Present:  Victor Rivera for Lowell Ballard, Alison Baker, Deborah Rosen for Max Bassett, Lynn Bowers, Ron Buchanan, Tom Butler, Afsaneh Chamlou, Debbie Naquin, Allen Schmidt for Sushama Rath, Steven Sachs (chair), Monica Sasscer, Sue Hintz for Lionel Sylvas, Dave Williams

Absent:  William Gary

Visitors:   Cathy Simpson, Stacey Pendleton, Dale Seward
 

1.  Minutes of the January 23 ITC meeting were approved.

2.  Web Committee Report

Cathy Simpson presented a report from the Web Committee.  The Committee had been given 4 charges and the report addressed each of these.

Review the College Web site to determine whether changes in appearance and/or organization are needed; and, if they are needed to recommend appropriate changes and a timetable for implementing those changes.

Determine whether the College should implement a web portal strategy, and if so, what portal to use and a timetable for implantation if the decision is to use a portal.

Determine how the new PeopleSoft html access web component for the new SIS should be integrated into the College web site so that is fully operational by March 2002.

Determine whether the College should use the PeopleSoft web portal.

Charge 1:  New College Home Page Design.  She also presented a draft of the proposed new College home page that addressed the recommendations from the Web Committee.  The ITC provided the following feedback to the Committee:

The ITC wanted a different graphic look.While they liked the navigation features, they wanted a clearner look.They also wanted the campuses names to be more clearly identified as clickable links.The VCCS logo was also to be made more clearly a link.At the top, "ELI" was to be replaced with "Distance Learning."TAC is to develop at least two additional graphic looks.It was also recommended that they consult with the College graphics office to give them an opportunity to submit one or more graphic looks for the College home page.

The ITC approved the 17 recommendations in the report.In addition, the ITC directed TAC to remove the search engine from the current home page since it does not work and cannot readily be made to work.The decision of who will maintain lower pages on the College web site will be determined when the final design is approved.

Charge 2:Portal recommendation.The Web Committee recommended that the College not attempt to implement a web portal at this time.The ITC approved this recommendation.During the discussion significant concern about the current Student Services Web site was expressed.This concern was to be conveyed to Dean Bassett and the Deans of Student Development.

Charge 3:Strategy for Linking to the new SIS. The Web Committee proposed a direct link from the College Home Page to an intermediate page with detailed information on the new SIS.The log-in screen would be linked from this intermediate page.The ITC approved this recommendation.

Charge 4:Use of the PeopleSoft Portal.The Web Committee recommended that the College not implement the PeopleSoft Portal at this time.The ITC approved this recommendation.

Victor Rivera presented a report from the Blue Ribbon Student email Task Force. This task force was appointed to consider whether or not the College should convert to the student email system operated by the VCC Technical Utility.He reviewed similarities and differences between the two systems.Since there is the potential for considerable cost savings and coordination with the new SIS--with minimal drawbacks--the ITC approved the Task Force recommendation that the College convert to the Utility-run email system.One major improvement is that it is easier to have mail automatically forwarded from the Utility-run email system to another email address used by a studentthan with the current College email. However, instead of adopting the recommendation that the conversion be made after the new SIS is implemented, the ITC approved the recommendation that the conversion happen this Summer.The rationale is that this type of conversion is easier to do over the Summer than in the middle of the Fall or over Winter break.It was also noted that because the Utility-run email offers the user the opportunity to create an email account on demand, it might be more suitable for adjunct faculty than the current College email system.

Dr. Sachs presented a revised draft of the policy recommendation on computer software copying.The policy had been adopted at the January ITC meeting.Dean Baker drafted specific policy language that was circulated for comment to the ITC prior to the February meeting.The ITC approved the revised draft for forwarding to Administrative Council.

Cathy Simpson and Monica Sasscer distributed additional narrative on how Technology Plan funds would specifically be used to enhance distance learning.This material was requested by the VCCS when the current Technology Plan was approved.The narrative does not change the current plan, it only adds narrative explanation.Several corrections were made to the draft:the use of funds to join the MSDN Academic Alliance, 4 campuses offer on-line Writing Center Assistance.The ITC approved the narrative for addition to the 2001-02 Technology Plan.

Dr. Sachs reported that he is purchasing new software to make on-line forms more useful.The new software should allow users to save completed or partially competed forms to their computers.The software should also allow the College to implement digital signatures for some forms.This should encourage use of online forms and paperless processes.The conversion of forms will take several months after the software is received.

Cathy Simpson reported that the Student Technology Guide is currently in revision and will be republished shortly.(Note:due to the pending change in student email and a change to the proxy server that allows remote access to library materials, the guide probably will not be republished until mid-Summer.)

