Sunken Garden

Technology Task Force

Meeting Notes - November 6, 2014

Present: Byron Lilly, Marisa Spatafore (co-chairs); Tom Dolen, Brandon Gainer, Lisa Markus, Joan Peña-Ferrick, Lorrie Ranck, Jerry Rosenberg, Dennis Shannakian; Susan Cheu (guest); Nicole Lee, Mehdi Mohmoodi (DASB); Vanessa Smith (notes) 

Chair update/Meeting time 

Following introductions, Spatafore informed the group that Kevin Metcalf has elected to step down as a co-chair of the Technology Task Force. She noted with appreciation his service and contributions. 

Spatafore said that no responses were received to a poll of alternate meeting times. Because of the lack of alternatives, the meeting time will remain the same. 

Approval of notes from June 5, 2014 

Notes were approved with no corrections. 

Reorganization of technology staff and video production/captioning process 

Spatafore described the reorganization of the current Technology Resources Group, which moves staff from the amalgamated workgroup to their areas of primary function. She also noted that the MLC studio would be given to Film/TV for instructional use and the college would cease all remaining cable broadcasting. Lilly agreed that the cable channel is not an effective vehicle for college promotion.

Markus asked if all staff had been reassigned. Spatafore said the supervisory role has been eliminated, but that alternatives are being explored for the employee. 

Spatafore and Ranck also outlined the new video production request process, the form for which will be on the website by Jan. 1. Dolen requested clarification that it pertains to all instructional recording requests. Ranck affirmed that the new process is not solely for online learning, but encompasses all of instruction. 

The broadcast media coordinator, in her updated position as multimedia coordinator, will work closely with Distance Learning staff. Spatafore and Ranck emphasized that the purpose of the new processes is to better serve faculty and staff, and ultimately students. 

Dolen asked if on-campus events will also be recorded. Spatafore said yes, depending upon staff availability, the utility of the event for instructional or promotional purposes and the permission of the speaker. 

Alternatives will be encouraged for some services, such as transferring VHS tapes to DVD or digital files. Ranck said the Library has a number of resources that can be used in the classroom, with one benefit being that video is typically divided into easy-to-use segments. Dolen noted that these resources are captioned and come with transcripts. Gainer said that some YouTube videos have quality captions, while others do not. He also emphasized that it is important for faculty to check links and keep media material updated. Lilly noted that the transfer process from VHS results in further loss of quality. 

Dolen added that some media is obtainable through the interlibrary system. Gainer said faculty may need a reminder of fair use/copyright policies. Dolen asked about the differences between YouTube and iTunesU. Ranck said the college has both, and asked if Dolen meant for finding resources or housing college content. Dolen clarified that he meant housing. For broad accessibility and promotional purposes, Spatafore said, YouTube is better. 

Spatafore noted that faculty will be updated on new processes and requested of co-chair and Academic Senate member Lilly an invitation to speak to the senate. 

OEI update

Moreau was not present to give an OEI update. 

Simplicity Early Alert System

Michele LeBleu-Burns, dean of EOPS/CARE and student development, and Stacey Cook, vice president of Student Services, presented on the Insight Early Alert system by Simplicity. Staff has been looking for an early alert system for several years. They had seriously considered Starfish, but the cost in subsequent years would be prohibitive. Foothill is also considering Insight. 

LeBleu-Burns said the integration with Banner makes Insight easy to use and aligns it with the goals of 3SP. The optional swipe card feature would work with the existing DASB card to track usage of services and pull reports customizable to the college. Insight has a strong security system and has been used by various government agencies. 

Lee asked what parts of the system would be accessible to students, and if it would be part of MyPortal. LeBleu-Burns said parts would be for faculty only and students would have a separate interface. Dolen said it would be important that the system integrates with MyPortal. He also asked if Insight can be used to refer students to services, and LeBleu-Burns said yes. 

Markus asked if faculty is involved in the process and what the expectations are for instructors. Cook responded that faculty input will be considered throughout the process. The system is highly customizable for different groups, and there is a reward system that can send automated messages to students. Rosenberg asked if other nearby schools are using Insight. Cook said yes, and the group is waiting for a full list of schools to see how the system is being implemented. 

Lee said she does not check MyPortal daily and asked if an app might be an option. Cook said the committee discussed that. There are no apps now but they may be able to send text messages to check MyPortal. Peña-Ferrick asked if any other schools using Insight also use Banner. Cook reiterated that Insight integrates with Banner. Peña-Ferrick asked how Insight is different from Advocate. LeBleu-Burns said they are separate systems, but work well together. 

Ranck asked if there can be a districtwide approach since Foothill has a head start in the process. Cook said they anticipate a district contract for pricing reasons. More input is needed at De Anza first. Dolen asked how to foster faculty input in Insight. LeBleu-Burns said many faculty already follow up with students via email and phone calls. Insight will make that contact more efficient. 

Shannakian said he has seen demos of MyPortal apps that include messaging, and such an app could be coming to De Anza. Rosenberg asked if there is the opportunity for a pilot program. LeBleu-Burns said she would check, but they were able to use a demo site as a test. The licensing agreement is 3-5 years.  

Ranck asked for a timeframe. Cook said they plan to make a decision this quarter and have the system in place for spring. Dolen asked if they will be presenting to Academic Senate, a suggestion encouraged by Lilly. 

Mahmoodi said students would like the swipe system and suggested a conversation with student trustee Melissa Epps. Cook said the focus to start is on the early alert case management aspect to comply with 3SP. She said TTF is the first stop and they will continue to seek input. 

TETL subcommittee report

Ranck said the subcommittee currently has six members and is open to more. The group’s current goal is to look at the different ways technology is being used on campus. She reported that in the next several weeks, the Library will have access to NBCLearn, a news and video database available on- and off campus. 

The TETL Subcommittee plans to do surveys and/or focus groups on current technology used by faculty. The group will use that information for tech case studies that can be used in different programs. The subcommittee will work on a clear microgrant process to fund technology in classrooms. 

Spatafore said that because TETL is integral to TTF, there will be a subcommittee link on the TTF page. 

Committee mission discussion

Lilly said that the original TTF goal was to help the college implement its technology plan. He asked for opinions regarding if TTF still needs to exist and, if so, what its mission and purpose should be. 

Rosenberg said that he and Ranck recently went to an ETAC meeting where the same question was asked. He said that TTF is something that is needed at the college level, but perhaps the mission should be reviewed. 

Spatafore asked if anyone had thoughts on what form the group should take. Dolen said it depends -- last year, the focus was on prioritization, yet Insight did not go through that process. Peña-Ferrick said that many changes are coming to Banner and TTF is a good place to share and disseminate that information. Cheu said that the group is helpful because much of the money from the state goes toward technology. Dolen added that TTF is also needed for accreditation purposes. 

Spatafore suggested that Banner updates become a standing item. Lilly concluded by remarking that he heard many compelling arguments to retain a college technology committee. 

Technology Task Force
Building: ADM 153
Contact: Vanessa Smith
Phone: 408.864.8948

Last Updated: 12/3/14