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Meeting Minutes

Meeting Minutes for December 10, 2001

A meeting of the University Information Technology Advisory Committee was called to order at 3:08 p.m. on December 10, 2001, in the 4th floor conference room of Cabell Library. Dr. David Sarrett, co-chair, presided. Members present were Dr. Lynn Nelson, Dr. James Shultz, Mr. John Ulmschneider, and Mr. Mark Willis. Dr. Timothy Broderick, Ms. Fran Smith, Dr. Robert Mattauch, Ms. Veronica Shuford, Mr. Carl Gattuso, and Dr. Phyllis Self were absent. Mr. Bill Jones, Director of VCUnet, was also present.

I. REVIEW AND APPROVAL OF MINUTES FROM NOVEMBER 12, 2001 MEETING
Minutes were approved as prepared.

II. FINAL APPROVAL OF COMPUTING AND NETWORK RESOURCES USE POLICY ENFORCEMENT PROCEDURES
A question came up at the last meeting about the State records retention law. Mr. Willis stated that we DO need to comply with the Commonwealth of Virginia public records laws and regulations regarding the length of time that documentation needs to be kept.

Mr. Ulmschneider and Mr. Willis each re-worked the section of the document regarding informal resolution and the use of the word “refutes.” After discussion, the committee approved the version submitted by Mr. Willis. Several other minor revisions (mostly grammatical) were suggested and will be made.

Mr. Willis had also prepared a Flow Chart to explain the informal resolution process, but the committee decided that the chart was not necessary.

A motion for approval was made and seconded with the proviso that the document will be reviewed once more by the General Counsel’s Office, Human Resources, the Police Department, and Audit and Management Services. It will then be combined with the VCU Computer and Network Resources Use Policy and sent to the Vice Presidents. Once the University policy regarding the handling of policies is approved, the Vice Presidents will be able to take action on the Use Policy and the Enforcement Policy.

III. REVISIONS TO INFORMATION SECURITY STANDARDS
Mr. Willis would like this group to take action on two revisions to this standard. Mr. Bill Jones, Director of VCUnet, distributed a handout describing the proposed changes to the two sections affected (Firewall and Filtering Policy Firewall Installation and Management and Server and Workstation Requirements).

In brief, the proposed changes explicitly permit network scans of machines on the University’s network and specify new requirements for host-based firewalls. These changes are necessary for IT staff to effectively monitor and manage VCUnet.

Discussion was held and several changes were suggested. After the changes have been made, the document will be returned to this committee for recommendation.

IV. PROPOSED WIRELESS NETWORKING STANDARDS
Mr. Jones also distributed to the committee a draft document entitled “Wireless Network Proposal for VCU.” This document proposes a set of standards for development and management of wireless networks and their interface to the University’s network infrastructure.

Several suggestions were made and discussed by the committee. The committee determined that Internal Audit should review the proposal and send it back prior to the next meeting.

V. UPDATE ON IT STRATEGIC PLANNING PROCESS
The group was brought up-to-date on the IT Strategic Planning process. Mr. Willis and Dr. Self will present it to the Vice Presidents at their meeting on Monday, December 17. Mr. Willis also stated that he is working with VCU’s Procurement office to put together an RFP.

VI. VCU’S DISASTER PREPAREDNESS INITIATIVE (FOR INFORMATION)
Mr. Willis distributed an early draft of an “Emergency Preparedness Plan” that each department may be asked to complete. It is a University-wide initiative and he wanted the committee to be aware of it.

There being no further business, the meeting adjourned at 4:30 pm.