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Meeting Minutes

Meeting Minutes for May 14, 2001

A meeting of the University Information Technology Advisory Committee was called to order at 3:06 p.m. on May 14, 2001, in the 4th floor conference room of Cabell Library. Dr. David Sarrett and Dr. Robert Mattauch, co-chairs, presided. Members present were Dr. James Shultz, Mr. Mark Willis, Dr. Phyllis Self, and Mr. John Ulmschneider. Members absent were Dr. Timothy Broderick, Dr. Judyth Twigg, Dr. Gary Tepper, Ms. Veronica Shuford, Ms. Lauren Russell, Ms. Seema Kumar, and Ms. Cynthia Perry. Mr. Clyde Laushey, Information Security Officer, and Mr. Bill Jones, Director of VCUnet were also present.

I. REVIEW OF MINUTES FROM APRIL 9, 2001 MEETING
Minutes were approved as prepared.

Before proceeding to the second item on the agenda, Dr. Sarrett stated that he had received several emails from Wesley Poynor regarding changes in the wording of the Computer and Network Resources Use Policy. Dr. Poynor also requested that the Faculty Senate review the document further. Since it has already been approved by UITAC and sent to the vice presidents, Dr. Sarrett was seeking input from the Committee on how to proceed.

Dr. Poynor made three major suggestions for consideration:
1. Add language to the introduction regarding commitment to academic freedom;
2. Under Security & Privacy section, add a sentence that individual faculty should be notified when e-mail or file monitoring will occur;
3. Add a section about how the policy should be revised.

The committee agreed that proper procedures were followed in the development of the policy and that significant input was received in the process. Since the recommended policy was forwarded to the Vice Presidents, it was up to them to decide whether additional input was needed.

After some discussion, the committee decided to respond to Dr. Poynor to let him know that UITAC appreciated his input and to be advised of the approval process.

II. PROPOSED INVESTIGATION AND ENFORCEMENT PROCEDURES FOR COMPUTER AND NETWORK RESOURCES USE POLICY
The committee reviewed the proposed investigation and enforcement procedures for the Computer and Network Resources Use Policy next. Mr. Willis stated that Human Resources, the Police Department, and the General Counsel’s Office have received copies of this document for review. Only HR provided comments. Academic Technology will submit their comments to Dr. Self.

The committee discussed the document paragraph by paragraph and have several detailed suggestions and comments (separate notes).

The committee directed Dr. Self and her staff to prepare a revision of the Enforcement Procedures based on the Committee’s suggestions and to present it to UITAC at the June meeting.

III. PROPOSED NETWORK AND COMPUTING SECURITY STANDARDS
No new feedback was received on this document. After some discussion, it was moved, seconded and unanimously approved that the committee would adopt the proposed standards and forward them to the Vice Presidents.

IV. UPDATE ON SCI PREPARATIONS
A Digital ToolKit has been created for incoming freshmen. Future plans call for one to be created for graduate students as well as faculty. A tip sheet will be created on a 3 x 5 card and given to faculty members regarding some questions that might come up regarding the Student Computer Initiative.

V. SUMMER UITAC MEETING SCHEDULE
After discussion about whether or not to hold UITAC meetings during the summer, a decision was made to:
a. Change the date of the June meeting from June 12 to June 18, 2001
b. Decide at the June meeting whether or not to cancel the July 10 meeting
c. Resume the regular meeting schedule with the August 14 meeting

There being no further business, the meeting adjourned at 4:35 p.m