University Information Technology Committee
Present: Jan Fox, Gary Anderson, David
Johnson, Matt Christian, Tom Hankins, Mike McCarthy, Frances Hensley, Donna
Jan: I have discovered that first
Friday meetings are a problem for Sarah and
Review of Minutes – Approved as amended.
Updates: Since we met last, we had a major
failure of the SAN. This is our main
storage device. It is an efficient way
of holding mass amounts of data. A part
failed that impacted our main and redundant system. The system is on maintenance
contracts, but was purchased 18 months ago and the part was no longer
made. Because of that, Dell flew in
their top engineers and more than $80,000 of equipment just for the temporary
fix. They had to take all of those
servers and put backups on every single one.
We had replaced WebCT server over Christmas and it started having
problems too. The Dell representatives
provided a brand new SAN, one that we could not have afforded originally. It was the worse equipment failure I've ever
experienced. They also changed out our WebCT
server with a brand new machine. Per
Regarding state issues, I am the higher education rep on the State ITC committee. One of the things they have been dealing with is from WVNET. There is a RFI for a new internet bid to try to get one additional internet band width to get the price down and get additional quality of service. There are huge issues with the telecom contracts, data contracts, voice contracts and a whole series of other contracts that end either now or in 2005. This means all of our ATM costs, our 800 service costs which end this June and are really high at about 10 cents a minute and they are looking for better prices. They are also looking to try to bid out the entire network. There’s a real uncertainty on how the network will be managed. We may see increased prices of 10-20 percent in telecom costs in the next year or so. We have brought our telecom down to bare minimum. We did review of the entire telecom and turned off every circuit that wasn’t needed; converted every converged every circuit that we could onto the ATM network and saved enormous amounts. We have been operating off of the grants for ATM, we were saving this institution about $200,000 a year for the last 3 years. The grants are now gone, and we are going to start seeing the costs.
Another thing I need to update you on are the new HIPPA guidelines. Since our last meeting Mike, had an email
policy issue and I brought it up at the State ITC meeting. They had this guy named Chuck Mason call who
has been hired by the state to deal with any HIPPA policy issues. He was here yesterday. He is willing to share templates, policies
and anything he has that will assist us and the
David: WebCT is back up and running the way it's supposed to. We are going to make every effort to give as much notice as possible of any future take downs for maintenance.
The video network is going well. Monday nights have been our only problem.
I am meeting with the Accord folks today. QOS is running everywhere except on the Accord.
We are running at the bottom of the manpower level to support what we have going on. Our focus is that we are going to have to look at some of the rooms that need repair. Unfortunately, due to cutbacks, things are not going to be put back together the way they are now because we can’t maintain the complex systems that are in some of these rooms. We are going to have to change some of our configurations to simplify what instructors are used to having. We may have to change make- up of some of the rooms.
We have two of the Crossroads Grant sites up and
running at Logan and Mullins. A third
site will be probably be ready next week at the
We have funding to keep the sites going until July of 2004 with federal funding; after that we have to decide if we want to maintain those sites or move them somewhere else.
The Disaster Recovery Plan will be a big push in the Spring to be ready to go in the June time frame. Everyone has heard me talk about this several times. There needs to be something backing up what we put on paper. Allen is coordinating the Disaster Recovery Plan for all of IT. I am working on the Computing Services portion.
There is a running controversy regarding the e-mail
policy on campus. We restrict the size
of emails to 5 mg to stabilize the mail system.
size of attachments coming and going to
stabilize mail system. If we open the
email up to larger attachment size, it can cause delays in the system. It can also open us up for the
Jan: I have researched major research universities and found that all of those I researched had limits of 5-10 megabites on their faculty. It is the policy of those universities to publish materials on a personal web site and emailing the URL to the publisher. We have never heard of a publisher having a problem with acceptance of materials, but apparently someone on our faculty is having difficulty sending something to a publisher.
Matt: The original issue was where the publisher was sending the material back in pdf format for changes.
Jan: The state is in negotiation to purchase Acrobat from WVNET contract. We have been allowed to use thesis and dissertation portion. The contract is also stuck in the Attorney General’s office, but Adobe will not sign the WV96.
Monica: The Library has resurrected the idea
to work on an online certificate program for public libraries in conjunction
with the Community College and the Library Commission. TTC has been working on market analysis and
doing background stuff with curriculum development. The Library Commission reinstituted their
Institute. Years ago they used to have
it here; they’ve been having it at
Donna: We have finished the reorganizing
of the Online Development Committee.
Jan: There is a question as we look at the numbers for all forms of Distributed Education. Last year, the number was over 6,000 students participating in at least one form of Distributed Ed. The number is growing. The concern is, in Summer School that is a heavy T-course delivery and any cutback in summer school will affect T-courses, however e-course enrollment may go up.
Jan: I have concern over the coding of various courses. We have no control over courses that are coded neither as e or t courses, but are taught online anyway by professors trying to play games with the naming of their courses.
Sarah has asked that a departmental technical person be included in review process at the department level before the course is submitted to the committee for final review.
Monica: Suggest that everyone go through the process of converting t- courses to e-courses. It was very helpful to her as an instructor in that many technical issues were raised that she would not have considered in creating her course.
Jan: We agree that we want to take
the course approval process back to version mailed on 30th. All e-courses and t-courses that receive
stipend (original wording should stay) Everyone agrees. Vote on changing
Second vote is to put Course Content paragraph back in. Voted and Approved.
Jan: Sarah's request to add an Instructional Technologist at the Departmental level is Voted and Approved.
BOC SECURITY POLICY ADDITION
My assumption is that the owner of the information determine what background check is. We need to establish if the state security template meets our needs. We probably need something more stringent.
Jan: We need a base level of what is required by HR for background and then determine what is required by various departments for background.
The Interim Policy is in place at this point. But we will make changes to the Policy for the final version as issues occur.
Proposing change in paragraph dealing with “application” now proposing that it become the “person or persons ultimately responsible for the collection, the maintenance, the distribution and integrity of data associated with a major component or module”. Everyone agrees. Voted and Approved.
Voted to accept change on definition of Information Owner as it is up to the owners of the information to determine what sort of background check needs to be done on those individuals that deal with specific information”. Voted and Approved.
Second issue regarding clarification of it is up to the owners of the information to determine what sort of background check needs to be done to deal with specific information
Mike: I have emailed the HIPPA information to the list regarding the revised email policy
Jan: Be sure to check your schedules for the next meeting
HIPPA will be first on next agenda.