Information Technology Committee (ITC) Minutes

November 13, 2008, 12:00pm-1:30pm, OM 304

Present: Edmund Breitling, Lorraine Capobianco (chair), Dan Costello, Jason Esposito, Rona Gurkewitz, Veronica Kenausis, Rich Montague, Mitch Wagener, Terry Wells, Fred Zarnowski

Mitch Wagener requested wireless microphones for SB244 and SB142 because the air handler makes it hard to hear.  Jean Kreizinger also requested assistance for addressing the same problem via an email to Lorraine.  Lorraine suggested wireless microphones for faculty who teach in the SB244 and asked Gail Walsh to order them. 

Lorraine asked Jason Esposito, User Services Manager to join the committee’s discussions on technology and answer questions that the committee members may have.  Dan Costello, Associate VP for facilities, will continue to attend ITC meetings to become more familiar with ITC replacement plan and other academic initiatives.  Lorraine and Dan have been working to establish standards for technology room renovations.  Lighting, furniture, flooring, tables, etc. are the features that Lorraine and Dan are standardizing to facilitate the renovation process.  

Lorraine mentioned that WestConn is currently at the year 2013 enrollment projections (4700 FT Undergraduates) and the hope is that WestConn will benefit from the current slowdown in the economy perhaps achieving our year 2015 enrollment goal of 5000 FT Undergraduates.  Hopefully, students and parents will look for more affordable colleges in the area with that private look and feel – namely WestConn.  With that, we are looking for better classroom utilization, more student stations and when to schedule maintenance in technology classrooms.  It was noted that all classrooms are now tech classrooms.

Updates:

The CSUS System Office is recruiting to fill two positions.  The Chief Security Officer will report to the Chancellor and SO Chief Information Officer.  The Chief IT Auditor will probably report to the Board of Trustees.  IT will have full audits every year like fiscal affairs because areas of security, physical and information access are becoming more important and difficult to protect.  Lorraine mentioned that WestConn is the only university in CSUS that closed all PriceWaterHouseCoopers audit issues such as change control, Banner access, and the emergency generator project.  University Computing is currently working on a reporting portal that will lessen the need for Banner (Internet Native Banner) access and make information more accessible for users.  University Computing is working on the design for the MIS Information Security classroom/lab.

University Computing has hired a new staff member, Richard Corzo, to fill the Web Developer position vacated by Priyanka Shah.

As a means to save money, Lorraine said that printers would be set by default to duplex printing.  Some faculty require students to submit papers that are printed single-sided.  Lorraine said signs would be posted in the MTCC, WSCC, C4 and the STTC to let them know about the default setting.  Signup sheets will be provided for students to indicate the names of the faculty who will not accept double-sided papers and Lorraine will contact them to see if they can accept work double-sided or electronically.  Lorraine said that if UC budgets are cut by 3%, UC cannot continue to provide toner and paper for the entire university.  Veronica Kenausis asked if UC considered print management software.  Lorraine said UC is exploring a solution in addition to duplex printing.  Rona Gurkewitz asked the cost to print one page from a DeskJet printer.  Lorraine said she could find out. 

Lorraine mentioned that every VP and Dean was provided with a color laser printer with the intent that color laser printing would be available to their respective departments/schools.  Rich Montague said it was not clear who should have access to the Dean’s color printer.  Lorraine said she would let the VPs and Deans know that they should make their color lasers accessible to their units.  Edmund Breitling said that the SGA would like a color laser for student groups.  Mitch Wagener asked if there are any other suggestions on how to conserve?  Lorraine mentioned that the WestConnServe committee was formed to offer resources and collect suggestions on conservation.  The committee is co-chaired by Paul Steinmetz and Mark Case with representation from faculty, students and staff.  More information on their efforts can be located at http://www.wcsu.edu/westconnserve/

Student Questions/Needs

Lorraine confirmed that the licenses for Microsoft Software At Home for students have been purchased.  Before distributing the media, UC needs to put a system in place for students to sign an agreement attesting that they will abide to the licensing agreement.  Initially, we may have to use a paper agreement like the one that faculty and staff sign and later use an electronic means.  Richard Corzo who was recently hired will be working on this project.  UC hopes to have the system in place by the end of January.

Lorraine and Steve Veillette met with the SGA on 10/29/08 to discuss their technology needs and Lorraine shared the topics with the ITC.  Many of the projects are underway and UC will keep the SGA up to date on the progress of the projects discussed.  UC will meet with the SGA regularly.

The MTCC currently has 44 PCs and 2 Macs.  There is room to increase this by another 12 PCs. The MTCC has been filled with students and there has been as many as 70-80 people in the area at one time.  The temperature in the MTCC is too warm.  C4 has also been too warm.  Dan and Lorraine are looking into having a mechanical engineer advise us on how to resolve the temperature issue for the short and long term.

