ࡱ> c tibjbj 4lxY\xY\8* FFFFFZZZ8T|ZYbbbbb===XXXXXXX$[^FXF=====XFFbbY=FbFbX=XPOSbLG4P,XY0YP^ ^XSS^FT=======XX ===Y====^=========> :  College Council Minutes January 12, 2017, Building 4/264, 2:004:00 ItemNotesPresentJim Salt (acting chair), Brian Kelly, Craig Taylor, Dawn DeWolf, Robert Kirkpatrick, Sara Fox Agenda review No changes Approval of prior Minutes Pending approval: Minutes of December 8, 2016 meeting.  Sub Committee Reports: F&B; Governance; and Planning  No reports Current Chair position  Bob Baldwin current chair has expressed that he will not be able to continue serving as a chair until some personal issues are resolved. Members decided to elect an interim chair. Current eligible members are Sara Fox and Jim Salt. Sara declined. Motion: Jim Salt will take over the Chair position until Bob Baldwins return becomes clear. Voting: all in favor  IT Policy review  Employee Communications Policy, sent by Technology council for review. (draft attached) FIRST READING Members had a first reading of this policy at the meeting. Chair recommended to have a Second Reading and discussion at the next meeting after members have complete the reading of the policy.  College Online Policy and Procedure System COPPS- Members had an informal conversation on the status of the policies list and possible solutions for its maintenance in order to keep it updated but with a visible path of the changes made during the years. Discussion: Have CC take a snapshot on a periodic basis (yearly) of processes and procedures, and post it on the governance web site. Create a system, take snapshot at policies periodically. Notify employees when changes happen. Time machine to keep track of changes Access to changes presented to CC made by Nadine Williams and Mary Glenn around four years ago. Invite an IT expert to explore process that facilitate this change. Brian Kelly offered to take the lead on this, he will bring the information to CC. Have a drop off point within certain number of years, so file do not become too big. All Councils meeting statusMembers talk about the next meeting for all the councils. Proposal: Have a subcommittee to work on the purpose of the meeting, create an agenda and set up the meeting. Subcommittee members: Jim Salt, Sara Fox and Dawn DeWolf. Voting: all in favor Proposal: Communicate the councils a date to be hold, and have a subcommittee continue with the organization. Date for the meeting: Feb 9, 3-5 pm Voting: all in favor Reports ASLCC, no report MSC, no report ET, meeting with NWCCU (accreditation) schedule for beginning of January was cancelled, it has been rescheduled for January 23. Preparing for Presidential finalists that have been invited to campus next week. LCCEA, no report LCCEF, no report  ATTACHMENTS Template COPPS Policy (NOTE: Drupal will format font, font size, and spacing automatically) NUMBER: TITLE: Employee Communications Policy TYPE: Policy CATEGORY: Technology DEPARTMENT: Information Technology PHONE: PRIMARY CONTACT: CONTACT EMAIL: RESPONSIBLE EXECUTIVE AUTHORITY: Chief Information Officer PURPOSE: To respect student and employee privacy, prevent the disclosure of sensitive information, adhere to applicable law, and establish email as the official internal communications medium of the college. NARRATIVE: To respect student and employee privacy, and adhere to privacy, data retention, and other applicable laws, Vlogٷ employees will be made aware of potential issues while communicating college business. In Oregon, every person has a right to inspect any public record of a public body in this state, except where explicitly excluded (ORS 192.501 to 192.505). These records consist of any writing pertaining to the publics business, regardless of where the writing is stored. Vlogٷ employees should be aware that this includes anything done on college computers, and also includes college business including files and emails stored or sent on personal computers or devices. For email, this even includes spam, advertisements, and personal emails sent on college computers or through college provided email. Employees affected by a public records request at Lane will be notified in accordance with employment contracts. There are additional requirements for retaining public records. Communications with retention requirements should only occur in forms which can be retained. For example, correspondence related to developing an employee training has a five year retention requirement (See records retention schedule part 166-450-0090(13)). For instance, if discussing committee work in a chat, if that chat program does not retain a history of messages for at least five years, that conversation may not happen via that chat application. Employees are encouraged to review the appropriate records retention schedule or consult with the college archivist. Employees should also understand that by conducting any college business via a personal account or device, they may be subjecting that account or device to legal discovery and may be creating a privacy issue. For example, imagine this scenario. John Doe, an instructor at Vlogٷ with the email address doej@lanecc.edu automatically forwards email to his personal address (john.doe@example.com). A student emails the instructor specific questions about her last test grade, and including personally identifiable information so the instructor can contact her. In this situation, John has potentially created a FERPA violation by forwarding that email to his example.com account, since he has provided protected information to a third party which can now read that email. Additionally, since