General Meeting Information

Date: March 3, 2023
Time: 1:30 p.m.
Location: Zoom

  • 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 - 2:10 p.m. Review of AP 3250 and BP 3250 I
    • Hadsell
    • Shcultz
    2:10-2:50 p.m. Tech Plan updates I/D All
    2:50 - 3 p.m.

    Standing updates

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

    I

               

    • All
    • Hadsell
    • Ray/Garrido
    • Amit

    A = Action
    D = Discussion
    I = Information

  • Minutes [DRAFT]

    Present

    Roland Amit, Stephanie Anderson, Ryamond Brennan, Francis Chan, Juan Diaz, David Garrido, Brandon Grainer, Jory Hadsell, Sridevi Lakshmanan, Cheryl Owiesny, Mary Pape (tri-chair), Justin Schultz, Dennis Shannakian (tri-chair)

    Approval of minutes

    The December minutes were approved. 

    AP 3250 and BP 3250

    Hadsell introduced Justin Schultz and briefly explained that the AP 3250 and BP 3250 policies will be reviewed annually based on audit and insurance requirements. . The last time the policy was revised was in 2005.

    Justin Schultz, who previously worked on the CVC-OEI grant, is on a temporary reassignment to support the college's operations in editing and organizing the documents. The policy is quite lengthy, and the proposed modifications involve moving some content from the board policy document into the administrative procedure document. The policy has been reviewed by the ETAC committee, and now it will be reviewed by both college tech committees before going back to ETAC for a final review.

    Schultz mentioned that the revisions are being made in alignment with the Community College League of California's board policy templates, which provide guidance on which parts of the policy are legally required or advised. The proposed changes involve renumbering the policy and moving a large section of detail from the board policy to the administrative procedure. This is because the administrative procedure contains more specific details on how to implement the policy. The revisions also introduce legally required language related to the use of the network by employees, students, and other individuals. The proposed revisions do not introduce many substantive changes but instead focus on clarifications and shifting details between the two documents.

    AP 3250 includes sections on privacy and access rights, personal use of devices on the network, storage and transmission of sensitive information, international travel, violations of the policy by employees and students, and transparency and visibility of the policy. Some sections are newly added, while others involve updating language and adding more specificity.

    Hadsell mentioned the importance of using designated systems that are designed to safeguard protected data such as PII and health data within the district-wide infrastructure. The intention is to clarify that all protected data should be kept within these designated systems to ensure their safety. Schultz highlighted that PII not related to work should not be stored on district networks or devices. The purpose is to provide double protection for the individuals the district serves.

    Links to Documents

    Tech Plan Accomplishments

    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
    • Hadsell mentioned the recent release of the Self Service Banner 9 registration system, which is designed to improve the user experience. The new system is being phased in gradually. One of the improvements is the user interface, which now shows much more information in the dashboard, and requires fewer clicks to access information.
    • The new registration indicates prerequisite clearances the student has received, identifies any holds in place, and provides a better search of classes.
    • Roland added that as of Thursday the first week of registration 4000 used SSB8, 1300 used SSB9, and 130 students used their mobile app to register. ยท Village spaces provide access to computers for students.

    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
    • Online education hired a new Faculty Coordinator of Equity and Online Education.
    • Elumen training for faculty and staff.

    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
    • Brandon Bailey led an accessibility guidelines and best practices for the website.

    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
    • Ongoing collaboration.
    • Communication and collaboration has increased.
    • Vice Chancellor of Technology has attended Academic Senate meetings to answer questions from faculty.
    • Open communication is evidenced by the smooth installation and tweaking of VDI for computer labs

    Pape expressed gratitude to the Curriculum team for their hard work in implementing Elumen.

    Updates

    Accessibility

    Lakshmanan mentioned that having plain backgrounds is best when dealing with students and promoting accessibility. Virtual backgrounds can cause issues and it's best to keep them off to reduce distractions. Mary and Sri suggested creating a page with accessibility best practices, which would be beneficial.

    ETS

    Amit mentioned that ETS is currently working on various aspects of Banner 9 and they would like to receive more participation from the campus community, counseling, and students instead of just Admissions and technical staff. They are seeking input from students and faculty regarding the design and usability of the new platform. There will also be changes to Degree Works, which will work with the database differently and have different functionality and visual aspects. As adoption approaches, the committee will seek input on the platform's appearance and functionality.

    In response to Owiesny's question about recent alerts, Amit reviewed the Emergency Alert System and discussed how to update information. Owiesny mentioned that some De Anza faculty taking classes at De Anza did not receive the alert. Hadsell will be checking that faculty and students are properly notified when there is an alert. The issue seems to arise when the person has reason to be on both campuses and yet are notified of alerts for only one of the colleges. Student rep Chan stated that students appreciated the new SSB9. 

    Pape stated that the relationship between the College and ETS seems to be one of mutual respect, improved efficiency, and there is now an open communication so that project improvements can mutually be discussed and planned. Evidence was the smooth installation and tweaking of VDI for computer labs and Hadsell visiting Academic Senate meetings to answer questions about issues on minds of faculty.

    Chan mentioned that the new interface was initially confusing, but they eventually got used to it and now like it.

    Meeting adjourned

Documents and Links

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