General Meeting Information

Date: November 3, 2022
Time: 1:30-3 p.m.
Location: Online

  • Agenda

    Time Topic Purpose Discussion Leader
    1:30-1:35 p.m. Welcome and introductions I/D All
    1:35-1:40 p.m. Approval of minutes I/D/A All
    1:40-1:50 p.m. Website improvements and updates I/D Bailey/Diaz
    1:50-2:30 p.m. Tech Plan updates I/D All
    2:30-2:40 p.m. Accreditation update I/D Pape/Spatafore
    2:40-3 p.m.

    Standing updates

    • Accessibility
    • Banner Student
    • ETS
    • ETS Project Scheduling
    • Online Education Advisory Committee

    I

              

    • All
    • Galoyan
    • Hadsell
    • Grey
    • Ray/Garrido

    A = Action
    D = Discussion
    I = Information

  • Minutes

    Present

    Stephanie Anderson, Brandon Bailey (guest), Ray Brennan, Francis Chan, Juan Diaz, David Garrido, Pam Grey, Jory Hadsell, Shri Lakshmanan, Sharon Luciw, Cheryl Owiesny, Mary Pape (tri-chair), Thomas Ray, Eren Sanglam, Iman Seale (notes), Dennis Shannakian (tri-chair), Marisa Spatafore (tri-chair)

    Welcome and introductions

    Brandon Bailey introduced himself to the student reps. 

    Approval of minutes

    Minutes were approved.

    Website improvements and updates

    Diaz demonstrated new improvements to the 404 Content Not Found webpage on the De Anza College website. The improvements have helped reduce the amount of directory scraping by bots and bad actors. The next step is to continue improving the webpage to catch more bots. Hadsell suggested connecting with the web team offline to discuss additional ways to stop bad actors and bots.

    Bailey shared the new Student Tech Support webpage he has developed, an idea originally suggested by Shannakian. The page consolidates helpful tech support information and resources for students. Bailey also shared a new component developed by Harrell that feeds up-to-date program information from the catalog directly to individual department webpages. Finally, Bailey presented on the 2022-2023 catalog which is now live. The URL deanza.edu/catalog redirects to the new catalog.

    Spatafore shared that Diaz will be assisting DASG with requested updates and improvements for the DASG webpages.

    Tech Plan updates

    Goal

    Description

    Accomplishments

    Goal 1: Increase Overall Student Access to Technology for Learning and Services

    Includes but not limited to the provision of laptops for students, and other devices as necessary; software and software as a service (SAAS) as appropriate, both required and that would enhance the student experience; continuous technical improvement of communications resources including the website, app and portal; and classroom equipment to support student learning and engagement in evolving modalities, with classroom needs documented through updated classroom standards, program review and the Facilities Condition Assessment
    • Student Tech Support webpage
    • Diaz’s improvements to search function
    • Diaz working with students on improvement of DASG webpages
    • Owiesny noted that coaches have started to use ARMS, and more features are being rolled out. Galoyan is also involved in this.

    Goal 2: Increase and Enhance Faculty and Staff Professional Development and Training

    Includes but not limited to robust training and related communication about the trainings based on faculty and classified professional feedback, including to holistically improve online pedagogy and pedagogy in the use of technology tools, including in evolving modalities and accessibility training
    • Hiring process is ongoing for Online Education staffing (Ray)

    Goal 3: Continue Work to Ensure Accessibility

    Includes but not limited to implementation of SAAS to support an equitable teaching and learning environment; researching strategies and emerging technologies and implementing as appropriate; ongoing ensuring of accessibility in instructional and communications tools
    • State technology audit came up again; Harrell responded to this before taking his professional development leave
    • Ongoing improvements to optimize processes for students

    Goal 4: Enhance Communication and Collaboration with ETS to Achieve Evolving Priority College Objectives

    Strategy to include monthly small-group meetings of Tech Committee and ETS leadership, with updates as requested, on college-identified priorities including but not limited to

    • Ubiquitous, functioning Wi-Fi, including on Athletics fields and in parking lots
    • Upgraded technology for employees, including shorter personal technology refresh cycle of three years, as appropriate
    • Improving communication, including of system and software availability and changes
    • Development and support of peripheral loan program to address additional needs, such as doc cams, iPads for whiteboards, etc.
    • College-identified projects that
      • Directly affect student success or the student experience, particularly timely requests via expert administrators
      • Address regulatory issues
    • Hadsell and Diaz to coordinate on ways to improve security around directory scraping while maintaining accessibility of contact information
    • Ongoing work and communication with ETS

    Standing updates

    Accessibility

    General, ongoing improvements

    Banner Student

    There is discussion around college announcements in MyPortal to ensure that messages are getting to the right students. Issues sometimes occur when a student’s primary campus is not accurate.

    Another topic discussed was having a single application for both Foothill and De Anza College.

    ETS

    Hadsell:

    • The state chancellor’s office in the last one to two months has created an LGBTQ+ listserv for advocacy, news, etc. related to that affinity group. Individual campuses were asked to handle set up for whoever needs access.
    • Multifactor authentication has rolled out for faculty. Part-time faculty will be the next group.

           

    Luciw:

    • The MPS system presented issues for Windows users this past week. Wrong versions of the print driver were downloaded to Windows computers which prevented users from being able to print. The issue originated from the servers which are managed by the vendor. Any ongoing issues should be reported to the ETS call center right away so the vendor can remedy the problem.
    • Regarding the WiF expansion project, the RFP for the architect was published yesterday. The RFP only went out to a qualified, pre-approved pool of architects. Architect approval is anticipated for the January or February board of trustees meeting.

              

    ETS Project Scheduling

    Projects are moving along with prioritization as far as classroom technology and labs, and working through the HyFlex implementation with different levels of technology. (Grey)

    • Something to watch for with more HyFlex implementation is how the technology in these spaces will be supported and refreshed over time.
    • Garrido noted that training support is another consideration.

    There is ongoing work with faculty on classroom refreshes as well as more employee refreshes due to a backlog of requests caused by the pandemic. (Luciw)

    Online Education Advisory Group

    Required to update AP 4105.

Documents and Links

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