Suffolk County Community College s6

SUFFOLK COUNTY COMMUNITY COLLEGE COLLEGE COMPUTING COUNCIL

MINUTES MAY 25, 2001 MEETING

MEMBERS PRESENT: P. Basileo, J. Bravo, D. Coscia, P. DiGregorio, J. Gaete, D. Giancola, E. Hassildine, F. Lourenso, F. Parrella, G. Ris, M. Russo, S. Schrier, S. Tvelia, L. Wieman, and R. Williams

MEMBERS ABSENT: G. Gopinath, R. Manning, C. Rubman, C. Stein, M. Weissberg,

REPRESENTATIVES PRESENT: R. Johnston, N. Leonhardt, D. Rabinowitz, J. Rice

COPY TO: D. Quinn

I. MINUTES – Minutes from the March 2, 2001 meeting were accepted.

II. CAMPUS COMPUTING COUNCIL REPORTS

1. Campus Reports Ammerman Campus – J. Bravo  Committee did not meet since last Council meeting.  Receiving funds back to purchase critical items needed.

West Campus - P. DiGregorio  Committee met and re-elected Pete and Frank Parrella as co-chairs.  Technology show held on May 4th was successful and had over 300 vendors in attendance.  Having difficulty with replacement plan because of reduced funding.

East Campus – Leslie Wieman  Committee has not met since last Council meeting.  Orient 205 math lab running.  Working on smart classrooms starting up in Orient and Montaukett buildings.  Installing smart board in another Orient room.  Installed 3 copies of the Academic software in the Academic Skills Center, so those students could have extra time to work because of open labs being closed in the Math Department.  Waiting for connectivity in each of the classrooms in Montaukett building.

Tech Deans Report – D. Coscia  Pleased with Technology show that was held on the western campus on May 4th.  Discussed pilot project to use SUNY Learning Network. This project will include participation by Monroe, Herkimer, SCCC and Empire State College. If successful, faculty will be trained on one system. It will be hosted by Empire. SCCC COLLEGE COMPUTING COUNCIL MINUTES OF 5/25/01 MEETING Page 2

 Don was inducted as SUNY chair for computer access.  Conference on Instruction Technology (CIT) is being held at SUNY Geneseo from May 28th through May 31st. All but three SUNY campuses will be in attendance.  Randolph Manning and Pete DiGregorio are partnering with Symbol.  Chanda Wilson doing a poster paper on blackboard.  SCCC students will have an art display and imaging presentation on-line.

III. SUBCOMMITTEE REPORTS

Academic Subcommittee – M. Russo  Committee has not met since last Council meeting.  There are no outstanding issues.  Mike is going back to classroom full time and will no longer be the Academic Computing Coordinator.  Council thanked him for all his hard work.  Need to appoint new Chair for this committee.  Gary asked that recommendations for the Chair be e-mailed to him.

Networking and Services Subcommittee – Richard Johnston 1. Meeting Notes from May 25th go to: http://www.sunysuffolk.edu/Web/Central/IT/CompC/network/MtgNotes_501.doc 2. Wireless Connections for Event Center  In association with Invision, the wireless connection to event center (field house) on western campus is operational.  This network connection will be used to support non-college traffic during events.  The network can currently support 200 nodes and can be enchanced to support up to 400.  Additional nodes will support the wireless network in the main lecture room, the pool area and the academic wing. 3. WAN Project  Rich handed our preliminary WAN project schedule.  It was pointed out that the earliest time for completion of the network is currently late January 2002.  This was originally planned for September but even though the materials are available on state contract an RFP still has to be done which puts it out another 3 months.  This project will upgrade the data lines from the current 1.5 Mbps to 6-10 Mbps (or higher depending on the cost.  Will replace routers and primary campus switches.  The new switches will be able to support Policy-Based Routing protocols, which will allow the college to better manage the bandwidth and provide quality service to support new technologies, such as video streaming and other multicast/multimedia services.  Rich noted that if the College’s operational budget for 2001-2002 that was submitted to the county is not approved no changes in the infrastructure to support additional bandwidth between campuses or to the Internet would take place.

SCCC COLLEGE COMPUTING COUNCIL MINUTES OF 5/25/01 MEETING Page 3

 All of the equipment for the network upgrade is funded from a Capital Project but the telecommunication lines are funded from the operational budget.  If budget is not approved, it might result in the College having to manage its current communications resources to achieve greater efficiencies. We are at a point now that no new uses of the Internet or any network-based service can be added without a removal or limitation from another source.  Take into consideration when deciding your programming plans that there will be no increase at all in the fall and the Internet situations will not resolve themselves until definitely January. 4. SUNYNet and Internet  AT&T has been awarded the SUNYNet contract.  Formal announcement and the specifics on the contract and switchover from Applied Theory will be made in June.  We should have the plan on the upgrade for the Internet and SUNYNet connections by early September.

