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Contents

Executive Summary

Chapter 1 Institutional Technology

Chapter 2 Instructional Technology

Chapter 3 Institutional Technology Support

Chapter 4 Student Support Resources-Services Technology

Chapter 5 Library Technology-Information and Instructional Resources

Chapter 6 Administrative Technology

Chapter 7 Staff Training in the Use of Available Technologies

Chapter 8 College Technology Goals

Appendices

A. InternetlNetwork Use Policy

B. Electronic Mail Policy

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Executive Summary


This edition of the MPC Institutional Technology Plan provides a comprehensive review ofthe college's technology implementations and, new to the plan this year, provides a look at the future directions of technology planning by the major organizational areas of the college (Academic Affairs, Student Services, and Administrative Services).

The first seven chapters are structured using the same format and contain self-descriptive sections titled Overview, Mission Statement, Goals, Objectives, and Future Directions. The eighth chapter is intended to provide a synthesis of the common themes of the goals found in the preceding seven chapters. The document concludes with an appendix containing the two major technology use policies (EMail & NetworklInternet) that were approved for use by MPC's Board of Trustees.

Chapter 1. Institutional Technology: This chapter's content is intended to provide coverage of technologies that affect all areas of operations and, because of their global application, would not necessarily have appeared in any of the following chapters. The chapter looks at institutional implementations in telecommunications, network infrastructure and web based internetlintranet technology, among other things.

Chapter 2. Instructional Technology: This chapter provides a review of the action-plan considerations and technology implementations in the Divisions and Departments that are covered under the Academic Affairs umbrella. This year, new leadership was infused into this area with the creation of the position of Associate Dean of Instructional Technology and Development.

Chapter 3. Institutional Technology Support,: This chapter examines the direction MPC is taking to enhance its support resources required to meet the challenges presented by the increasing complexity of the technical infrastructure required to address faculty, staff, and student needs.

Chapter 4. Student Support Resources and Services Technology: This chapter has been developed to provide detail regarding the technology utilized to provide support services for MPC's student body. The college provides a wide array of student support services that range from facilitation of the acquisition of student fmancial aid, to academic counseling, to insuring that American Disability Act (ADA) issues are properly addressed.

Chapter 5. Library Technology: This chapter was significantly revised this year with the assistance of the new technical librarian's input. The chapter's contents were revised to reflect the pending building of the new Library/Technology Center. Information resources are increasingly available in electronic

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Chapter 5. Libraty Technolo~: This chapter was significantly revised this year with the assistance of the new technical librarian's input. The chapter's contents were revised to reflect the pending building of the new Library/Technology Center. Infonnation resources are increasingly available in electronic fonn, and the State has provided a great deal of special funding for use in providing the capability to make these resources available to anyone from the Internet. This chapter addresses the opportunities that the college's library has in implementing the State's mandated technology and support resources.

Chapter 6. Administrative Technology: This chapter provides an overview of the technology in use to support MPC's administrative functions. The college's Core network, building environment controls, campus security, and electronic accounting systems are some of the technical applications that fall within domain of Administrative Services.

Chapter 7. Staff Training in the Use of Available Technologies: This chapter was developed to address institutional planning that will have to take place to facilitate the implementation of the technologies that will influence the college's mission effectiveness as the institution moves into the future. Many devices, from computers to instructional lab equipment, are not intuitive in their operations and require the assimilation of new skills to effectively utilize their intended functionality.

Chapter 8. College Technology Goals: This chapter intends to capture the threads of commonly expressed goals that are documented independently by the different organizational areas of the college. In perfonning the research needed to write each chapter of the Plan, the Technology Committee found recurrent concerns and themes that clearly needed to be synthesized and highlighted in the completed document.

Appendices A. InternetlNetwork Use Policy B. Electronic Mail Policy

Contributing Technology Plan Update authors/editors: Paul Emenhiser, Sharon Colton, Carole Bogue-F einour, Carsbia Anderson, Joe Bissell, Alexis Copeland, Jamie Dagdigian" Mary Anne Teed, David Albright, John Kalina, Lavester Boykin, Bruce Wilder and Stephanie Tetter.

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Institutional Technology

Overview


This chapter reviews the use of technology across the organizational matrix of Monterey Peninsula College, in ways that are not specifically unique to the functions of Instruction, Administration, or Student Services. The chapter is divided into three functional parts: overview of telecommunications, mini-computer, satellite, Website, and intranet implementations including a short mission statement; and goals and objectives. These will highlight the planning, that is underway and intended to drive MPC's Institutional Technology to meet the needs ofInstruction, Administration, and Student Services for the next one to three years; and a closing section of that includes future directions regarding MPC's institutional technology.

