Technology Committee
Meeting Minutes

MEETING DATE: 05/05/2025

1. Call to Order For information

• Meeting called to order by Drew Patterson at 1:33pm

 

2. Review & Approve Agenda

• Motion to approve agenda
• Agenda Approved by: Yvette Nahinu and Collin Thormoto
• Agenda Approved by Committee

 

3. Review & Approve Prior Minutes

• Motion to approve February Minutes
  • Minutes Approved by: Collin Thormoto and Michael Schwarz
  • Minutes Approved by Committee
• Motion to approve March Minutes with amendment to edit typo to California Virtual Campus (CVC) Transition
  • Minutes Approved by: Collin Thormoto and Yvette Nahinu
  • Minutes Approved by Committee

 

4. Action Items

• None

 

5. Staff Reports

LPC: Computer/Network/Audio/Visual – Steve Gunderson

• Audio-Visual Upgrades:
  • The audio-visual upgrades for all classrooms within Building 1600 have been successfully completed.
  • In addition, the café area within Building 1600 has also undergone and completed its audio-visual upgrades.
  • Furthermore, Classroom 403 has received its audio-visual upgrade, which has been completed as well. I may not have reported this the last time
• Computer Replacement Lifecycle:
  • The first phase of the computer replacement lifecycle has been completed. The next order of 500 systems is confirmed and the order is going to board this month
• Theatre Project:
  • We are awaiting the arrival of some parts for the Theatre project. These components are scheduled to arrive and be integrated during the summer.
• Telecom Upgrade:
  • The telecom upgrade project is currently on hold due to compatibility issues encountered within our Hyper-V environment. Our team is actively working on resolving these issues, but as a result, the project timeline may extend into June.
• STEAM Project:
  • The review of the 50% design plans for the STEAM project is currently underway. A meeting with the design team is scheduled for this Wednesday to discuss and align the technology items of the project.

LPC: Instructional Technology – Kathleen King

• Instructional Technology & Canvas Updates
  • Summer Canvas Shells are live; faculty were emailed with end-of-term resources.
  • Zoom Recordings: Reminder that automatic deletion policies are now active; faculty should review and save content over the summer.
  • Fall Canvas Shells will be available later in May.
  • New Quizzes Transition is delayed due to issues with bulk imports—continue using classic quizzes for now.
  • Discussion Checkpoints will be available for summer; training will be provided.
  • A Canvas Welcome Tour for new users is under consideration.
• 2025 Instructional Tech Planning
  • Tech purchase forms (e.g., for NetTutor, Pronto, Proctorio) are due in June. Outreach is ongoing to assess needs.
• California Virtual Campus (CVC) Project
  • In testing phase for seamless cross-campus enrollment.
  • System interfaces and student experience are being reviewed. Full implementation expected this summer with possible fall launch demo.
• Common Course Numbering
  • Implementation has caused confusion due to system limits with 5-digit course codes.
  • Mismatches between marketing and registration systems have affected 6 courses.
  • Tutorials and cross-college coordination are underway to support students for fall.
• Zoom Apps & Software Vetting
  • No clear process currently exists for approving Zoom Apps.
  • Existing software vetting (for campus-wide tools) involves IT and accessibility/security reviews (VPAT, HECVAT).
  • Zoom Apps pose compliance and privacy risks (e.g., AI note takers), prompting need for district-wide discussion and policy development.

LPC: Website/Home Page Analytics – Student Success Center

• Lack of Communication and Confusion:
  • Tim Druley clarified that he was not involved in creating content for "My Portal" since November, contrary to what has been claimed.
  • He lacks clarity on what features are staying, being removed, or require updated documentation and screenshots.
  • He expressed concern that when the transition occurs (July 1), many of the counselors—who historically helped create content—will be off-campus.
• Urgent Content Updates Needed:
  • Major updates are required for key areas like Steps to Success, registration videos, admissions, financial aid, and counseling documents.
  • Without help from the counseling team, which is largely unavailable in summer, Tim won’t be able to update these in time.
  • The removal of PIN logins and shift to W-number and password-based login will break most existing student help materials.
• Bruce Griffin's Response and Accountability:
  • Bruce acknowledged the breakdown in communication and accepted responsibility, committing to get the project back on track.
  • He clarified that only certain parts (e.g., login and search pages) need immediate updates, while most of Class-Web content remains usable for now.
  • Test or student-view accounts will be arranged for Tim to gather updated screenshots and documentation.
• Technical & Access Issues:
  • Tim emphasized he doesn’t have access to real student views, making it difficult to prepare proper materials.
  • Bruce agreed to a follow-up Teams meeting to walk Tim through student views and gather screenshots.
  • There's a need for centralized support to help update all related PDFs, syllabi, and instructions.
• Concerns About Student Support & Lockouts:
  • Drew and others expressed worry about limited tech support hours for students, especially if they get locked out after the new login process begins.
  • Bruce confirmed 24/7 support isn’t feasible but said password reset processes are being improved (e.g., through personal email).
  • Lockouts triggered by repeated login attempts also prevent immediate password resets, likely due to an Okta system limitation.
• Transition Timeline & Implications:
  • July 1: Class-Web landing page is replaced by My Portal; PINs are discontinued.
  • There will be a 30-day overlap where students can access both classic and new interfaces to ease the transition.
  • Spring Registration (starting Fall) will shift fully into Banner 9 (SSB 9), the new interface within My Portal.
  • The transition may also involve new course numbering schemes, raising further communication needs.
• Action Items:
  • Provide Tim with test account access or screenshots.
  • Counseling and student services need to urgently update key guides and videos.
  • Improve student communication about login, lockouts, and registration changes.
  • Plan for ongoing annual content reviews to keep up with system updates.

