Technology Committee
Meeting Minutes

MEETING DATE: 12/01/2025

1. Call to Order For information

• Meeting called to order by Drew Patterson at 1:36pm

 

2. Review & Approve Agenda

• Motion to approve agenda
• Agenda Approved by: Collin Thormoto and Hermina Sarkis-Kelly
• Agenda Approved by Committee

 

3. Review & Approve Minutes

• Motion to approve November Minutes
• Minutes Approved by: Collin Thormoto and Tamica Ward
• Minutes Approved by Committee

 

4. Action Items

• None

 

5. Staff Reports

LPC: Computer/Network & Audio/Visual

• Building 1800 – AV Installation
  • All audio-visual equipment for Building 1800 has arrived.
  • Christine is coordinating installation schedules with contractors.
  • Installations will continue through December.
  • All classrooms are expected to be fully equipped before the start of next semester.
• Building 1600 – Conference Room Upgrades
  • All AV equipment for Building 1600 conference rooms has also arrived.
  • Installation scheduling is underway.
• Computer Lifecycle Replacement – Phase 2
  • Technology Services has begun Phase 2 of the district computer refresh cycle.
  • Notifications have been sent to departments scheduled for replacements.
  • Approximately 80 systems have been installed so far, out of an estimated 400–500 scheduled.
  • Deployment will continue through December and January.
• Telecommunications Upgrade
  • The telecom system upgrade is back in progress.
  • This upgrade is software-based (servers, virtual machines, back-end systems).
  • No changes to office phone handsets or physical devices.
  • Daisy and her team will provide further updates as the project advances.
• Cellular Coverage (DAS System)
  • Campus cellular antennas currently support AT&T, Verizon, and T-Mobile.
  • Sprint no longer exists as a separate provider (merged with T-Mobile).
  • Smaller carriers (e.g., Mint Mobile) also benefit because they use these networks.

LPC: Instructional Technology

• CVC Teaching College Status – Major Update
  • Las Positas College is now officially both a Home College and a Teaching College on the CVC Exchange, the cross-enrollment platform for online courses across California Community Colleges.
  • This means students from other colleges can now register for LPC’s fully online courses more easily.
  • The approval came through right before Thanksgiving break.
  • A campuswide announcement is forthcoming.
  • Significant cross-department collaboration made this possible:
    • A&R (Tamika and Team)
    • Counseling (Joel’s Team)
    • District IT (Bruce’s Team)
    • Multiple supporting departments
    • The team acknowledged the heavy workload leading up to the approval and expressed both excitement and relief.
• AI Conversations Across Campus
  • Provided an update on ongoing district and collegewide discussions about artificial intelligence and the challenges of adopting AI tools.
  • Statewide Expectations
    • The California Community Colleges Chancellor’s Office is pushing colleges to take a leadership role in AI literacy for employees and students.
    • At the same time, colleges retain local control over which AI tools they permit or adopt.
  • Faculty Concerns Raised in Senate
    • Trust and data privacy: Worries about companies scraping instructional content or student data.
    • Intellectual property: What happens to faculty-created materials when using AI embedded in systems like Canvas?
    • Impact on learning: Limited research on how AI tools affect student success.
    • Decision-making transparency: Faculty want involvement in the approval process.
  • Suggested ideas:
    • Surveys to gauge interest and concerns.
    • Academic Senate involvement, possibly through formal votes.
    • Establishing a subcommittee representing Senate, DE, Tech Committee, and other groups to guide decision-making.
  • Cost Complications
    • AI features in Canvas were initially described as free but may shift to paid add-on packages.
    • Tools like ChatGPT, Copilot, and enterprise AI licenses can be very expensive.
    • Unclear pricing makes institutional decision-making difficult.
• District-Level AI Leadership
  • The District Chancellor is heavily engaged in AI planning and will likely help shape:
    • Districtwide standards,
    • Professional development for employees (especially classified professionals),
    • Processes for selecting campus-supported AI technologies.
  • Discussions will include consistency with Chabot, scalability across roles, and alignment with student needs.
• Need for Policies & Frameworks
  • Participants expressed the need for clearer board policies (BPs) and administrative procedures (APs) on AI use.
  • Policies may be necessary to guide:
    • Privacy
    • Data use
    • Ethical considerations
    • Instructional and non-instructional applications
• Importance of Accessibility & Assistive Technology
  • Disability Resource Center staff highlighted:
    • AI tools like Notebook LM can function as assistive technologies.
    • Accessibility and bias mitigation must be part of the evaluation process.
    • Any AI adoption must consider impacts on students with disabilities—both benefits and possible risks.

