Committee meeting - November 1, 2018

Carol Lu
Secretary to the Committee
November 1, 2018

Present: Steven Bourque (Chair), Andrew McAlorum, Trevor Bain, Andrea Chappell, Keith McGowan, Paul Miskovsky, Marko Dumancic, Adam Savage, Jason Testart, Robyn Landers, Carol Lu (Secretary)

Regrets: Daryl Dore, Omar Nafees, Erick Engelke, Greg Smith, Dave Kibble

Agenda

  1. Chair’s remarks [5 min.]
  2. Approval of the minutes of the meetings of Thursday October 18, 2018 [5 min.]
  3. Exchange Control Panel – Delivery Reports (Steven Bourque) [15 min.]
  4. Privacy review of CCTV and Electronic Access Control (Steven Bourque) [10 min.]
  5. Other Business [10 min.]
  6. Roundtable discussion – all [20 min.]
  7. Next CTSC Meeting [Will be held Thursday November 15, 2018 at 1:30 p.m., in EC2 1021.]
     

Chair’s Remarks (Steven Bourque)

Approval of the minutes of the previous meeting

  • The previous meeting’s minutes were accepted as distributed
     

Exchange Control Panel (Steven Bourque)

  • Message tracking and delivery reports should be limited to individuals who require access to such information
  • It is suggested that one individual per faculty should be granted access to message tracking and delivery reports

Comments & Discussion

  • It could be more beneficial to designate two people per faculty to have access
  • The system tracks user login activity but does not track specific activity

Privacy review of CCTV and Electronic Access Control (Steven Bourque)

  • Currently in early stages of reviewing procedures and documentation in order to be compliant with privacy laws
  • Recently attended online seminar with Ontario Privacy Commissioner to review requirements

Comments & Discussion

  • Installation placement and justification for cameras in certain locations is the main focus of the review
  • There should be signage to indicate the presence of a camera in a given location
  • Signage does not have to be accompanied with every camera, but signage should be available at least at entrances
  • Police Services and IST will be involved throughout the process of this review
     

Other Business

ProofPoint blocking non-spam emails (Paul)

  • There has been a case where a legitimate email has been blocked and did not notify the receiver
  • IST should log all blocks, not only major scams, in order to notify the receiver

Comments & Discussion

  • It is not viable for IST to log and notify receivers of every email that gets blocked by ProofPoint
  • An RT ticket request should be submitted in the case that an expected email is lost or not delivered
  • It should be noted that emails with encrypted attachments end up in ProofPoint quarantine
  • The example provided was due to a system misconfiguration that has now been corrected
     

E-classroom service performance decline (Paul)

  • Response time for service request is approximately 3 months
  • Team members should be hired to accommodate for growing number of service requests

Comments & Discussion

  • The service team is taking on more projects as more buildings are being built on campus
  • Currently looking at hiring an additional person
  • Long wait times can partially be attributed to having a small time frame to get into classrooms to fix issues
  • The Teaching and Learning Spaces Committee is addressing the issue
    • Members can present at a future meeting and answer questions if there is interest

RT access denied (Paul)

  • Access to an RT ticket was denied when trying to access the ticket through the URL sent via email

Comments & Discussion

  • Permissions are different for various teams and departments, some teams include private information on tickets
     

Dell Computer Service Procedures (Marko)

  • The process to drop off and pick up a Dell computer to get fixed is complicated in comparison to the process to drop off and pick up a Mac
  • There are currently no resources to indicate the drop off/pick up procedures

Comments & Discussion

  • Current process requires arrangements to be made through an RT in order for someone to pick up the laptop and carry it to the hardware shop
  • Dana Porter and Davis Center IT desks could be used as drop-off points
    ​

Roundtable

Instructional Technologies and Media Services, IST (Andrea)

  • D2L contract was up for renewal yesterday
    • Contract was renewed for four more years
  • Additional product called YouSeeU was added to the D2L renewal contract
    • YouSeeU is a video system that allows users to create video assignments for courses
    • YouSeeU will be rebranded as Bongo
  • Webex and Webex Board will be rebranded as Teams
    • Meetings will be held with Cisco to determine project roadmap and next steps

Technology Integrated Services, IST (Steven)

  • RFI for storage strategy discussed last meeting is now available
     

Science (Paul)

  • Currently running two separate classroom surveys
    • SSL certificates for both
    • No extra messaging or emails

Arts (Keith)

  • This may be Keith’s last CTSC meeting
     

Math (Robyn)

  • Was recently approached by a faculty member with a CFI grant looking for virtual reality equipment
  • Currently looking for contacts to get in touch with for virtual reality equipment
  • Will get in touch with Games Institute