Information Technology Council Minutes



Present:††††† Jan Fox, Gary Anderson, Dennis Prisk, Allen Taylor, Arnold Miller, Jody Perry, Jon Cutler, Mike McCarthy, Tom Hankins, David Johnson, Sarah Denman, Frances Hensley, Donna Spindel, Mike Castellani, Monica Brooks, Don Combs, Layton Cottrill






Jan Fox:††† There are huge things happening at the state level.When the original CTO, Sam Tulley was there, there was an issue of bills to higher education for services of the Governorís Office of Technology.These bills are in the range of $16,000 a month to Marshall University.Historically every Chancellor has decided that the bills were not appropriate and have returned the bills.We have before us over a half million dollars of bills that we have been billed to higher education.This is an ongoing issue because we didn't receive any service.


Another issue is with the Secretary of Education and Arts. When David Ice was there, and the practice has has continued under this administration, they have put in money annually at the legislature that covers the cost of lattas.†† Since that money is covered centrally, we have not seen the 20% shared service cost.Evidentially, on this next generation of bills, this 20% cost reappears even though it is a double charge.


I am chair elect of the State ITC which governs all CIOs.I have a meeting every Friday afternoon and a meeting in Charleston the last Wednesday of each month.The issues are intense.The CIOs have prepared a White Paper called WVNet II that takes control of WVNet back up to education.Since we run 80-90% of the traffic on that, we donít want the silliness to happen.There are other issues out there, for example, the state did not bid some contracts and that has caused e-rate problems.There are hundreds of thousands of dollars being lost.The white paper could go before the HEPC at the February meeting.


Denman:†††† We had semi good news about the Governorís budget about some possible money for libraries that could help work towards a digital consortium.


Taylor:††††††† The report to the Governorís Office of Technology is due the end of this week. We are also about to renew the Microsoft Campus Agreement this week.


We are having Vista meeting daily with WebCT Technical Support on the problems we have had the past couple of weeks.There are still a few minor problems outstanding.Both nodes are now up and running.We have been running over 300 concurrent users consistently which is what we expected. There is a Vista planning group meeting scheduled for Feb 9 where we will be presenting some project goals for Fall.


Miller:†††††††† The Network invoices were sent out in December, and we are collecting the fees now.


The Banner performance issues we had during the first two days of class and late registration were substantial.Since that time we have researched the product and have tried to resolve those issues.We made many changes to the system itself.The problem is very illusive and not evident until there is a very sizeable volume on the machine.Once it starts to slow down, any additional processes slowed it down more.We are continuing to work to identify what caused the problem.We may need to have a "lets hit Banner" day to see what it will do with a load similar to those encountered that first day, before the next registration.That will not be a trivial thing to arrange. We still have another list of items to work on.


Spindel: ††††††† There are over 2000 students just in completely on-line e-courses, and that doesnít include the T-courses.We are offering close to 50 e-courses now.There are about a dozen courses in development now.


Sarah suggests that this would be a good time to have an article in the Marshall Magazine about Vista and a discussion with students using the online courses.We may want to discuss the RBA on-line program as well as discuss the diversity of courses that a student may want to take just to be taking a course.


Jan Fox:††††† The other market we are trying to pursue is the blind and vision impaired.Vista and WebCT already have all of the tagging in there; we just have to try students through the program to make sure it is functional.



Denman:†††† We are working with Clark Egnor to market to English as a Second Language so those students could go online and do some courses in their own country before coming to this country.


Jan Fox:††††† We are submitting an NSF proposal that sets up all dual credit courses in the state on-line.



Anderson: Last fall we did online Lab Safety training for chemistry labs.This semester we have 20 Chemistry labs as well as 40 Biology labs online.


Jan Fox:††††† We need to look into using Vista to track training of employees.Vista could be used to assess employee attendance in training, whether they have understood the training, and a way to sign off on the training.Pcard and Evoter training could also be done on-line.



Brooks:†††††† We have the Copyright seminars next week.There will be three seminars running at different times.We have had a good response from the faculty.


The PLT (Public Library Technology) program is now underway.The first class is running; Library Organization and Administration.This class has been taught for the past 4 years.We have actually had to turn people away.†† We are also planning professional developments and training for public librarians.This is way to reach librarians for professional development.


McCarthy: †† We have now a number of electronic full access journal titles accessible to MU, WVU, and eight other colleges in West Virginia paid for through the Biomedical Research Infrastructure Network Grant.Barbara Winters was very helpful in obtaining these journals.


Combs:†††††† Last fall we received a quarter million dollar grant.Through that grant we have been able to upgrade the Nursing program in Point Pleasant.We were able to completely update the computer lab and 2 additional electronic classrooms and an initiation room on the second floor of Prichard Hall.We have offered the program for three years at MOVC, and we graduate our first class in May.The Teays Valley Center has a waiting list for program that site.†††


Johnson:†††† As a follow up on Vista numbers; there are 13,328 enrollments in WebCT between the Campus Edition and Vista.There are 3,600 in Campus Edition alone.


