Committee Meetings and Minutes

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Meeting Minutes

Current Status of Minutes: Final
Date	November 19, 2009
Time	1:30 PM - 3:30 PM
Location	HBC - 410.0

Members Present
Marie Fofi, Joyce Guillory, Theresa Harkins, Howard Hawhee, Linda Kluck, Brette Lea, David Lydic, James Malmros, Christopher Mielke, Anthony Owens, Stanley Pushkarsky, Edward Terry, Derek Thomas, Carol Townsend, Maria Youngman
Guests Present
Derek Posey, Geoffrey Schulman, Lori Blewett, Stan Gunn

Item # 1:	APPROVAL OF OCTOBER 15 MINUTES
Presenter	Theresa Harkins
Discussion	Minutes from October meeting were approved with no changes.

Item # 2:	MEMBERSHIP
Presenter	Theresa Harkins
Discussion	Two students should begin attending our meetings in February. We still have no response from adjunct faculty. We will continue to recruit from that group.

Item # 3:	READY FOR STUDENT ADDRESSES IN ONLINE SERVICES
Presenter	Linda Kluck
Discussion	It appears that this addition to the Student Status screen in Online Services was moved to live before it was approved to go live. The committee would like to change the way it looks. They would like the address portion to appear larger and the hyperlink to be smaller with fewer words. Linda Kluck will submit a work request to programming to make those modifications. Once changes have been made, we will notify the WAC.

Item # 4:	QAS ADDRESS VERIFICATION FOR CE INSTANT ENROLLMENT
Presenter	Theresa Harkins
Discussion	We have determined that it is possible to use QAS software with CE Instant Enrollment to collect valid USPS addresses. Remedy Request 135549 has been submitted to programming. The committee will be notified once this has been completed.

Item # 5:	WEB DOMAIN STRUCTURE RECOMMENDATIONS
Presenter	Edward Terry
Discussion	WEB DOMAIN STRUCTURE RECOMMENDATIONS Edward Terry informed the committee of an ad hoc meeting that occurred to further discuss a domain restructure. Edward presented the outcome of that meeting. The WAC members agreed to the domain restructure proposal. Reason for change is to: a) Reduce the load on the main WWW server and implement a load balancer to improve system performance. b) To provide the ability to implement software updates without "breaking" sites c) To provide the ability to implement different guidelines for different "types" of websites d) To easily deploy new style sheets for web pages. WAC members agreed to the proposed changes. IT and Marketing will proceed with moving these websites and the WAC will review the Administrative Rule and Guidelines for the WWW domain. Once completed, the WAC will begin tailoring the guidelines to suit each different website type.

Item # 6:	UNIFIED COMMUNICATIONS PROJECT
Presenter	Stan Gunn
Discussion	Stan Gunn updated the WAC on the progress of a group charged with finding a system that will incorporate desired features to provide unified communication for ACC faculty and staff. Some of those features are: a) Ability to synchronize email, voicemail, calendars, etc. with various devices such as desktop PCs, Macs, blackberries, iPhones, etc. b) Collaboration tools between faculty, staff, and students c) Instant Messaging d) More storage space e) Ability to attach files larger than 4 meg f) Email web interface and the desktop interface are similar in look and feel. g) Must be compatible with Outlook This group has initially identified 3 vendors and will be meeting with each over the next few weeks to evaluate their ability to respond to our requested features and the costs of each solution. Those vendors are Microsoft for an Exchange solution, Zimbra, and Google.

Item # 7:	PORTAL UPDATE FROM EDUCAUSE
Presenter	Derek Thomas
Discussion	Derek Thomas presented a Portal wish list from the Student Success Initiative Committee. That list is recreated here: ACC Portal Wish List * Single Sign on * Parent Proxy * User Subscribeable Content * Lockable Content * Customizable "Widgets: for Targeted/Departmental Communications * Blackboard Tie-in * Online Services tie-in * Degree/Program Status * Student Success Modules (ACC 101 through ACC 107) * ACCmail tie-in * Role-based Pre-population * Advanced Widget Searching/Listing * Transfer * Career * Financial Aid * Student Support Services

Item # 8:	POLICIES AND GUIDELINES
Presenter	Theresa Harkins
Discussion	The WAC will begin working on Administrative Rule and Guidelines for the ACC Website. Once the AR is completed and the guidelines for www, we will begin tailoring the guidelines for each sub-domain.

Item # 9:	NEW KNOWLEDGE BASE: ASK ACC
Presenter	Theresa Harkins
Discussion	Theresa gave a brief demo of the new Ask ACC knowledge base application from Right Answers. The Help Desk Manager is responsible for managing the knowledge base. Departments will be contacted over the next few months to identify a "data owner" for their area of responsibility and begin providing FAQs to build the knowledge base. Committee members were asked to use the tool, spread the word, and to comment back with any feedback. Lori Blewett asked to have a specific category for Student Life. Lee Buentello with work with her on procedures for making that happen. This application went live on November 2, 2009. IT will begin marketing the new tool in spring 2011. A question was asked: Are AskACC questions indexed by Goolge? Theresa will research and provide feedback at the February meeting.

Item # 10:	REQUEST FOR FEEDBACK ON IMPROVED ONLINE DIRECTORY
Presenter	Chris Mielke
Discussion	The WAC members were provided with a link to the new Online Directory for comment and feedback before the November meeting. Chris Mielke provided a demo and QA at the WAC meeting. Overall, the response was very positive. The following comments were received: * On the main page, close one menu list before opening another * Move alpha index tabs more to the right * On Advanced Search Options, Add a SEARCH button next the CLEAR button * List all work assignments, not just primary * Change "Office Hours" to "Faculty Office Hours" A couple of concerns were addressed: * Is supervisor chain too much information for the public? Concerns are that students will go up the chain for help. o We decided to leave this as is and take a wait-and-see approach. * It seems that there multiple pictures in the ID system for individuals. o IT will research this and make sure that the most recent photo is always used. * Supervisor is based on who approves timesheets rather than on the actual supervisor. o We decided to leave this as is and take a wait-and-see approach.

Item # 11:	RESOURCE 25 ROOM SCHEDULING APPLICATION PILOT
Presenter	Theresa Harkins
Discussion	Theresa briefly discussed a new room scheduling system being deployed campus wide. A few key points made are: * Currently being piloted for EVC and HBC; rolling to RRC in spring 2010 * Web based - room availability searches * All events on one calendar/system – college and academic maintained by each campus managers office * One form for internal/external requests * ACCeID integration * Coming soon - Will have events exposed via web services for populating other ical calendars e.g. Google calendar Lori Blewett from Student Life had some questions about specific workflow processes for approving student room requests. The implementation team will be working with Student Life to address their issues and provide options.

Item # 12:	Round Table
Presenter	ALL
Discussion	MEETING WAS ADJOURNED AT 3:30 PM NEXT MTTEING: FEBRUARY 18, 2010; HBC; ROOM 301.0

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