EDUCATIONAL TECHNOLOGY ADVISORY
COMMITTEE

December 10, 2008

ATTENDEES: Don Dorsey, Rich Hansen, Anson Lee, Drake Lewis, Kent McGee, Sherri Mines, Judy Mowrey, Fred Sherman, Alex Swanner, Tim Woods

GUESTS: Sharon Luciw, Chien Shih, David Gillett

Convened:  12:35pm

1. INTRODUCTIONS (ALL)

2. APPROVAL OF THE MINUTES (Fred)

• Will stand approved as posted

3.  GENERAL NEWS (ALL)

• Higher Education Opportunity Act 

  A Federal Act

  Gets renewed each year

  Ratified in August 2008 and effective at the time of ratification
  Has to do with the illegal distribution of copy write materials, specifically illegal downloading
  One small aspect of this act will affect FHDA

  1)    We have to make an annual disclosure to students that:

  A)    Illegal distribution of copy write materials may subject them to criminal and civil penalties
  B)   Have to describe to the students the steps the institution will take to punish illegal distribution of copy write materials

  For the most part we are already doing this in the college catalogues and the student handbooks

  2)    Have to certify to the Secretary of Education that we have a plan that will effectively combat the unauthorized distribution of copy write materials

  The law doesn't require the Secretary of Education to collect any of these plans they just want to know that the institutions have them
  Institutions in the planning process are supposed to consider the use of technology based deterrence such as traffic monitoring, but are not required to adopt any particular type of technology based deterrent, and has pretty much left it up to the institution to make their own decision as to how they are going to effectively combat unauthorized distribution

  3)    Have to offer alternatives to illegal file sharing

  Can vary from the institution paying a commercial company a monthly or annual fee so students can download as much music as they want to, to providing the student with a link to a website that has a place they can go to legally download music

  Fred met with the PIO's of both campuses and the district to develop a plan to go forward

  Will send a copy of the complete plan to all ETAC members for review

  1)    Develop and advertise key information on illegal downloading – will be primarily done by the colleges – will be placed in college catalogues, schedule of classes and the student handbooks
  2)    Provide other related information materials for students – flyers posted at sites where students congregate and send out an annual e-mail to all students
  3)    Type of message that will be used:

  a)    Illegal distribution may subject users to criminal penalties
  b)    The steps that will be taken to detect and punish illegal distribution of copy write material
  c)    Offer the students a website that talks about the places you can go to, to do legal downloading

  Already doing and will continue to do – block access to known illegal downloading websites
  Will probably require a change to our current use of computing systems procedure – AP3250 under the system abuse section

  Need to add one more bullet that says: illegal downloading and/or distribution of copy write protected materials, including but not limited to music and videos

•   Have started planning for the new data center - located on the Foothill campus, near the district building

  Was originally supposed to be built under Measure"E", but due to budget constraints, will be built under Measure"C"
  Desperately needed since the current data center, in L7, on the De Anza campus was never originally built to be a data center
  Will start to do detailed planning next year
  The building will also, for the first time in the history of the district, house most of the ETS staff
  Probably about three years form having the building built

•   Wireless deployment is in the hands of the colleges

  It is up to FH to give ETS a priority beyond Middlefield

  ETS has upgraded their additional equipment to be able to bring Middlefield up and are in the process of configuring it
  Richard Galope and Kurt Hueg will probably be the leaders of the FH priority plan

On the De Anza campus, the Deans looked at the prioritization list but have not had a meeting since the Tech Task Force meeting last week

•   Rich ask about the implementation of on-line grade submission

  It is in effect this quarter on both campuses
  Faculty are being encouraged to do their grade submissions on-line which will be live from here on

  Have also brought up the ability to submit positive attendance hours
  The paper option, according to A&R, will be available through the rest of this year and maybe until the end of the next calendar year

4. CAPTURE (Chien)

•  The ATM bank card – from ETS' point of view, have finished the study and estimation of the project schedule and cost

The business office is in the process of negotiating a contract with US Bank
Once negotiations are complete, will be able to begin implementation using the current Capture card technology

Projected to begin the end of February, by bringing Foothill up first
De Anza has a sub-clause in a separate contract with US Bank that requires them to have an on-site banking branch set up in their office

This contract still has some final points that need to be negotiated
Installation of the ATM card will probably not take place until June

ETS would like to implement on both campuses at the same time

•   Next project is to set up a terminal in the student activity centers and several other locations to be able to track the payment of student fees and access of campus services (Will not be able to use on copy machines)

  Have done an initial study, have a budget estimate ready ($80K) and the time frame needed to implement the project (16 weeks)

  Requires the purchase of software, to be integrated with the current student information system, the installation of a database to track all the Capture card uses and to set up all the terminals (26)

5. EIS STATUS (Chien)

•  All information provided about the EIS project can be found on the EIS website: www.fhda.edu/eis
  
