Minutes from TCT Meeting:
Wednesday, November 3, 2004, 12:45P-1:45P

Members Present:
John Chavez, Chrystle Hall, Cathy Hart, Mary Lou Mosley, Carol Myers, Jim Patterson, Jon Storslee, Casey Durandet; Guest: Jennifer Strickland

New TCT Member:
Welcome to Carol Myers (IRTS)!

Issues/items discussed:

1) Miscellaneous Items of Interest:
Educause/Internet2 - Jim reported that there are demos occurring around the country with respect to Internet2. The University of Arizona will be hosting one of these demos on November 4th to show the multidisciplinary uses of Internet2's high-speed network and related resources for research and instruction.

Visit http://computing.arizona.edu/internet2/internet2day.html and http://internet2.edu for more information.

Jim said that Roger Yohe would like for the MCCCD to host an Internet2 Day as a joint venture between MCCCD and ASU. They are thinking of hosting this event sometime in the Spring 2005 semester. Jim will keep us apprised of the situation.

Carol mentioned that through the district and NSF, a grant can be put together for a beta site for Internet2. Carol will attend a Net.edu meeting in February and will look more into this and make more contacts.

2) Ocotillo - Reports/Status:
As always, continue to visit the 4 Action Groups web site on a frequent basis.

http://graphite.mcli.dist.maricopa.edu/ocotillo/

Jim reported that Emerging Learning Technologies visited Mesa CC on Tuesday, October 26th. There were 15 faculty from various departments. Issues discussed were Internet2, streaming video, PowerPoint, Wireless, Research grants. Roger Yohe (co-chair) will be visiting Mesa at Red Mountain.

Jim will look into the Ocotillo Action Groups server statistics and report to us at next meeting.

3) SPT & PBRC Reports:
Cathy reported that the SPT has been working on a vision statement and a motto for the college. The plan is to have this done before the Higher Learning Commission visiting team comes to the college in Spring 2005 for the re-accreditation process.

PBRC - Cathy reported that the APB is closed. All requests are now in and will be reviewed. Cathy recommended that Loretta Mondragon and Jennifer Strickland attend our next TCT meeting to participate in the technology review process.

4) Wireless - TOP Sub-Committee Report:

Technical Grant Writing Experience - reported by Jim:

"When the FIPSE grant info came out a few months ago, I started kicking around an idea I had of forming a repository of online/technology best practices housed at PVCC and accessible online along with offering training in these areas to other colleges and businesses. I had Adrienne Mitchell from District contracting office come over and she gave me ideas and hints on how to put together a competitive pre-proposal. I then get an email from her saying she and her boss had discussed my idea and thought it had an excellent chance.

"Then I get invited to an institutional meeting on FIPSE here at the college. Since I had done some prelim work on my idea, I explained it... and the members of the group said they were interested in a learning communities type proposal to help underprepared students get through MATH 90 using technology.

"A few days ago I got a note from Adrienne Mitchell at District asking what happened to my proposal. I explained that PVCC had decided they could support only one FIPSE proposal."

FIPSE - "King Kong of Grants" located at
http://www.ed.gov/about/offices/list/ope/fipse/index.html
FIPSE - Fund for the Improvement of Postsecondary Education.

Jim will continue to work on ways to get a FIPSE proposal put through. There will be a meeting this Friday with Alan Levine about a grant proposal.

The TOP sub-committee (Cathy, Jon, and John) will re-investigate the TOP grant process; find out the grant timelines, etc. They will submit a grant proposal to the administration elaborating on what the parts will do with each other, e.g., the hospitals, etc. The TOP sub-committee will meet on November 15th and will report back at our next TCT meeting on November 17th.

5) Meeting with Darrel Huish:
Cathy proposed that TCT meet with Darrell Huish (from District: Associate Vice Chancellor - Information Technology Services). We settled on Wednesday, December 8, 2004, 12:45P-1:45P in G-conference room. Internet2 discussion, among other things.

6) Media Services - Digital/Video Broadcasting Proposal - Update:
Nothing new since last time. Cathy will update us at the next meeting.

7) EASIS Questions Answered:
At our last meeting, Chrystle gave us a demonstration of the Early Access Student Information System database. Chrystle submitted the questions we had to Jim DeVere at District. His responses:

Q: Will everyone have to learn how to use SIS; i.e., if there are those (faculty) who want hard copy versions of their rosters, do they still have to learn the new SIS?

