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ACAC Meeting Minutes April 27th 2016

 

Attendance:

Khalid Bibi, Debra Burhans (secretary), Scott Clark, Larry Deni, Marianne Djuth, Mark Gallimore, Bob Grabowski, Christy Hoffman, Pat Johnson, Matt Kochman, Jonathan Lopez, Leah MacVie, Sue Margulis, Mark Meyer, Martin X. Moleski, SJ, Mike Pastizzo, SJ, Greg Rusch, Paul Sauer, Yvonne Widenor, Chuck Wigley (chair)

[Chuck’s Note: To check our distribution, after you have looked at this sentence the very first time, please send an email to wigley@canisius.edu with the subject line “DITTO!” The number of respondents will be reported at the next ACAC meeting in the Fall Semester.] 

  1.  Prelude: Introductions & Samuel F. B. Morse “Duh” Award

Chuck presented the award – Paul Sauer was the first person that was on time and had the correct answer, so he was declared the winner. The award was a Morse Code Table mounted in a frame. Chuck related a story about the difficulty in finding anything about Morse Code in these modern times. He then related another story about a Morse Code presentation he saw in college:  it included a vocal rendition of dots and dashes but no mention of the meaning!

  1. ITS Updates/printers/software (Scott Clark)

[Scott:  (joke) Email system will now deliver in Morse Code]

Email – lots of spam, phishing attempts, don’t click on anything from email directly. ITS is looking at different software to put at front of our email system to help weed problem emails out – it is not in the budget and is decidedly not free. They are reviewing software for this, it costs about $15,000 per year. We all should remind other faculty and students not to click on anything directly in an email message and not to give any information out about themselves to unknown or suspicious email senders or web sites, etc.

The most recently reported phishing email was sneakier, it used names like Canisius Help Desk, but used the U of Akron Help Desk phone number.

Good rule of thumb: Hover over a link before you click!! You can see the URL.

Budgets for printing – this week budget managers received an email from Controller about charge backs for printing.  There have been no budget charges for printing since December. They can’t get the printing system to work in terms of accounting at this point, so this will be a one-time charge to catch up. It is currently not clear how things will proceed as there is not a fix for the problems with the system at the moment. Scott’s advice is to be patient and that an announcement will be coming soon.

On Thursday May 19 at approximately 8pm – the day after grades are due – D2L will not be available for about 12 hours. It is an update from D2L, not from our campus. The new D2L updates will be subtle but, probably, helpful. If any issues arise, call the Help Desk.

It is time to let ITS know what software you need installed in the labs for next fall There is a hard deadline of June 1st due to the ever-increasing complexity of the builds. Make sure to tell faculty in your departments about this.

Greg Rusch is the ITS contact person for Macs and he works with Matt Gleason, who is the main support person for Windows machines. They are revamping the reporting process using a Google form. Computer Science can fill in a spreadsheet since they have so many requests. The form will be published in the next couple days. Software selection will be an easy check off process for previously used software. New software can of course be added in the form. To reiterate, the deadline will be June 1st, no exceptions.

The space committee will try to optimize and share software throughout all labs but there are issues with the performance of machines and the time to build. Many software packages are hard to automate over a Network. For example, Final Cut Pro.

NOTE: this means that different labs will have different builds; there will be different software on different parts of the campus. There is a standard lab template that will be everywhere, but some applications will be only in certain locations.

III. Innovation & Technology Updates (Leah MacVie, Mark Gallimore)

Some student emails have been compromised over the past week – they appeared to come from a student but the reply address was not actually the student – some College student email addresses have been compromised. We have to help those students, direct them to the Help Desk, they can edit their reply address in the email client. One of the students’ return addresses was Western Union. Some student email addresses have been suspended by Google. They have to work with the help desk in order to get Google to restart their accounts, until then they will not be able to use their email accounts. The majority of problems are caused by clicking a link in email or entering personal data on a website. Faculty and Staff have also been compromised.

Chuck: could the college have a list of student cell phone numbers in case we can’t reach them via email? Note – such a list exists for Public Safety, but this would not be an appropriate use of the list. To change that rule we would have to go through the SLT for approval. But those numbers are ONLY used for the emergency system. We could check our class lists on D2L for non-Canisius return email addresses. Chuck thinks it would be a good idea to have a cell phone number list we could access for students but Marty disagrees – the College would have yet another list to maintain and keep secure: too much work, too little gain. Banter ensues in a discussion between Chuck and Marty.

Chuck moved motion that anyone who wants can add his or her name to a list for ITS contact in case email is comprised.

Second?  Not forthcoming.

Discussion.

Marty offered a new motion that we not bring up small issues like this anymore.

Chuck stood alone with his motion so he retracted it.

