Agenda

1. APPROVAL OF MAY MINUTES – CHAIR BLEDSOE
   
2. TECHNOLOGY QUIZ – CHAIR BLEDSOE
   
3. REVISIT THE PROVOST'S "CHARGE" TO MEMBERS OF AC4/AdC3 – ALL
   
4. DATELINE ARTICLE
   
5. DISCUSSION TOPICS FOR 2004-2005 – ALL
   
6. BRIEF UPDATES FROM COUNCIL MEMBER – BOB ONO

Meeting Minutes

Attendees: Caroline Bledsoe (Chair), Mike Allred, Gil Apaka, David Bunch, James Chalfant, Lynne Chronister, Bella Corbin, Tor Cross, Kathy Cunningham, Jack Farrell, Jeff Gibeling, Provost Virginia Hinshaw, Karen Hull, Andrew Jones, Barry Klein, Bill Lacy, John Meyer, Stan Nosek, Bob Ono, Ning Pan, Dennis Pendleton, Steve Roth, Brenda Ruth, Judy Sakaki, Julie Saylor, Marilyn Sharrow, Dave Shelby, Mani Tripathi, Pat Turner, Wes Wallender.

Excused: John Bruno, Rob Kerner, Ann Orel and Neal Van Alfen.

Staff: Ruth Parcell (for Babette Schmitt).

I. APPROVAL OF MAY MINUTES – CHAIR BLEDSOE

Chair Bledsoe opened the meeting by calling council members' attention to their packets, which included five documents: a) Homework: The Provost's "Charge" to Members of the Councils, b) Memo: New 'Charge' for a joint Council [AC4+AdC3], c) Topics of Discussion for 2004 – 2005, d) Memo from David Bunch re: Addressing Issues Related to the "Online Course Approval Process", and e) Information Security Enhancements 2004-5 Proposals.

Caroline Bledsoe asked for comments or revisions to the May minutes; there were no changes and Council members voted to approve the minutes as submitted.

II. TECHNOLOGY QUIZ – CHAIR BLEDSOE

The Council meeting began with a "technology quiz" where each member had a remote control scoring device. This "audience response system" is a new technology that can be used to survey the responses from a group or a class. In addition, this technology quiz served to demonstrate to Council members just how pervasive the use of information technology is on the UCD campus. Questions and answers are listed below.

1. Electronic grade submission – What is the last quarter to accept the bubble sheets for grading? Spring 2004.
   
2. Which class is offered on line? BioSci10V
   
3. There are approximately 30,000 students on campus. How many logged into MyUCDavis last quarter? In one week approximately 17,000 logged in.
   
4. How many faculty logged into MyUCDavis last quarter? Approximately 850.
   
5. Smart Panels are in almost all of the general assignment classrooms on campus. How many general assignment classrooms do we have? 115.
   
6. General Library has more than 10,000 full text articles on line. How many articles were viewed during 2002-03? Approximately 1,100,000.
   
7. What steps should you take to keep your computer secure? a) install critical operating system updates, b) keep your virus definitions current, c) remove unnecessary programs, d) periodically check your security log, e) all of the above. The answer: All of the above.

III. REVISIT THE PROVOST'S "CHARGE" TO MEMBERS OF AC4/AdC3 – ALL

Caroline Bledsoe referred to the Homework: The Provost's "Charge" to Members of the Councils document and provided a summary of the background section of this document. She called for suggestions for revising the charge, and then opened the discussion with the proposal for a new charge for a single Joint Council.

Caroline Bledsoe noted problems that arose this past year and asked Council members to discuss solutions. Problems were:

• Overlapping 'iet' issues – many "iet" issues involve both academic and administrative groups on campus and may best be discussed in a joint forum.
  
• Unheard campus voices – it is difficult to get feedback from dispersed, decentralized groups such as undergraduates, grad students, staff, academic senate and academic federation faculty. Typically administrative units have a more centralized organization and better 2-way communications.
  
• Closing the loops – 2-way communications are needed between Council members and their constituencies. Constituencies' concerns and ideas need to be heard by the Council; Council discussions/recommendations need to be reported back. Often this does not happen; it can be difficult to reach dispersed groups.
  
• Building a communication network within the Council – increasingly, information is used by many campus groups, so it's essential to find/exchange information among groups represented by Council members, as well as, to communicate what we are doing and planning to do.
  
