¢ ¢
advertisement
¢ ¢ TO: Information Technology Advisory Committee [Jim Brown (Chair), Karla Carney, Kay Clouse, Ian Dees, John Dixon, Jean Donham, Dee Ann Rexroat, Elizabeth Schau, Todd White, Andy Wildenberg] Scott Olinger FR: Jim Brown, Chair RE: Minutes of meeting of 8 November, 2005; continuation on 22 November, 2005 Present: all for 11/8/05; on 11/22/05 Karla Carney, Kay Clouse, and John Dixon were not available. Note: It was observed by several that the agenda category “brief updates” frequently is not brief at all but, in actuality, quite lengthy. The chair will take this into account in future agendas. The chair also thanks committee members for the extra meeting to work through a backlog of business. I. Brief updates: 1. Faculty-staff laptop committee update: The ad hoc subcommittee on laptop policy [Dixon, Olinger (chair), White] reported progress on 11/8/05 but had not completed its cost/benefit analysis. Committee members offered advice in a number of areas. The subcommittee convened again between ITAC meetings and provided a more comprehensive recommendation on 11/22/05; discussion at that time led to further slight revision, and ITAC voted unanimously to recommend this policy to the President. The revised, approved policy is appended. 2. Instructional Technology Subcommittee: Chair Andy Wildenberg reported that the subcommittee, having completed its initial duty of recommending classrooms for the summer 2006 round of technology upgrades, is preparing to work on longer-term matters. 3. Web support information/publicity: John reported that IT had provided explicit information to community members regarding whom they should contact for assistance with web page development and support. 4. Internet bandwidth improvements: John reported that a contract with ICN for 7MB/sec had been signed; that trenching between the closest ICN site at the Mt. Vernon High School and the nearest access to Cornell’s network at Facilities Management was underway the week of November 21; and that fiber should be installed in early December. The request for an ICN circuit has been submitted and we expect it to be turned on by December 16, 2005. IT staff will integrate this capacity into our network after term 4 is over, giving the student side the new 7 Mb of bandwidth and turning over our current 4.6 Mb to the faculty-staff-library side of the network. Mixing the two sources of bandwidth is not congenial to our current network infrastructure. 5. Clean Access publicity campaign: Ian reported some progress on this matter, but he has not yet gained approval for participation by the Cornellian. 6. After-hours computer access action by council: Costs to modify Law Hall to permit 24-hour access to the Computer Science Laboratory on the first floor are being finalized, including IP cameras, changes to fire door hardware, and a card-swipe lock for the south [mall] entrance door. If costs are small enough, the college may implement the project this fiscal year, perhaps as early as this winter. 7. Work order email responses: Community members submitting a work order to IT now receive an email confirmation that the work order has been received and assigned; upon task completion, requesters will receive either an email confirmation of completion or will be contacted by the relevant IT staff member for conversation about the matter. Two ITAC members confirmed (from personal experience) this procedure is in operation. II. Policy on Interactive On-line Communities: Dee Ann Rexroat, chair of the ad hoc subcommittee charged with proposing a policy for interactive on-line communities hosted on the Cornell site, provided a revised draft. After brief discussion and suggestions for minor revision, ITAC voted unanimously to recommend this policy to the President. The revised, approved policy is appended. Dee Ann is to designate a web site location for this policy and ensure its posting. III. Web Policy Subcommittee: Jim Brown submitted a draft membership and charge for the ITAC Web Policy Subcommittee following initial conversation with John Dixon and Dee Ann Rexroat and discussion with ITAC members at the October meeting. The approved draft is appended. Dee Ann reported that the subcommittee will meet on November 28 to begin consideration of access to web page hit accounting information. Longer-term work includes examination and updating of the college’s Electronic Information Technology Policy, which has not undergone a thorough examination for some years. IV. Classroom laptops: policy on replacements due to theft: In light of recent additions of laptop computers to the classroom environment [and the potential effects on academic programs of unanticipated reductions in number of laptops available], John Dixon had asked ITAC whether it wished to recommend policy related to replacement of classroom laptops lost to theft. The Committee discussed the matter and declined to propose such a policy for the following reasons: 1. There is currently a relatively low rate of theft of classroom technology. 2. There is no analogous policy for theft of other classroom technology or other IT hardware, and it is not clear that there is reason for laptops to be singled out for policy. 