1. Approval of minutes
2. LEAD Project (Faculty Needs Assessment Tasks)
3. Appointment of Subcommittee to Consider Student Ownership
4. 98-99 Instructional Technology Funds Subcommittee Projects Recommendation
5. Recommendations after AC4's First 8 Months of Operation
6. Remote Access: Ranking the Principles and Evaluating Model
7. Other Business

Guests: Doug Hartline, IT: Communications Resources; Tor Cross, and Barbara Sommer, Teaching Resources Center; Vicki Suter, IT: Distributed Computing Analysis and Support.

Staff to the Council: Gilda Garcia, Paula King.

Council Chair Harry Matthews opened the meeting by welcoming Zack O'Donnell, the Staff Assembly rep, replacing Phyllis Leavitt. He also welcomed the guests, Doug Hartline for the Remote Access topic, Vicki Suter, Tor Cross, and Barbara Sommer for the LEAD Update.

1. Approval of minutes - Harry Matthews

   The minutes were approved as submitted.

2. LEAD Project (Faculty Needs Assessment Tasks) - Vicki Suter

   Handouts:

   • LEAD Faculty Survey March 1999, and Faculty Needs Assessment Matrix (distributed via email on 3/12/99)
   • LEAD Project Status Report 1/1/99-3/15/99 and LEAD Web Server Architecture Task (distributed at the meeting).

   The main focus of the update is to discuss the Faculty Needs Assessments Matrix that has been prepared by Vicki in partnership with Barbara Sommer and Tor Cross from the Teaching Resources Center. The survey will be mailed to Academic Senate members in Undergraduate teaching colleges (about 733) and to Academic Federation members. Council members have an opportunity to include one question in the survey. Responses are due the first week of April. It is suggested that the survey be kept to three pages. A UCD Bookstore gift certificate for $50 will be offered as an incentive to respond.

   Vicki Suter asked the Council to sponsor the survey by signing the cover letter that will accompany it.

   Actions:

   1. Council members are asked to submit comments to Vicki at vnsuter@ucdavis.edu by March 26.

   2. Vicki to prepare survey cover memo for the Council.

   3. John Stenzel to obtain Academic Federation member list and send it to Tor Cross.

3. Appointment of Subcommittee to Consider Student Ownership - Harry Matthews

   At the last Information Technologies Policy Board meeting, this Council was charged with evaluating what it would take to request computer ownership for all UCD students by fall of 2000. The questions that need to be answered are: if the University is going to require student ownership of computers is the infrastructure adequate? Is fall 2000 an appropriate date? Once the issues are defined, the Council will work with IT to deal with them.

   Council member Jenna Ramesh suggested investigating a partnership between AC4, the Provost, and ASUCD. Catherine Weber is the Planning and Budget contact regarding student financial aid.

   Action: Jenna Ramesh to provide Harry Matthews with the name of the ASUCD contact.

4. 98-99 Instructional Technology Funds Subcommittee Projects Recommendation - Matt Bishop
   Handout:Recommendations for one-time Instructional Technology Funds Usage -- Memo dated March 15, 1999, from Matt Bishop to AC4.

   View the PowerPoint presentation.

   Matt Bishop presented the recommendations of the Instructional Technology Funds Subcommittee. Peter Dale, Jenna Ramesh, and Marilyn Sharrow were the other members of the subcommittee. They met with Lana Moffitt to produce the recommendations.

   Note: The amount quoted for network access ports does not include the campus subsidy which is $28/port.

   The subcommittee has done a commendable job under such short deadline and the Council enthusiastically supported their overall recommendations.

   Several members raised questions about the web server proposal's relationship to existing services in departments, Schools/Colleges and the TRC.

   Actions:

   1. The recommendations will go immediately to Provost Grey for initial approval.

   2. AC4 will appoint a subcommittee to review those proposals that are referred jointly by the AC4 chair and the Acting Associate Vice-Chancellor-Information Technology in more detail.

5. Recommendations after AC4's First 8 Months of Operation - Harry Matthews

   Paula King presented the comments received from the Council which were discussed with the AC4 Steering Committee earlier this month.

   The comments fall under three categories:

   1. Membership
      It is recommended that two undergraduate students serve on the Council, one at the upper division and one at the lower division level. There is concern about the student load at the lower division level. One option would be to have students at the junior and senior level. The student rep is nominated by ASUCD. The second student should be chosen based on criteria the Council suggests or by asking ASUCD for specific requirements.

      Actions:

      1. Chair Harry Matthews to meet with Academic Senate Committee on Committees to discuss faculty representation on the Council.
      2. The Steering Committee to work out the details of the additional student rep. Jenna Ramesh and Sheila Desai should be present.

   2. Council Structure
      It is difficult to do a lot of business since the meetings are held once-a-month. It is suggested that the AC4 Steering Committee meet more frequently and that more Council members be added to that group. The meetings will be scheduled on the weeks when the Council doesn't meet and cancelled if there is no business to discuss.

      The members of the AC4 Steering Committee are: Harry Matthews, Mel Ramey, Peter Rock, and John Stenzel.

      The Chair doesn't attend subcommittee meetings.

      Standing subcommittees vs. Ad Hoc subcommittees.

      A standing subcommittee on instructional technology and another on research are suggested. The question is whether remote access would be part of the instructional technology subcommittee and where does the student computer ownership issue fits, under instructional technology or a separate subcommittee.

      Action: Expand the Steering Committee to include two additional members. Two of the members would rotate every two months. The new Vice Provost-Information & Educational Technology should be part of the group.

      Appoint a Vice Chair.

   3. Council Operations
      In order to make meetings more efficient, items that are for information only will be distributed electronically or on paper. Members would have the option of bringing the topic to the Council or the Steering Committee.

      Subcommittee chairs should be Council members.

      Subcommittees will be appointed as needed.

      An inventory of what UC Davis information technology encompasses would be helpful. The problem is that it is so broad. Sources of information are: the IT Administrative Unit Review Report that will be produced soon; the IT Web page (http://it.ucdavis.edu/) and the IT Annual Reports (http://it.ucdavis.edu/pubs/reports.html) which are specific to the IT Division. A place to start might be the Strategic Plan (http://it.ucdavis.edu/pubs/IT.Strategic.Plan.html) that defined the big picture and was prepared six yeas ago.

      Chair Harry Matthews plans to do an orientation for new Council members.

      It is difficult to set the boundaries between the IT Division and information technologies.

      Action: The AC4 Steering Committee to consider appointing an Instructional Technology Subcommittee and a Research Subcommittee as standing subcommittees.

6. Remote Access: Ranking the Principles and Evaluating Model - Harry Matthews
   Handout: Remote Access Matrix

   The AC4 Steering Committee and IT are evaluating other campuses. The matrix allows each individual to rank their own opinions about relative importance of each principle. The ratings will be averaged and distributed.

   Actions:

   1. Council members are asked to submit their ideas on models for remote access to the Chair.
   2. Complete the remote access matrix and return it to the Chair.

7. Other Business

   The current meeting time presents a conflict for some of the members.