Policy 13 did not get before the Faculty Senate in January.They pulled it because some of the people in the Executive Committee had questions.It will come up again on February 9 at the Executive Committee meeting.The questions they had involved the Intellectual Property rights.†† The Senators needed more time to read the policy.


West Virginia Virtual Learning Strategy Committee is working to identify how institutions will be sharing courses.I should be able to bring back more information at the next meeting.





Miller:†††††††† Layton has reviewed this document regarding the definition of owner/custodian, and he feels it is okay as defined.We made two quick changes on 3312 and 3313 to change ďorĒ to ďandĒ.On 3.4.1 the word data was deleted.On 5.4 we deleted mission critical or confidential.

Voted And Approved.





Miller:†††††††† This is the second reading.

There are no changes since the last time other than a couple of grammar changes.


Per Frances:Clarification on number 2 on page 2 of the policy points.Private wireless points in dorms and offices, does not include cell phones.There are issues regarding placement of towers and this point addresses those issues.

Voted and Approved.


Request for Policy for Accessing Electronic Records of Deceased Faculty/Staff/Students



Fox:††††††††††† There is an issue of both email and Audix messages.This is not just a technical issue.We need to look at the issue from a privacy standpoint.


Cutler:††††† The system has a locksmith ability that can grant administrative privileges to a department to retrieve records of a deceased or incapacitated person.We want to make sure we are following proper procedures for retrieving and releasing records.If the records were paper records in a file cabinet, they would be turned over to the Dean of the Department.††† I have discussed this with Jim Stephens and he has sent me links from other institutions to see how they handle these situations.



Cottrill:†††† If the institution wants access to any form of communication of the deceased faculty that was used for educational purposes, the information is not protected by any statutory right of privacy because is deemed to be Marshallís property. If a faculty member was still teaching courses, we need to be able to retrieve the records immediately, and there would be no problem because the material was for educational purposes.


Personal stuff is a different issue.If the deceased faculty/staff/studentís legal representative requests the information we really do not have any power to withhold it.Whether we release information to a person depends on the legal status of the inquirer.

Regarding a deceased student whose parents want email records and V drive records; we first need to decide who owns the information and who would be allowed to obtain it.†† Per Arnold:Electronic Resources ownership is set out in the Use and Abuse Policy in the Student Handbook.


HIPPA Policies



McCarthy:We are not requiring the ITC take any action on these policies.We are just asking you to look over for them for possible use on the main campus.††† Per Jan:please review and see if we need to follow same type of regulations.



Denman:†† Nursing and Health Professions will also need to follow these regulations.Mike will take responsibility to work with Nursing and Health Professions and Social Work. Jim Stephens and Jon cutler both serve on our HIPPA committee.


Proposal From BOC Committee To Move Away From Social Security Number as Identification Number


Jan Fox:††††† This is a pressing issue.For some period of time we have been looking at moving away from the Social Security Number as the student ID.The BOC has made a request for a proposal for a new ID card that could be used beyond our campus as Debit Card.The ID number would not be printed on the front of new ID card for security reasons.


They have made a recommendation on how to change the ID number. As a normal function of Banner it will create an individual ID number.There were issues where we wanted to create an alpha-numeric number, but our card swipe readers cannot accept alpha-numeric.


Another issue is data going from Marshall to the HEPC requires a unique number that does not appear anywhere else in the entire higher education system.Marshall has been assigned 901 as designated beginning number, but Banner will generate a new number beginning with 9.


Per Allen: When we moved to Vista we moved to a single sign on.One of the things that has come up with Vista being a multi-institutional, is even if MU generated their own unique accounts and passwords, it would be difficult to coordinate that with other schools.Although a numeric ID may be cumbersome to remember, it will eliminate duplication of ID numbers at other institutions.


Jan Fox: †††† We need to look beyond what we are doing now.We do not want to have to reissue numbers and recard later. The new ID numbers will be for students, faculty, and staff.We need to broaden our scope to think about the faculty and staff issues.There are some training issues here.


The Social Security Number will be stored as a previous ID and will be moved out of the ID field after 6 months.It will then be moved to the SSN portion of Banner.We would still be able to search with the SSN after that 6 month period, it would not be purged, just hidden.


The BOC recommends that the MU ID number not be put on the front of the ID card due to security concerns.It could actually be put on the back of the card in a small area.There is concern that there will be a problem with students remembering their number if it isnít on the card.


The BOC recommends that the institution carefully consider potential impact on this project of House Bills to amend sections 5A-8-21 and 17A-2A-7 of the West Virginia Code.

Adoption of the Recommendations. Voted and Approved.


Taylor:††††† The goal would be to have these cards ready for Orientation in April/May.The ID number would be used for logging onto the computers and Vista.The system will have to be in place because it affects the log on.


Jan Fox:††††† The issue of Third Party Contracts was pulled from todayís Agenda.There are direct costs to the institution to do a course such as faculty salaries.The indirect cost function for third-party contracts does not work for on-line courses.For example, for third party contracts that are T or E course, the library computing fee is waived and only sixty-seven cents per credit hour goes to support any of the technology.We need an on-line Third-Party rate.