ITC MEETING MINUTES
March 28, 2003
Present: Jan Fox, Mike McCarthy, Matt Christian, Karen McComas, Sarah Denman, Don Combs, Gary Anderson, Dennis Prisk, Frances Hensley, Tom Hankins, Barbara Winters, Allen Taylor, Donna Spindel, David Johnson
Review of Minutes: Approved as amended.
Jan Fox: Distribution of CD developed at Marshall for Biotechnology. CD contains video vignettes of key faculty members, President Angel, Jerry McDonald from HADCO and others and includes power point presentations and information dealing with cancer research, environmental, forensics, etc.
I am the state representative for the Southern Growth Technology Board. This committee does tremendous amount of work for Southern Economic Development. I have received a package from Southern Growth called the “Knowledge Economy” and it is basically a tool-kit for communities. Howard Aulick, David Ice and I will send a copy to Mike Perry with the video for his meetings with the community. If you want to review this, we can set a time up for this group to review it or if you want a copy of your own, I can get you the information on how to order it.
On April 1st and 2nd, WVU is having their State Computer Technology Expo. I am planning to attend day two. The WVU Provost is the key note speaker, discussing technology on their campus.
In the material I sent to you yesterday is information regarding awards. Marshall University has been a state award winner every year in the NASCIO Recognition Awards. Matt, Terri and Brad won last year for our integration with WebCT. The year before, Arnold won for the Crossroads Grant. The deadline for submitting is April 18. I encourage you to look at this information and apply for these awards. This is skipping over the state level awards this year.
Another award is from the Center for Digital Government. The deadline for this one is in July.
The 2003 Innovations Program deadline is April 11.
These awards really give us a showing in the national market and it is embarrassing and looks bad for the institution if no one even applies. An institution can submit multiple nominations and if there are multiple nominations within a category, the state reviews them and submits one per category.
In other updates, Senator Rockefeller’s office contacted me last week and we will be having a trade mission in the middle of October. The Biotechnology International Trade Mission will be centered at Marshall. We will be seeking approximately 10-20 companies to spend 3 days and will include local businesses from Advantage Valley and possibly HADCO. We plan to visit local Advantage Valley locations. If you know of any biotech companies to include, please let me know ASAP. Senator Rockefeller has a high success rate for getting companies into the state.
Arnold Miller: I had previously discussed blocking of spam mail. We now have the list of blocked sites posted on web site at www.marshall.edu/ucs/systems/domainblk.asp. The problem we have had is there are over 1000 sites we are blocking now, but we still receive a large amount of spam. We are testing products that may do a better job at blocking other spam. Blocking may cause a problem in blocking something that someone really needs to receive. This group needs to think about what we are doing and make sure we are comfortable with our procedure. We propose one of three methods of dealing with things coming in from blocked sites: 1) we capture it and put it on another box and it would sit there for a certain time period; or 2) we just shut it off and ignore it or 3) we grade it and pass it on to you and hopefully if you have an e-mail filter, you can set up your own filter to block at your own PC. We are looking for input, suggestions and objections for this issue.
Jan Fox: The mailbox issue with the amount of mail and the size of mailboxes is getting out of hand. We all need to manage our boxes more efficiently.
Barbara Winters: We are looking at replacing 58-59 of our highest priced serials with a pay per article basis. If this is cost effective, we may be able to access articles we couldn't provide in the past. We are going to be testing this with the College of Science. I will have updates after testing.
Matt Christian: We are extremely pleased with how the student government elections turned out this year using Evoter. We had over 900 students cast online votes. The faculty senate elections will now be completely online this year. I have scheduled a meeting with classified and non-classified staff to try to get their elections online.
Gary Anderson: The Ecourse committee has approved several new courses including Classics 200 which will be offered this summer as an Ecourse. This is an extremely popular course and will be set for high enrollment for both summer and fall.
Mike McCarthy: The LCME Accreditation visit concluded last week. I haven't heard anything from them, but the meetings seemed to go well. They were impressed with the relationship I reported between our IT staff and the main campus and the strong cooperation we have. They seemed concerned with mechanisms both from the Library and Information Technology involving user constituency groups in policy and decision making.
Sarah Denman: We have been working on the budget. We won't know until 24th of April exactly how each unit has determined how they would do a 6% cut. If we don’t get the 9 1/2 % tuition fee increase, we will have to go back and cut deeper. On the 24th we will find out about that and about peer equity money and research challenge.
Donna Spindel: We have several additional courses in development including two in English and we are also looking at Art 112 which should be developed this summer.
EPOLICY REVISION FOR HIPPA
Sarah is concerned about other policies such as Buckley that protect the privacy of students and others on campus. We all need to be aware of the policy and know what we can and cannot share. We also need to stress to our faculty and staff that email is not private conversation.
Per Jan: a HIPPA list serve has been created and information will be shared when
we receive new information.