Johns example.com email address has been used to conduct public business, Johns personal email and devices are now discoverable in a law suit. He may be responsible for producing emails from his personal account for a public records request. Organizational units which manage their own digital communications are expected to ensure their digital records adhere to retention, access, and privacy law. Employees are expected to check their email on a regular basis in order to stay current with College-related communications. Managers will provide computer access to employees whose positions do not provide them with regular access to a computer, as well as a reasonable amount of time to use the computer provided for the purpose of checking their e-mail. As an important method for communicating with students, employees are asked to recognize the impression their emails can have. For instance, email signatures, if present, should reflect the branding and identity of the college and should not contain disclaimers of any kind. In the interest of professionalism, privacy, and in adhering to applicable law, employees will: communicate in a way that protects the privacy of student information and records (FERPA) refrain from communicating private student or employee information via text message refrain from using personal email accounts when conducting college business understand the implications of using college email for personal business not use college email, phones, or other communication mediums for commercial, religious, or political mailings, except where allowed in employment contracts. understand that use for personal gain is prohibited, except as outlined by state law % respect the amount of time that unnecessary email can add to your colleagues work. check their email with a frequency commensurate with their position at the college send a meaningful response to emails received from student on a timely basis, usually 1-3 business days (except when away from work, for example when on vacation or leave) Whenever emailing a large group of people, employees are encouraged to use the BCC field, to prevent email-storms, where multiple people reply-all to a message, creating a massive amount of email for everyone to process and slowing down email distribution across campus. To facilitate discussion and reduce confusion, as a best practice when using BCC to email a group, employees are encouraged to include in their email some text which states who is receiving the email and who is sending the email (if not immediately clear from the address). DEFINITIONS: RELATED POLICIES/REFERENCES: FERPA ORS 192 ORS 244 % ORS 244.025 % ORS 244.040 Records Retention Schedule Email Policy Manual for Local Government Vlogٷ Technology Request Form Public Records Requests DATE ADOPTED: REVIEW/REVISION HISTORY: DATE OF NEXT REVIEW: Signature and Date Some notes from Kyles review of http://sos.oregon.gov/archives/Documents/recordsmgmt/train/erm/emailman806.pdf - w h a t  s c r o s s e d ou t h a s a l r e a d y b e e n i n c o r po r a t e d . : Note that personal emails, spam, and advertisements can be considered public records for the purpose of access, rather than retention Note that our records law is considered a disclosure law, rather than a confidentiality law - denial of a records request places the burden of proof on the college. Theres a presumption that disclosure is always correct. Business conducted on private devices or through private accounts can be considered public records for the purpose of access, retention, and discovery. 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Bd^B & Fd`gdF9 dgdF9^d & Fd `gdF9---------'.).E.G.^....(/0000 0000000"0$0(0*0.0ݯݕhUUUUUUU$hF9hF9CJPJ^JaJmH 0sH 06hF9hF9>*B*CJPJ^JaJmH 0phUsH 0whU hF9hF9CJ^JaJmH 0sH 02hF9hF9>*B*CJ^JaJmH 0phUsH 0whUhF9CJ^JaJ!hF9hF9B*CJ^JaJphU%hF9hF9B*CJPJ^JaJphUhF9hF9CJ^JaJ*hF9hF9>*B*CJ^JaJphUwhU!o........0&1*1223+ddeSfgDgFg ^` & Fd `gdF9 & Fd`gdF9dd dgdF9^.0002040:0<0@0B0F0H0J0L0P0R0V0X0\0^0`0f0j0l0n0p0t0v0z0|000000000000000000000000000000000000000000000111 11111111 1"1*1$hF9hF9CJPJ^JaJmH 0sH 0 hF9hF9CJ^JaJmH 0sH 0U*11122U3V33333d(d+ddgBgeifigiiijilimioipisitihjhUhkmh5 CJOJQJaJUhF9hF9CJ^JaJhF9hF97CJ^JaJconsidered public records for retention. Note that all information stored on computers can be considered subject to records access law Note that use of personal accounts for purposes other than email - like google drive - is also not ok. Cant just say school specific account (like a yahoo i create just for school work) to get around discovery issues, due to possible ferpa issues. How does IT plan to administer our retention policy? We should include something about that, and should say how we determine what emails to delete, how we store the rest, and what our deletion schedule is a. Archives suggests that backup does not constitute sufficient archival storage, but depending on our volume of public records requests, I cant see a reason it couldnt work. How does this policy apply to units that dont use LCC email? Also of note, should we have a policy on ridiculous signatures, which arent actually true? Notice: This e-mail (including attachments) is covered by the Electronic Communications Privacy Act, 18 U.S. C._2510-2521, is confidential and may be privileged. If you are not the intended recipient, please be aware that any retention, dissemination, distribution, or copying of this communication is prohibited. Please reply to the sender that you have received this message in error, then delete it. Thank you for helping to maintain privacy.     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