Task Force Charge

A.  To review the College Web site to determine whether changes in appearance and/or organization are needed; and, if they are needed to recommend appropriate changes and a timetable for implementing those changes.

B.  To determine whether the College should implement a web portal strategy, and if so, what portal to use and a timetable for implementation if the decision is to use a portal.

C.  To determine how the new PeopleSoft html access web component for the new SIS should be integrated into the College web site so that it is fully operational by March 2002.

D.  To determine whether the College should use the PeopleSoft Web portal.

Task Force Membership

A. Changes in Appearance and Organization of the NVCC Web Site 

The task force reviewed a variety of college and university web sites to help us determine whether changes to the current site should be recommended. The following three sites represent the types of changes we thought would be appropriate to make to the NVCC web site.

University of Virginia

http://www.virginia.edu

George Mason University

http://www.gmu.edu

University of Florida

http://www.ufl.edu/

Recommendations for Changes to the NVCC College Web Site

Attached you will find a draft of a possible NVCC home page that would meet the recommendations below; this draft is meant to help everyone to see a visual picture of the recommendations that follow. The task force determined that the following are appropriate changes to be made to the site:
 

1.The entry into the information on the site be organized through three means: by different user populations, such as for "prospective students," "current students," "faculty & staff," "alumni," and "workforce"; by retaining the current menu bar from the old site; and by use of the "Popular Sites" box.

2.Tabs for navigation should be included in a header that directs user populations to the specific content each will need.

3.The navigation bar on the home page should be designed to have rollover links that will detail what is located under that navigation button.

4.Quick Links box or Most Popular Sites box should be included on the front page to be able to access other sections of the web easily through a drop-down set of menu choices.

5.Search capabilities, including a search field on the front page, should be included.

6.Images of campuses on the front page do not need to be present, but do need clear links to the campuses from the front page.

7.NovaConnect link should be on the front page as a button of its own or part of the navigation (menu) bar.

8.Little or no scrolling should be needed to read the most important information on home page.

9.Images that represent who we are should be on the home page; these images should add interest or information without interfering with the purpose of the page. The images can be programmed to display a series of pictures rather than remain static.

10.Consistency of look and feel as well as similar navigation should be present throughout the College web site, including the campus sites.

11.A comprehensive site index that is listed both topically and alphabetically should be included.

12.New logo and tag line should be more prominent on the home page.

13.The home page should be clean and simple.

14.Any images need to be compressed so that the site loads quickly.

15.The minimum standard of 800x600 should be used.

16.All aspects of the site must be ADA compliant.

17.Navigation must be supported by all browsers.
 

A sample NVCC web site that was designed to visualize the recommendations above can be found athttp://www.nvcc.edu/depts/newfront/ A draft page "For Students" is located athttp://www.nvcc.edu/depts/newfront/forstudents.htm and "About NVCC" is located athttp://www.nvcc.edu/depts/newfront/aboutnvcc.htm.The SIS NOVAConnect interface is located at http://www.nvcc.edu/depts/newfront/sisfront.htm.
 
 

Timetable for Implementation

The timetable for implementing the above changes is as follows.

February 15, 2002 - Complete the draft of the top pages of the revised NVCC web site for review and approval by appropriate units

February 28, 2002 - Complete the SIS interface for review and approval by appropriate units

March 29, 2002 - Complete the search engine application
 

B.  Implementation of a Web Portal Strategy for the College

The task force recommends no implementation of a web portal strategy for the College at this time.

We defined a campus Portal as

We reviewed several examples of Campus Portals and found the following three to be the most representative of excellent campus portals:
 

University of Washington

http://www.washington.edu/

http://myuw.washington.edu/

University of Buffalo

http://www.buffalo.edu

http://www.buffalo.edu/aboutmyub/

Villanova University

http://www.villanova.edu/servlet/Web2000

The task force suggests that the ITC discuss the use and cost of a campus portal for possible use for two years from now after our new SIS is working well on the web. As a result, we are recommending that because of prohibitive cost and specialized expertise required that the College postpone the implementation of a web portal strategy for the College at this time. However, when the task force does recommend that this item be revisited in the future. We identified the following questions to ask about developing portals that may be helpful in the future:

·Who are the users?

·What will the portal provide them?

·Why do we want to implement a portal?

·What do we want the portal to accomplish?

·What resources do we have to develop portals?

·Can we afford to develop portals?
 

