Attendees: Tim Williams, Sid Morrison, Amy Kuhn, Chet Cook, Marjorie McDiarmid, Rebecca Osborne, Amy Baker, Carol Henry, Dennis Newborn, Ben Groover, Eric Merrill, Eric Leluika, Virginia Kleist, Powsiri Klinkachorn.

Tim Williams was first to speak about recent Malware issues. Since a block had been up when issues occurred yesterday it is thought that this came from and outside source such as a flash drive. Tim hoped the issue is isolated to already known areas; however, encouraged everyone to report any problems immediately.

Next Tim Williams informed the group that funding was received to upgrade networking equipment and do VOIP. Equipment should be here in 6-8 weeks. It is planned to begin upgrades on the Ag. Building sometime shortly after August.

Tim Williams went on to give an update on MPLS, stating that the state wants us off the ATM network for a few reasons; largely due to the fact of compatibility issues with Verizon equipment. Tim said that it was attempted to do Potomac State yesterday but issues arose delaying completion. Potomac State is now hoped to be done later today and Parkersburg is scheduled to be done on Friday.

Amy Kuhn was the next speaker discussing Information Security Training. Amy informed the group that this training would be required for everyone (full time/ part time/ students). This training will just give a brief overview of security and cover things such as FERPA. Amy then asked the group if there were any suggestions they would like to see in the training. Carol Henry suggested some of the standards listed within the Acceptable Use Policy, the group felt this would be good – Amy is going to review. Sid Morrison then asked the group to email any additional suggestions they may think of.

Amy Kuhn next informed the group of Security Positions. Currently, there are two security positions the search committee is looking to fill. While the candidates are declared either more “techy” then felt necessary or not “techy” enough, Amy asked the group to try and attend the interviews and get a feel for the individuals. Amy explained everyone’s input would be appreciated and in the groups best interest since the hired individuals will be interacting and fulfilling duties throughout the campus.

Chet Cook spoke next about the West Virginia Higher Education Technology Conference which will be held at Lakeview Golf Resort and Spa on September 28-30. Chet distributed screen prints and gave descriptions of the five presentation tracks on the schedule this year.

Sid Morrison then briefly discussed some of the agenda items for May’s meeting which will include discussion on the new MIX and new e-Campus tool. He then asked the group their preference on holding a meeting for June and July. The group is to let Sid or Ulrike know what they decide.

With no new items brought to the floor, Sid gave an update on the CIO search. Last he heard, about a week and a half ago there were about a hundred applicants for the position. Approximately 60% being laid off consultants and the remainder being CIO’s from a smaller institution and Associate CIO’s from institutions equivalent in size to WVU. Russ Dean informed him that while they are only a week behind their ideal schedule, a meeting will be held on Thursday to begin the reference check process on the selected candidates and interviews will be set up next week, both telephone and on-campus.

The meeting was adjourned and will meet again on May 6, 2009.

Attendees: Carol Henry, Jerry Fletcher, Benjamin Groover, Sue Day-Perroots, Powsiri Klinkhachorn, Marjorie McDiarmid, Sherry Binion, Dennis Newborn, Becky Osborne, Amy Kuhn, Tim Williams, Eric Leluika, Cara Pietrowski, and Amy Baker

First item on the agenda was cell phones and tax issues. Steven Hoffman informed the committee of the current situation at WVU with employee cell phones and the tax concerns/issues involved from an auditor’s standpoint. Steven stated that personal use of a business cell phone is and always will be taxable. While WVU has no university wide cell phone policy established it is a concern that it leaves us susceptible to an audit, which the IRS can hold us financially responsible on the taxes over the last four years. According to IRS code, cell phones can only be used by an individual who is utilizing its benefits to carry out tasks which are considered to be of a valid and justifiable business purpose. Currently, a university wide policy is being worked on and cell phone policies from other institutions are being researched to explore what our policy should entail. For example; some institutions provide a stipend/allowance to employees, others only provide cell phones to individuals according to their position.

Upon discussion, Tim Williams asked if a policy would be established prior to July 1. Steven was unsure due to the guidelines to follow and rules involved when enforcing a university wide policy. It was also asked if it would ever be considered to replace GroupWise with Outlook because some individuals felt Outlook may offer more beneficial features on the cell; however, the committee decided that this was an issue that should be discussed at a later time.

