February 27, 2003 Minutes

· Minutes will stand approved as posted

· NewsBytes will be sent out on Monday, March 10th

This issue will be on the results of the Computer Use Survey or a security based topic

· Network & Systems - Sharon Luciw

No update

Has a meeting scheduled

Sharon is working on how to combine the Network & Systems, & Web Standards committees into a single committee

· Hardware & Software  - Willie

Has not met since last ETAC meeting

Committee is scheduled to meet on Tuesday, March 4th

One issue of discussion will be: OS X accessibility

There will also be a discussion on a laptop standard for the Mac side

· Instructional Technology - Cindy Vinson

No update

· Information Systems - Gerry Gyuire

The committee held its first meeting February 20th

Willie gave an introduction

Trying to work out a schedule for future meetings

The committee will have some challenging issues related to data security

· Appropriate Use Committee

The next step is to go to the DA College Council for approval

This meeting is scheduled for this afternoon from 4:15 - 5:15 pm in the Don Bautista Room

Next week it goes to the FH College Round Table for approval

This meeting is scheduled for Wednesday, March 5^th from 1:30 - 3:30 pm in the FH Toyon Rm

If approved at the DA Council & the FH College Round Table, it will come up for a final recommendation at the next ETAC Meeting, March 13^th

It will then go to the Chancellor’s Advisory Council in the March/April time frame and then onto the Board for approval some time in April

The current draft is up on the web

There have been no revisions to the policy draft since January 13, 2003

There were some questions as to how this policy applies to students

Legal counsel said it clearly states in the second paragraph of the policy how it applies to students and it also states how they will be notified

· The section of who is responsible was added to the policy procedures page

· There should be a policy and a procedure, not an appendix

The policy is a broad general statement about what the Board believes as its truths and the way in which it should operate

The procedures is how the policy gets carried out, but not at a microscopic level

Could state at this level who is responsible to see that the policy is enforced

· It was suggested that a committee like the Hardware/Software Standards committee be charged with coming up with a list of standard items that are 508 compliant

If you are not buying from this list, you will need to do research to check for compliance, instead of every individual having to research every purchase

· Section 508 is a purchasing law

It is an acquisition policy not a purchasing standard

· In the policy, it should state that the Board should designate a 508 Compliance Officer

This person would be responsible for developing a 508compliance list

They could also set up a series of workshops and seminars with budgeting managers in the district

Perhaps a 508 subcommittee can create the list of standard items that are 508 compliant

Any thing not on this list would have to go through the 508 Compliance Officer

· The budgeter of a department should not be responsible for 508 compliance

The person responsible for compliance should be the person who is working on the project

The requester should work with a Compliance Officer

· There are exceptions to section 508

Will need to put in the criteria for hardship cases

· Any existing equipment, that is not 508 compliant, is covered by another law

· Section 508is only for new acquisitions

· Will need to have, in writing, from the vendor that they are 508 compliant

· Apple OS X is not compliant as of yet

This law is not new to Apple; it has been open for discussion for over three years

No idea of how soon it will become 508 compliant

There was a recommendation that OS X not be purchased for student labs

Okay for individual use

· Need a statement in the procedures to explain the appendix

The appendices should not be included in the board policy

· Section 508 indicates that will not be able to purchase anything unless it is accessible or it is a hardship case

· Should state somewhere in the policy that the Chancellor can designate the 508Compliance Officer

It should state somewhere in the procedures that the purchaser (requisitioner/budgeter) can work together with the compliance officer to make certain that the product is compliant

· ETS has been ask to cut its budget by 15%

· The ETS budget is made up of:

"A" budget - salaries & benefits & other utility costs such as the district wide phone bill; maintenance agreements for such tings as the server cluster and the admin applications (there are other items in our "B" budget that should be in our "A" budget) - comes to about $8.5M

"B" budget -should be discretionary funds - but is used for other software and maintenance agreements not covered by our "A" budget - started out this FY with $1.1M,

$200K was designated for future positions within the IR dept - the decision was made at the beginning of the FY, not to use funds in this manner but to give them back to the district to help with the budget cuts - as a result the effective "B" budget for this year is about $900K

Of this total amount there is over $300K that is non available budget - it is used for desk top office software site licenses; maintenance and software licensing agreements for the data center; Alcatel maintenance for our network; routers, switches, etc

Total combined "A" & "B" budgets come to just under $9.5M

Restricted monies (mission critical operations with in the district) from these combined budgets come to about $1M

There are certain restrictions on personnel that support this $1M plus of environment and associated equipment

With a 15% cut, ETS is looking at a $1.4M cut to combined  "A" & "B"

Since the "B" budget is only $900K, cannot make enough cuts with out laying  off some personnel

· ETS has one Academic position that has to be notified by March 15^th

Cindy Vinson's position will have to be eliminated and she will be getting a March 15^th notice

· Willie has already spoken to the Instructional Development Group and told them that it is highly likely that their contracts will probably not be renewed after 6/30/03

This was not an official notification

· There will probably have to be other positions cut within ETS

· A new law has been passed by the state, regarding personal data

The law goes into effect July 1^st

The law requires that any one who has a data base with personal information in it, if any time, there is an infringement by an unauthorized person, those who hold that data are required to notify everyone whose data may have been infringed upon

This new legislation is trying to prevent identity theft

Law is especially for those companies that handle credit card data a lot

Data infringement that might associate a name, credit card number and security code or social security number

There is a growing emphasis to not connect a social security numbers to students

An alternate ID # is currently used for posting student grades

The last four digits of a persons social security # is used for the seniority list

Not sure if this system will violate the new law

Last Updated: Wednesday, April 2, 2003 at 12:59:51 PM
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