We used the following Web Resources about Portals:
 

"The Portal's Progress: A Gateway for Access, Information, and Learning Communities"

http://www.syllabus.com/syllabusmagazine/sept00_fea.html

"A Hitchhiker's Guide to Learning Portals"

http://www.suite101.com/article.cfm/training_and_development/41704

"Portal Technology Into the Looking Glass

http://www.convergemag.com/SpecialPubs/Portal/historical.shtm

"Institutions Collaborate on Development of Free Portal Software"

http://www.chronicle.com/free/2000/05/2000050501t.htm

C. New PeopleSoft HTML Access Web Component for the New SIS Integration into the College Web Site by March 2002

James Madison University e-campus

http://www.jmu.edu

http://ecampus.jmu.edu/

http://www.nvcc.edu/novaconnect/

http://www.peoplesoft.com/en/us/products/indsolutions/highered/product_content.html

D. College Use of the PeopleSoft Web Portal

The task force recommends that the College does not use the PeopleSoft Web Portal at this time.

We discovered that PeopleSoft is still working on their final version of their web portal; an initial version is available, but it is still a beta version. The task force recommends that this area be revisited after we have interfaced to SIS on our web site and the PeopleSoft Web Portal is more finalized.
 

Report prepared by Cathy A. Simpson, chair, NVCC Web Task Force, with the approval of the members of the NVCC Web Task Force.
 
 
 
 
 

Student Email Recommendation

Objective

Proposed Agenda:

1.Forward questions to appropriate parties and arrange conference call with VCCS and PeopleSoft representative to discuss responses.

2.Experience the account creation process and obtain access to VCCS email system as students would.

3.Forward questions to two VCCS colleges that are WEB Mail subscribers.

4.Document findings and forward proposal to Dr. Steve Sachs.

Committee members

Analysis

Utility's student email accounts can be generated via a batch feed or on request through one of their Web pages.Students who request an email account through the web have the ability to choose a username and password.It is important to note that a college must choose either one, Utility will not accommodate a combination of both.The disk space allocated to each account is limited to 1 MEG.Distribution lists will not be automatically generated but Utility will work with the college in their creation and attempt to accommodate the requests.Promotion of the WordMail student email system is the responsibility of the individual colleges.

propossal

recommendation

Questions to be forwarded:

ØHow are duplicate names handled?

ØHow are students notified of their email account and password?How are password changes handled? When do they expire? 

ØWhat is the role of the colleges in the account creation process?Will the students.nvcc.cvvs.edu 

ØIs the system promoted? If so by what means?

ØWill there be a migration system in place for students who currently use their email?

ØIs there interaction between PeopleSoft and the VCCS WorldMail Email system?Will Student information in PeopleSoft be used to verify eligibility?

ØWhat criteria is used to determine account termination?Will this affect ELI students that take 8-month courses?

ØCan the VCCS Utility WorldMail system handle open entry/open exit students?(Open entry/open exit means any individual student could start and finish at any time - no group starts or finishes.)

ØWhat Anti Virus system is in place?How is it currently setup?Does it filter out certain file types or extensions like executables?

ØWhat is the email system on the back end?What will students use on the front end to access email?

ØHow do other colleges handle LAN accounts and Student Email Accounts?Will it involve giving the student two or more accounts? (Email, LAN, PeopleSoft)

ØAre distribution lists available to students?Will VCCS create distribution lists from student accounts for NVCC use?(All AL Students, All AN Students, per class)

ØHow will the Faculty and Staff @ NVCC be able to access the distribution?How do other college Faculty and Staff communicate with their students on the WorldMail Email System?

ØHow do other colleges address Proxy Server Issues?Do colleges that use the WorldMail Email System for students use the VCCS Proxy Server?

ØWhat Technical Support does the VCCS provide to students?Does the VCCS provide a toll free number or will the students incur a long distance charge? Are the local colleges responsible for providing first level support?

ØWhat issues have other colleges and the VCCS encountered when migrating their students to the WorldMail Email System?

ØWill the VCCS provide WEB folders for the students with email accounts?What, if any, is the policy with WEB space?

ØWhat functionality will be made available to the students?i.e. Calendar

Account creation process

WorldMail Subscriber Responses

Victor, here are some answers that we have to your questions:

1. Accounts are created by students using the web interface http://id.cc.va.us.Students must be registered for this to work.You also have the option of doing a bulk load, but we don't do that.

2. Duplicates are usually handled by added a suffix to the email account or coming up with a completely different account.

3. The web interface notifies them right away upon completion of the account.Accounts are set to expire by the Utility after the semester is over.

4. Our role is just to troubleshoot email issues that arise.Most of the time problem can either be resolved by the lab manager or the Utility helpdesk.

5. No real promotion other than by lab managers.

6. Our students never used the college's email system

7. Account termination is usually determined by semester end dates but can be extended by the Utility I believe.

8. Our students do not receive lan accounts.