April 7, 2004 Minutes

EDUCATIONAL TECHNOLOGY ADVISORY

COMMITTEE

04/07/2004, 12:30-2:00 pm

ATTENDEES: Kim Chief Elk, Tom Dolen, Jamie Doll, Linda Elvin, David Gillett, Jim Haynes, Allison Lenkeit, Willie Pritchard, Eric Rosenthal, John Swensson, Jaci Ward

GUESTS: Sharon Luciw, Mike Murphy, Wayne Chenoweth, Dale Kan

Convened: 12:39 pm

1. APPROVAL OF THE MINUTES OF THE LAST MEETING

· Will stand approved as posted

2. GENERAL NEWS -

· No general news
· Had a successful start to the new term

3. SUBCOMMITTEE REPORTS - STANDARDS COMMITTEE

· Hardware & Software Committee - Willie Pritchard

Met Tuesday, April 6^th
Needed to tweak the prices for the Dell standards

Dell prices went down for both the laptop and desktop models
The processor speed went up

Had a discussion on migrating the district to Windows XP from Windows 2000

Discussed a variety of issues related to security and the installation of an application that would allow ETS to do a remote updating of software
All new machines will be shipped with Windows XP
Will upgrade people upon request to XP, provided their computer is capable of supporting it

Individuals can put in a request with the Call Center for an upgrade to XP
The upgrades will be done on a case-by-case basis
The upgrade will include migrating their computers to Office XP as well

A lot of ports will be closed during the XP migration
XP has a utility that allows for remote control and monitoring of the computer

This feature can be used for support and upgrading software
The feature will be installed, but not turned on
Can only be turned on by the user or by ETS, as long as the user is notified

Tom Dolen noted that there is also now an application that allows you to control an XP machine from a Mac

The committee continued the discussion for standards of multimedia consoles

These are the workstations that are placed in classrooms for faculty use, to be able to take advantage of technology
A lot has been mapped out already because of Measure E projects
The standards are pretty well underway to being established

Jaci requested that Willie send a copy of the standards to her
If anyone else on the committee would like a copy, contact Pam at: eberhardtpam@fhda.edu or call ext 6119

· Defining Spam Subcommittee - Tom Roza

The committee has not yet met
Still in need of more members
Will hold their first meeting on Monday, April 19th

4. UPDATE ON SECTION 508 POLICY - WAYNE CHENOWETH

· Wayne handed out a copy of the final document draft to be submitted for approval

It has already gone through the senates on both campuses
The document is ready for final approval and implementation

· If a department receives historical tapes, without captions, this would fall under section 508, and they could claim an exception for this situation
· The question was asked how Section 508 will be implemented and be made part of the purchasing process

The responsibility for overseeing Section 508 has been shifted to Greg Parman, because he is the Affirmative Action Officer
Section 508 needs to be a part of the purchasing process and Carmen Redmond has integrated Section 508 wording into their forms

Any bid documents or requests for quotes from ETS have always included, right on it, in boilerplate language, that they are required to submit a VPAT (V=voluntary) to meet what our standards are and notifies them about section 508 of the Rehabilitation Act

· There is a general exception for "back office technologies" that required very little human contact, such items as switches in a network closet

There is a good description, on the government website, of what constitutes a general exception

· The committees current website for Section 508 will be developed more fully

The committees website can be found at: http://ets.fhda.edu/508

· The person requesting a purchase, needs to do the research before submitting it to purchasing

The purchasing department does not do the research itself

· The 508 Committee felt that it would be a major difficulty to put compliant items on a list

A list still needs to be developed
It would be good to list those kinds of things that are not on the ETS standards list but need to be 508 compliant, such as: copy machines; other office equipment (other than computers), etc
If you are not sure about something, you can contact to the section 508 committee for help

· Vendors are becoming more aware of the 508 requirements and are trying to become more compliant

There are very few products that are 100% compliant
Items on our standards list are not 100% compliant, but are exceptions

· The purpose of the policy is to motivate vendors to become compliant
· The next step in the process is to get final approval for the policy

Need to speak to Carmen and then take to the Chancellor's Advisory Council
The consensus of ETAC was to proceed with the policy and have Willie work on getting the policy on the CAC's agenda ASAP, for discussion and approval

· Jaci Ward wanted to know if ETAC was going to recommend an effective date for implementation

Still has to go through some processes before a final implementation date can be reached

Will need to have time, before implementation, to educate people about section 508

There was a suggestion to come up with a date, i.e. 7/1/04, pending approval of the CAC
Need to speak to purchasing before going through with the date

Purchasing has been moving forward with Section 508
Willie will speak to Carmen before moving forward with the date

· Budgeters are the largest uninformed group regarding section 508
· There are some good training resources available
· Wayne would like to have a NewsBytes article to announce the policy going into effect, the resources that are available and the training that can be developed

5. STRATEGIC PLANNING PROCESS - (1) REVIEW DRAFT VISION STATEMENT, (2) BREAK UP INTO GROUPS AND FOCUS ON OUR GUIDING PRINCIPLES

· There was an initial discussion started regarding the three Vision Statement drafts

Due to the meeting being via videoconference, it was decided to discuss the drafts, independently, at each location and then rejoin the conference to discuss each group's results

The decision was to go with the newly revised draft put forth by the De Anza group, with a few miner revisions

· The final draft to be submitted for approval is:
The Foothill De Anza Community College District envision a community in which students, faculty and staff will have pervasive and easy access to the technology tools they need to improve student learning, work effectively, and communicate easily. Technology will be current, integrated, secure, reliable and available anywhere at anytime.

6. OTHER ITEMS FROM THE COMMITTEE

· Jaci Ward inquired into why MeetingMaker has been running slow

Sharon Luciw said that she would look into it

· John Swensson inquired about the e-mail messages he has been receiving pertaining to viruses

Barracuda stops viruses at the firewall from getting into the district. When this happens you will get a message stating that there was a message intended for you, but was not delivered because there was a virus attached.

Some people would like this feature turned off, but ETS wants to make sure that viruses are blocked and people know that there was an attempt to send them an e-mail -- since Barracuda doesn't know if the message being delivered was sent legitimately or not it has to assume that any message may be legitimate, so it notifies the recipient that there was an attempt to send a message and leaves it up to the recipient to decide if they need to contact the sender...
It also gives people an idea of how many viruses are out there

Adjourned: 2:02 pm

Next Meeting: Wednesday, April 21, 12:30 - 2:00 pm, Video Conference

Last Updated: Tuesday, April 20, 2004 at 12:02:53 PM
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