DRAFT
SIUC Computing Advisory Committee
Monday, February 2, 2004 –
2:00 pm
Administrative Offices
Conference Room, Morris Library
In attendance: Bob Baer, Ruth Bernhardt, David Carlson, Howard Carter, Anne DeLuca, Larry Dietz, Tom Furby, Stephanie Graves (secretary), Jeff Holder, Duke Koch, Tina Logan, Don Olson, Amy Sileven, Bonnie Stoffel, Lichang Wang, and Neil Young
David
Carlson opened the meeting at 2:00 pm.
An agenda was distributed.
Don
distributed a handout to the committee.
It was a draft of a document to be placed on a website. It will list all of the computer labs and
technologically equipped classrooms on campus and their hours of operations. Don was hopeful to finalize the
document/website by the following week.
Don
also discussed the draft email policy for students. His concerns were related to technical
implementation issues and not policy issues.
He also discussed the possibility of a policy that
would limit the number of mass mailings that would go out on campus-wide
listservs.
David
Carlson asked Don how the last computer virus affected the campus. Don replied that the campus was less affected
than the general public. In general,
student accounts seem to be affected more so than faculty and staff
accounts. Several committee members
commented on being blocked from AOL accounts during virus scares. Don reported that AOL will block email from
SIU due to a large number of virus-laden email that
comes from our domain. The block will
typically last 4-5 days. Many
instructors are unable to email their students during such blocks. Don hopes to develop programs that will push
virus updates automatically and regularly to campus accounts. He also discussed the possibility of
installing virus software, such as MacAfee, when student computers arrive.
David
Carlson and Don Olson reported on the status of the Undergraduate Student
Technology Fee Committee, of which they are both members. All of the Tech Fee money has been allocated
to the requesting units/groups. Letters
regarding each group’s allocation have been sent. Approximately two thirds of the proposals
were funded. Very few were funded at
100% of the request. The committee
decided not to fund full replacement of all computers in any of the requests,
preferring to phase in new computers with the old so that a lab or group would
not have to ask for 100% replacement again in several years. Don also added that additional monies for
computers may become available once the requested computers are bought in bulk
with the discount from the new computer vendor contract with Dell. Neil Young inquired as to bulk software
package deals that might come available for those groups that requested
software from the Tech Fee. Don will be
looking into that issue.
Jeff Holder and Tina Logan from Purchasing were on hand to discuss the new computer vendor contract with the committee.
Tina
expressed her thanks to the tech committee that reviewed the specifications for
all of the competing vendors. Three or
four vendors were under consideration, but the contract was finally awarded to
Dell. The contract includes deals for
students, faculty, staff, alumni, SICCM members, and IPAC universities. Some of these groups are new additions to
this particular contract, such as alumni.
Those wishing to purchase under the contract are to call 710 Bookstore.
The
contract goes into effect on 2/2/04. It
is a 6-month contract, with a renewal option every 6 months for up to 10
years. Prices will never increase, but
the technology offered through the program can be upgraded when needed at every
renewal period. After the initial
6-month contract, SIU can cancel at any time.
The contract also offers free shipping.
Deliveries will now be made to the ordering departments rather than
Central Receiving.
Three
desktops models, laptops, and servers are covered under the contract with a
multitude of ways to configure the products for maximum flexibility. Purchasers can also look through the catalog
if the specified products don’t meet their needs. Jon Davey inquired about Tablet PCs and other
hardware that Dell might not offer. Jeff Holder acknowledged
that Dell does not currently offer a Tablet PC and that he would be happy to
work with departments on other vendors. He also stated that, to date, there
have been only a handful of inquires about tablet PCs. Dean Carlson stated that
it was likely Dell would offer/develop a Tablet PC in the future, especially if
they become popular devices. Jeff Holder agreed and indicated that they would
then be included in the Dell contract at that time. Tina Logan said that departments can order
outside the Dell contract, but must justify the purchase with Purchasing beforehand.
David
Carlson asked how price differentials were handled under the contract, for
example specially advertised discounts offered all the time by Dell. The contract is configured by a bid and then
a percentage is figured off of that bid.