3. It isn’t clear what benefit such a policy would provide: departments have no funding to tap; the college hasn’t previously asked faculty or staff to pay for technology stolen while under their supervision and there are a number of drawbacks to such a policy; in the past the college has treated this kind of thing on an individual basis, determining what we can live without until the next regular replacement cycle and what needs to be replaced immediately as a all-college expenditure. Committee members expressed readiness to address the issue if theft becomes more problematic. V. Laser printer replacement policy: Deferred until John Dixon could be present. VI. IT disaster planning: have we done what we should in the IT area? Deferred until John Dixon could be present. VII. Currently anticipated agenda items for 12/6/05 meeting 1. Laser printing replacement policy 2. Review of IT disaster planning 3. Review of IT upgrade recommendations for the 2006 cycle [John will send a draft for your review before the meeting] 4. Review of A/V upgrade recommendations for the 2006 cycle [Jean will send a draft for your review before the meeting] 5. Report on the status of network hardware/software replacement planning, including current timeline expectations 6. Report on the status of administrative software replacement planning, including current timeline expectations Attachment 1: Approved laptop policy Cornell College Laptop Policy 23 November, 2005 1. Employees are eligible to request a laptop when their regular turn on the replacement cycle comes around (new employees will enter the replacement cycle based upon their technology needs and their predecessor’ s place in the cycle). Employees should consider the benefits/limitations of laptop versus desktop environments in their specific work situation when making this decision and must have a specific, demonstrated need for a laptop certified by division approval. 2. Employees who receive laptops must attend an orientation session (approximately one hour) to be trained on their laptop and specific issues related to laptop use and care. 3. No peripherals are provided (e.g. monitors, keyboards, mice, printers, etc.). Consistent with college policy, employees are free to request peripherals as part of regular technology request cycle, but said requests must demonstrate need. 4. Information Technology (IT) will create a standard digital image (a comprehensive backup of standard college software and files) for the laptop. In the event of a system failure or other issues, IT will restore to the original digital image. Any other applications that may be installed from the network can be re-installed by faculty themselves as they do now with desktops, and college-owned applications that are not on the network will be installed by IT as time permits. Laptops are college property, not personal machines. No personal software is allowed to be installed unless it is work related, and installation must be coordinated through IT. 5. The employee is responsible for any data files generated/collected after the original creation of the digital image (see item 4); therefore, files should be backed up regularly (campus network, CD/DVD backup, flash drive). IT may not be able to retrieve damaged or lost files in a timely manner or at all. Personal files will not be retrieved. 6. IT will create a Cornell profile and will configure laptops for on-campus access. IT will create a separate profile for use off-campus or on other networks, and users are free to configure that profile to meet their own needs, but IT is not responsible for maintaining or configuring laptops for personal networks. Limitations of Laptops (to be included on laptop request form) While laptop computers offer portability, require less space and power, and have LCD screens which many users feel are easier to view, employees must acknowledge the following difficulties associated with a laptop computer: - - - - Laptops generally have smaller screens and keyboards than desktops o Due to cost, no peripherals (mouse, docking bay, additional keyboard, external monitor, etc.) will be provided. Capital requests for peripherals must demonstrate need. Laptops generally have smaller capacities than desktops of the same relative cost o Smaller and slower hard drives o Slower processors o Less memory (RAM) Repairs are more difficult and will require no less than 48 hours turnaround time if the machine must be sent to a repair center o Temporary replacement laptops come with standard productivity software and cannot be reloaded with specific software for each employee. Employees who request a laptop recognize that this is an inherent risk. Laptops are harder, or in some cases impossible, to upgrade (memory, etc) Laptops are inherently more vulnerable to damage and theft Laptops may require more technical skill to operate than desktops o Power management issues o Connectivity issues Connecting to other devices (printers, projectors, etc.) • Drivers (may have to download and install) • Cables (requires some familiarity with multiple types) Connecting to outside networks (may require configuration skills) Cost of Implementation Based upon a four year cycle that includes a purchased four year warranty, the monetary cost to the college for each laptop is roughly $125 per year greater than for desktops. The cost of labor is more difficult to estimate; over the past four years, anecdotal evidence suggests that among the 15 current laptop users on campus, two or three LCD screens have needed replacement, two hard drives have been replaced under warranty, and at least one re-configuration for network issues has