Rich Montague requested rooms and hours for students to practice presentations at Westside.  MIS 481, sections 01 and 71 class lists will be given to the WSCC lab assistants who can provide access to WS117a for their use to practice presentations.  Lorraine mentioned that we need to find an area at Midtown.  Veronica Kenausis suggested that the study rooms in Haas can also be used.  Extended computer center hours during final exams are as follows:

Extended Hours for Finals (Fall 2008) - Midtown & Westside Computer Centers only
The Student Technology Training Center and the Westside Campus Center Computer Center will operate on regular hours.

Week Before Finals
Monday, Dec. 8                       8:00 AM to 2:00 AM
Tuesday, Dec. 9                       8:00 AM to 2:00 AM
Wednesday, Dec. 10                8:00 AM to 2:00 AM
Thursday, Dec. 11                   8:00 AM to 11:00 PM
Friday, Dec. 12                                    8:00 AM to 4:00 PM
Saturday, Dec. 13                    10:00 AM to 6:00 PM (MTCC)
10:00 AM to 8:00 PM (WSCC)
Sunday, Dec. 14                      1:00 PM to 2:00 AM

Week Of Finals
Monday, Dec. 15                     8:00 AM to 2:00 AM
Tuesday, Dec. 16                     8:00 AM to 2:00 AM
Wednesday, Dec. 17                8:00 AM to 2:00 AM
Thursday, Dec. 18                   8:00 AM to 11:00 PM
Friday, Dec. 19                                    8:00 AM to 4:00 PM

This information is posted on the web at http://www.wcsu.edu/technology/students/extendedhours.asp 

Lorraine mentioned that the education faculty complained about WS117a.  Several committee members said that students from a Chinese school are using the entire WS Classroom building every Saturday.  Lorraine said that she will inquire about a portion of the fee that is paid to use technology in the WS Classroom should be given back to technology.

Dan Costello asked for an explanation of the difference in the four computer centers.  Lorraine explained that the Midtown Computer Center, the Westside Computer Center and the C4 all have the same philosophy and follow the five minute rule.  The lab assistants in the centers help students for five minutes and if they need additional assistance, the student can go to the STTC where they can receive a 1:1 tutorial on specific topics.  Of course, more assistance is given as time permits.

Dan Costello is on a committee that is discussing security for classrooms.  Dan Costello discussed recommendations that the committee made to lock classrooms from inside the room should the need arise to secure the room from an outside intruder.  Depending upon the room, this can be an automatic push button or a manual press and lock on the door handle.  Ed Breitling requested a review of the MT Student Center card reader placement on external doors for access to the building to use the 24hr lab.  Lorraine is putting access control on all MDF/IDF rooms, and then will finish access control on the classrooms.  If we are going to increase the use of access control, Lorraine needs to replace the server infrastructure with a more robust structure to include redundancy and disaster recovery.

Live@eduEmail for Students - Update

The conversion from Lotus Notes to Outlook/Exchange 2007 is progressing.  At WestConn, the plan is to have all faculty on Outlook/Entourage by the end of November and then all staff migrated by the end of January ‘09.  Lorraine said we are looking to migrate the SGA and a few other student groups to Outlook at WestConn for their business email.  At the beginning of February, we would hope to start to deploy Live@edu to students and possibly finish by the end of April.

Lorraine asked Edmund if he had any other issues/questions/concerns to discuss at this time, stating that she still has the list of requests from when Steve Veillette and Lorraine met with the SGA.  Edmund said most issues have been addressed except for an update on a permanent space in the Student Center for clubs and the information for the SGA to buy a color printer for printing posters for events.  Gail will send Edmund current pricing for a color laser print. 

Lorraine said wireless at WestConn is complete.  The reserves in the student technology fee account as well as much of FY08 moneys were used to complete wireless.  The only other place that will be done is the outside quad area at MT.

Bond Money

Lorraine said that FY09 equipment money (CSUS 20-20) has been bonded but due to a new process, it has to be approved by DPW.  UPDATE SINCE ITC MEETING:  The process for applying for the 20-20 funds has been finalized.  It is a much more involved process than in the past.  DPW has 30 days to approve our requests.  

The FY08 New and Used Machine Allocation Spreadsheets were distributed to Terry Wells, the school technology chairs and Veronica.  Lorraine mentioned that funds have been earmarked as reserves for emergencies for each school/area and is listed on their respective spreadsheet.

Rich Montague requested that Brigid Schafer receive a new laptop.  Lorraine will pay for this since it is a new faculty line and she covered all new faculty lines for the university. 

Software  

Lorraine distributed a summary of the requests for software collected in Fall 2008.  Lorraine will evaluate the data and present a final summary to the ITC next month.  Lorraine asked the school technology chairs and Veronica to let her know of any urgent software requests from their respective school/area.  Software requests from Joel Goldstein, Noreen Jalbert and Emilio Collar were identified as being critical for Spring ‘09.  Mitch Wagener asked if EndNote was our standard research and bibliography software.  Lorraine wants to standardize on a particular product.  Veronica has done research on this type of software which she will share her thoughts.