The contract can offer such a low price because of the volume sales that
are expected. In past years, over $2.2
million worth of sales have been fulfilled.
In addition to university sales, the contract allows faculty and staff
to purchase the same computer that they have in their office for their home
use. However, individuals must pay sales
tax whereas the university does not.
There
is also a new feature in the contract for security software installation on
laptops. The software works similarly to
OnStar in vehicles. If the laptop is
stolen, its location can be tracked the next time the computer logs on to the
Internet.
The
news about the new computer vendor contract is up on IT’s
website. It will also be announced to
campus P-card holders.
Larry
Dietz and Anne DeLuca were on hand to discuss a draft email policy for students
with the committee. A copy of the draft
policy was distributed via the CAC listserv several days before the meeting.
Larry
Dietz provided some background on the draft policy. It was the impetus of the Budget and Planning
Task Force, the Southern at 150 process, and discussion about enhanced services
to students. The policy also has some
budget implications and could increase the effectiveness of communications with
students. For instance, Student Affairs
currently purchases postage for its mailings to students. An email system would greatly reduce the need
for postage and mass mailings.
Many
other universities use email systems rather than mailings for their student
information needs. SIU would be
following that trend and can use the wisdom that other universities have gained
through the implementation of such systems.
The
policy suggests that students would be issued an SIU email account as incoming
students. This account can be used to
share information from Student Affairs, such as enrollment records, bursar
accounts, financial aid statements, and housing information. All of these departments currently rely on
postal mailings. Larry Dietz is hopeful
that this email account can travel on with students once become alumni of
SIUC. It will provide a lasting link to
SIUC. There is no such mechanism to
share information with SIU alums currently in place.
The
policy has made the rounds with various campus groups and committees. The enrollment managers, academic advisors,
deans, directors, and chairs seem to be supportive of the policy. Larry Dietz expressed concern that some
students and graduate students were less supportive of the policy. The Computing Advisory Committee is only of
the last groups/committees to add their input and Larry asked for the member’s
input and suggestions. If the policy is
acceptable, implementation would begin this summer along with a program to
educate students about the policy.
Anne
DeLuca clarified one particular point on the policy. Students would be required to use the SIU
email address for their communications with Student Affairs. Student Affairs has encountered problems with
non-SIU email accounts such as bounce backs and blocks from the SIU
domain. Anne reported as much as 20%
bounce backs when trying to email large groups of students. Other institutions have experienced similar
problems with outside email providers and have suggested that SIUC use only SIU
domain emails. If students wish to use a alternate email provider, they can forward messages from
their SIU account to their alternate account.
The
committee then discussed the policy. Don
talked about the various implementation processes that would need to
occur. Amy Sileven and Neil Young, the
student representatives, questioned if the current email system could take the
large load that would likely result. IT
will be investigating and may have to upgrade the email system to accommodate
the load brought about by the policy.
The student representative also questioned where the money would come
from for upgrades to the email system or to support the use of the email system
by alumni. Would tuition and fees be
used to support the policy?
Committee
members were generally supportive of the policy with a few minor changes. David Carlson suggested that the policy
define the terms “official email communications”. He also suggested revising
the 5th bulleted statement to acknowledge the university’s responsibility
to support the system as well as the students’ responsibility to maintain and
check the SIU email account. Amy Sileven
suggested that the frequency with which the university expected students to
check their accounts be defined.
Both
the graduate student representative and undergraduate student representative
were dissatisfied with the requirement that students maintain an SIU
account. Both agreed that asking
students to keep an email account on file with the university was
acceptable. However, they believed that
students should be able to pick their email provider and not be limited to an
SIU account. Students are not currently
required to have an email account listed with the university. They are only required to have a mailing
address on file. Other committee members
argued that the requirement of the SIU account was beneficial to ensure that
announcements would reach a valid email address.
Larry
Dietz and Anne DeLuca thanked the committee for their comments and
suggestions.
The
committee had no items to report.
Dean
Carlson adjourned the meeting at 3:02 pm.
Minutes
taken by Stephanie Graves
Last Updated: Friday, February 20, 2004--JPD