Telecommunications

The core ofMPC's telephone system is a fully redundant NEC NEAX 2400 IMG PBX, running NEe 4200 Series software, which was installed in late 1986. This system is undergoing continual change, but in the last inventory, it was equipped with 157 digital ports, 390 analog ports, 26 Central Office trunk ports for outbound calling, and 28 Direct-Inward-Dial (DID) trunk ports for inbound calls. Additionally, the system has 4 off-premise exchange (OPX) lines, which link the on campus Automotive Technology Program to the College Readiness Program in Seaside, and the Park Ranger Academy, and the Fire Academy, at Asilomar.

In 2001-2002 the MPC Readiness Program's connectivity to the PBX will be restructured in order to provide an improved data and voice interface with the main campus. Technical details about this restructuring are outlined in the section devoted to MPC's network, presented later in this chapter.

A battery based Uninterruptible Power Supply (UPS) protects the PBX from line power fluctuations. The UPS also provides battery back-up power for a limited period of time if power to the PBX is lost.

The station equipment attached to the PBX is composed of a mixture of NEC D-Term Series 5, (16 button, digital display) handsets, single line telephones (SLTs), facsimile machines and modems. At the last inventory, there were 17 fax machines and 50 modems attached to the PBX. Four automatic,

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direct dial emergency SLTs are also attached to the PBX. These devices are programmed to dial the Security Office in the MPC college center if the handset is lifted from its cradle. The cable infrastructure backbone is composed of 1,600 pairs of copper wire. This infrastructure wiring is distributed out from the MPOE/PBX room, located in the Admissions Building, to wiring closets located in the other buildings located around the campus grounds, via underground conduits. Over time, there has been some degradation of the insulation in several of the junction box splices, which will require repair in the near future.

A PC running Telemate call accounting software currently facilitates call accounting. The call accounting system provides MPC with the ability to identify local and long distance calling patterns by department andlor by individual. The call accounting software is configured to automatically compile monthly reports, based on predefined criteria, which are then automatically e-mailed to managers delegated to periodically review phone system activity.

Telephone system support is facilitated by MPC's PC Technicians as part of their job responsibilities. Elementary station troubleshooting is performed by the PC Technicians who accesses the situation and replaces problem equipment or delegates more complex repairs to an on-call vendor. Currently, the same on-call vendor performs Moves, Adds, and Changes (MAC), installs new cable, and makes repairs.

Depending on a number of issues, including staff turnover, staff training/development, and support resource availability, optimistic plans are in place to address the following telecommunications initiatives in the next one to three years.

• Upgrade the installed PBX to accommodate doubling of the current station equipment capacity to enable general system growth and integration of the new Library/Technology Center.

• Apply repairs to splice insulation damage found in exterior wiring junction boxes. Repair andl or upgrade wire rack connections in the PBX closet to facilitate phone system maintenance.

• Acquire and install hardware and software modules on the PBX, which will facilitate the implementation of a College-wide voice mail system.

• Extend the implementation of redlconvenience telephones available at different sites around the campus. Provide improved integration of these devices with local security resources.

• Determine optimum locations to place emergency telephones around the campus. These phones will be programmed to automatically dial 911 and identify the caller's location when activated.

• Implement a Voice over IP (VoIP) evaluation environment on the campus network, which integrates with the services provided by MPC's PBX, in order to prepare the technical support staff for a larger, campus-wide, roll-out ofVoIP technology in the near future.

Mini-computer

All of the California Community Colleges report to a centralized Chancellor's Office, which is located in Sacramento, California. The primary funding for each community college's operations is based on the number of enrolled students in its District. The colleges aggregate their enrollment information using computer-facilitated systems and are required to provide periodic electronic reports to the California Community College Chancellor's Office MIS Division. These statistical compilations must

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conform to a specific set of published guidelines.


Monterey Peninsula College uses a mini-computer based software application to compile and report the District's enrollment data to the Chancellor's Office. This software application is colloquially known as the Santa Rosa System. The student records management software is formally known as, "Schooling 3000." The Santa Rosa student record management software is dependent on a specific mini-computer platform to facilitate its operations. In order to operate the Santa Rosa software, the College acquired a Hewlett Packard 3000, Model 967RX in 1994. The 967 Series is scheduled for "end-of-life" in April 2002. This is due to the fact that Hewlett Packard will not support this series of HP-3000s after that point in time.

