Time: 10:00 – 12:00

Location: McHenry Library 481

I. Welcome and Introductions

§ Members Present: Larry Merkley, Mark Cianca, Scotty Brookie, Terry Schalk, Bill Hyder, Kathleen Dettman, Bob White, Charlie McDowell

§ Members absent: Bruce Cooperstein, John Rodrigues, Pat LeCuyer

§ Guests Present: Peter McMillan, Ron Suduiko, Liz Irwin, Jim Burns, Bruce Horn, Beth Riddle

§ Staff Present: Max Ritchie, Fana O’Halloran

II. AIS Update – Mark Cianca

AIS recently signed an agreement with Peoplesoft for a new student system. Access is now available at the enterprise level to online marketing software and support from Peoplesoft. The newly licensed enterprise portal will be the core of student information deployment.

III. University Relations Communications Strategic Plan

– Ron Suduiko, Liz Irwin, Jim Burns

ITC was presented with a variety of materials that are developed in the Public Information Office (PIO) including UCSC Review magazine, UCSC Facts and Features Booklet, and specific newsletters for UCSC faculty and UCSC Foundation Trustees. These, along with Currents Online, are examples of ways that UCSC officially communicates with various campus constituents. PIO is also looking for new vehicles of communication. In addition to the communications materials, a handout detailing Public Affairs goals and objectives for the 2002-2003 academic year was distributed. Some of the goals identified have already been accomplished.

Jim Burns discussed the current state of UCSC web pages, and noted that over the last three years our web pages have seen an exponential increase in viewer ship. The Web Services Committee has identified some specific areas where web presence can be improved, including the admissions site and some parts of the upper level web pages. Over the summer they will meet to figure some out some quick wins for the upper level web pages.

Since communication has been a central theme in campus long range planning, the Chancellor has recently handed down an initiative to University Relations to form the Campus Communications Council (CCC). The council is charged to:

-Foster awareness of the campus’s theme messages and communication strategies

-Contribute to an inventory of campus marketing activities, including publications

-Advise on central marketing research and public relations strategies

-Consider issues of integrated marketing and institutional branding

It was agreed that at least one and possibly two designated technology people should serve on the Campus Communications Council. For the next several months, Mark Cianca and Beth Riddle will serve as IT/ITC representatives.

ITC recommended that the new campus Communications Council and its chair should be formally connected to PAC through the Academic Planning Committee that is led by George Brown. The academic needs of the institution related to connecting with prospective and existing students, faculty and staff require academic leadership to place all of our external communications in the context of the academic planning process, and that communications policy needs to be guided by the priorities set in the long-term plan. Technology has an important role to play as the campus is now able to now move into a world of relationship management by using portals, and that technology (and ITC) can be a supportive and enabling participant in the campus communications planning process. ITC discussed at length the vital role that portals are already starting to play (as with the existing student portal) in communicating timely, accurate, relevant, and personalized information on demand. Also noted was the potential that portals offer to engage in relationships with people in creative ways that we are just beginning to understand.

IV. Web Presence

ITC approved the creation of an interim group consisting of IT staff and coordinators to begin discussions about web presence and portal development, considering how we can work collaboratively using existing divisional resources to achieve our longer term development and support goals.

ITC will finish its review of the web presence report in the fall, and will then report its overall recommendations to PAC. It may be appropriate to connect this report with a broader discussion at PAC about campus communications and marketing strategy.

V. Instructional Technology Report

The Instructional Technology report has been finalized. The appendices are also available online; they include: summaries of the student and faculty focus groups, the student and faculty surveys, best practices at other universities, and IT costs. The report will be discussed again and presented to CP/EVC Simpson in the fall .

VI. 2002-03 Agenda

Charlie McDowell will be on sabbatical for most of next year and may not participate in ITC at all. He was formally thanked by the committee for all of his contributions and encouraged to participate in any way he can.

Agenda items for next year will include discussions and recommendations for Instructional Technology and Web Presence, the state of the IT budget and its implications, and the implications, roles and responsibilities of the soon to be established IT leadership structure.

It was also noted that people submitting reports are now required to provide them to ITC at least one week in advance, even if it is in draft form. ITC will also aim to conduct paperless meetings.

VII. Other Committee Business

Unresolved issues from today's discussions - Actions needed?
New Business?

VIII. Next Meeting: 3^rd week of September 2002, TBA