General Meeting Information

Date: November 4, 2021
Time: 1:30-3 p.m.
Location: Online

  • Agenda

    Time Topic Purpose Discussion Leader
    1:30-1:35 Welcome incoming Interim Vice Chancellor of Educational Technology Jory Hadsell I/D All
    1:35-1:40 Approval of minutes I/D/A All
    1:40-1:50 Website improvements I/D Harrell
    1:50-1:55 Update on Tech Plan approval I/D All
    1:55-2:15 Tech Plan updates/accomplishments I/D All
    2:15-2:35

    Standing updates

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

    I

        

    • All
    • Harrell
    • Moreau/Luciw
    • Grey
    • Gainer/Garrido

    A = Action
    D = Discussion
    I = Information

  • Minutes

    Present

    Stephanie Anderson, Raymond Brennan, Juan Diaz, Nazy Galoyan, David Garrido, Jory Hadsell, Alex Harrell (tri-chair), Lydia Hearn, Sri Lakshmanan, Sharon Luciw, Joe Moreau, Cheryl Owiesny, Mary Pape (tri-chair), Iman Seale (notes), Marisa Spatafore (tri-chair)

    Welcome incoming Interim Vice Chancellor of Educational Technology Jory Hadsell

    Members of the committee introduced themselves to incoming Interim Vice Chancellor of Educational Technology Jory Hadsell. Hadsell introduced himself and spoke briefly about his role.

    Approval of minutes

    The October minutes were approved.

    Website improvements

    Harrell shared updates to the website including new transfer maps and degree maps that have been added to the programs list page for certain programs. Hearn noted that these maps aren’t meant to replace official sequences such as IGETC, but serve as a suggested guide for common patterns of taking courses. Harrell also shared how the class schedule now links to the new Bookstore website for course materials. Harrell then showed committee members the new archive of official college messages which includes a list of all emails sent to students as of fall 2021. Finally, Harrell provided an overview of the new degree/certificate application which has been integrated as a web form instead of students having to download and reupload PDF documents.

    Update on Tech Plan approval

    Pape provided an update on the Tech Plan and the College Council meeting held on Oct. 28, 2021. The Tech Plan was approved at that meeting. Spatafore added that prior to College Council, the Tech Committee held an open session in which the college community could review the draft document and ask questions.

    Tech Plan updates/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
    • Website updated with new transfer maps and degree maps for certain programs (Harrell)
    • Class schedule updated with links to new Bookstore website for course materials (Harrell)
    • Student message and email archive established and published on college website (Harrell)
    • New degree/certificate application web form published (Harrell)
    • Guided Pathways Villages launched Canvas shells to enhance communication with students in Villages and share information about events, services and resources (Hearn)
    • HyFlex classroom is ready and trainings are being offered
    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
    • New security training is being offered to employees (Moreau)
    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
    • Students now have access to SensusAccess
    • There is ongoing work to improve student access to learning tools (Lakshmanan)
    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
    • Collaboration with ETS to allow new winter COVID-19 vaccination policy to be implemented — students will not be able to register for on-campus classes without proof of vaccination (Spatafore, Galoyan)
      • Even with add codes, students won't be able to enroll unless they have uploaded vaccination proof
      • Students are being advised to email instructors for add codes instead of walking into class
    • ETAC has added a partner goal for the district tech plan to match Goal 4 of this tech plan
    • The preliminary WiFi expansion plan is published on the ETS website

    Standing updates

    Accessibility
    • Lakshmanan stated that earlier in the day there was a meeting with Harrell to discuss possible training topics.
    • Spatafore added that thorough documentation has been provided about accessibility practices in response to the tech audit.
    Banner Student
    • Galoyan noted that the Self Service Banner interface will be changing soon. There is also ongoing testing of the next generation system. The Banner 9 transition is ongoing and tentative for winter 2022. 
    ETS Project Scheduling
    • There was a recent ransomware incident at the district. An investigation is ongoing. Luciw highlighted the importance of training and that short, 15-minute security training modules will be released next week.
    • Luciw shared the standard for employee hardware. The policy stipulates that an employee may have only one computer and set of peripherals (unless there is an exception). Luciw stated that this information will be shared on the website. For additional equipment, the employee's department would have to purchase the computer and/or peripherals. 
    • WiFi expansion will included all athletics field. There is information about the WiFi expansion project on the ETS website.
      • The project has been affected by the fact that all surfaces are considered "hot" or as containing hazardous materials.
    Online Education Advisory Committee
    • Updates were deferred until December.

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