MPC's HP-3000, Model 967RX installation is composed of the following components:

• The processor is a 48 MHz PA-RISC unit and is supported by 192 MB of high-speed memory; 4 lIO expansion slots; a 802.3 LAN adapter configured for 10 Base-T (TCP-IP) support; a internal battery back-up unit; and 2 SCSI-2 interfaces. User licensed at 100 concurrent users.

• The peripherals are made up of 12 GB storage disks; (1) 2 GB DOS and (1) 8 GB Digital Audio Tape (DAT) drive; and an HP 840 LPM impact printer.

It is anticipated that the replacement HP-3000 will be a HP-e3000 Model N4000, roughly configured with the following components:

• The processor may be a 440MHz PA-8500 CPU supported by 2 GB of high-speed memory; 100 Base-T LAN connection; 4.0kVA battery back-up unit. Unlimited concurrent user license.

• The peripherals may be a HVD 10 Enclosure with (2) 9 GB disks & 6 open slots; system console; DDS3 12/24 GB tape drive; and a HP LineJet 1000Q Printer.

• Overall system performance on the HP-e3000 Model 4000 is estimated to be 18 on the relative performance scale where the currently installed HP-3000 Model 967RX is 2.6.

• MPC's HP-3000 currently uses MPEiX Version 6.0 as its operating system. The primary mini-computer programming language in use is HP COBOL. The primary 4GL programming language that is gaining more predominate use in the HP's operating environment at the College is Speedware, Version 7.05. Other system management software in use on the HP-3000 is HP Edit; Dynamic Information Systems Corporation's Omnidex, Speedware's Autobahn, release 2.0, VeSoft's MPEX, and Security 3000. The Santa Rosa student record management software currently implemented is release 1.00 and is primarily COBOL derived. In 2001-2002, the Santa Rosa software will be upgraded to release 1.03, which is Speedware based with some COBOL program modules still in place. The client-side terminal emulation software used to access the HP-3000 applications on the PCs is developed by MiniSoft.

Monterey Peninsula College has implemented a touch-tone, Interactive Voice Response (IVR) system to facilitate the student registration and enrollment fee collection process. This system provides a direct, real-time interface with MPC's HP-3000 student records system, as well as the on-line banking partner. This system will allow an enrolled student to register for classes at the beginning of the semester as well as pay hislher registration fees via a credit card transaction. Using this system, stu-

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dents may also access their grade information at the end of the term. The software interface for the IVR system is published by Frank Solutions and is called Telepath. This software utilizes screenscraping technology to interface with the HP-3000. The hardware implemented to support the IVR technology is composed of two identical HP NetServer E60 servers configured with single Pentium II, 450 MHz CPU, 128 MB of system RAM and 18 GB of hard disk drive space. The Operating system used is NT4, SP6a. Two identical servers provide the availability of an immediate replacement in case the primary device fails. The programming staff in the IS Department is in the process of converting the many Microsoft Access databases in use on campus to Microsoft SQL 2000. This staff also extracts data from the HP 3000's databases using MiniSoft ODBC technology for use in SQL. Use of this database technology reduces the load placed on the HP-3000. In order to facilitate the use of SQL 2000 Server software, a server resource has been established in the form ofa HPNetServer E60. This NetServer is configured with a Pentium III CPU operating at 550 MHz, 256 MB of system RAM, and 18 GB of hard disk drive space. The operating system in use is Windows 2000 Server, SPI.

When the new HP-e3000 is implemented, plans are in place to begin to "Web-enable" some of the functionality provided by this resource. Before rolling out this functionality it will be necessary to develop and debug the software code that will facilitate applying the HP-e3000's applications on the web. The development and testing process requires an isolated environment so that the production environment will not be affected by processes that are not ready for use. With this in mind, a server resource has been established to perform Web process development. This server is a HP NetServer E60, with a single Pentium III CPU, operating at 600 MHz. This server is configured with 320 MB of system RAM and 18 GB of hard disk drive space. The operating system installed is Windows 2000 Server, SP 1.

Two Programmer-Analysts and one Information System Specialist, who report to the Systems and Programming Department Manager, provide support for the mini-computer environment.

Depending on a number of issues, including staff turnover, staff training/development, and support resource availability, optimistic plans are in place to ad~ress the following mini-computer system development initiatives in the next one to three years.

• Complete research needed to define system performance, storage, user level, and support hardware requirements for new HP-e3000. Identify anticipated hardware/software expense.