been performed. With roughly fifteen employees indicating interest in laptops in the October survey, one assumes that the amount of service time would gradually double over the course of the four years in the replacement cycle, but an estimate of how much time that actually translates to is difficult to generate at this point. In addition, the committee recommends the purchase of 4-5 laptops to become available on a “checkout” basis, designed for employees who have occasional need of a laptop for periods of time ranging from one day to one block. Many employees, particularly faculty, have expressed a desire for laptops while teaching off campus or doing field work but have no need for a laptop on campus. These machines would help alleviate the number of overall laptops on campus and help keep costs in line. Attachment 2: Approved online community policy Cornell College Interactive Online Community Policy 23 November, 2005 All policies outlined in the student handbook, The Compass, apply to Cornell College discussion boards and online communities. This includes, but is not limited to, harassment, language, solicitation, copyright, and libel. 1. Only officially recognized student organizations or departmentally sponsored or recognized groups may have an interactive online discussion board. 2. All discussion boards must be moderated by a Cornell College employee or student. Any studentinitiated discussion board must have permission from a faculty/staff advisor and that person will be responsible for having the board moderated. Discussion boards within the alumni online community may be moderated by an alumnus designated by the Alumni Office. 3. Anonymous posters and impersonators are not allowed. Each user will be allowed only one account per online community. 4. Links to sites providing illegally downloadable copyrighted material are not permitted. Transmission of chain letters, junk e-mail, or bulk communications of any kind is not allowed. Advertising and solicitation is not allowed unless the IOC agrees to it in advance. No member shall use any other member’s information, personal or otherwise, for any commercial purpose or to obtain direct financial gain. Users are prohibited from violating or attempting to violate the security of the website. Moderators are responsible for enforcing these rules. 5. If a discussion board is unmoderated for more than 60 days, the moderator may be contacted and the site may be removed or temporarily inactivated. 6. Individual interactive online communities and discussion boards may impose more restrictive policies than those set forth by the Compass or this document. 7. Cornell College reserves the right to terminate access to an interactive online community for cause including, but not limited to, if Cornell College believes that a user has violated or acted inconsistently with the letter or spirit of this policy. Decisions may be appealed to a committee comprised of the chair of ITAC (Information Technology Advisory Committee), Director of College Communications, the College Librarian, Dean of Students, and the Webmaster, or their designates. 8. Neither Cornell College, nor its respective directors, officers, employees, or agents, shall be liable for any defamatory, offensive, or illegal conduct of any member, or from any claims, losses, liability costs and expenses arising from user’ s violations of this agreement, state or federal laws, or regulations or any third party' s rights, including, but not limited to, claims of copyright infringement, patent infringement, misappropriation of trade secrets, libel, slander, trade libel, defamation, harassment, invasion of privacy, or fraud. Attachment 3: ITAC Web Policy Subcommittee membership and charge ITAC Web Policy Subcommittee 22 November 2005 Membership: The membership of the Subcommittee (with current appointee’ s in parentheses) shall be: Director of College Communications (Dee Ann Rexroat) IT Director (John Dixon) Director of Admissions or designee (Todd White) Student Affairs member (Karla Carney) Faculty member (Leon Tabak) Student member (Ian Dees) College Webmaster (Mike Plagge) The Director of College Communications will convene the Subcommittee. Charge: In recent years the web has become a primary mechanism at Cornell College for providing access to many kinds of information, both internal and external to the college. Improvements in acquiring, maintaining, and displaying information have made simple browser use a central strategy for distributing access to information, policies, procedures, discussions, requests, etc. for academic, administrative, cultural, and marketing purposes. Cornell’ s web site is critical not only for the day-to-day operations of the college but also for its image and activities related to off-campus constituencies. In order to better coordinate the College’ s multiple uses of its web site, the Web Policy Subcommittee shall investigate, discuss, and make recommendations to its parent Information Technology Advisory Committee on matters related to • the establishment and oversight of policies governing Cornell’ s web site • use of the web for academic purposes • use of the web for administrative purposes • use of the web for marketing purposes • use of the web as a general communications medium • priorities for site development and improvement • analysis of site technology and support • forecasting future needs of and roles for the site.