A: This is a college decision. Whoever assumes responsibility for printing rosters for those faculty will need to decide the college business process.

Q: Faculty want to know what the new SIS implementation means to them. What will they use SIS for? Will they submit grades online? When will training for faculty be done, what will be taught, and how long will it take for training?

A: SIS meaning to faculty will depend on how they currently use legacy SIS and what they want to do differently that is possible with new SIS. Each college needs to have understanding of their college users' needs and associated business processes including faculty. The new system provides online roster and grade data entry by faculty. When and how long training for faculty will depend on which faculty get trained on what which is a college business decision issue. We do envision having a faculty focus group review faculty self-service to ensure the online instructions are clear and easy to read without special training required. Well, maybe some cheat sheets and additions of how to on the web site for self-service functions similar to what we plan for student self-service.

Q: When will the training begin for the general public, and how long will each session last?

A: I assume general public refers to employees. The curricula list has been distributed at CIT and each college will need to develop their user training timeline and what is included.

Q: Since the system goes live July 2005, can the 2nd summer session grades be put on the new system, or will they remain on the old?

A: All grades posted to SIS after July 1st will be on new system only. I believe SUM II classes all end after July 1st.

Q: In regards to the FERPA tutorial - does everyone have to take it even if they're not submitting grades; e.g. administration personnel?

A: This is a college business process decision, but I believe that anyone who gets a SIS login account will be required to complete FERPA. Just being given access to view data covered under privacy regulation requires this (I think).

Q: When using EASIS, are the data in there "simulated" data, or are they based on real student information?

A: EASIS is manually entered by project team and some select college members. It should be test data only unless they used ISIRS to load some Fin Aid student data. EASIS plus will be real student data converted into EASIS for testing system functionality.

Q: When registering for EASIS, is it safe to send the UN and PWD via email? Is there another method of disseminating that private information?

A: I am not sure of the security and encryption level of email. I assume you are referring to MEMO.

Q: Will one be able to write (add information) to a student's data, or is it read-only? What has the authority to write to the student database system?

A: Security is controlled for each database. SSD is restricted to specific users and limited update/add features. EASIS is secured too, but the data is replaced routinely thus adds are not impacting any database in permanently. EASIS plus is same as EASIS, except the data is copy of real MCD data from legacy SIS. When we go-live the production database will have security with add/change, update, ... secured by college security administrator per SIS security features.

Q: When demonstrating the student "Address History," Rick pointed out that the oldest address for the student was listed first (BIO Demo Data screen). Is there a way that the most recent address information can be shown first?

A: Will defer to someone who knows.

Q: Will students be able to access the New Student Information System database to change their academic related information?

A: Students can't change their academic record other than which classes they can add/drop during registration which is also considered part of their academic record.
(End of Jim DeVere's responses.)

Keep checking the NSS web page for updated information at
http://www.maricopa.edu/nss

Chrystle will meet with Steve Nicoloff to see if he can participate as a NSS faculty user. Chrystle will meet with him on Friday.

Cathy handed out the CIT - the high-level Go-Live Outline to be used by the project team (distributed to district-wide CIT on 10/26/04). The college SIS implementation team meets every 1st Friday of the month from 9A-10:30A in KSC212.

Chrystle, in summarizing Jim DeVere's responses, stressed that the EASIS has evolved to EASIS+ version 2, using real MCCCD data. New instructions for logging on will be forthcoming. The naming convention is: 1st 3 letters of your name, then 2 random letters, followed by 5 random numbers. The new SIS training will occur between the months of March and May for all PVCC employees. Chrystle will provide more information as we proceed.

8) Review Criteria for Prioritizing Technology Requests:
9) Begin Preliminary Review of Technology Requests submitted via APB:
Items 8 and 9 for our next meeting.

The next TCT meeting is scheduled for Wednesday, November 17, 2004, 12:45P-1:45P in the G-conference room (G126).

This "Meeting Report" is my interpretation of what occurred during this meeting. If you would like to correct an error(s), make an addition(s), or have any questions, please call me at 7-6651 or e-mail me.

Date: Thursday, November 4, 2004
Recorder: Casey Durandet

--
Casey Durandet, Ph.D.
PVCC - Physics Department
602-787-6651
http://www2.pvc.maricopa.edu/ms/phy