University Technology Advisory Committee (UTAC) s1

University Technology Advisory Committee (UTAC) http://www.csuchico.edu/ires/plans/utac Meeting Minutes Friday, December 9th, 2016 10:00am, Meriam Library Studio A

ATTENDING COMMITTEE MEMBERS X Joe Alexander X Jeremy Olguin X Debra Barger X Daniel Parks X Rebecca Cagle Kate Post X Joel Chan Dan Reed Jim Connolly X Mike Schilling X Cris Guenter X Laura Sederberg Kim Jaxon X Seema Sehrawat X Kishore Joseph X James Tyler X Ben Juliano Eddie Vela X Allen Lunde X Jessica Verardi X Shane Mayor

ATTENDING GUESTS X Scott Claverie X Ray Quinto X Mark Hendricks Tom Rosenow X Scott Kodai X David Rowe X Mike Magrey Christine Williams X Andy Miller

DISCUSSION ITEMS 1. Announcements The meeting agenda was approved 2. Approval Of Meeting Minutes October 14, 2016 The minutes of October 14, 2016 were approved. 3. From the Faculty Seema Sehrawat asked if there was an update on the agenda item “campus calendar” from a previous meeting. Scott Kodai answered that it has been difficult to create; however, he has been working on developing a calendar for people that have a CSU, Chico login. In the meantime, he’s putting more and more events on our normal change calendar and is going to send those announcements to UTAC and to the tech notice group. Extra communication should help, but in the meantime if you have any events that you’re aware of to please send them to Scott.

For an additional item from the faculty, Cris Guenter said that in the Education Department they’ve been using Snowball microphone. The students simply plug the microphone into their laptop and it will pick up audio. It’s a great tool and only costs $69.00. Cris added that Zoom is also working great with the distance education students. Seema said that her department uses Zoom for some of their meetings but previously used Sococo; however, Sococo is not a campus supported program and she’s not expecting the campus to incorporate. 4. Update: Social Media Subcommittee Working with President Hutchinson (5 Minutes) – Cris Guenter, Katie Post, and Kim Jaxson Cris said that she, Katie, and Kim met with President Hutchinson as she wanted to get involved appropriately with social media. Katie immediately took action as she constantly monitors social media. She will meet with the President again early next semester. For those areas on campus that are running their own social media systems, this will help monitor them which will help support IT security as well. 5. ITEC Meeting Update (15 Minutes) – Mark Hendricks and Cris Guenter Cris said that as chair of the UTAC Committee she was honored to be invited to the ITEC (Information Technology Executive Committee) meeting along with the VPs – most of who were in attendance. Mark was the featured speaker and he updated President Hutchinson on the progress of IT security. Cris said the President was attentive and asked a lot of questions and Mark handled the questions very well.

Mark Hendricks said that the ITEC group was established through IT governance and is the top layer of IT and information security governance. He added that IRES put together an IT Security Presidential Transition Plan for President Hutchinson which outlined how we work with governance and other departments, illustrated security plan and policies, as well as information about current assessments, the maturity of our security program, and how we identified current threats.

