Meeting Minutes for
March 18, 2002
A meeting of the University Information Technology
Advisory Committee was called to order at 3:07 p.m. on March 18,
2002, in the 4th floor conference room of Cabell Library. Dr. Robert
Mattauch, co-chair, presided. Members present were Dr. Lynn Nelson,
Dr. James Shultz, Ms. Veronica Shuford, Mr. Carl Gattuso, Mr. John
Ulmschneider, and Mr. Mark Willis. Dr. Timothy Broderick, Dr. David
Sarrett, Ms. Fran Smith, and Dr. Phyllis Self were absent.
I. REVIEW AND APPROVAL
OF MINUTES FROM FEBRUARY 11, 2001
Minutes were approved as prepared.
II. OLD BUSINESS
- Wireless Networking Standards (Attachment 3)
Attachment 3 lists seven Conditions of Use (CoU) that take the limitations
of wireless technology into consideration and are designed to protect
the user’s valuable information and privacy as well as provide
an equitable access opportunity for all users.
Dr. Lynn Nelson stated that this section had
been discussed by the Academic Technology Faculty Advisory Committee.
Items 2, 3 and 4 have generated the most response, mainly with the
issue of confidentiality.
The committee discussed the CoU and determined that several items
needed to be changed.
Item 1 – O.K.
Item 2 – Will be changed to read as follows: “Critical
administrative and academic
servers will not be accessible from the wireless network.”
Item 3 – In the first sentence, the words “transmit
any sensitive information” will be changed to read “transmit
any confidential or sensitive information.” Other changes
discussed by the committee will be made to this section.
Items 4 – Can wording be added to this item regarding timing
out a user when he is downloading a file? (Mr. Willis will check
into this.)
Item 5 – O.K.
Item 6 – O.K.
Item 7 – O.K.
Mr. Willis will make the revisions and email them
to committee members prior to the next meeting.
- E-Mail Issues
- Broadcast E-Mail Guidelines
Mr. Willis presented a document on broadcast e-mail guidelines that
was approved by the vice presidents on February 5. A “broadcast”
is defined as a message that is sent to all members of a large group
such as all faculty, all students, etc. These messages are reserved
for the President; the vice presidents; the CEO of the VCU Health
System; the COO, VCU Health System, and the COO, Clinical Enterprise.
A question arose regarding the fact that it is
hard to tell exactly to whom the broadcast message is being sent.
It was suggested that the recipient group(s) be included within
the text of the message. Mr. Willis will take the suggestion to
Dr. Self.
- Quotas
Email quotas have been established. They are as follows:
Undergraduate 20 MB
Graduate 40 MB
Faculty and staff 100 MB
Notification was sent to everyone about cleaning up email. Less
than 3% of accounts currently exceed the quotas.
- SPAM
Unwanted email has been coming into the University in large amounts
recently. In
addition, some University servers are being surreptitiously used
by outside
organizations to broadcast SPAM. AIT and AT staff are working to
identify
incorrectly configured servers that are causing this problem.
- Patriot Act Procedures (Revised)
Dr. Self and Mr. Willis have met with Chief Fuller and the General
Counsel, David Ross, as suggested at the last meeting. The revised
Procedure and Protocols Under the “USA- Patriot Act”
document was distributed. Changes are typed in red. Changes made
to the “Required Disclosures” section provide more detail,
but other changes to the document are minor. A few additional minor
changes were suggested and will be incorporated into the document.
A motion for adoption of the revised procedures
was made and seconded. It passed unanimously. The document will
be forwarded with a letter of transmittal to the vice presidents
for their consideration.
Mr. Ulmschneider asked that it be noted in the
minutes that the staff of AIT and AT should be complimented for
showing foresight in initiating network scans to search for vulnerable
issues and problems.
III. NEW BUSINESS
- Budget Reduction Plan of AIT and AT
Mr. Willis shared information with the Committee regarding preliminary
budget reduction proposals but asked that it be kept confidential
because staff in the areas have not been informed of the details
yet.
A question was asked about whether the Strategic
Plan process was still outstanding. It is and is currently waiting
for the RFP to be prepared.
Mr. Willis stated that staff from his unit and
the VCU Health Systems have been discussing areas (such as email,
disaster recovery, networks, etc.) where they could collaborate
to reduce costs, eliminate duplication and help with budget savings.
IV. FOR INFORMATION
- Center for Applied Special Technology Videoconference –
April 5 @ 10 am
At Ms. Fran Smith’s request, information was handed out to
the committee members regarding a videoconference with experts from
the Center for Applied Special Technology – CAST. The topics
to be discussed are Universal Design for Learning and Web Accessibility.
There being no further business, the meeting
adjourned at 4:20 pm. |
