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Technology Council Minutes

October 17,  2001

In Attendance:

1. Minutes of September 26, 2001 meeting. Minutes were approved as presented.
2. Old Business:
3. Faculty Resolution on software policy: Don Steward reviewed with University Counsel. University Counsel advised it was legal, although some wording is ambiguous. The Policy was approved unchanged.
4. Action item: D. Steward will give statement of Computer Users Rights and Responsibilities to V. Helm to be distributed to deans and department head and to other Vice Chancellors for distribution to their constituents.
5. Security of IU File Servers: No report.
6. Action item: B. Scott will review and report back at next meeting.
7. Draft IT Policies: Bert Scott reported that Computer Committee formed a sub-committee of himself and Judy Knapp to review and revise Printer and PC Allocation policies and take back to Computer Committee. Don Steward distributed copies of hardware policies from
8. IU Kokomo:  http://www.iuk.edu/administrative_units/IT/resources/fsweb/it_services.htm
9. IU South Bend: http://www.iusb.edu/~cserv/hardware.htm
10. Action item: Don Steward will send out HW Policy one more time for comments; policy will be voted on at next meeting.
11. Technology Council website: Don Steward created space on IT's website and placed copy of current Technology Policy and Tech Council membership list.  http://www.iun.edu/~itnw/council.htm.
12. Action item: D. Steward to craft mission statement using statement in 1990 Technology Plan and revising to include Shared Vision language.
13. Discussion on recent e-mail changes and FERPA: Don Steward distributed statement on directory information as relates to FERPA. The student address book in Webmail has been deleted due to legal considerations under FERPA. Linda Anderson mentioned many students do not have or want IU Northwest e-mail. She expressed the need for Student Activities to obtain email addresses for all students.
14. Action item: V. Helm will investigate if Admissions can use PeopleSoft to collect preferred email addresses.
15. Call for a proposed policy on iun-staff-l listserv: Don Steward had consulted University Counsel and was advised that it is legal to limit mass mailings. There already is a 1992 University statement from the Academic Computing Policy Committee that addresses IU's current policy regarding mass mailing via e-mail: http://kb.indiana.edu/data/acnt.html. The following is an excerpt from an old IU Northwest policy: "E-mail is restricted to University business."
16. To be on next meetings agenda:
    1. Moran proposed 3 categories for campus communication:
       1. individual: e-mail
       2. individual discussions: listservs
       3. announcements: bulletin boards
    2. He proposed 2 questions to be addressed at next meeting as relates to the above categories:
       1. What is technically feasible?
       2. What is appropriate for each category?
    3. Revision of Technology Plan: Current plan is on web at http://www.iun.edu/~itnw/techplan2001.shtml. Two other regional campuses have Technology Plans on the Web:
       1. IUK:  http://www.iuk.edu/administrative_units/It/techplan/index.html
       2. IU East: http://www.iue.indiana.edu/ovcit/1_98IUTechn%20Plan.htm
    4. Moran proposed an IT Plan structure:
       1. Environment: internal and external
       2. Objectives: immediate plans
       3. Goals: not expected to accomplish immediately, but long range plans
17. Action item: D. Steward will use former Technology Plan as draft and revise Environment statement. The new plan will specifically address Shared Vision principles and will include work from Shared Vision task forces.  Draft to be presented at next meeting.
18. Selection of Technology Council Chair and Recorder: D. Steward requested volunteers for Chair of Technology Council as he felt that its role as advisor to IT was a conflict with the VCIT chairing the council. Council members responded by requesting that he continue to serve, as the VCIT has the best overall picture of university wide policies and practices as it relates to IT. Carol Wood will remain as recorder.
19. Other Business: None
20. Next meeting: November 14th 10-12. Place to be determined. Those who cannot make this regular time will be allowed to send a proxy.

If there are any additions or corrections, please e-mail me.

Donald L. Steward
Vice Chancellor for
Information Technology