Mark said that the focus of the meeting was that security is a responsibility we all share and we need to identify roles and responsibilities linked to managing it. We spoke about our data governance group structure and are working with the President’s office to expand those roles and responsibilities and delegate them to various individuals. Mike Schilling added that we followed up with a meeting with all the data owners and custodians and shared drafts of changes and what had been long standing priorities not well articulated on campus. He said that he and Mark will work on this next week before we move forward and delegate. We will then get a reading from Cris and bring it back to the group for discussion. Mike also added that we intend to take notes at future ITEC meetings and publish them. 6. Phishing Report (5 Minutes) – Mark Hendricks Mark Hendricks said that the first phishing message was delivered to 5,000 e-mail accounts; 1,500 were opened and 294 clicked on the link. Mark then used slides to illustrate data regarding these messages, how often employees clicked, etc. Regarding students, out of 18,000 students, 1,478 students clicked on the link. This shows us that we have work to do. Discussion followed regarding the PhishMe messages. Following this discussion it was determined that UTAC would benefit from the following agenda items at the next meeting: 1) Scott Claverie addressing Palo Alto, and 2) Andy Miller addressing other types of campus communication other than e-mail. 7. Data Center Maintenance - Saturday Jan 7th (10 Minutes) – Ray Quinto Ray said that about a year ago he addressed UTAC to formally ask if twice a year his team may bring the data center down for maintenance while advertising well in advance. Following UTAC’s approval, the first round of maintenance began last summer. The next round of data center maintenance will begin at 6am Saturday January 7th which will include improving firewalls, rebooting the system, and other major maintenance. This will necessitate Blackboard being offline for a few minutes – no longer than 30 minutes. Following several questions regarding the maintenance, Debra Barger asked if there was a way to reach out to all students registered for winter session? Ray answered that his team is communicating with a campus via a banner on Blackboard and also a campus “All Announce” but we can direct to that specific winter session group as well. Ray will follow-up with Debra. 8. Blackboard Upgrade to Q2 2016 Scheduled for Jan 2nd (10 Minutes) – David Rowe David Rowe said that his group only has about two days throughout the course of the year to do bug fixes, upgrades, etc. to Blackboard without impacting instruction. He said the last two years the user interface hasn’t been changed at all as the focus was more on the stability of the system for accessibility and content of course. With the next upgrade on January 2nd, the focus will be on becoming more responsive to mobile access as statistics have shown that 57% of students access Blackboard Learn from a mobile device. January 2nd was chosen as this date is two days after finals grade submissions are due and the day before distance students begin. David went on to speak about the details of the upgrade. He also spoke about new role-based permissions for security.

Mike Schilling asked David what his plans are for the next 6 – 12 months? David said that his group is researching moving to the cloud as CSU, Chico is 1 of 2 of the 23 campuses that haven’t moved. Right now he’s researching what’s involved and cleaning things up to facilitate the move as if/when we can make that decision we want to be ready. 9. Wireless Investment Update (15 Minutes) – Scott Claverie Scott Claverie spoke about how the ECAR survey unsurfaced wireless issues on campus. Using slides, he Illustrated what campus coverage looked like before and what it looks like now after improvements were made. The improvement began with the Student Services Center and has continued throughout the campus. Each phase of the project to install additional access points was granted $200,000. The ECAR survey also reflected problems with outdoor coverage; therefore, CCSV is going to address some of those areas and expand access points after working with the planning department. Discussion followed regarding opportunities to increase coverage. 10. Other No other items. Meeting adjourned at 11:30am. TO DO LIST SUMMARY # Task Responsible Due Date Status Party 1. Student success applications and Mike Schilling December Pending strengthening graduation rates 9th (next meeting) 2. Jason will provide additional details Jason Donnell December Pending as to different types of TeamDynamix 9th (next licensing meeting) 3. Create a common calendar to Mike Schilling/ December Pending manage important IT dates Scott Claverie/ 9th (next Scott Kodai meeting) 4. Investigate a PeopleSoft student Andy Miller December Pending roster where advisors can see their 9th (next student’s pictures meeting) 5. Mike and Mark will work on shared Mike Schilling February Pending drafts of changes and what had been 10th (next long standing priorities not well meeting) articulated on campus. This will then be shared with Cris and brought back to the group for discussion. 6. UTAC would benefit from the Christine February Pending following agenda items at the next Williams (add 10th (next meeting: 1) Scott Claverie items to agenda) meeting) addressing Palo Alto, and 2) Andy Miller addressing other types of campus communication other than e- mail. 7. Ray communicate with Debra Barger Ray Quinto Prior to Pending about additional communication, January targeting winter session students, in 7th regard to Blackboard 30 minute down time. FUTURE MEETINGS Date: February 10, 2017 Time: 10:00am Place: MLIB Studio A