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Office of the President
University of the Pacific
3601 Pacific Avenue
Stockton, CA 95211

April 15, 2010

ISPC Meeting Minutes

April 15, 2010

Taylor Room

Call to Order: 1:06 p.m.

Present: Bergstrom, Brodnick, Denney, Fox, Griffen, Hetrick, Johnson, Kay, Lackey (Acting Chair), Yelpaala

Not Present: Gilbertson, Jacobson, LeGreco, ASUOP Representative

Guests: Scott Christensen, Rod Cook, Kim Heberle, Rob Henderson

Minutes: The minutes from January 7th and 21st were approved.

Announcements: Mary Lou introduced Kim Heberle. She supports planning and innovation and will support ISPC beginning next fall.

CIO Search Committee Update/IT Assessment update:
Presently, there is a significant amount of transition and change and there will be more attention focused on Information Technology. A search committee for a new Chief Information Officer has been appointed. Brigid Welch is chairing the well-rounded committee. The current, strong leadership in OIT will allow time to find what is needed for the future. Sungard was considered for consulting services, but they were not compatible with what is needed, therefore a statement of work is being created for peer assessment. Once the peer team is chosen, ISPC will be asked for input in support of the assessment. Major structure or policy changes will be reviewed once the new CIO is hired. The assessment will hopefully be completed before the summer due to the importance of faculty input.

Policy Review and Status:
The IT Policies Status document was reviewed. Mary Lou thanked the team for creating the list, which includes approval dates and a new numbering system. The policies listed as in process were reviewed to see if they can be deferred until a new CIO is hired.

  • Email policy: The policy is to establish university email as one of the official communications of the institution. Some units use Pacific email as their official way to communicate with students, and this will not affect them as the policy stands today. Some administrative offices require a stable student address for compliance. Today, there is nothing that prohibits the use of personal email addresses. Sakai is integrated with active directory, so student Pacific email addresses are auto populated.   ISPC endorses the current OIT practices associated with current Email draft policy.

  • IT Service Levels Rules Policy: The policy specifies OIT’s availability of services to the Pacific community, where possible. The draft includes input from the Enterprise Business Partners. Service decisions have to be made as the policy is evolving. Creation of definitions, caused identification of additional constituents that need refinement. A service that is not on the policy will go through an evaluation process. The group discussed account termination. OIT is working with Human Resources for solutions. Some units may have different needs than others, which would make the provisions more flexible.   ISPC endorses OIT continuing current practices .

  • Supplemental Information Management Workers Policy: The policy defines temp casual and student employee access. Peggy suggested incorporating the wording from the policy to the IT Service Levels Rules Policy. This policy is considered procedural.

  • Support Policy: The policy helps to define a technical service provider and their responsibilities versus OIT, which should be decided upon by new CIO. The policy also requires all servers to be located with enterprise data in the Data Center.  Continual service evaluation and communication will need to be done. This policy will likely undergo significant changes. Mary Lou thanked Peggy, Scott and Rob Henderson for starting the communication practice with the Deans and TSPs.  ISPC recommends that OIT review each scenario that falls within this area on a case by case basis and escalate unresolved issues as necessary to the Vice President.

  • Emergency Notification Policy: The policy may need to be revised to include information about the emergency website. A communications policy regarding access to the emergency website would be created by a different group or would need to belong to another policy.  ISPC endorses current OIT practices with respect to the Emergency Notification Policy.

Higher Education Opportunity Act Plan Review:
The latest revisions are highlighted in yellow. The issue within technology is the unlawful sharing of copyright material through peer-to-peer software clients. Institutions are now required to address illegal file sharing. Page two shows bandwidth requirements, and before the plan is published to students Rod would like to verify that the amount is feasible. The TSPs have provided input regarding the bandwidth. The group discussed how peer-to-peer file sharing works and how others can upload. Legal types of file sharing will not be affected. Student Life helped fund a tool detecting when copyright materials are downloaded or uploaded. The tool can interrupt the file share and educate by showing the student code of conduct with a blocking-time and a notice will be given to Judicial Affairs or Human Resources. Although all campuses reviewed the document, the tool will only be used on the Stockton Campus initially. ISPC should review, and the group will have a week to comment before communication is published.

Future agenda items: Sue Sharp is in the process of receiving a risk analysis from a concerned social networking carrier before a review of impact and awareness.

Future meeting dates: The meeting schedule for May and June will remain the same. Notification of a meeting’s cancellation will be made in ample time for schedule planning.

Adjourned: 2:32 p.m.

The next meeting is scheduled for Thursday,June 3 at 1:00 p.m. in the Library Community Room.