District: ITS - Bruce Griffin

• Spam Filter Transition
  • The organization is moving from the Barracuda spam filter (which costs $70,000/year) to Microsoft Defender, which is now free via the State. The switch will save money without losing functionality.
• Employee Services Tab Update: A transition is underway in the portal:
  • Employee info from ClassWeb is now split between a legacy card and a new SSB9 card.
  • Two new cards are available:
    • Payroll Info: Hidden by default; click to reveal. Can be removed with a bookmark toggle.
    • Leave Balances: Visible by default but can also be removed. Offers quick access to frequently asked information.
  • Fraud Prevention Measures:
    • An AI tool is being implemented to detect suspicious applications/enrollments and place holds for verification.
    • Used by 26+ colleges statewide.
    • Aims to reduce fraud, lessen workload for Admissions & Records and Financial Aid, and prevent non-participating students from entering classes—relieving faculty as well.

 

6. Old Business

• None

 

7. New Business

Committee Accreditation Engagement Form

• Accreditation Committee Form
  • The committee is working on the Accreditation Engagement Form, due this month. Most of the work will be done offline via email.
• Accreditation Process Overview:
  • The current phase is the first round, focusing on making committees aware of the updated standards and determining where their work aligns.
  • Standards have been revised recently to be simpler and more straightforward.
  • Committees will review their activities and minutes to identify alignment with accreditation standards.
• Technology Evidence Alignment:
  • Stephen Gunderson noted that existing documentation (e.g., Wi-Fi infrastructure, cloud tools, disaster recovery plans) aligns well with relevant standards.
  • He plans to send bullet points summarizing evidence from the technology side for use by the Accreditation Steering Committee.
• Final Notes:
  • The accreditation narrative should be concise, not overly academic or lengthy.
  • The accreditors prefer clear, to-the-point documentation, with more focus on discussions during site visits.

CLPCCD Software Request Process

• Software Request Process:
  • There is an informal understanding that software requests typically go through Stephen Gunderson, who then coordinates with the district.
  • Bruce Griffin noted a more formal, district-level process is being developed, focused on compliance (e.g., VPATs, HECVATs for accessibility and security). It's about 90% complete but currently on hold.
  • A key concern is preventing individuals from purchasing or implementing unvetted software, especially involving student data, due to serious security risks.
  • Kathleen King raised the issue of publishers integrating tools into Canvas; Bruce and Stephen acknowledged these need review, even if not purchased directly by the district, due to liability and accessibility concerns.
  • A formal standard for acceptable tools (especially regarding accessibility) needs to be defined and enforced, with some sort of oversight body suggested.
• Microsoft Excel Access for Instructors:
  • Full-time faculty have access to the desktop version via Office 365; part-time faculty only have online access unless they use a district device.
  • Devices with pre-installed software can be loaned to adjuncts if needed for instruction.
  • Part-time faculty can purchase Office at a discounted rate (approx. $40) through a program like FCC, though Stephen acknowledged it’s not ideal for them to pay out-of-pocket.

 

8. Updates

• None

 

9. Good of the Order

Student Laptop Access:

• Kathleen King asked whether loaner laptops for students come with Microsoft Word, Excel, etc.
• Stephen Gunderson confirmed student loaner laptops are fully loaded with Office, Adobe, and all necessary software.
• If a specific program is missing, the library can request IT to install it for the student.

 

10. Future Agenda Items

• None

 

Meeting adjourned at 2:33pm

Next meeting: September 8, 2025