City College of San Francisco
APPROVED Minutes
from ITAC Meeting on September 24, 2012
Attendees
Committee Members: Craig Persiko, Anthony Costa, Eric Raznick, Shawn Yee, Ophelia Clark,
and Joe Jah
Resources: Carol Reitan and Cynthia Dewar
Guests: Tim Ryan, J.R. Hall, Doug Re, James Rogers, and Katryn Weise
The meeting was called to order at 11:15 am.
I. Approval of Minutes: Minutes from the August 27, 2012 meeting were approved.
II. Confirmation of Future Meeting: 10/29 from 11-12:50 pm.
III. Discussion about Role of ITAC (Added Agenda Item)
A. Name change to Information Technology Advisory Council.
i. VC Goldstein requested the name be temporarily changed until the College
makes a final decision concerning the Shared Governance structure.
Members discussed the role of ITAC. All agreed given the current
restructuring, the role of ITAC could be re-visited when the restructuring
is decided.
Old Business
I. Status update on implementation of policy to require CCSFmail accounts for all students
a. CCSFmail for students will be “live” November 1, 2012. Students will no longer be
able to opt-out. About 10,000 students, last semester and this semester, did not
have a CCSFmail address. Announcements have been made to the
Administrator’s Leadership Group and the DCC. Academic Senate has been
notified. Information has been updated on the CCSFmail information page on the
CMS. All of the software is going to be changed to only use CCSFmail in Banner.
Information will be put in City Currents and the Guardsman. All campus-wide
emails will be sent out, flyers will be posted on campus and bookmarks will be
placed in the Library.
II. Decision on new Faculty/Staff email system: Google or Microsoft 365
a. Robert Lam set up accounts for 365. Not everyone was included. Doug announced
a webinar from Google focused to CCSF at 9 am on Wednesday, September 26th in
L108. Those interested do not necessarily need to attend in person, as it is a
webinar. Students will continue to use mail.ccsf.edu. Faculty email addresses will
continue to be the same as they are on GroupWise. Because of FERPA we cannot
set up directory services for students. Students cannot search for other students.
However, as employees we need directory services set up on the email client.
Faculty email will be in a different domain. It will be a separate instance from the
students. The domains can be shared but there is a concern that it may be
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problematic. Faculty will keep their current faculty Google account. Student email
will be called CCSFmail. The workload of learning a new email system, other than
Google, was discussed. We know in Google, directory services works. If faculty do
not like the web client for Google, Doug said that Thunderbird can be “bolted
on”. The desktop client and web client were discussed. A desktop client has more
functionality. Training was discussed. IT is planning on initial training during the
rollout. Training materials are widely available on the web for both Microsoft 365
and Google. The migration is free with Google but there are a lot of caveats. We
don’t have the info yet about migration to 365. ITS is committing to accessibility
of GroupWise messages either by going to another site or providing instructions
for how to migrate emails. ITS will not be able to migrate all GroupWise. The
intention is to have a date to switch to a new client and to have the emails from
GroupWise available. GroupWise is paid through October. Even if CCSF has to
pay for a year of GroupWise, there is a large hardware infrastructure commitment.
Both Google and Microsoft work well with smart devices and have strong feature
sets.
b. Process going forward is that the demo for Google is Wednesday and a demo for
365 is going to be scheduled.
c. Features about each were discussed.
III. Non-credit online positive attendance reporting status update
a. There is a small pilot in non-credit. This is something that will take time. The
Business Department piloted a non-credit online registration. PARS is being
managed with a small group. Ophelia requested more information for the next
meeting and it was suggested that Dean Monika Lui be invited to report about the
pilot. CCSF could achieve a large cost-savings if an electronic process is
created.
IV. Plans for requiring all credit faculty to report grades and attendance online starting
Spring 2013
a. The union agrees this is not a change in workplace conditions: regarding online
reporting. Census, midterms, and final grades will all be reported online. Training
is going to be scheduled in E3; more information will follow. About 20% of faculty
are still using paper. Beginning in Spring 2013, all faculty will be required to use
online reporting. Fall 2012 is the last semester paper reporting will be allowed. A
note will be included in all paper grading envelopes explaining that there is a
change and where they can go for training. RD was discussed and how faculty are
locked out of this field when grades are rolled. Eric explained the process. The
compliance by faculty to deadlines can be improved. An RD can be very
problematic for students. Grades are rolled the morning after the due date. Eric
suggested that this could be a topic for a future ITAC meeting.
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V. Network security/Firewall status update
a. This is an ongoing process. The blocked IP address list is down to 10. Tim has the
list. The 10 are blocked because it reduces the load on the firewall. Some are in
the US. Tim said that ITS is trying to get away from the manual process and let
the software do the work. ITS is working with Check Point. They will be visiting
CCSF to work more closely with ITS in looking at the reports. Check Point and
Palo Alto are the two vendors that are working together. Check Point is a free
service. They have a product that makes it easy to understand and easy for ITS to
make decision based on the reports. The ultimate goal is to provide security, save
staff time, and save money.
VI. Tech Plan Update
a. The Tech Plan will be finished by December. The focus of the Tech Plan will be to
bring technology up-to-date making certain that it is sustainable. The annual
budget for replacements of faculty and staff desktops is 700 new PCs in the next
year. Once the bridge has been met then there is a budget for 300 a year. For
students the amount is 500 a year. Desktops are about $1000 a unit. The Tech
Plan will be presented to ITAC at the 10/29/12 meeting.
VII.
Accreditation status update, related to IT
a. Tim reported that the Special Report is due October 15th. All work group reports
were due on 9/17/12. There was a quick turn around so that the report is in the
Board of Trustees packet for the 9/27/12 meeting. Tim discussed the
replacement cycle plan and budgeting. The College now has a two million dollar
line item for technology and facilities maintenance. Bids are now being taken to
buy a new A/C system.
VIII.
Computer Use(age) Policies (Acceptable Use Policy)—do they need to be integrated?
Updated?
a. There is discussion in the Library about whether or not the library still needs to
have its own computer usage policy. When students log into a computer in the
library they need to click through a usage policy. The ACRC has its own policy. It
would be nice if the CCSF computer usage policy covers the library, for example.
Can all localities be required to have a link to the general CCSF computer usage
policy? The computer use policy is the first document that an auditing team will
ask for. It makes sense if they look the same. The library use policy does indicate
that the overall policy does need to be followed by students using library
computers. CCSF needs to follow the CNEC policy. Craig formed a workgroup to
revise the institutional policy then local policies can be looked at. Members of the
workgroup are: Tim, Anthony, and Joe. The workgroup needs to include a member
from ACRC and the Library also.
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New Business
I. Reports
A. Interim CITO’s Report – Eric Raznick
i. The California Community College Banner Group met. It is a wellattended conference. CCSF was well represented. There is one in Northern
California and Southern California. There were presentations that can be
helpful to CCSF.
ii. CCSF is buying Argos. The contract has been approved. It is a plug-in
to Banner that will allow us to talk about our data in a more contemporary
way. It is a positive step forward. There was a donation for this reporting
tool.
B. Ed Tech Department Report – Cynthia Dewar
i. Ed Tech is extremely supportive of the move to CCSFmail.
ii. The migration to Moodle 2.0 was discussed. A demo was requested for
the November meeting.
iii. The TLC Coordinator hours were cut by 50% for spring 2013.
Adjourned at 12:52 pm
Submitted by Cynthia Dewar
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