ITC Replacement Plan – FY04-10

Lorraine distributed the ITC replacement plan.  The classrooms/labs to be done over the intersession are as follows:  BR017 Video Editing (hardware and software upgrades); Haas Library, 1st floor, public workstations and Young Library public workstations (new HP CPUs); the STTC (new HP CPUs and 20” flat panel monitors); WH219 and WH practice rooms (new 24” iMacs) and the Westside MIS Security Classroom/Lab will be started.  UC will try and upgrade 15” flat panel monitors to 17”.  A decision has to be made on when to upgrade the MT and WS instructor stations.  Some were upgraded in Summer 2003 and some in Summer 2005.  Do we upgrade all in Summer 2009?  The current instructor station machines can be reused for administrative staff.  Terry Wells asked why Avid was being dropped in favor of Adobe Premiere in the video editing lab.  Jason Esposito said that Avid dropped support and the industry is moving to Adobe.  Jason and Steve will upgrade the existing machines and install Adobe Premier over Intersession 2009.  Lorraine said that WS 103 needs to be upgraded and existing machines reused.  We are trying to get rid of all P4s and G4s by Summer 2009.  WH 325b may be done pending a discussion with Linda Rinker.  Rich Montague said that the WS208 instructor station computer needs to be upgraded/replaced.  Gail will create a work order for the WS208 instruction station machine.  The replacement plan will be an agenda item at the December 11th meeting.

Lorraine said Dan Costello has funds from CSUS 2020 to upgrade classrooms.  Dan said it would be better if we renovated classrooms in a particular area in a cluster.  We are striving to create a standardized classroom plan – new lighting will be the direct/indirect, Bose speakers in the rooms, maybe speakers in the ceiling, painting walls, carpeting vs. tiles, pictures, plants, certain types of desk and tables, chairs with arms or no
arms, etc.  Rich suggested that lighting be on different switches for the faculty to adjust better for projection.

Lorraine, Jason and Steve did a final count of technology classrooms in the replacement plan and the rooms are listed below.  Lorraine asked faculty to let her know of any discrepancies. 

Midtown: 
BERKSHIRE HALL – 11 rooms; 016, 017, 019, 101, 102, 103, 114, 207, 208, 209, 211. 
HAAS LIBRARY – 2 rooms; 411, 413. 
HIGGINS HALL – 8 rooms; 107, 108, 110, 114/214, 117, 202, 210, 220. 
SCIENCE BUILDING – 37 rooms; 121, 122, 124, 125, 135, 142, 143, 164, 174, 175, 182, 203, 203, 209, 210, 218, 219, 231, 235, 240, 244, 263, 265, 268, 269, 275, 279, 303, 309, 313, 316, 321, 325, 331, 336, 337, 345. 
WARNER HALL – 5 rooms; 201, 226, 303, 318, 320. 
WHITE HALL – 32 rooms; 023, 024, 025, 026, 112, 114, 122, 127, 135/137, 201, 202, 204, 207, 208, 209, 212, 214, 219, 224, 225, 228, 231, 301, 302, 305, 306, 317, 318, 324, 325A, 325B, 329. 
Total:  95 Classrooms (82 PC IBM, 4 HP (WH 024, WH 207, WA 318, HI 114), 1 SPEC IBM (BR 016), 8 MAC (WH 122, WH 224, WH 225, WH 127, WH 219, WH 305, WH 306, SB 203)).

Westside: 
WSCB – 26 rooms; 103A, 116, 117A, 127, 134, 134A, 208, 212, 216, 219, 240, 240A, 241, 243, 247, 247A, 247B, 338, 342, 344, 377, 377A, 377B, 377C, 433, 518.
Total:  26 Classrooms (24 PC IBM and 2 PC HP (WS 212; WS 377c)).

Waterbury:  FOUNDERS HALL  - 5 rooms; 201, 202, 204, 205, 208. 

Tech Classrooms: 
Midtown          95 rooms
Westside          26 rooms
Waterbury          5 rooms
 Total               126 rooms. 

Lorraine distributed an article, ECAR (Educause Center for Applied Research) Publishes 2008 Study on Students and IT, to the ITC and Lorraine offered to share future articles.  At Mitch’s suggestion, Lorraine will provide the titles of future publications to the ITC and members will let Lorraine know which ones are of interest to them. 

Lorraine said that $800,000 from the FY09 CSUS 20-20 funds will be put towards redundant fiber between Midtown and Westside for disaster recovery and better functionality.  The hub for both Midtown and Westside is in Old Main.  Presently, if Midtown goes down, then Westside goes down.  We will be splitting equipment that is in OM MDF to OM and SB MDF.  The new fiber will start at the Science Building and go to the Westside Campus.

Next Meeting:  Thursday, December 11, 2008, 12:00noon to 1:30pm, OM304.

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