LPC: Website/Home Page Analytics

• MyPortal FAQ Page Becoming the Most-Viewed District Page
  • The MyPortal FAQs landing page, created by Chastity and the district web team, is now the #1 most viewed page on the district website.
  • It has surpassed the district homepage in total traffic.
  • The page is linked from:
    • Steps to Success pages,
    • Various district and college resources,
    • Potentially MyPortal itself.
  • The high traffic indicates strong student demand for clear MyPortal guidance.
• Student Feedback on MyPortal Performance
  • LPCSG Student Representative Anthony Vuong noted peer concerns about MyPortal system slowness, especially on registration day.
  • Clarification:
    • The FAQ page is just a website and loads normally.
    • MyPortal itself is not a website—it’s a student registration system managed on the district backend.
    • Initial slowness was known during system launch, but staff believe most issues have been resolved.
    • Staff cannot fully see the student view inside MyPortal.
    • Student screenshots or live demonstrations are extremely helpful.
    • Students can coordinate with Josue Hernandez or Tim Druley for troubleshooting.
• District IT Insight
  • Bruce Griffin confirmed the registration system had early hiccups but improvements continue.
  • Students are encouraged to report any ongoing issues so the district can investigate.
• Additional Web Updates
  • Working on a redesign of the Student Resource Guide website, aiming to complete it before winter break.

District: ITS

• MyPortal FAQ Traffic & Web Strategy
  • Bruce clarified that while the district homepage does not get much organic traffic, the MyPortal FAQ page is now heavily visited because:
    • Communications and college web pages link directly to it.
    • Thousands of students are now interacting with the district site through MyPortal-related needs.
  • This success highlights the value of:
    • Centralized information, and
    • College pages pointing to a single, authoritative district resource.
  • MyPortal Performance Issues (Student Feedback)
    • What Happened
      • Students reported significant slowness during open registration, especially on the registration dashboard—the page where classes are selected.
      • Priority registration had only mild slowness; the real issues occurred when general registration opened to all students.
    • Technical Background
      • Two systems are involved:
        • MyPortal Login Page (cloud-hosted by an external vendor):
          • Previously slowed down due to the vendor under-provisioning resources.
          • District will ensure the vendor scales appropriately before spring.
        • Registration Dashboard / Course Selection (hosted by the district):
          • This is where the slowdown occurred.
          • District may need to add servers or increase capacity.
          • This is the first major term using the new system, so scaling is still being calibrated.
    • Next Steps
      • IT plans to perform post-incident analysis and adjust resources before spring registration.
      • Student screenshots and reports are extremely helpful for diagnosing issues.
  • Additional District IT Updates
    • Cybersecurity Training: Annual cybersecurity training (17 minutes) will roll out in December or January, pending HR coordination.
    • Banner Document Management Upgrade
      • Major upgrade planned for spring.
      • Will move imaging servers to the cloud for:
        • Better availability,
        • Better performance,
        • Updated infrastructure.
      • Used heavily by HR, Payroll, Financial Aid, and Student Services.
    • Help Desk Software Replacement
      • District continues evaluating replacements for ServiceNow.
      • A districtwide team will help review options.
    • Banner 9 (SSB9) Rollouts
      • More Banner 9 self-service applications are coming online.
      • District will send faculty:
        • A matrix showing which tools to use (Banner 8 vs. SSB9),
        • Instructions for winter and spring add/drop rosters.
      • Goal: distribute this before winter break.
    • Winter Intersession Registration
      • Approximately 1,400 students have already registered—exceeding expectations for the first time offering winter classes.
    • Enrollment Fraud Monitoring
      • Fraud prevention remains a priority.
      • District is working with its vendor to provide stronger fraud detection tools.
      • LPC has been less impacted than Chabot but must remain vigilant.
  • Winter-to-Spring Application Issue
    • Counselors noticed students applying for winter were not automatically being rolled into spring registration.
    • Explanation:
      • New SSB9 rule: Students must either
      • Register for a winter class (then the system moves them into spring after 24 hours), or
      • Submit a new spring application if they did not register for winter.
    • This is expected behavior under SSB9 and not something LPC can override.

 

6. Old Business

• None

 

7. New Business

• None

 

8. Updates

• None

 

9. Good of the Order

• None

 

10. Future Agenda Items

• None

 

Meeting adjourned at 2:17pm

Next meeting: February 2, 2026