• Council role in 'iet' planning/decision making – What is the Councils' role in identifying, discussing and prioritizing campus-wide 'iet' projects/activities? The Council is one of several groups, including CODVC, Senior Advisors' Group (SAG), Technology Infrastructure Forum (TIF). What is our unique role? Currently we advise only the Provost. Should the Council also be advisory to the Vice Provost for IET?

Chair Bledsoe suggested that the group consider how all of these items are linked and how a single Council could strengthen bilateral communications between these groups and their Council representatives. Suggested changes to the Provost's charge to the Council membership were listed, followed by discussion.

1. Single Council (AC4+AdC3) – Council supported this change to a single Council.

2. Strengthen links to IET: Comments by members and the Provost:
   
   • Provost Hinshaw said that the Council could certainly advise both the Provost and the Vice Provost for Information Technology, especially to advise the Vice Provost for IET. She currently receives updates from the Vice Provost directly.
     
   • Pat Turner asked about the history for reporting to the Provost?
     
   • Dave Shelby commented that Council reported to the IT Policy Board, which has not functioned well and inadvertently created two pathways for reporting.
     
   • Chair Bledsoe commented that she would like to maintain the link to the Provost as well as to VP Bruno.
     
   • Provost Hinshaw commented that perhaps normal functioning should be directed to John Bruno who is the most appropriate person to advise.

3. Strengthen links to Academic Senate: Chair Bledsoe suggested that an Academic Senate group or Committee on Information Technology would help build links, but the Academic Senate Chair is somewhat reluctant to add another committee. Perhaps there are other ways to inform the Academic Senate Chair? Chair Bledsoe will talk to both chairs of the Academic Senate and will report back to the group.

4. Length of appointments: Chair Bledsoe recommended longer terms for some representatives to the Council, such as faculty, to enhance continuity and understanding of Council discussions. Perhaps undergraduate students could be appointed for 2 years, similarly for graduate students..
   
   • Pat Turner mentioned that when she joined the Council in 1999, the Chair [Harry Mathews] met with the new members in the fall to bring them up to speed prior to the first Council meeting. This was very helpful.
   
   How does the appointment process currently take place? The Provost appoints the members based on recommendations from the various groups such as the Academic Senate, Academic Federation, ASUCD, GSA, AdMan, etc.

5. Better planning and follow-through by the Council: Chair Bledsoe suggested having a Vice Chair and a formal steering committee. Council members were in agreement.
   
   • Provost Hinshaw liked having the Chair as a Senate member.
     
   • Administrators were fine with a faculty member as Chair of the Council.

6. Closing the loops: Chair Bledsoe suggested writing an annual report from the Council to the Provost and Vice Provost for IET.
   
   • Provost Hinshaw agreed with the idea of an annual report. This would be a way to wrap up issues, outcomes, and projects for the next year.
     
   • Andy Jones suggested using the web and other relevant websites to link to the topics in the report.

IV. DATELINE ARTICLE – Caroline announced that the story about the activities of the Joint Councils did appear in the June edition of Dateline, including the need for better two-way communication between Council members and the groups they represent.

V. DISCUSSION TOPICS FOR 2004-2005 – ALL

Vice Provost Bruno distributed a list of IT projects and topics for 2003-05 to the CODVC; a copy was included in the handouts. Chair Bledsoe began a discussion on the potential topics for 2004-05 using the remotes and the audience response system to poll the Council members. As each of the 16 topics was displayed on the screen, Chair Bledsoe or other persons made a few comments about the topic, then members indicated their interest by selecting one of 5 'answers' ranging from high priority to medium, low, very low, and little interest. After each topic, the Chair displayed the results to the Council as a distribution. This allowed the group to see the "will of the Council". Several m embers [David Bunch, Bob Ono, Jack Farrell, etc.] talked about topics to help Council members understand the need for each topic.

Caroline summarized the discussion by thanking the group for their participation and responses.

VI. BRIEF UPDATES FROM COUNCIL MEMBER – BOB ONO

• Information security enhancements proposed for 2004-05 were discussed. Expansion of baseline controls for email viruses, vulnerability reduction, electronic personal information notification and filtering attachments.

Provost Hinshaw thanked the Council members for their participation and input during the year. She felt a lot of progress had been made by the Council.

The meeting adjourned at 4:38 p.m.