ࡱ> a pebjbjڥڥ 4jR\R\y) FFFFFZZZ8T|Zd\b(eeeccccccc$fiFcFeeeeecFF?d999eFFFc9ec99X^_&4Z4cUd0dZLi ih^^biF|_ee9eeeeeccNeeedeeeeieeeeeeeee> :  College Council Minutes January 12, 2017, Building 4/264, 2:004:00 ItemNotesPresentJim Salt (interim chair), Brian Kelly, Craig Taylor, Dawn DeWolf, Sara Fox, Lori Wamsley, Robert Kirkpatrick, Steve McQuidy Agenda review No changes Approval of prior Minutes  Minutes of January 12, 2017 meeting approved  Sub Committee Reports: F&B; Governance; and Planning Governance Subcommittee: Has not been able to meet Budget Development Subcommittee: Subcommittee have had a productive meeting this week, they should be ready to bring information to CC soon  IT Policies  Employee Communications Policy, first reading Members discussed about their concerns, including: interference with FERPA guidelines; invitation to get informed about the laws rather than make personal interpretations. Student Communications Policy, second reading Members discussed their concerns, including: Vlogٷ is one of the few colleges that doesnt provide email; make sure that students are aware of the existing of this policy; interference with instruction that is provided by faculty; need to invite an expert for clarification; ASA leadership have the same concerns; Action: Chair will invite an expert to clarify points of concern.  Long Range Financial Plan Brian Kelly had requested Jennifer Steele and Denis Gilbert to bring this information to the council. Jennifer and Denis walked members through the 2017-2022 Long-Range Financial Plan principles and process:  HYPERLINK "/sites/default/files/conversation/long-range_financial_plan_contents.pdf" /sites/default/files/conversation/long-range_financial_plan_contents.pdf Questions and answers followed the presentation. Jennifer Steele recommended to read additional information at:  HYPERLINK "/conversation/2017-2022-long-range-financial-plan-conversation-kit" /conversation/2017-2022-long-range-financial-plan-conversation-kit  All Councils meeting status Meeting date 2/9/2017, 3-5pm. College Council regular meeting will be one hour only 2-3pm. Members discussed about the items for the meeting agenda such as governance subcommittee decision making protocol; solicit ideas on how to cover future meetings; ask for working plans, and what have been accomplish; present a review of the budget subcommittee and update of COOPS. COPPS Policies and Procedures  Interim chair will ask the Presidents Assistant access to the drive containing information on the work done by Nadine Williams Reports ASLCC MSC ET LCCEA LCCEF No reports  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 Template COPPS College Policies and Externally Mandated Policies (NOTE: Drupal will format font and font size and spacing automatically) NUMBER: TITLE: Student Communications TYPE: College Policy GOVERNANCE COUNCIL: Technology Council CATEGORY: Technology RESPONSIBLE EXECUTIVE AUTHORITY: Chief Information Officer PURPOSE: Establish an official means of communications for students to: Improve the timeliness and reliability of communication. Integrate sustainable operations. Protect student information. This policy affects all students of Vlogٷ. NARRATIVE: Vlogٷ has established email as an official means of communication with students. 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An official college email address will be provided to all students. The college will send official communications to the Vlogٷ provided email address. The college expects that every student will read their college provided email on a frequent and consistent basis. A student's failure to receive and read College communications in a timely manner does not absolve that student from knowing and complying with the content of such communications. Students who redirect email from their official College email address to another address do so at their own risk. The student also assumes all risk of inadvertent disclosure of non-directory information (grades, letters of accommodations, etc.) if the student chooses to forward their college email to another provider. All use of email will be consistent with other Vlogٷ policies including the Technology Use Rights and Responsibilities policy and the Appropriate Use of Technology procedure. DEFINITIONS: Electronic communication includes but is not limited to email, SMS (texting), and social media. Official communications include email and postal delivered mail. RELATED POLICIES/REFERENCES: Technology Use Rights and Responsibilities policy Appropriate Use of Technology procedure DATE ADOPTED: REVIEW/REVISION HISTORY: DATE OF NEXT REVIEW: Signature and Date     Neaebedeeegehejekemeneoepegd@&gd~v beceeefeheiekeleoepehkmh5 CJOJQJaJh9=jh9=U 21h:pt/ =!"#$%  Dd tJ  C &ALogo98b ֝Y8&Utmx%D#n֝Y8&Utmx%PNG  IHDR .dsRGB pHYs. . 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