University Technology Advisory Committee (UTAC)

University Technology Advisory Committee (UTAC) http://www.csuchico.edu/ires/plans/utac Meeting Minutes Friday, February 14, 2014 10:00am, KNDL 207/209

ATTENDING COMMITTEE MEMBERS x Joe Alexander x Mario Mena x Debra Barger Jim Mensching x Rebecca Cagle Jeremy Olguin x Wendy Diamond Dan Reed x Scott Dickerson x LeRita Ringel x Peter DiFalco x Tom Rosenow x Cris Guenter x Noriyuki Sato x Anna Harris x Mike Schilling Ben Juliano x Seema Sehrawat Allen Lunde Ras Smith x David Keller Mike Spiess x Jennifer Meadows Melody Stapleton

ATTENDING GUESTS x Brooke Banks x Mike Magrey x Sarah Blakeslee x Andy Miller x Scott Claverie x Ray Quinto x Mark Hendricks x Christine Williams Scott Kodai x Laura Kling x Wendy Bentley x Wendi Beane

DISCUSSION ITEMS 1. Announcements and Additions/Changes to Agenda Scott Claverie added “CNI Chancellor’s Office Project” to the Agenda. There were no other additions to the Agenda. 2. Approval of Minutes from December 13, 2013 The Minutes of December 13, 2013 were approved. 3. Lynda.com Status (Wendy Bentley) Wendy Bentley reported that software video training is now available to staff and faculty at www.lynda.com. 4. Campus Website Responsive Design (Laura Kling) Laura Kling gave a presentation on the campus website responsive design which provides an optimal viewing experience on a wide range of devices from mobile phones to desktops. 5. PC Procurement Status (Brooke Banks) Brooke Banks reported that the Provost set aside funds to replace older computers, especially machines that are running XP, in Academic Affairs. Mike Schilling said that we’re working with colleges to gather lists of these outdated computers to replace and developing standards for purchasing new computers through Dell. These standards will include PCs, laptops, and ultra-thin laptops along with various tablets. Once the standards are complete Scott Kodai will review them with various groups including the Data Technology Work Group. Brooke suggested that if anyone in UTAC is interested in reviewing the standards they should contact her. After the standards are developed our campus will then purchase this group of machines. The committee then discussed trickling down and surplusing computers. Mike Schilling added that all this information will be summarized for CAD in February and once we get the final endorsement IRES will distribute something more formal, probably around mid-March with the machines delivered by April through June. 6. New Responsible Use Policy Discussion (Mark Hendricks/Brooke Banks) Mark Hendricks is working to evaluate the new system-wide Responsible Use Policy published November 20, 2013. The new policy needs to be reviewed in conjunction with the Revised Policy on the Use of Computing and Communications Technology for Faculty (EM 07-01) and the Policy on the Use of Computing and Communications Technology. Mark would like to form a group to assist with analyzing the policies. Jennifer Meadows stated that she would recommend that the group represent faculty and students and if there are any changes to this policy these have to go through the Academic Senate. Mark Hendricks said that he will send out an invitation. Seema Sehrawat said that ATAC (Academic Technology Advisory Committee) consists primarily of faculty so there's a committee that is already formed that could assist. Cris Guenter asked if Mark saw these two policies as parallel discussions or if he will be looking at one first and then the other. Brooke Banks answered that these topics are worded almost exactly the same so they should be done together. 7. Email Clean Up Discussion (Scott Claverie) Scott Claverie shared that this summer campus will be migrating from Microsoft Exchange 2007 to 2013. The project is split into 3 phases: (1) hardware set-up and configuration (which is almost complete), (2) client software and device testing (will be done within next 2-3 months), and (3) implementation and migration. Scott asked that UTAC assist with analysis and recommendations regarding the clean-up of approximately 25% of the e-mail addresses, which use a lot of disk space, that aren’t checking their e-mail. The committee discussed different scenarios where faculty keep their e-mail accounts when they’re no longer on campus. Cris Guenter said that the group can start the project at the March meeting and she would like something in writing to define the project. Seema Sehrawat said that she’s willing to be on the committee and mentioned that campus staff employees should also look at the policies. 8. Lync Rollout (Scott Claverie) Scott Claverie reported that currently anyone in Active Directory can download Lync to have instant messaging, web conferencing, and collaboration capabilities, etc. Cris Guenter asked if it was PC based and Scott replied that you can use it on a PC or a Mac. Scott then added that Lync is very easy to install but there’s additional training on Lynda.com if needed. Brooke Banks asked if Scott could give a one minute overview as to what “presence” in Lync means and Scott responded. There was further discussion regarding Lync mobile, using it with outside vendors, etc. 9. Discussion of Advice, Current Reviews or Recommendations (Cris Guenter) Cris Guenter wanted to remind the committee that UTAC is an advisory committee and the words in the UTAC description say that the committees’ job is to advise, work on current reviews, and make recommendations. Upcoming projects for the group to discuss include the e-mail clean-up project and the computer refresh program. Seema Sehrawat asked Mark if we should send out a campus-wide invite asking if any faculty or members, other than the ones we already will contact through ATAC, want to assist with these projects. Cris Guenter said that we should first meet as a small group and then figure out what the needs are and who to additionally invite. 10. CNI Chancellor’s Office Project Scott Claverie spoke about the Chancellor’s Office CNI project. He said that over a year ago the entire access layer switching in the buildings was replaced with Cisco equipment and now is the time to replace the core equipment. Scott said that the work will begin this summer and right now they’re looking at the building scope and understanding the building materials. Once that's defined he'll set up a schedule for installation. 11. Other Seema Sehrawat was concerned that the wireless network isn’t working correctly. After more concerns about the coverage were discussed from various committee members, Scott Claverie said that if the coverage isn't strong in a particular area to please call ITSS, coverage can be adjusted, and the problem resolved.

Seema Sehrawat said that she’s concerned about the number of signatures that paperwork on campus requires. Mark Hendricks said that he’s trying to work toward a better solution.

The meeting was adjourned at 11:15 TO DO LIST SUMMARY # Task Responsible Party Due Date Status 1. Form a sub-group including faculty and Mark Hendricks March 2014 students to assist with analyzing the new Responsible Use Policy and campus existing policies. 2. Prepare a project overview for the Email Scott Claverie March 2014 Account Clean Up project. /Brooke Banks FUTURE MEETINGS Date: March 14, 2014 Time: 10-11:30am Place: Kendall 207/209