Planning Subcommittee – Gary Ris 1. Minutes from meeting of May 8, 2001 http://www.sunysuffolk.edu/Web/Central/IT/CompC/planning/Minutes_5_8_01.doc 2. Committee recommends prioritizing spending during these financially difficult time. The committee recommends the following:  College should maintain existing services before doing new.  Before equipping new labs campuses should attend to computer replacement.  The Council suggested that Tech Deans on each of the campuses should review and approve orders before they are placed.  The Council approved unanimously the following recommendation: All requests for technology purchases should be reviewed and approved by the Tech Deans on each of the campuses and the priority of the college should be to replace computers before buying new.  This will now be sent to the Executive Council for their approval.  Discussed doing a lab audit once a year in an effort to consolidate labs to reduce replacement costs.  Technical Coordinators from each campus will review the Fall ’00 and Spring ’01 semesters percent class utilization for each of their academic labs, and the curriculums using these labs.  Gary will give specifics to Leslie Wieman.  Gary instructed Tech Coordinators to only look at classroom labs. Open labs are not to be considered in this case.  Issue was brought up that utilization will be different from fall to spring because of the cut back in PA’s support.  The timeframe to be used will be from 8:00 a.m. to 10:00 p.m.  As a result of this review, the Planning Committee will make recommendations on whether lab audits should become a standard practice. 3. WAN/LAN Network upgrade timetable.  A timetable was distributed to committee members and they were asked to inform their Executive Deans of the change as a result of the need to purchase via an RFP. SCCC COLLEGE COMPUTING COUNCIL MINUTES OF 5/25/01 MEETING Page 4

4. County Executive’s request for PC replacement information.  County Executive’s office when looking at our budget has asked for the data behind our computer replacement request.  John Bullard requested each Technology Dean to provide that information to him  Gary asked if everyone submitted that information and was informed that they did.

Policy Subcommittee – S. Schrier 1. Approval of Off-Campus Use of College Equipment http://www.sunysuffolk.edu/Web/Central/IT/CompC/policy/new%20proposal%20on%20off- premises%20use.doc  This policy will deal with off campus use of laptop and peripheral equipment only and will only be adopted for the college, not countywide.  This policy will be located on the web.  Steve explained that this policy would supercede all other policies of taking equipment off-campus.  No desktop equipment will be allowed to go home.  Council unanimous approved this policy.  Policy will now go to Executive Council for their approval. 2. Committee will be looking into the following over the summer:  Policy Committee will be looking into updating existing policies and monitoring and privacy issues.  Committee understands that County is working on their own computer use policy and believes that it should apply to the college because we cross their firewall.  The college crosses their firewall through the County Intranet and some personnel in the Business Office/Payroll area that have access to county resources, but everything else we do is on college system.  County working on legislative mandate which allows for routine monitoring to get control of how Intranet is used.

Portal Ad Hoc Committee 1. Minutes from meeting of March 16, 2001: http://www.sunysuffolk.edu/Web/Central/IT/CompC/Portals/PORTAL%20Minutes %203_16_01.doc  Committee has reviewed requests for Campus Activities, Central Services, General/Technical workgroup, Academic Services and Human Resources. These will be put into a single request document.  Scheduled focus group for student orientation sessions and a student activities representative will make arrangements.  Discussed when vendor demo will be scheduled.  Committee agreed to evaluate specific sites and bring their recommendations to the next meeting.  Gary will assemble list and contact vendors for log-ins to be used to test functionality.