Marty also retracted his motion but leaves the sentiment it expressed.

Leah and Mark are moving away from Go To Meeting to a product called Zoom, some have already piloted it. It is Web conferencing software, training will be available. If you want to try it now Leah has a few test accounts, contact her.

Account creation (e.g., leading to D2L and College email access) for adjuncts continues to be a problem. ITS, HR, and their group is working on this. The timing of account creation depends on a sequence of contract mailing and signing – really an issue for summer adjuncts since that term starts up so quickly after the Spring semester.  There is a shorter turn-around time for hires.

We will host the Google Education Summit here August 4-5. There will be a call for proposals. For every 30 tickets sold, College gets a free ticket. Last year, Clarence HS hosted it, 300 tickets were sold.

Leah has been working with 2 student groups to implement WordPress, students are starting to use it to solve some issues like publishing digests for club emails. Not all students understand about emailing groups, and they end up emailing everyone about things like an individual club meeting being cancelled. They are setting up something like the Dome for students, who will be able to post there. The software (WordPress plus Mail Chimp) will pull posts and automatically send a digest email to students. They are also working with USA (Undergraduate Student Association) to create a website that we can access as a College. This is an issue because students create a lot of off campus websites with the College name on them, these don’t persist when current leaders/site creators leave the College.  There are currently over 200 of these “ghost” web sites with Canisius’ name on them on a variety of social media platforms including FB, wix, etc. If you talk to students with a need for such a site direct them towards Mark and Leah so that there is some sort of succession planning for the site they create and someone here with an admin account for the site.

Q: Who will moderate students’ postings on their version of the Dome?

A: It is a problem and has not yet been decided.

How does this work with Griff link? Not at all. Grifflink is being reviewed too, it is not very popular or effective.

Mark: We put notices in Dome all the time for reminders for various technology resources we maintain. Mark has been getting a lot of responses. We should scan the Dome regularly since it is a reliable source of updates, better than additional emails cluttering up our mailboxes.

For those who use Qualtrix, a new interface has been deployed that is simpler to use particularly the reporting tools. Otherwise, it has the same features. Surveys will carry over across the updated version, reports will carry over in read-only format. Data can be exported for use later.

They have another alternative to Qualtrix, longitudinal studies maybe better with Redcap.canisius.edu.  Redcap is a very powerful survey and study management tool devloped for the biomedical field at Vanderbilt University, we are not able to customize it but it has lots of features. Not as user friendly as Qualtrix. It’s an investment to learn but for month/year long studies it is a good idea to consider using it. It can collect files from survey respondents which you can’t do in Qualitrix.  Jen Lodi Smith uses it a lot.

ITS plans to provision all faculty and staff over the summer with Google drives. This will be convenient as we can easily share files with colleagues. If you already created a Google drive with your Canisius.edu address not a problem but Google will split that drive space and spin it off and make you come up with a gmail address for it. Data will be preserved. Any questions talk to Mark. He will run Google drive workshops in the fall that will include training for administrative associates.

He might cook up something with Google drive plus YouTube to enable us to host student and faculty videos.

Canisius.edu.dh – College site that represents a digital humanities space, including links to  faculty work, local events, etc. THAT camp is coming up in Rochester.

  1. Further Discussion of New Printer Practices & Protocols (everyone)

Build job feature with paper cut – the feature is still not available. The vendor has not given us an answer – we have submitted a BUG fix but the vendor may reclassify is as a feature request. If that happens it will cost money and will probably not be implemented.  Work arounds include (the extremely wasteful and time consuming) copy everything, then put all copies in the hopper and scan together or using a phone app to create a multi-page scan (Leah recommends Scanner Pro) or Adobe Pro to assemble PDF files with multiple pages from individual scans. This is intensely time consuming.

Another note, you can use Kivuto to get the entire Adobe Creative Suite for very little money – check the software link at Canisius.edu/newcomputer/

Q: What about rebooting problems in math and CSC?

A: When you use advanced settings on those two copiers it breaks the copy functions – there is an open trouble ticket on both departmental machines.

Deb: Faculty might have to be alerted to the fact that it takes some time to actually log out of a printer, when using in a public site it is important. There is a log in/out button and a second operation where you need to click yes on a screen that comes up, then there is a bit more waiting.

Mark Gallimore says there is a video that highlights this.

Chuck: Thanks all around to everyone who contributed to and attended ACAC meetings this year! Special thanks went out to Larry Deni, Debra Burhans (secretary), Scott Clark, Mark Gallimore, Leah MacVie, Greg Rusch, and Marty Moleski for contributing so substantially to today’s meeting.

Next year’s core agenda items for ACAC include a focus on “technology for online courses” and, as well, a focus on “classroom technology.”

Meeting adjourned 2:55pm.