Communications Committee
Meeting Minutes
Sep 19 2011
ATTENDEES: Bill Aiello, Rachel Pottinger, Alan Mackworth, Michele Ng, Renee Stephen, Alla Sheffer, Daiva
Vasil.
Regrets: Cristina Conati, Vasanth Kumar Rajendran, Fiona Chiang
AGENDA
1. Approval of minutes.
2. People Pages Mapping.
3. Staff lead for faculty affairs committee.
4. Options for lab websites: moved to next meeting.
5. Intranet.
1. Approval of minutes:
Committee went through and approved the minutes of Sep 12.
2. People Pages Mapping:
Renee reported that she had already talked to Giuliana and Joyce
regarding missing parts and Giuliana is waiting to hear back from her
various committee chairs.
Action Items
Daiva: to make changes to item
number 5 on the agenda by replacing
'Imager' with 'labs would like to
know how to polish their websites
with minimum amount of work/time'.
Renee: to check with Giuliana in a
couple of weeks and to report update
at the next CC meeting.
Cristina: to email Anne to ask her to
Michele reported that she had talked to Anne about web maintenance
put on the agenda of the upcoming
being a goal for all committees. Anne agreed to raise the issue with
associate heads meeting the issue
committee chairs. Anne would also like to define better the division of
of 'web maintenance and updates' as
labour between staff leads and committee in web maintenance. Given that one of the roles and responsibilities
committee chairs and members change regularly, Anne thought it was
of committees.
important for staff leads to oversee and coordinate web updates and
maintenance for their respective committees.
Michele reported that she also discussed the issue of staff lead for faculty
affairs with Anne. Anne thought it would be helpful to have a staff lead
coordinating awards cycle and maintaining the web. Committee members
agreed and Alan suggested to list 'web maintenance and updates' as one of
the roles and responsibilities of all committees and put it on committee
webpages.
3. Staff lead for faculty affairs committee:
Allan thinks that coordination on awards is a big work. He suggests that
staff could do some work regarding the awards, updating website and do
other admin work in term of things are done on time, so the process would
be smoother.
4. Options for lab websites: moved to next meeting.
Michele would like to know the options for lab websites and asks Renee
to send them to the group.
Michele: to put 'options for lab
websites' on the agenda for the Oct 3
CC meeting.
Renee: to send the group the options.
5. Intranet:
Renee brought up the proposal from Computing Committee regarding
setting up an intranet for semi-confidential materials such as HR-related
files, standard operating procedures, and working documents.
The computing committee is considering separating out the website into
two systems – one for public and one internal use.
Rachael says that VPN is not necessarily useful as many members can get
the CiscoAnyConnect client to work.
Bill clarified that the idea is to build two different webservers and that
working documents for committees and even the minutes cannot be
public.
Computing Committee would like to set up a subcommittee to explore
various options. Bill has agreed to represent Communications on the
subcommittee.
Michele had a question about the web calendar. She says that undergrad
students have difficulties applying online for some events.
Michele: email students asking to
choose the type of event they want to
apply for.
Renee suggests Michele to ask students if they choose the type of event
and if students still have problems, email Renee.
There was discussions on:
- the kind of materials that should go on the intranet;
- why password protection is not sufficiently secure;
- the downside of storing files and information in two different places;
There were a few suggestions:
- Look into purchasing tools rather than developing our own;
- Explore what PeopleSoft already implemented on campus;
- Talk to Adrian Liem about how other units on campus handle posting
confidential materials on the web.
Renee: to email Adrian Liem asking
what options exist for internal
calendaring and document
management.