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Meeting Minutes

Meeting Minutes for June 18, 2001

A meeting of the University Information Technology Advisory Committee was called to order at 3:06 p.m. on June 18, 2001, in the 4th floor conference room of Cabell Library. Dr. Robert Mattauch and Dr. David Sarrett, co-chairs, presided. Members present were Dr. Gary Tepper, Dr. James Shultz, Ms. Veronica Shuford, Mr. Mark Willis, Dr. Phyllis Self, Mr. John Ulmschneider, and Ms. Cynthia Perry. Members absent were Dr. Timothy Broderick, Dr. Judyth Twigg, Ms. Lauren Russell, and Ms. Seema Kumar.

I. REVIEW AND APPROVAL OF MINUTES FROM MAY 14, 2001 MEETING
Minutes were approved as prepared.

II. STATUS OF COMPUTER AND NETWORK RESOURCES USE POLICY
This policy was approved at the April UITAC meeting and submitted to the vice presidents. University administration is currently designing a process for the development and implementation of University policies. In lieu of that, the vice presidents decided to defer action on the Computer and Network Resources Use Policy until fall when a procedure should be in place. At that point, they will take action on the UITAC recommendation.

At the May 14 UITAC meeting, the Committee was advised that Wes Poynor had raised some questions regarding content of the Computer and Network Resources Use Policy and the process for revising it. Mark Willis was asked to draft a memo to Dr. Poynor responding to his concerns. The draft was discussed and approved for the co-chairs’ signatures. Mr. Willis was asked to send the memo to Dr. Poynor, and email a copy to the committee members.

III. DRAFT INVESTIGATION AND ENFORCEMENT PROCEDURES FOR COMPUTER AND NETWORK RESOURCES USE POLICY
In light of the vice presidents’ decision on the Use policy, the Investigation and Enforcement Procedures document was not completed nor presented to the Committee. It was suggested that a draft be sent by email to everyone on the committee prior to the next meeting so they could review it. The final draft should be completed in September, about the same time as the Use policy.

IV. SUMMER UITAC MEETING SCHEDULE
The July 9 meeting will be cancelled. On August 13, the normal meeting schedule (2nd Monday of each month) will resume. Because several members were absent, Dr. Mattauch asked that everyone be notified by email that the July meeting had been cancelled. A list of the dates of all the upcoming meetings through June, 2002, should also be emailed to the members.

There was no other business before the Committee.

V. OTHER INFORMATION
Dr. Phyllis Self gave the committee an update on the SCI (Student Computer Initiative). Each committee member was given a copy of the Digital ToolKit that will be distributed to all incoming freshmen. Graduate students and faculty will receive copies also, although their versions will be slightly different.

A brochure was sent out to incoming freshmen for the STAR program. There is a self evaluation form online which students are asked to take before they come to school in the fall.

Dr. Self stated that training for faculty has been doubled this summer and the faculty development program will be pretty intense in upcoming months. Training will be opened up to all. Veronica Shuford was asked to forward a copy of the training schedule to Josie so that she could email it to the committee members.

A question was raised as to what this committee would do in the future and discussion followed. An agenda for the upcoming year needs to be developed. It was suggested that Dr. Sarrett, Dr. Self, Dr. Mattauch and Mr. Willis put together an agenda of what the committee should be dealing with and present it to the vice presidents.

A primary activity for the committee will be the development of an IT Strategic Plan. The Committee will need to decide how to approach it – whether to use a traditional method, a compact contract plan, or a balanced scorecard. The Committee decided to check with the School of Business to see if they could provide an expert to help the committee with the decision process of which methodology to use.

The concept of a balanced scorecard for IT planning was brought up, and Mr. Ulmschneider stated that he had some information that he would send to Josie so she could forward it on to committee members.

The committee members were also asked to look over the IPAs before the next meeting. One of the first agenda items at the next meeting will be to determine the methodology and to look at the IPAs (at least the first 10 pages).

There being no further business, the meeting adjourned at 4:20 p.m