Next on the agenda was Enterprise Content Management (ECM). Cara Pietrowski provided an overview of the potential benefits of ECM, listing: it can assist in management, site maintenance, upkeep of web content/support portals; allows for email attachments to be accessed by a link; can establish work-groups (with students, employees, external individuals); it offers a translator allowing for various formats to be inputted correctly on the web; etc. She then updated the group on the status of ECM, stating that Oracle came and performed a brief needs assessment which was helpful in providing information and considerations when creating the bid, which they will be getting ready to do soon. Upon discussion, some members asked if their department felt comfortable with their current system and did not want this if they would be forced in participating, Cara explained that this was an option and departments would not be forced to do so.

Third item on the agenda was the Acceptable Use Policy Subcommittee. Amy Baker gave the group a brief overview and update, stating that in revising this policy a diverse group of members will be developing standards and guidelines. Since these will be enterprise wide policies and standards, this subcommittee will be reporting back their ideas and developments to ACAC for feedback.

The final item on the agenda was the Project and Resources Subcommittee. Amy Baker updated the committee on the role and purpose of this subcommittee. Led by Virginia Kleist, the subcommittee will be working on defining different aspects of a project. Keeping the following factors in consideration; what constitutes a project, type of project, size, requirements, resources, budget, campus impact, etc. Once these areas are defined and deemed sufficient, projects will go to Oversight who will decide priority of projects based on opportunity, time frame resources, etc. This subcommittee will also be reporting back their ideas and developments to ACAC for feedback.

A new item brought to the floor was the Status of Remote Access. Cara stated that this was currently in the research phase, looking into different options and doing a need assessment. Currently, Support Bridge (also known as, CF1) has been approved.

The meeting was adjourned and will meet again on April 1, 2009.

Attendees: Tim Williams, Sid Morrison, Amy Kuhn, Chet Cook, Marjorie McDiarmid, Rebecca Osborne, Mike Cooper, Amy Baker, Carol Henry, Cara Pietrowski, Dennis Newborn, Sherry Binion, Tim Mitchem, Jerry Fletcher, Ben Groover, Eric Merrill, Eric Leluika

Sid Morrison was first on the agenda to talk about changing the date and/or time of the ACAC meetings, since so many committee members were unable to attend the January meeting. After brief discussion it was decided to continue holding meetings on the first Wednesday of the month at 8:00 am.

Second on the agenda was Amy Baker who updated the committee on the status of the centralized GroupWise archive. The new archive system allows for a centralized location, allowing archives to be accessed from another source (new computers, if old one crashed, etc). Prior to implementing to the entire campus, OIT will be first to get the process and procedures worked out. While no date has been set yet to implement the new archive system to the entire campus, it is hoped to be implemented within OIT by the end of spring.

Listed next on the agenda was IT Policy Review. Amy Baker informed the committee that they are working on new revisions of the acceptable use policy. OIT will be reviewing and commenting on these new policies and providing feedback so that a more efficient policy can be developed.

Sid Morrison mentioned to the committee that Sarah Barnes manages the OIT blog which offers good tips for faculty members who implement some of the tools/software into the classroom. Sid also stated that the intentions of this blog were to also provide feedback from other users. Allowing other faculty to blog about their experience or ease of use may encourage another. This blog can be accessed off the OIT website.

Next, Rebecca Osborne stated that she had many individuals interested in net books and asked if there was currently a recommendation or policy for net books on campus. She was informed that these were not yet supported on campus and there is no plan to do so in the near future.

Sid spoke next on the internet ban width. Currently, the internet ban width is 333 million mega bits campus wide and costs approximately $30,000 a month. While it is being looked into increasing, it is a very expensive process. During discussion, many committee members stated that faculty complained of the slow network and were interested in doing taping of entire lectures. Sid stated that increasing this limit is a necessary procedure and it is hoped that when ban width goes up the next notch (600) that the price can be negotiated with the vendor since WVU is a main customer. The committee was informed that this is being looked into.

The meeting was adjourned and will meet again on March 4, 2009