• Acquire and implement a new HP-e3000 before Hewlett Packard ceases providing support for the current unit in April 2002. Develop RFP documents and secure line-of-credit for financing.

• Complete the upgrade of the Santa Rosa student records management software from 1.00 to 1.03 prior to the acquisition of the new HP-e3000.

• Collaborate with other Santa Rosa Consortium Colleges to develop MPC-specific Speedware Autobahn web-applications to extend the functionality of real-time information acquisition from the HP-e3000 to MPC faculty, staff, and students.

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Network


The college's network infrastructure was established in 1994 with the installation of a fiber-optic cable backbone, which radiated out from the IS Computer Room, located on first floor ofthe BusinesslCSIS Building, to every other major building on the campus. The fiber-optic cable was installed in the preexisting telephone system's underground conduit system. The fiber-optic cable used was twelvestrand multimode (6 pairs), which was considered adequate to accommodate the future needs ofMPC. In total, there are twenty fiber-optic cable runs, with two additional buildings being services by thin-net coaxial cable. At the same time that the fiber cable was installed, the major campus buildings were wired with Cat-5, twisted-pair copper wire, which was terminated for 10/100 Base-T data transmisSIon.

Network Diagram

In 1999, MPC's network electronics were upgraded by replacing the core router with a Cisco 5509 and installing Cisco 2924 switches in the connected building's wiring closets upgraded MPC's network electronics. Implementation of the 5509 core router facilitated the establishment of Virtual Local Area Networks (VLANs) on the campus network. The VLAN technology allows the campus network to be electronically subdivided into more easily managed sub-units.

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The two primary subdivisions of the campus network are internally referred to as the Instructional LAN and the Core LAN. The Instructional LAN services all instructional activities and the Core LAN services the College's employees (faculty and staff). This segmentation is implemented to isolate the two primary users of the college's network and to maximize bandwidth availability in the two areas, as well as to provide security for the student records system.

MPC's Internet services provider (lSP) is 4CNet. The 4CNet is a technical resource co-funded by the California State University System and the California Community College System. MPC is currently connected to the 4CNet Internet backbone by two, load balanced T-l circuits (1.5Mb/sec. each). A third T-l is planned for addition in 2001-2002. MPC has also been selected as a node site for the Digital California Project (DCP). When the network electronics and cable infrastructure is installed to implement MPC as a node site, an OC3 link (45Mb/sec.) will be coming into MPC. The DCP implementation will then allow MPC to serve eleven K -12 sites in the area.

The graphics located immediately following this text are charts showing an average twenty-four hour period ofInternet bandwidth used by MPC. The peaks in the chart are points in time when the heaviest classroom utilization of the available bandwidth is taking place.

4- CN e1: VV A N Connec1:ion I 81: T 1 05- 1 8-2001

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~ 620_0 k

~ 310,.0 k

0_0 k ... 02'" 6

4- CNet. VVAN Conn.ect.i<>n. 2nd T] 05-18-200]

::1..2'40_0 k

] 930_0 k.

~ 620_0 k.

~ 3:1.0_0 k.

0_0 k. ... o 2 ... 6

Totid Et:hernet: ..A.c:"t:i"Vit:y 05-18-2001

Bandwidth utilization

Internet/network firewall security is provided by an implementation ofAxent Technologies, Raptor. The version of Raptor that is currently installed is 6.5. The Raptor firewall software is loaded on a HP

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LPr NetServer. The CPU is a single Pentium III running at 450 MHz. The system has 256 MB of RAM installed and has 9GB of hard drive space. The as is Windows NT 4.0 SP6a. Due to the increasing Internet traffic that this machine is tasked with addressing, a second CPU and additional RAM will be added in 2001-2002. No Internet content filtering is in place, at this time. No IP address logging and reporting software is loaded at this time but several applications are under consideration.

In order to facilitate communication between the Internet and the devices located on the campus's local area network (LAN), a domain name server (DNS) must be implemented. Typically a DNS is a computer using UNIX as its as. MPC's IS Department has decided to capitalize on its Microsoft expertise and implement a Windows DNS. The primary DNS server is an Arsys PC with a Pentium II CPU with a clock speed of 400 MHz. This machine is using 128 MB of RAM and has a 9 GB hard disk drive (HDD). The as in use on this machine is Windows 2000, SPI.

