Mary Jo Anderson to represent Administrative Computing Coordinating Council.

Network 21 rep to be approved at the Network 21 B&P Oversight Committee scheduled later today. It is suggested that Network 21 B&P Oversight Committee member Marilyn Sharrow be the rep since she is already on the Council.

Phyllis Leavitt to represent AC4 on ADC3.

Committee members reviewed the proposed charge and membership for the subcommittee on Multimedia and Database Facilities to Support Instruction. There is a timing issue related to the appointment of TRC director and IT leadership, one that needs attention. This is a situation where some resources are available to faculty but need better ways of using and managing them. Adding a rep from the hard sciences to the membership was suggested.

Discussion about telling the subcommittee what to do and what not to do in the charge. The compromise is to exclude what not to do from the charge and verbally share this information in a meeting telling the subcommittee that if the charge needs to be broadened, to bring it back to the Council. The Council needs to deal with issues at the policy/strategic level.

Actions:

1. Revise charge by deleting sentence about what Subcommittee should not do.

2. Bill Hornof approved as Subcommittee chair because of his experience with PCFIT and JCCIT.

3. Chair Matthews will ask Bill Fink (Chemistry) to be part of the Subcommittee to represent the hard sciences.

4. Council member Marilyn Sharrow will be the Subcommittee Vice-chair.

Peter Dale informed the Council of the Ad Hoc Committee on Instruction in Computing Science comprised of Peter Dale, deans, associate deans, and department chairs. The concern was that there would be too much overlap between Peter Dale's Ad Hoc committee and the proposed subcommittee. The Ad Hoc Committee has already started working on some of these issues.

Action: Peter Dale to report to AC4 after the Ad Hoc Committee meets.

John Vohs provided copies of the proposed draft for the AC4 Steering Committee charged with carrying out the actions delegated to it by the Council. Council members discussed membership for the Steering Committee.

Action: Chair Matthews will ask Mel Ramey to be a member. John Stenzel and Peter Rock will be the other Steering Committee reps.

Some Council members have asked what the acronym AC4 means. Academic Computing Coordinating Council = ACCCC = AC4. The 4th C comes from the word "Academic" and is used to distinguish this council from its administrative counterpart (ADC3).

Email lists:

Last month Carole Barone gave us her view on how we should be looking at this issue. The IT Five Year Administrative Unit Review group is also discussing this topic. A formal request from Provost Grey was sent to Alan Laub, Harry Matthews, and Dave Shelby as chairs of the committees/councils they represent asking them for advice and the respective views prior to initiating a recruitment. Academic Senate Chair, Bryan Miller, was copied on the memo dated June 30, 1998. A meeting of the group and Jerry Hallee took place last week. Jerry provided Council members with a summary listing four different options for IT leadership position alternatives:

1. Senior level chief information officer (CIO);
2. CIO with vice provost title and faculty appointment;
3. two positions, one for an academic and one for an administrative IT officer; and
4. Utility manager/Division Director, not necessarily involved in strategic planning of operation.

A timetable is not set for the recruitment but it is expected that it will be early to mid Fall before a position description is completed. The Administrative Computing Coordinating Council does not meet until August and the IT Five Year Administrative Unit Review will not be completed until early Fall.

Members expressed interest in how other campuses structure their IT divisions.

Jerry suggested distributing copies of the UCLA report dealing with their governance.

Polly McClure, CIO at University of Virginia and Jack McCredie, CIO at UC Berkeley are the external consultants to the IT Five Year Administrative Unit Review Committee. They are available to talk to the Council if desired.

Actions:

1. Gilda to distribute the UCLA report, organization charts from peer institutions, and job descriptions/advertisements distributed to the IT Five Year Administrative Unit Review Committee.

2. Include this item on the agenda for the AC4 August and September meetings.

3. Chair Matthews to get input from various constituencies and explore how to get Academic Senate input with Bryan Miller.

The Council ran out of time. Items 8 and 9 will be discussed via email.

See email from Chair Matthews dated July 22, 1998.

The Council adjourned at 3:30 p.m.