IT Governance Purpose Information technology is a catalyst

IT Governance Purpose: Information technology is a catalyst for productivity, creativity and community that enhances learning opportunities in an environment of unlimited demands and limited resources. Executive Committee Meeting Informational Items Presentation May 29, 2015 • Adopting a strategic approach to information technology planning, budgeting and implementation at Cal Poly Pomona. •

Accessible Technology Working Group Presenters: Carol Gonzales/Kevin Colaner/Tracee Passeggi

ATI Audit Update • Program Administration • Web • Training • Procurement

Textbook Adoption Summary The campus has implemented a comprehensive plan to ensure the timely adoption of textbooks and other instructional materials. Spring 2013 Agr 58. 3% CBA 75. 1% C. E. I. S. 44. 8% Engr 49. 4% ENV 48. 0% Collins 36. 0% CLASS 67. 5% Science 69. 1% CEU/CPELI 66. 7% Fall 2013 58. 5% 57. 0% 32. 7% 51. 8% 41. 7% 26. 3% 28. 2% 65. 9% 14. 0% Winter 2014 64. 4% 69. 9% 62. 6% 67. 9% 70. 6% 73. 6% 48. 0% 87. 4% 57. 5% Spring 2014 77. 6% 71. 9% 43. 6% 47. 9% 51. 2% 72. 8% 48. 6% 80. 9% 60. 6% Fall 2014 58. 7% 66. 8% 38. 3% 28. 3% 35. 6% 60. 7% 28. 0% 63. 0% 82. 0% Winter 2015 77. 9% 71. 9% 47. 0% 50. 7% 57. 1% 78. 6% 52. 8% 77. 0% All 47. 2% 66. 9% 59. 9% 44. 1% 61. 6% 53. 5% *Spring 2015 32. 2% 49. 5% 28. 3% 32. 9% 38. 5% 12. 1% 38. 5% 34. 9% 0% *35. 6% 48. 5% *: Bookstore implemented new Verba system. There was an issue not transmitting ‘No Text Required’ classes to inventory system for a period. If those errors are excluded, the overall on-time percentage is 48. 5%, which is lower than previous Spring quarters.

DRC: Changing Demand for Services • Active DRC Students • • Fall 2014 = 677 • Fall 2012 = 541 • Fall 2010 = 441 • Fall 2008 = 352 • Test Accommodations • 2013 -14— 4260 Tests • 2012 -13— 3609 Tests • 2011 -12— 3251 Tests Alternate Media • 2013 -14— 764 Titles • 2012 -13— 461 Titles • 2011 -12— 531 Titles

Concerns & Opportunities • Increased CPP technology purchases for instructional materials • Changing demand for DRC/504 services • Significant reliance on 504/ADA • Increase in litigation related to inaccessible course materials • Lack of resources to assist faculty with accessibility issues • • • *45% are not aware of ATI Untimely textbook adoptions *44% of faculty feel there is not adequate support *52% are not confident that their instructional materials is accessible *90% would request assistance with their material if it were available • Semester conversion may present an opportunity • Update - ATI notations added to new (ECO) template. *: DRC Winter 2015 Survey

DRC Proposal - Accessibility Support Service Operational Goals • Provide accessibility support, within the DRC, that would assist faculty in the creation of accessible course materials, including PDF, Word, complex charts and diagrams, and web applications • Provide training and guidance on the creation of accessible course materials, • Establish a process for faculty to incorporate accessibility at the time of course design • Review accessibility of online courses before posting. Staffing: • DRC Coordinator - provide training and guidance to faculty on the creation of course materials; oversee student assistants; provide lead work direction and coordination to the group of staff interpreting and real time captioning services for students who are deaf and hard of hearing. • Student Assistants –Work with faculty to convert course material to accessible format.

Emerging Technology Working Group Presenter: Gabriel Kuri/David Drivdahl

Emerging Technology Working Group Summary

Information Security Working Group Presenter: Al Arboleda

Information Security Working Group Summary • Informational • Video and Electronic Surveillance Policy - Summer • Begin meet and confer process with employee and faculty unions • IT Storage of Level 1 Data Policy • Update confidential (Level 1) data inventory – Fall • Update data owners/authorized personnel inventory - Fall • Desktop/Laptop Security Configuration Standard • Secure workstation configuration – Level 1 - Fall • Endpoint (laptop, mobile) encryption – Fall • Network Security/Malware Protection • Deployment of Fire. Eye device - Summer

Instructional Technology Working Group Presenter: Kevin Morningstar

Instructional Technology Working Group Classroom Technology Update • January 2015 Executive meeting the committee approved $230 k for lectern computers, $280 k for projector replacements, and $40 k for TELS upgrades • Funding purchased 155 Dell and 18 Mac Mini lectern computers and 117 projectors • Several factors enabled the final purchase of 210 projectors – upgrading 175 rooms • Significant saving from Dell of approximately $70 k in labs • Per unit savings from lower projector costs than expected • Additional SSF funding allocated to classrooms

Instructional Technology Working Group Classroom Technology Update • All lectern computers older than 4 years old will be replaced - 60% of all classrooms • Most lecture halls will have new projectors – lecture halls in buildings 15, 98, & 162 will go to high definition • Projectors upgraded in all classrooms with student capacity of 50 & greater capacity • Complete change out in buildings 1, 3, 5, 6, 13, 15, 66, and 24 A-F • Backlog of computer & projector replacements completed • Media distribution carts will reutilize some equipment

Instructional Technology Working Group Computer Labs Update • March 2015 Executive Committee meeting the committee approved $459, 000 to upgrade 12 college labs with the intent to fund the Open Lab in 97 if funds were available • Significant savings from Dell of approximately $123, 450 (30%) and an infusion of additional resources from IT Division of $180 k enables additional objectives to be achieved

Instructional Technology Working Group Computer Labs Update • Added one additional college lab – Engineering • Total of 13 college labs funded for replacement AG=1, CBA=2, CEIS=1, CLASS=1, ENG=3, SCI=3, ENV=1, LIB=1 • Open Lab in 97 replaced plus public lookup computers in the Library funded • Labs in CEIS and CLASS fully upgraded with Apple Mac 27” that exceeded the budgeted amount by $95, 690