SCCC COLLEGE COMPUTING COUNCIL MINUTES OF 5/25/01 MEETING Page 5 Standards Subcommittee – J. Rice 1. Report on meeting of April 25, 2001: http://www.sunysuffolk.edu/Web/Central/IT/CompC/standards/minutes%2042501.doc 2. Review of Standards  Committee endorsed the concept of replacing 20% of PC’s every year.  Committee felt it is important that the college study the 5-year PC needs and follow the realistic plan of allocating the resources. 3. Spring Ordering Cycle  8 computers were ordered from grant funds. 4. Fall Ordering Cycle  Gateway model to be ordered will be decided on at the fall meeting.  Looking at Iomega-CRW’s for the fall.  XP will not be used until end of October.  Whole office has to go at same time.  P5-100 and older Gateway models should no longer be supported. 5. Leasing Equipment  As requested at the last Council meeting, the Standards Committee checked into leasing computer equipment rather than purchasing the equipment.  Jack distributed handout showing the cost of leasing.  It was determined that it costs more to lease equipment rather than buy.  The following are drawbacks to leasing:  Still need to maintain equipment.  Need legislative approval before equipment can be leased.  Cost of returning equipment at end of leasing period.  At end of leasing agreement, you have no machines.  Gary requested the committee put together a written summary of the pros and cons of leasing so it can be looked at periodically.  Gary asked to also look at 5-year option.  Committee was asked to look into Apple lease on east campus. 6. New Business  Committee looking into companies that pick up used equipment and pay you for them.  Bottom Line located in Ronkonkoma is one of the companies that pick up old computers and gives you $25 per machine.  Looking at doing an RFP to see what other companies are out there to do this service.  Steve Arata from the County is also looking at companies for disposing of their machines.  Jack will talk with Steve Arata.  We have select agreement that allows us to buy licenses.  Prices are extremely inexpensive.  Microsoft allows you to take one copy home and put on own machine.  College should be fully licensed.  Microsoft Office XP launch will be held on June 6th at the Western Campus Sports Recreation Center from 9 a.m. to noon.

 Paul Basileo asked if order projectors would come from Standards Committee.  Gary suggested they work with the Academic subcommittee and talk to the media librarians on each campus before order projectors.  Standards Committee will discuss this issue at their next meeting.

Student Technology Fee Subcommittee – M.A. Miller 1. Committee report go to: http://www.sunysuffolk.edu/Web/Central/IT/CompC/Tech_Fee/stf%20report52201.doc  Receiving approval to order tables and large keyboards that were put on hold.  Will be allowed to purchase a back up camera for the ID card project.

Training Subcommittee – D. Coscia 1. Report on meeting of May 11, 2001: http://www.sunysuffolk.edu/Web/Central/IT/CompC/train/CCC%20Training %20Subcommittee%205-11-01%20minutes.doc 2. PA Training Plan  Next year a 4-day MS Windows 2000 workshop has been planned at the Techni Center on November 13-16, 2001 and the week of the Martin Luther King’s birthday. 3. Student Technology Plan  XH06 as well as Student Technology Orientation within OS15 was offered throughout the spring 2001 semester on the Eastern and Ammerman campuses.  This will also be offered within the orientation programs during the summer 2001 sessions.  Approximately 70% of the students found it to be useful.  It was agreed that the assessment of the training would take place in the next academic year with careful attention for some special need populations (ESL). 4. Faculty Training Plan  Local training, continuing education and TLCs have done the bulk of the training this year.  SuffolkStar plan was used as a plan to offer courses of interest.  Frontpage was offered for the first time at the Western campus as part of the faculty training series.  It was recommended that SuffolkStar funding continue to support technology training and TLC software/hardware requirements during the next academic year. 5. Administrative Training Plan  Fritzi Rohl and Don will devise a marketing plan geared towards the administrators to heighten awareness of training opportunities, which will start early in the fall 2001 semester. 6. Staff Training Plan  Fritzi Rohl and Don will devise a marketing plan geared towards the administrators to heighten awareness of training opportunities that will start early in the fall 2001 semester. 7. ADA Website Compliance Training  Committee feels it is doing its job in training faculty on ADA compliance issues. 8. SUNY Training Center  It was recommended that the SuffolkStar budget provide 1750 training units towards SCCC personnel for technology training at regional SUNY training center.

9. SCCC Calendar of Events – Faculty Development  Don’s office puts on all special training activities that are associated with Training Committee.  Have given access to the coordinators of the 15 learning centers to post their activities to this calendar.  In process of getting access for Nina’s area to also post their activities.

IV. NEW BUSINESS 1. Restoration of Funding  We may be receiving funding for the following:  Exchange server for East and West. (If able to get exchange server will notify campus when they can be installed.)  Purchasing large keyboards and tables as requested by STF.  May be able to get some of the core equipment covered for Computer Center UPS system. 2. New chairs for Academic and Student Technology Fee Subcommittees  Gary asked Council members to send their recommendations to him and he will bring them to the Planning Committee. 3. Add new member to Standard’s Subcommittee.  Standard’s subcommittee requested that a representative from the Computer Center be added to their membership  Approved by the Council.

Gary thanked everyone for all their work and the meeting was adjourned at 3:30 p.m.