Technology CommitteeFebruary 7, 2019

Accreditation standard IIIC - Technology

• Standard IIIC Technology team • Scott Snyder, Ron Sha, Kyle Livie, Steven Reeves, Kathleen Schoenecker• Chris Dela Rosa, Jeff O’Connell – Standard III Co-Chairs

• What are we working on• ISER – Institutional Self Evaluation Report • Finding supporting evidence to support the standard • Writing analysis

Accreditation standard IIIC – Technology-continued• Timeline for Technology Committee

• Feb 7th - Provide update regarding progress • March 7th – Provide update and hopefully initial draft• April 4th - Provide draft report to Technology Committee for review• May 2nd – Technology Committee final review

Office 365 for staff – migration plan Dec-Feb

Group Estimated Conversion Dates

Technology Services (Pilot 1) Week of December 4th

Information Systems (Pilot 2) Week of February 4th

Faculty Test Group (Pilot 3) Week of February 4th

FCRM (Foundation, Community Relations, Marketing) (15) Week of February 19th

College Advancement

Foundation

Career Center

Community Education/OFK

Office 365 for staff – migration plan-Feb

Group Estimated Conversion Dates

Curriculum and Scheduling Week of February 19th

Human Resources (8) Week of February 19th

Executive Team Week of February 19th

Board of Trustees (25 Total) Week of February 19th

Research and Planning Week of February 19th

President Office Week of February 19th

Emeritus Week of February 19th

Office 365 for staff – Migration Plan - March

Group Estimated Conversion Dates

Administrative Services (73) Week of March 5th

Business Services (Accounting, Cashier office, Payroll, Budget)

Campus Police

Facilities and Maintenance

Measure G

Purchasing/Cafeteria

Business Technology and Career Technical Education (47) Week of March 19th

BTLR, CNET etc and Faculty

Office 365 for staff – Migration Plan -April

Group Estimated Conversion Dates

Student Services (80) Week of April 2nd

Counseling

International Student Office/ELI

Placement Testing Center/Transfer Center

ASOC

Financial Aid

Admissions and Records

EOPS

Office 365 for staff – Migration Plan – April Continued

Group Estimated Conversion Dates

Veterans Center Week of April 2nd

SAS (DSPS) Week of April 2nd

Kinesiology, Athletics and Broadcasting (81) Week of April 16th

Language, Communication and Academic Success (101) Week of April 23rd

LRC, Library

Arts and Social Sciences (62) Week of April 30th

Art, CHS, GA, HIST, ID, IS, MM, MUS, PHIL, PS, PSY, SOC, TF, WS

Office 365 for staff – migration Plan –April - May

Group Estimated Conversion Dates

Arts and Social Sciences (62) Week of April 30th

Art, CHS, GA, HIST, ID, IS, MM, MUS, PHIL, PS, PSY, SOC, TF, WS

Deaf Studies (28) Week of May 7th

ASL, Deaf, Interpreters

Health Sciences and Environmental Studies (20) Week of May 7th

Health Center

Science, Engineering and Mathematics (112) Week of May 21st

Full Time Faculty (remaining - TBD) Week of May 28th

Part Time Faculty (remaining - TBD) Week of May 28th

Website re-design update

• Completed engagement with Kwall (website developers)• Website survey was completed in December• Working through suggestions and on how to improve• Website training to edit content will be provided. 2 per month.

Technology Committee Webpages

• Relevant information has been moved from old site http://www2.ohlone.edu/org/techcomm/index.html to new site https://www.ohlone.edu/techcomm

• Committee members please check both sites before we delete the old site

Advocate – Project Timeline

TITLE IX

IMPLEMENTATIONSEPT. 2018 – NOV. 2018

TRANSITION TO LIVEJANUARY 8, 2018

STREAMLINE WORKFLOWCompleted by Fall 2019

STUDENT CONDUCT

IMPLEMENTATIONNOV. 2018 – DEC 2018

TRANSITION TO LIVEJANUARY 8, 2018

STREAMLINE WORKFLOWCompleted by Fall 2019

Advocate – The Complaint Form

• Current incident types:

• Student Code of Conduct• Employment• Academic Integrity

*Concerns webpage is currently under construction. *Link will take you to the complaint form.*An email is sent to the designated officer based on incident

Current incident types:Student Code of

ConductEmploymentAcademic Integrity

Advocate – Records Management

BENEFITS OF AUTOMATED SYSTEM*STANDARDIZED PROCESS AND DATA COLLECTION*SECURE FILE TRANSFER*COMMUNICATION – SIMPLIFIED *NOTES – MAKE REFERRALS, SHARE UPDATES SECURELY

Advocate – Client support

Advocate has a 4-fold support system.

Identifying Emails from off campus

• Email Footer – current

• Subject line modification – Add “[EXTERNAL]”

This message did not originate from Ohlone College and must be viewed with caution. Viruses and phishing attempts can be transmitted via email. E-mail transmission cannot be guaranteed to be secure or error-free as information could be intercepted, corrupted, lost, destroyed, arrive late or incomplete, or contain viruses. If you have any concerns, please contact the Ohlone College IT Service Desk at ITServiceDesk@ohlone.edu or (510) 659-7333.