<p> Information and Instructional Technology Policy Subcommittee Minutes April 10, 2015, 2:00 – 3:00 pm SSB324</p><p>Attending: Mike Hart, Andrea Gonzales, Kevin Taylor, Michael Erskine, Nick Pistentis, Diane Watkins, Nicolas Cachanosky, Jeff Forrest, Morgan Swaney</p><p>Absent: Patsy Hernandez, Prabodh Telang, James Lyall, Michael Wolf, Dave Schuette </p><p>Procedural Items:</p><p>1. Review Minutes of Last Meeting a. Motion to approve by Andrea and seconded by Jeff. Unanimously approved. 2. Welcome new members: Morgan Swaney representing SGA. She will be graduating in May and will recommend a replacement for her from SGA.</p><p>Announcements/Updates:</p><p>1. Current and Recent IT Services Projects a. Quicklaunch, single sign-on solution. Hard launch date is the end of April. Rather than list links to systems, list links to services (i.e. faculty and staff can go right to their pay stubs). MarCom is building a proof of concept. b. SCCM is the inventory management tool that we’ve been talking about for the past 3 years. It is now installed in labs and ITS test machines. Per our agreement, we won’t be rolling out to any faculty machines until we have successfully installed for staff. Currently doing inventory of labs and lab scheduling. By the end of fall semester, we will actually know what students are using. c. Banner Infrastructure Migration. We have hired a consultant, Arisant, to help us with that. Oracle virtualization instead of VMWare. We upgraded this year and created test environments. d. Data Storage Migration. New Dell storage for most of our enterprise data. It is an Oracle environment. Happening this summer without any down time. e. Office 365 Project. Email migration is complete, and we will be rolling out additional features: i.e. OneDrive, SharePoint, Delve. There is so much to it, that we need to train ourselves on the best way to use it. There is a delay with the touch screen, and we are seeing a slight up tic in people saying they didn’t get an email message because they accidentally deleted it. f. Redundant Internet Connectivity. Cisco sold us an upgrade that was supposed to help us connect redundant internet, but it didn’t work. On April 24th, we will hook up redundant internet connection. This new connection is going to a downtown location. g. Disk drive destroyer. We have invested in a unit to destroy/shred drives. h. Instructional Computing Environment. Beat cloud, online, and virtual. There have been discussions that we’re talking about instructional computing and we don’t really care where it’s at. We stood up a few virtual desktop solutions. We stood up 15 virtual Linux instances for Janos’ class. Jeff Helton used to build his electronic medical records system. Rowdy is next. There are approximately 150 people that seem to be using Rowdy. Getting full servers they can use. It’s an isolated environment. LMS has had some outages the past few weeks on Blackboard’s data center side. Blackboard is moving to a continuous update model and we will be talking about that at the next Academic Technology Subcommittee meeting. </p><p>Items for Discussion/Recommendation:</p><p>1. Membership updates a. Morgan will replace herself with an SGA representative. b. Michael Wolf representing Admin. & Finance. 2. Review of draft policies. a. We are working on a comparison spreadsheet between the new and the old policies and Mike will distribute that document when complete. b. The committee thinks it is important to have Dr. Jordan write a statement of support. c. Enforcement and Reporting – should go through the Help Desk, but leave channels open if not appropriate to do through public channels. d. Mike will work with Andrea to develop a SharePoint site where we could have collaborative access to documents. e. For Official Use Only Data. Most of the references are about hard data. f. Confidential Data. We could talk about storing confidential data and creating a records management policy. We need to have retention policies but ITS should not be creating them. Mike will forward to Loretta Martinez and see if she can work on this piece. What about the IRB? Who has access to it? Should be role-based access to data, especially after a change in roles. There are many more upsides of having one domain, but this is not one of them. At one of the Higher Ed security forums, there was discussion about not letting students forward emails off of campus. Office 365 is set up with archiving now. g. Contacts. What should we put for ITS contacts? There was a suggestion to have a link to the committee. We could have a link to the group and someone can choose who in the group they want to send an email to. We have asked MarCom to create naming conventions and policies around them. We need to get naming down and make sure people know how to use. h. Also under Contacts, we should have links that go directly to FERPA and HIPAA. Ask Michael Wolf if there are any SOX requirements. i. The University Policy on Equal Opportunity is missing. Mike to ask EOO if they have a policy we can reference or can they write a policy. j. We don’t have a document to reference to intellectual property. There is a strong statement in the handbook that faculty own their intellectual property including the books they’ve authored. Mike to send Jeff an email reminder and he will look for the policy on this. k. Mike will also send an email to the president of Faculty Senate asking if we can look at their policies. l. If you have an Outlook account, the information is going through our server. This is covered in Incidental Use of Resources. We get into a witch hunt mode and then people aren’t able to do their job. There was a faculty member using for consulting but generating internships for their students. m. For Requests for Investigations, we refer to Student Conduct. Next Meeting – Call for Agenda Items:</p><p>1. This is the last scheduled meeting. The committee agreed to meeting during the summer, in June and August. Maggie will schedule through the end of the year and send Outlook calendar invitations to the committee.</p>