INFORMATION TECHNOLOGY COMMITTEE MEETING NOTES
April 11, 2002
I. Welcome and Introductions
§ Members Present: Bob White, Pat LeCuyer, Larry Merkley, Terry Schalk, Charlie McDowell, Mark Cianca, Kathleen Dettman, John Rodrigues, Scotty Brookie, Bob White, Bill Hyder
§ Members absent: Bruce Cooperstein
§ Guests Present: Peter McMillan, Kiyomi Inouye, Janine Roeth, Chuck Piotrowski, Christina Valentino, Barbara Rogoff, Chris Lee
§ Staff Present: Max Ritchie, Fana O’Halloran
II. Supporting Faculty Members in their
Preparation of Narratives:
Progress
Update– Barbara
Rogoff and Chris Lee
Barbara reported to the group that there is a committee headed by Pam Hunt-Carter, which is looking at software options to make the narrative evaluation process easier on faculty. She submitted an article that she wrote to the Chronicle of Higher education for background material.
Currently, faculty compose narratives with Excel and mail merge. A tutorial that assists faculty with this process was provided. The response from this tutorial from faculty has been positive. 150 new instructor requests have come into the NES office after the tutorial’s original distribution. It is hoped that this information will spread via word of mouth in addition to the work of the NES office.
The next step for this project is to teach the process to teaching assistants, who can then draft evaluations. There are also possibilities of having a web-based template in the future, which would include a FAQ for reference.
The costs for this project include salary for Chris Lee, printing costs for pamphlets, and time for TA’s and faculty to learn the process.
The NES team will soon be giving a similar presentation to the Academic Senate.
III. Campus Implementation of the UC
Electronic Communications Plan -
Kiyomi
Inouye & Janine Roeth
Kiyomi and Janine submitted a copy of the UC Electronic Communications Plan (ECP) and UCSC Implementing procedures to make the ITC aware that this project is in progress, and to ask for suggestions where applicable.
ECP supercedes the email policy of 1996, and applies those principles to a broader selection of electronic communications such as the web, portals, and access to information that effects privacy. Currently, other UC campuses are in a similar position working towards implementation.
A policy needs to be written for each of the four discussion points listed in the above link. It was suggested that a small group of people work on drafting each segment, and then allow the ITC to review the completed draft.
Suggested membership for drafting the various segments of the policy were identified and those people will be asked to participate. These groups will work on the policies over the summer and will present a draft to ITC in the fall.
IV. Proposal for a Campus Review of Document Management Requirements – Chuck Piotrowski
Chuck presented a Proposal for a Campus Review of Document Management Requirements for the ITC to review, approve and pass on to PAC.
It was pointed out that an electronic document management system might not be cost effective for all units, but a system of storing all electronic files could be helpful for all units.
ITC members suggested that in the initial phase of identifying needs, long-term storage should be considered, as well as identifying risks in various units by assessing and prioritizing incidents that could occur. It was also noted that a final recommendation for a campus wide system could be more than multiple systems to accommodate the various units on campus.
Membership for the committee was discussed, and will be comprised of representatives from Academic Human Resources, Student Health Center, Student Affairs, Planning and Budget, BAS, Registrar’s office, and CATS and others.
The ITC agreed to move forward with this proposal.
Christina distributed some background material about the proposed new contract position for the NBA project.
The ITC expressed general support for this position. It was suggested that this position should report to the VP IT, and that someone should facilitate the grouping of people across divisions to work on projects, such as the time and attendance initiative described in the background material.
VI. Next Meeting: Thursday, April 25, 2002, 10:00-12:00, McHenry 481.