• The key milestones achieved through September and October are:

  Have all the hardware architecture in place
  Have all the software including the core EIS application installed

•   Major milestone achieved in the November time frame was to set up the outer ring of access to the core EIS application, which includes the portal layer

  The system can now be accessed for training and configuration
  Over the next six months will train on the system and fine-tune it until we go live

•   During the December and January time frame will be looking at the strategy of how to do our reporting from the users point of view and how to generate the data warehouse and state chancellors report

  Will be kicking off the student implementation business process analysis in December
  By the end of the year the ETS internal technical staff will start training on the Oracle Access database language

  In January they will begin training on the reporting access – the PL SQL, how to do the report

•   Over the next six months the Information Systems Group:

  1) Will be involved in the planning and programming of the new ETS building
  2) Get the EIS go live schedule in place to meet the June-July time frame
  3) In the April-May time frame will bring up the disaster recovery collocation site

•   The EIS project is currently on schedule, and on budget
  
•   About 80% of all the modules we purchased have been installed

  The Core committee made a decision to hold off on installing some of the ancillary modules like documentation scanning, the imaging system, etc until further analysis

  We already have some existing technology in the district and the committee has ask Chien to do an analysis:

  1)    Pro/Con of weather to keep what we currently have or install the new product
  2)    What is the cost?

  Currently trying to schedule as much hands on training as possible - will train the trainer first
  Once we approach the go live date will schedule a phase approach to test the system
  Training is only a small part of what users have to contend with

  They also have to convert all the data

  All the data needs to be cleaned
  The newer systems are more particular with how the data goes in
  Any missing parts of the data will need to be corrected

  What can't be cleaned by ETS will have to go back to the departments for cleanup

  The procedures and the processes that are used currently will change with the implementation of the new software

  Will do a business process analysis by having a trained consultant come in and talks about what the software is capable of, they will ask the users how they do business now and how they would like to do business and some where between the three come to an acceptable set of procedures that can be implemented into the new system that will make efficient, higher quality services available
  At this time there seems to be no data standard within the district

  The Core committee group is in the process of setting up a data standard

6.  SECURITY AUDIT STATUS (Chien)

•   Anticipate the project to be complete by the end of January 2009

  Already have the schedule out

•   Had the initial kick off meeting

•   The consultant is fully engaged

  They will be coming onto campus to interview different department employees from January 6^th thru January 23^rd
  Anticipate a report shortly after the interviews
  Will pass the draft report to the committee for review
  Outcome of the audit:

  1)    What is the security ramification of how we keep the data?– will have the consultants interview Fred Sherman about copyright infringement so it can be included in the audit
  Primary objective is to look at how we safe keep the data; who has access of the data; how data gets transported from one department to another; where is the security hold in the transportation of data and maintenance of data access
  2) Will report to the audit and finance committee – a high level report that informs them that this process is going on and the general findings

•   Hoping to incorporate into the Banner implementation so we can plug any holes in our security

  As we implement Banner security roles (i.e. if you have a particular position, you will have access to certain types and amounts of data) will be put in place

•   The audit itself will probably not effect a lot of people

  Will affect people who handle dataETS internally mapped out all the data flow from our main system to the approximate 36 substrings we support

•   When we pass data down to ancillary systems, like Liquid Office or Touchnet, or any other programs that lie outside Banner that we are going to be supporting we want to know how they protect the data (Is the data encrypted?)

  Our concern is with personal identity information – don't want this information easily accessed by people who don't have a need to know it
  Both a combination of electronic controls and procedures and policies by which people access the data and what they do with the data as well as who gets access to itComprehensive study about how data flows through the organization from system to system, who gets it, what do they do with it and how is it kept safe

  The reports will come out with a scope that will provide a recommendation as to how we will establish the Banner security model

At the same time did an internal study of how we are going to merge the identity information with the campus though our identity management system using the Banner internal security model

The first implementation of the security model will be before the finance module goes live

  There has been a recent change to FERPA (Family Education Rights & Privacy Act) – a federal law that defines several categories of student information that are considered to be private and being private, federal law requires that schools not disclose this information unless it is authorized by the person

The student ID number is no longer considered to be as protected as it was before when getting access into confidential, privileged information, as long as you use some other kind of control with it like a pass word or pin number, for this reason it falls out of the protected category

In January, Fred will revisit the issue of weather or not we want to change how we handle the student ID number on the campuses as defined in the Electronic Information Security Procedure

We are currently more strict than the law requires
It is the address or phone number, not the student ID that is currently protected, but having the two in combination constitutes a FERPA problem
Having the student ID alone is no longer a protected area according to FERPA
The laws that we are under with regard to regular employees are, for the most part, California laws

7.  FUTURE AGENDA ITEMS (ALL)

•   None were brought forward

8. ADJOURNMENT

• Adjourned:  1:40 pm

Next Meeting: Wednesday, January 14, 2009, via video conferencing