITTEE

· Changes in committee membership

Jamie Doll is on a year leave and Mike Murphy is sitting in for her

· June bond issue

Also includes technology refreshes over the next 15 years

Willie to get updated spreadsheets from Mike Brandy and send out to committee

Total bond came to about $550M, and also included other items such as plans for renovation, other new buildings, etc

It is felt that the tax rate (per assessed value) to reach that number is too large for voters and needs to be scaled back some

Mike Brandy will going into more detail on both campuses

He will do a presentation on the DA campus during a Town Hall Meeting
He will do a presentation on the FH campus during a College Hour

· Go Print

Chuck wanted to know if it will be ready for spring quarter
According to Gerry, Go Print is moving forward, with no definite date of when it will be up and running, because we are waiting for a vendor to solve a problem – but should be ready fairly soon

· iTunes U program

Willie has been in conversations with Apple to designate Foothill and/or De Anza or FHDA as a district, to be part of the program

Willie got a notification today (2/1/06), from Apple, that we are invited to submit an application
This program allows the generation of mediated material in video format or in MP3 format (for audio)

Students would be able to go to a designated website which would allow them to go to an iTunes store interface where they could download mediated material developed by each campus
To view how the program works, go to: http://itunes.stanford.edu/
Tom Dolan inquired into whether the program is 508 compliant or not. There are issues related to compliance and Willie is bringing those to Apple's attention.

5. NOTE THE MEETING DATE FOR OUR NEXT MEETING

   · Due to the fact that Willie will be out of town for the next regularly scheduled meeting, it has been rescheduled for Wednesday, February 22^nd

   DA staff will meet in studio "B" of Broadcast Media
   FH staff will meet in the ISC Conference Rm

6. ADJOURNMENT

· Adjourned: 1:57 pm

Next Meeting: Wednesday, February 22, 12:30 – 2:00 PM via videoconferencing

Last Updated: Thursday, February 16, 2006 at 12:01:45 PM
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