Jan Fox: I spent a couple hours with the CIO of WVU discussing various issues. At WVU they have an issue with students going directly to the FBI complaining about other students for stalking or hate mail, etc. and the FBI have then asked to come in and look at email. We usually handle such issues on campus without involving the FBI.
Mike McCarthy: The good news about the HIPPA Security Regulation is that they do not take effect until April, 2005. The bad news is that they are very detailed and encompassing. I am working on a briefing for the regulations that I will share at a later meeting. It was agreed to table this discussion.
EPOC - WEB OVERSEER POLICY - FIRST READING
Matt Christian: On behalf of EPOC we want to present 3 recommendations to the policy regarding oversight of the web site.
1. We need a restatement of the policy regarding people leaving and not notifying us. This creates security issues.
2. The External hosting policy has made it easy for people to purchase domain names and post sites regarding Marshall University outside the university web servers.
3. Root-level site policy. This is probably the most important issues. We truly have an out of control root-level domain name. This causes management issues with over 300 root level sites. We need to work out a way to streamline and eliminate some of these sites.
Jan Fox: Before we approve this policy, we request the term “departments” be changed to “units”and provide definitions of various designations of the overseer and technologists, and provide explanations of procedures. The policy should set out rights and privileges of each person. We need to be more diligent in monitoring what is on the web page. The overseer needs to take responsibility to make sure content of web page is accurate. Deans also need to be aware of what is on their college's web pages. It was agreed to hold the vote until next meeting.
Matt Christian: Content Management will make it easier to manage page content and assigning responsibility for content review and maintenance. We are working now to prepare our sites easy conversion to content management. We are now using a staging server for publishing. We are looking at Omni update and the Microsoft product. Dennis can send any questions we may have out on the Cornell list serve to find out what other universities are doing.
Sarah feels that the web sites need to be put under the same yearly scrutiny as the university catalog. We don't want incorrect information to make us look bad.
Matt will run the product that reviews broken links and send reports to each unit.
STRATEGIC PLANNING UPDATE
Allen Taylor: We have reviewed the 39 initiatives we had identified in the tactical plan as part of our Strategic Action Plan in 2000. That document is currently under revision by a group within ITStrat that is looking over the document and reprioritizing the items in keeping with the budget issues. Since the last report on the 39 items, there has been major progress on the top 10.
The wiring project was put into a capital request, but was not passed by the legislature. However, during the following session on the budget it could possibly be passed. Senator Plymale has been very helpful in trying to get that through. We have explored options for financing the wiring and have found that Verizon Credit Corp may provide a way for leasing the wiring. We will meet with Ed Gross next week to discuss it further.
Other initiatives have been set back such as lifecycle a replacement plan for faculty and staff desktops as well as centralizing software purchases.
We have a working group in ITStrat who has for the past year been reviewing software needs on campus, but the lack of feedback has been frustrating to the group. Budgets and funding issues have this group up on hold for now. The group continues to review and look ahead at software and possibilities for providing requested software.
One of the issues brought up was the ability to fund MAC OS updates for the 200+ Macintosh computers we have in COFA and Journalism.
Other things that came out of that group were client software for controlling spam, firewall software, and intrusion detection. Those will be reviewed with new products that are emerging. I will say that those of us who have been testing Office 2003, which will be released late summer or early fall, have noticed a much improved junk email spam control.
The Microsoft Campus Agreement has been renewed for this year. Antivirus protection
has to be renewed in June.
A new working group has been formed for account retention and email policies. The group will also address size of email attachments. There are 56,000 accounts on system now. We need to set guidelines on when we terminate inactive accounts.
Jan Fox: Retention becomes a liability, especially with the Patriot Act. A review by the FBI can be costly and legally binding. The idea of time becomes a critical issue from a legal standpoint.
Allen Taylor: The other working group on core competencies has been expanded to address not only students, but faculty and staff as well. We decided since that group had been stagnant for some time due to faculty senate issues, to split the group. There will now be one group for students to interact with faculty senate to shore up what we expect of incoming students and graduating students. Frances wants to be included in student group. Monica will take on the faculty side. Jim Stephens will take on the staff side.
The Vista project has been approved. We have scheduled a planning meeting with the provosts on April 8, 9, and 10 to define the scope of the project. The meeting will also include WVU and Fairmont. Our cost will be $70,000 up front + $26,000 per year for the next 5 years. The remainder of money will be picked up by the Chancellor as part of the elimination of the satellite network. We plan to have it for conversion during the Fall term of 2003 with up and running by Spring 2004.
David Johnson: The Teach Act was signed into law in November. It justifies fair use, copyright and on-line learning. http://www.marshall.edu/itc/teach_pres.ppt Essentially, if faculty used audiovisuals in class, they can now use them in on-line courses. If materials were marketed for the digital world, they are excluded from use. The Act protects digital rights management. We must meet guidelines and have the rights to use material before distributing materials for class or online. If the material was marketed for education in a digital format, we can’t distribute it.
Don Combs: The School of Extended Education is now a CLEP testing site.