December 7, 2005 Minutes

EDUCATIONAL TECHNOLOGY ADVISORY

COMMITTEE

12/07/2005, 12:30-2:00 pm

ATTENDEES: Theo Chakkapark, Tom Dolen, Linda Elvin, David Gillett, Scott Heffner, Chuck Lindauer, Willie Pritchard, Jefferson Shirley, John Swensson

GUESTS: Sharon Luciw, Gerry Gyuire

Convened: 12:38 pm

1. APPROVAL OF THE MINUTES OF THE LAST MEETING

· Will stand approved as posted

2. GENERAL NEWS UPDATE – ALTERNATE STUDENT ID ROLLOUT; PORTAL TEST ROLLOUT; DATA CENTER UPS INSTALLATION; WIRELESS PROJECT UPDATE; COMPUTER AND NETWORK USE POLICY

· Alternate student ID

Last week rolled out the alternate student ID and implemented it on both campuses

The rollover went well and is up and running
When entering info in the SIS users can use either the SSN or alternate ID

Alternate ID is what will be displayed on most all screens and all hardcopy except when an SSN is required
On a students' official transcript, it will display the students SSN
Currently do not have an alternate ID for employees

· Portal Test Rollout

Plan is to implement the portal test environment next Thursday, Dec 15^th for about 120 employees
On Thursday, Willie will send out information such as URL and how to log in with your account and password
The expectation is that portal testers should check the portal once a day to see if there are changes and to provide feedback

Will need to let ETS know if there are any problems

Want input from users on how well the portal functions as well as what kinds of additional functionality they would like to have
Drake Lewis has been heading up the effort along with the help of three other ETS programmers

Have also been working with the marketing departments on each campus in setting up the user interface

· Data Center UPS Installation

Has been completed
The UPS is totally controlling all devices in the data center at this time
Still need to complete the programming that the UPS will call out when certain trigger actions occur
We also had an exterior quick connect installed to be able to move a generator in place if needed
The UPS batteries are degraded and go through a three phase shut down that will last 37-42 minutes

The UPS supports approximately 150 servers in the data center

· Wireless Project Update

Went out for bid and have gone through the evaluation process

Which Included the written submittals as well as presentations by the three vendors who qualified

Earlier this week the technical team met and arrived at a decision on a vendor
The next step is for the vendor to install their access points and management software in our environment, on both campuses, to see if it works properly

The test is scheduled to happen next week

Planning to take the item to the next board meeting in January and ask for approval to purchase the access points and wireless management system
Will probably be ordering the access points some time in February
Volunteers will install equipment in late February or March

Will be getting help for the installation of the wireless access points from the Wireless Communications Association

The first phase will be on the Foothill campus

In the 3000 buildings, the Library and the KCI
Will run for a period of time to test the environment before expanding
Will probably do the installation of the access points some time during the spring quarter

The next location will be on the De Anza campus, and is yet to be determined by De Anza

De Anza will choose from one of the following locations:
Library, Student Campus Center, Student Community & Services Building, the Kirsh Building or the new Science Center

Jeanine Hawk will be leading the effort to determine the installation priority on the De Anza campus

Our ability to roll out to more places on the campus will be restricted by our ability to pull volunteers to help with the installation and by the budget the colleges have to buy access points
Will go live in limited locations until we have the Identity Management System in place

The ID Management System is crucial to the wireless project as well as being able to roll the portal out to students

· Computer and Network Use Policy

Was on the consent calendar for the last board meeting, December 5th

Has been approved by the board

The new revised policy is the official policy of the district and will be available on our website

3. SERVICE LEVEL AGREEMENTS – REVIEW CLIENT SERVICES SLA (PLEASE COME PREPARED TO DISCUSS)

· A draft copy of a service level agreement (SLA) was mailed out to the ETAC committee

The document was developed by Tech Services on both campuses (John Vandercook and Jose Rueda)
This is a proposed service level agreement between the ETS Tech Services/AV groups and the people who they service (faculty, staff & labs)

· This is the first of several SLA's that will be brought to ETAC for input
· This document does not cover all of the work performed by Tech Services
· Chuck complimented the Tech Services groups on their document

He wanted to know how to create a customized SLA with Tech Services for his labs

Anyone who would like to set up an SLA with ETS, needs to contact and discuss it with one of the ETS managers, and let them know what services are needed and we will let them know what services can be provided and under what conditions

· SLA's are a statement of what services and support ETS will provide and under what conditions

The SLA's will be reviewed on a regular basis
It is considered a living document because it will need to be updated and changed from time to time

· ETS will be producing service level agreements from each of the various departments, over the coarse of this academic year (Networking Group. Data Center, Information Systems, etc,)
· The SLA's will be posted on our website, for public viewing
· ETS is looking for a stamp of approval on the document from ETAC and then will take to the CAC, for their review and input before becoming an official policy

Does not need to go to the board for approval, only through the internal governance process

· ETAC members should be sharing, with their constituency groups, what takes place during an ETAC meetings
· Will defer a decision, on Tech Services SLA, until a future ETAC meeting based on when the members have had time to review it with their constituency groups
· ETS, in effect, is operating under this SLA already

Want to make our operating procedures more formal and more official

4. OTHER ITEMS FROM THE COMMITTEE

· ID Management

About ready to release the bid document again to vendors
In the last week, SUN announced that they were going to release their ID Management solution called Java Enterprise System (JES) to open source, which will make it available at no cost

There will still be a considerable cost to implement it in an enterprise
Will probably still need to go through a bid process in order to get the implementation services

Waiting to hear from Carmen Redmond to see what the time line will be for the bid process
The earliest it can be taken to the board is the second meeting in February or sometime in March

· Chuck Lindauer reported that the LINC program has gone live with a beta test of a new online short registration and admission process

He has worked with some of the ETS staff to develop the new system
A person wanting to take a short course registers for the class before applying for admission to the college
This new system produces a roster that can go with grades right to SI

If a student has not applied for admission after registering for and taking the class, they don't get a grade

If the new process works for LINC, it might be extended to a lot more short courses

· John Swensson mentioned that the iPod training for Friday, December 9^th on the De Anza campus, was sold out

A lot of people are using podcasting for education
Can buy hundreds of educational podcasts through the iTunes store
In the spring quarter there will be several reading readiness classes taught with the support of iPods

· Apple is approaching some colleges and universities around the country to demonstrate and use as test sites, their iTunes music store software as a delivery mechanism for delivering audio and video

Apple would like to use Foothill ad De Anza as test sites
We would be given a custom store within the iTunes music store for any audio or video material we wanted to deliver in that way
Apple would do training on the Foothill campus similar that that training being done on the De Anza campus

If you are a registered student, you probably wouldn't be charged for material presented via the iTunes Music store
Not sure if there would be a charge from Apple to the District after the program takes off

Can see an example of how this works by going to: itunes.stanford.edu

Need to have iTunes software installed on your computer in order to view

Since there is no requirement for a student to have a computer or an iPod, it could be seen as discriminating for a student who can't afford such equipment
The format that would be used would not be restricted to the Apple format that they use for their music; we would use standard based MP3
Viewing the podcasts on a computer, where you can see the captioning, could solve an accessibility/508 issue
Apple will be back in touch with Willie in January in the hopes of bringing it on line in the May time frame
Theo Chakkapark suggested that ETUDES could be used instead of, or in addition to, the iTunes server software

5. ADJOURNMENT

· Adjourned: 1:32 pm

Next Meeting: Wednesday, January 18, 12:30 – 2:00 PM via videoconferencing

Last Updated: Monday, December 19, 2005 at 3:29:18 PM
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