March 11, 2009 Minutes

EDUCATIONAL TECHNOLOGY ADVISORY
COMMITTEE

March 11, 2009

ATTENDEES: Rich Hansen, Kurt Hueg, Stan Judkins, Sherri Mines, Mike Murphy, Leif Nelson, Fred Sherman, Pam Wilkes

GUESTS: Sharon Luciw, Chien Shih, David Gillett

Convened:  12:53 pm

1.  INTRODUCTIONS (All)

2. APPROVAL OF THE MINUTES (Fred)

• Will stand approved as posted

3. GENERAL NEWS (ALL)

• Each college will have a person designated as "Lead Authority"

  Came out of the electronic security policy that was worked on by ETAC last year and passed by the Board
  They will handle security type issues that occur on the campus particularly by systems that are not managed by Central Services, but those that are managed by the colleges themselves

  Kurt Hueg has been appointed on the FH campus
  DA should have their Lead Authority appointed within a week

• A bill is being put into the state legislature to force Google to fuzz up, in Google earth, government buildings, schools and colleges

4. HW/SW STANDARDS COMMITTEE MEETING (Sharon)

• Did not meet since the last ETAC meeting so no report
• Will meet next Tuesday, March 17th

•  Reached a very important milestone last week

The chart of account was successfully loaded
Finance department is building a cross walk

In the future, will put on the website so a person can put in their old account and see what the new corresponding Banner account is

• Established a transaction between the data warehouse and the Banner transaction data

Whatever data is entered into the Banner system, on a daily basis, will automatically migrate into the data warehouse

Can generate a lot of reports from the data warehouse
Will start training on March 16th

• In the March timeframe plan to migrate all the IT data related to Finance

  Trying to match all data to make certain that it is in sink and at the end of March, migrate into the new Banner system
  After the personal ID is migrated over, people will be able to use their CWID (campus wide ID) to sign on to Luminis (portal)

  Once you sign onto Luminis you will be able to determine what your role and responsibility is (what your access level will be) – should be done by mid April

  By the end of April should have all the ID; security clause and data in Banner and will start to test the whole integration of the system
  To log in you will need to use your employee ID but there is a function in Luminis that will allow you to create an easier name

  In Luminis there is a field called alias where you can self create a non-duplicable Id  - will have to be unique within the system

  Mike felt that this feature should not be available to students
  Creating an alias is not part of the go live schedule

  If this is going to be used, it would be good to set up a policy

  In the Luminis database there is a field called third party ID which has been populated with the ugly name

  This will allow you to sign in to such things as liquid office by signing into Luminis and not having to use your ugly name

• Currently do not have information on this item and will bring back to a future meeting

  Still working with the colleges to get this information

7.  STUDENT E-MAIL DEPLOYMENT (Chien)

• Fred has spoken to the students who attended a couple of prior ETAC meetings that were interested in this

  They were going to go out and do a survey of students to see if the students themselves are interested in having a deanza.edu or foothill.edu address
  The students ask Fred to create some questions
  The students were going to start the survey some time this week and bring the results back to ETAC
  Will review at the next ETAC meeting to see what the results were

• Students should play an important role in this decision
• Since about 90% of all students have their own e-mail address a decision needs to be made of what the best avenue is to tackle this issue

  Have done a survey of some of our sister colleges

  A small portion of the colleges offer a college e-mail address for students
  A fair portion of colleges using Banner provide a separate Luminis mail account for students

  This is based on the old Netscape mail technology

  Some colleges such as Coast offer students a third party e-mail address - Google mail integrated with Banner

  Spent a lot of consulting hour expenses to integrate Google into Banner

  Not simple to do since our students are transient (come one quarter and gone the next)

  Need to figure out a way to maintain the student population e-mail so it gets created upon registration and when they graduate it gets decommissioned or moved into a foundation database

  Would have to be migrated into BannerCoast spent a lot of money doing this

• After looking into this issue, came up with three suggestions for the ETAC committee to consider:

  1) If a student doesn't provide an e-mail account we will provide an account for them using CCCApply (@cccapply.org)

  Does not allow for any branding or .edu

  2) Provision with Luminis mail, which is integrated with Banner – when a student registers in Banner an e-mail address is automatically created for them and when they gradate or leave the college the address will be decommissioned

  Easy way to go

  3) After EIS, will look at our e-mail structure/system and at that time will revisit whatever mail system we might adopt in place of our current mail system

• Mike thinks that the student e-mail is a marketing benefit to the college

  Provides a branding for the college and keeps the college in the students mind site
  Thinks the e-mails should be kept on a long term basis, maybe moving it over to some kind of alumni status vs. deleting it

• Kurt wanted to know if there has been any research to see how many students want a DA or FH e-mail

  Students are supposed to be doing a survey
  Fred to send Kurt the name of the student who is working on the student survey
  Kurt said that they could send an e-mail survey to all students or pull a random sample
  Will probably find that if you are a full time student, during the day, you will probably be more likely to want a district generated e-mail address

• Pam felt that it was important to give students the option to be able to give a preferred e-mail address, since they already have so many e-mail addresses and this seems to be working

  It would be different if a policy were created saying that they had to use the campus e-mail that was generated for them in order to use campus organizations such as the library.  Email is important for things that get sent out to the students
  Currently the library sends out notices every day and very few of them bounce

• Fred was at a CENIC conference recently and did a small anecdotal survey of four of the community colleges that were there

  1) One was using district provided student e-mail addresses and was going to get rid of it, because it wasn't effective
  2) The other three were not considering implementing it

• According to Chien the use of Luminis in the new Banner system will make it much easier to contact students and it will become less important to have a campus generated e-mail address

  Chien felt that we should wait and see what happens when Luminis and all the communication tools come up before making a decision

• Fred felt that there was another option that we could go to and that is to have the students give us an e-mail they prefer and if not, we can generate one for them

• After the last ETAC meeting did a little study

  The district has two filters

  1)   Barracuda our old mail filter system
  2)   Abaca

  Once in a while there is an e-mail that will pass Abaca as a valid e-mail but Barracuda will say that it is spam and it gets held for about 14 hours and then will get released the next day
  Based on the finding, the ETS staff will tweak the sensitivity and will check to see if this is a district wide problem or only a few instances

• The Barracuda e-mail is still being marked with "BULK"

• Useful to send spam e-mails to the "This Is Spam" address

• Mike would like to take up the notion of e-mail and calendaring as an ETAC item soon

  What ever we decide will probably be a long-term deployment

• Kurt to bring back results of the student e-mail survey
• Priorities for wireless
• Hardware and Software Standards report
• Video cameras

  Ron Levine wanted to come to the meeting to speak about this

• VPN or remote access from home

  Still working on this issue and hope to have a solution so it can be brought back to the next meeting to speak about the plans and roll out
  There are two areas of focus

  1) File server access from home
  2) Access through Banner

• Access through the legacy portal using Flash 10

  Problem effects only older MAC's

  Only about 20 MAC's out there affected by this problem
  This problem should be resolved with the Luminis go live

10. ADJOURNMENT

• Adjourned:  1:55 pm

Last Updated: Tuesday, April 7, 2009 at 4:08:30 PM
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