Committee Meeting - October 16, 2014

Darren Bondy
Secretary to the Committee
October 27, 2014

Present: 

Andrea Chappell (Acting Chair), Darren Bondy (Secretary), Bruce Campbell, Erick Engelke, Bob Hicks, Bill Ince, Dawn Keenan, Robyn Landers, Paul Miskovsky, Carl Nagel, Terry Stewart, Jason Testart

Guests:  

Don Duff-McCracken (for Marko Dumancic)

Regrets:

Dave Wallace (Chair), Marko Dumancic, Dave Kibble, Sati Singh

Agenda

6. Next CTSC Meeting

[Will be held Thursday, October 30, 2014, at 1:30 p.m., in MC 2018A.]

Chair’s Remarks (Andrea Chappell for Dave Wallace)

• Dave Wallace is away at the CUCCIO this week.
• IST is beginning the first part of their move to EC2.
  • Approximately 50 people moving this weekend and the rest of IST will be moved in stages.
  • Most of the CHIP services will be moved to the EC2 building by the end of November.
    • Exam scanner will remain in MC until January and then be moved.
  • Media/equipment loans will remain in the MC for now.
  • The EC2 building is about a 5 minute walk from the MC building.
  • There will be a service road connecting the Q lot to the service road that runs from Phillip St. to Ring Road.

Approval of the minutes of the meeting of October 2, 2014

The minutes from the meeting of October 2, 2014 were accepted as distributed.

Undergraduate Email in the Cloud (Bruce Campbell)

Bruce Campbell provided an update on the Undergraduate Email in the Cloud. Topics included:

• Background
• Charter
• CTSC and UCIST
• Publication
• Survey
• Students Success Office Student Consultation
• GSRC and USRC
• Privacy and Security Impact Assessment (PSIA)
• Recommendation

View the full presentation on the Undergraduate Email in the Cloud project.

Comments and discussion

• Is there a different level of concern for privacy/security with email in the cloud?
  • General guidelines on email at the University suggest not disclosing sensitive information via email.
  • If students use it to share personal information, they assume the risk associated with it.
• A recommendation was made to UCIST to proceed with email in the cloud; members were in support and agreed it is a good idea. The PSIA needs to be completed before the UCIST approval is finalized.
• Campbell will create a summary of the concept for Dave Wallace to present to the Provost for next steps.  
• The scope of this project is to decide whether to move email to the cloud, not to choose which application to use.
  • To choose the solution (Microsoft, Google or others), the options will be investigated vigorously.
• Mailservices will still exist; alumni will still use it, and it needs to keep operating for now.
• The goal is to give students a better suite of tools but to continue providing them with a UW affiliated email address.
• UCIST asked last week why we provide email to the students at all?
  • Does it need to be the primary way to communicate with students?
  • Communication can also be done using social media and notifications on the Portal.
    • The Portal will provide an excellent medium for connecting with students.
• Is there a report about how we want to implement this? If not, should we be doing such a report?
  • A document should outline how to implement and roll out such a project for future reference.
• Has a back out plan been considered if we begin, then decide not to proceed?
  • This will be investigated further and reported back.

Roundtable Reporting

Math (Robyn Landers)

• A contract position has been hired for project called Open CS to provide Computer Science learning material.

Applied Health Sciences (Terry Stewart)

• Wednesday (October 22) next week AHS will move behind the firewall.
• Less than an hour ago received the final audit report form the auditors. Once that is accepted by the UW auditors, Stewart is willing to share the audit report upon request.

Science (Paul Miskovsky)

• Will be moving behind the firewall on December 1^st.
• We have received no feedback or comments from the audit committee on any of the documents we submitted for review.

Computer Science (Bill Ince)

• We are still recovering from the flood in one of our labs.
  • Finally got an engineer to sign off on the sprinkler heads, now set for a higher temperature.
  • Still in the process of dealing with the insurance.
• Retail Services will provide us with the server for uPrint.
• We will provide exam seating information for the Portal.

Arts (Dawn Keenan)

• We will soon be scheduling the move behind the firewall for Arts and the affiliated colleges.

Engineering (Erick Engelke)

• Submitted the audit requirements.
• Released our first beta for PocketNexus, a wizard which helps Mac users (and soon PC and Linux users) connect to Nexus home directories and printers on their laptops, desktops and home computers.

Instructional Technologies and Multimedia Services (Andrea Chappell)

• Had an issue with LEARN the last two Friday’s; receive very few problem reports, so assume it was not a major impact on users.
  • We have followed up with D2L about the cause but have yet to hear back.
• Beth Jewkes is interested in a review of the electronic classrooms, with the input of a committee; still in infancy stages, nothing started yet.

Environment ( Don Duff-McCracken for Marko Dumancic)

• Fairly smooth experience behind the firewall so far.
• Geomatics people in our department have been working on some things to tie into the Portal.
• MappedIn has given us access to their APIs so we can take advantage of these tools; the data that they have generated is valuable.

Updates (various) via email

IT Security

• We have had issues with SSL; ISS will be surveying to figure out the various problems with SSL.
• Identity and Access Management project is going fairly well.
  • We are looking at some open source options as well; a product called Grouper may change the scope of the project.

IT Governance

• UCIST had another discussion on the longer term agenda to map out a higher level of important topics.
• Chappell had proposed three UCIST members form a sub group to create the long term agenda.

Next meeting

The next meeting will be held on October 30, 2014 at 1:30pm, in MC 2018A.