CCRI Governance Appendix II

DSM 3/2013Page 1

Governance Council Committee Meetings

Agenda / Minutes

Academic Technology Advisory Committee
Date of Agenda Posting: / 11/19/13
Meeting Date: / 11/22/13
Meeting Start Time: / 1:30 PM
Meeting Actual Start Time: / 1:30
Meeting Location: / KN 4104, FL 2602/2330, NE 200 (Videoconference)
Meeting Secretary: / Robyn Younkin

Member Attendance

Committee Member Name / Title / Present / Notes
IT / Y/N
MaryAdele Combe / Manager – User Services, IT / Y
Kent Gates / Budget Specialist II, Business Office / Y
John Araujo
Please note correct email address: / Senior Admissions Officer, Enrollment Services / N / Possible email issue in communicating about meetings
Bill Pellicio / Professor, Human Services / N
Robyn Younkin / Professor, English Department / Y / Participated via teleconference from the Newport campus
Kay Johnson / Professor, Computer Studies & Information Processing / Y
Jerry Bernardini / Professor, Dept. Chair, Engineering & Technology / Y
Beverly Pepe / Professor, Mathematics / Y
Carol Panaccione / Professor, Foreign Languages / Y
Donna Mesolella / Coordinator, Academic Affairs / Y
Jaime Nash / Director, Training & Development (CWCE) / N / On vacation
Cindy Hansen / Associate Professor, Biology / N / Cindy went to FC2330 as noted above; Videoconference moved to FC1332 without notice.
Gene Grande / Senior Information Technician, IT / Y / Participated via teleconference from the Lincoln campus
Elizabeth Penta / Assistant Professor, Library / Y
Maggie Burke / Assistant Professor, DL Coordinator / Y
Guests in Attendance
No guests present

Agenda

Agenda Item 1 / Notes on Discussion
· Set/adopt agenda for meeting. Suggested topics:
-Enrollment Services' electronic services – what is missing?
- Metrics: e.g. Maggie asked to add student email to the agenda. (As in how many students use email and how can we reach more students?)
- Respondus Monitor Pilot
- Faculty Technology Development
- Other / · MaryAdele Combe began meeting by asking if committee should prioritize its agenda and posing the question of what the ATAC hopes to achieve during the year.
· She wants the committee to be outcome-oriented, strategic, and flexible. If something of more immediate importance comes up, the committee may alter the agenda.
· The committee decided to establish ground rules for ATAC first.
Agenda Item 2
· Secretary Responsibilities / · In accordance with the committee rules set at the last meeting, Robyn Younkin served as secretary. For future meetings, the committee will continue to rotate secretary responsibilities in a descending Z-A alphabetical order.
Agenda Item 3
· Approve Minutes / · Kay Johnson moved to accept Minutes from the November 8, 2013, meeting
· Beverly Pepe seconded the motion
· Minutes unanimously approved
Agenda Item 4
· Establish ground rules for meetings / · Committee discussed who would be responsible for the distribution and posting of Minutes after each meeting
· Maggie recommended that only approved Minutes be posted
· Committee agreed that designated secretary for any given meeting take on task
· It was decided that ATAC follow the following guidelines:
1. Secretary electronically distributes minutes to committee within 5 business days of meeting.
2. Members have 5 business days to suggest amendments
3. Members then have 5 business days to approve
4. Secretary has five business days to send minutes for posting to Kevin Salisbury, the Governance website content manager
· Kay Johnson moved to accept timeline
· Maggie Burke seconded the motion
· Procedure unanimously approved
Agenda Item 5
· Required number of meetings / · ATAC will meet the minimum of four times each year
· Some work may go to subcommittees
· ATAC will probably have to meet more frequently but will have to coordinate with ITAC’s schedule
· Donna Mesolella moved to meet four times each year and schedule additional meetings as needed.
· Maggie Burke seconded the motion
· Motion unanimously approved
Agenda Item 6
· Length of Meetings / · Elizabeth Penta motioned to schedule meetings for 1 ½ hours
· Maggie Burke seconded the motion
· All agreed
Agenda Item 7
· Typical Order of Meetings / The committee determined that future meetings follow the typical order below:
1. Attendance
2. Approval of minutes when necessary
3. Adoption of necessary agenda
4. Reports from subcommittees
5. Unfinished business
6. New business
7. Announcements
8. Adjournment
· Agenda items should be distributed 10 business days prior to meeting
· Everyone should have an opportunity to bring things forward for discussion
· Carol Panaccione motioned to accept order
· Kent Gates seconded the motion
· All accepted
· Agenda Item 8
Term Limits:
Set staggered terms for Robyn Younkin, Carol Panaccione, and John Araujo / · Robyn Younkin and Carol Panaccione chose 1-year terms;
· MaryAdele Combe changed her term from 2 years to 1 year in order to stagger the service of those in Instructional Technology;
· John Araujo was not present (a decision on his term has not been established)
Agenda Item 9
· Wait List issues / · Enrollment Services needs to find solutions to Wait List problems with DL students
· Students who are dropped from DL classes also have to fill out paper form to reenter class
· Maggie Burke will bring the issue to DL Committee
Agenda Item 10
· Email Problems / · Maggie Burke is concerned about email issues with students
· Many instructors report that students do not check their email
· However, ATAC needs to determine what needs to be fixed in order to find solution to the problem. For instance, we need to know how many students actually use and check email.
· Perhaps eliminating the “preferred email” option that students fill out when they give information would solve the issue
· A brief discussion about FERPA’s rules about sending grades through emails also came up.

Meeting Action Items

Action / Assigned To / Deadline
Distributing minutes for approval and posting the minutes electronically / Secretary / · 5 business days after conclusion of meeting to distribute
· Members have 5 business days to submit amendments
· Members then after another 5 business days to approve minutes
· Secretary has 5 business days to send minutes to Governance website content manager
Term Limits Set / Robyn Younkin
Carol Panaccione
MaryAdele Combe / · Will each serve 1-year term

Decisions Made

Decision 1
Approved number of meetings / ATAC will meet a minimum of 4 times per year and schedule additional meetings as needed
Decision 2
Approved length of meetings / ATAC will hold meetings for 1 ½ hours
Decision 3
Approved the typical order of business for future meetings / Agenda items should remain flexible, but will follow the typical pattern:
· Attendance
· Approval of Meetings
· Adoption of necessary agenda
· Reports from subcommittees
· Unfinished business
· New business
· Announcements
· Adjournment

Meeting End

Meeting Schedule End: / 3:00
Meeting Actual End: / 3:00
Next Meeting Date: / December 13, 2013
Next Meeting Time: / 1:30-3:00 p.m.
Next Meeting Location: / KN 4104, FL 2602/2330, NE 200 (Videoconference)

DSM 3/2013Page 1