Institutional Technology Advisory Committee Meeting Minutes

Institutional Technology Advisory Committee
Meeting Minutes
March 16, 2011
I. Call to order
The meeting of the Institutional Technology Advisory Committee was called to
order at 1:00 PM on March 16, 2011 in the IT Conference Room.
II. Roll call
The following were in attendance: Steve Vieira, Deb Aiken, Cody Houghton,
Donna Mesolella and Carl Toft.
Absent Ruth Sullivan, Mike Kelly, Peter Woodberry, John Panzica and Kay
III. Approval of minutes from last meeting
Minutes were approved through email response.
IV. Discussion Items
a) Opening Print Management to Copying
An announcement was made that the Equitrac print management system has
been so successful that the MFDs will now be configured to take advantage of
their copying functions as well. In all computing labs and libraries across the
four campuses, the printers will also be able to be used as copy machines by
both students and guests.
The same ID cards and “purchased” cards will be employed by students and
guests, respectively. Minor changes in what is displayed when copying
allows minimal training and simple documentation to be offered for those
using this option.
This change will take place immediately after the spring break and be ready
when students return from holiday.
b) NEASC File Share
At the request of VP of Academic Affairs Lela Morgan and VP of Business
Affairs Robert Shea, a file share has been created to support the current
NEASC reporting and information being collected. Both VPs have requested
security setups and these will be dynamic as needs arise.
If anyone needs access to any folder, it would be best to start with the VPs to
gain that access. A simple email to the Help Desk will get a ticket initiated
and the permission for use of the folder will follow quickly.
All documents and collaborative efforts will be focused through the NEASC
folders and sub-folders.
c) Faculty Evaluation
Peter Woodberry has been working with the Faculty Evaluation committee to
develop and design a standardized Scantron bubble sheet. Working directly
with Scantron, the sheet will have customized questions and appearance per
the requirements of CCRI. This form has been modified significantly and will
be able to be used by the current Scantron machine.
There is an additional effort to acquire a new scanner and software
combination also offered by Scantron that will allow CCRI to develop and
print their own bubble sheets for any purpose; evaluations, surveys, exams,
etc. This multi-faceted program allows any developed sheet to be offered as
a paper or web page type form. The flexibility of this program allows a
faculty member to evaluate at any time, in any fashion they prefer.
One added feature is the fact that, whether in scanned bubble sheet or online
web page, the results can all be stored in the same database. This allows the
summarization of data regardless of how it is collected. Long term use could
involve projects like time series analysis of student expectations and
requirements for technology or cafeteria food.
Working with Peter and other committees, IT will evolve the current methods
of collecting data to the technology-based options to ensure that everything is
accessible and available for analysis.
d) Microsoft Office 2010
At the request of faculty using these programs, the Microsoft Office 2010
suite will be available on every computer in labs, libraries and classes where
possible. IT has carefully polled everyone using software to ensure that
rolling out this package will not adversely affect other instruction. Sometimes
the installation of Windows 7 (needed for Office 2010 deployment) causes
legacy or older software not to function. The division of User Support has
been extremely vigilant in ensuring that moving forward with new operating
systems and office suites would not disrupt those using these older
The timeline for introducing Microsoft Office 2010 is start of classes for
September 2011 except in those cases where other arrangements have been
e) Avaya Upgrade Coming
Questions were asked about the telephone switch upgrade that is part of the
new set of projects being entertained. The Avaya telephone system upgrade is
part of a process to increase the use of Unified Communications at CCRI.
It was explained that the Unified Communications in the Avaya phone system
means you can respond to your email by voice. You can turn a simple instant
messenger exchange into a conference call at the touch of a button. You can
answer your desk phone from anywhere. This system takes the current
aspects of using phones and email and allows more freedom and efficiency in
how everyone works.
Another question focused on how the Call Center would be enhanced with the
telephone upgrade. The new Call Center Elite which increases the capabilities
of the current system in routing and resource selection for incoming calls was
discussed. Some of the features highlighted were conditional call routing (if
this call comes then take this action) which has multiple use cases at CCRI.
Other features mentioned were virtual call routing for multi-campus call
center functionality and context-based inputs/selection capabilities which
govern who gets particular calls and in what order.
Finally, the new Avaya upgrade will provide even richer reporting capability
than in previous versions. All in all, the information offered about the new
system promises to increase efficiency and methods of communication across
the four campuses and satellites in a highly available and fault tolerant system.
f) Administration Office Panic Buttons
A request was made to inquire into the possibility of installing “panic” buttons
in every administrative office dealing with the public in high service areas.
The sense is that these hard times are causing increasing levels of frustration
and the public is unpredictable in the manner in which they deal with CCRI
The CIO indicated that one facet of security and administrative efficiency that
is being reviewed would be the option of having a simple phone in each
classroom for faculty to use for emergencies and issues with technology.
These hot lines would have two options; one for security and one for
classroom support. Having a single phone available would permit better
service to faculty in either case. The research on this idea is ongoing.
Action Item: The CIO to inquire into the possibility of having “panic”
buttons installed in high traffic service areas with Facilities.
g) Other Topics
No other topics were addressed.
l) Adjournment
Steve adjourned the meeting at 1:55 PM.
Minutes submitted by: Stephen A. Vieira