In order to provide a level of redundancy in connecting to the Internet, a backup DNS is desirable. The campus LAN's backup DNS is a HP NetServer LD Pro. This server has a single Pentium Pro CPU running at 180 MHz. The system is configured with 224 MB of RAM and 18 GB of hard disk space implementing RAID (Redundant Array ofInexpensive Disks) 5. The system's as is Windows NT 4.0, SP6a. Additional utility provided by this device comes in the form of network file storage. This server is also the LAN's timeserver. The function of the timeserver is to synchronize all of the devices connected to the LAN to a specific date and time.

Management of the network server environment is facilitated by Microsoft Systems Management Server (SMS) software loaded on a Dell OptiPlex GXl PC using a Pentium II CPU running at 450 MHz. This PC has 256 MB of system RAM and a 6 GB hard disk drive. The as in use is Windows NT 4.0, SP6a. This PC is also used as the network's virtual private network (VPN) gateway. VPN technology is used to establish a secure "tunnel" from an off-site computer to the main campus LAN.

Windows NT requires that a server be designated as a primary domain controller (PDC) for a LAN to function in an orderly manner. The PDC communicates with every other device that logs on to the network in order to facilitate communications between all of the devices. The Core network's PDC is a HP NetServer LH3r. This server has dual Pentium III CPUs operating at 650 MHz. This server is also configured with 512 GB of system RAM and 27 GB ofHDD space implementing RAID 5. The server's as is Windows NT 4.0, SP6a. Besides providing services as a PDC, the server is used as a file server.

Redundancy of key functions is desirable in a mission critical environment like MPC's Core LAN. In order to provide a backup to the Core LAN's PDC, a second server is configured to take over the PDC functions in case the PDC server should fail. A server that is set up to take over in case the PDC fails is known as a backup domain controller (BDC). The computer acting as the Core LAN's BDC is a HP NetServer LH Pro running dual Pentium Pro CPUs at 200 MHz. This server also has 256 MB of system RAM and 27 GB ofHDD implementing RAID 5. Other functionality provided by this server is to provide additional network storage space.

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vide supplemental support for the colleges network resources. The IS Department is budgeted for one additional staff member, a help desklWebsite support technician. Among other things, this individual will provide a needed level of support integration for MPC's technical support matrix. Recruitment to fill this position is anticipated to take place early in 2001-2002. MPC's network infrastructure is also supported by contract consultants, which provide supplemental support for MPC's network resources.

Depending on a number of issues, including staff turnover, staff training/development, and support resource availability, optimistic plans are in place to address the following network development initiatives in the next one to three years.

• Implement total cost of ownership (TCO) concepts in all areas of technology planning, purchasing, maintenance, staffing, and IS Department operations.

• Extend a fiber-optic run from the IS Department Computer Room to the Family and Consumer Science Building to facilitate additional network access to that area.

• Extend a fiber-optic run from the IS Department Computer Room to the Armory, Automotive Technology, and new Plant Services Buildings.

• Extend a fiber-optic run from the IS Department Computer Room to the new Library-Technology Center Building.

• Upgrade the core router to accommodate current and anticipated bandwidth use needs to all campus areas. Plan to integrate this technology with the new Library-Technology Center.

• Acquire and implement the network electronics needed to facilitate a VoIP evaluation system on the campus. Provide for future extension of this implementation and integration with the PBX.

• Develop the network infrastructure needed to extend wireless device integration, campus-wide. Provide for wireless device security management.

• Implement campus technology help desk. Recruit help desklWebsite support technician. Provide for help desk technician training, workspace establishment, and support software acquisition.

• Implement Microsoft Windows 2000 Active Directory Services. • Implement Microsoft Exchange 2000 Conferencing Server. • Upgrade all Core VLAN PCs to Microsoft Windows 2000 Professional. • Upgrade all Core VLAN PCs to Microsoft Office XP.

Satellite

At Monterey Peninsula College, satellite capability is limited to downlink, at this time. There are three satellite signal-receiving antennas on campus. One, 2.5 meter, remote controlled, satellite-selectable, dish antenna is located in the ravine next to the Administration building. The other two dish antennas are located on the roof of the Lecture Forum. One of the dishes is identical in size and functionality to the one next to the Administration Building and the other is a 1.5-meter antenna, which is not movable and remains pointed at the Community College System's GX-R satellite.

General Instrument manufactures the electronics used to convert the digital signals received, from the fixed antenna, into analog form. The hardware device in use is a DSR 4200v, MPEG-2lDigiCipher II.

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The digital to analog conversion electronics in use with the larger antennas is a General Instrument 4DTV receiver. At this time, there is no decryption capability for the large antennas. In order to acquire this technology, MPC would have to subscribe to a commercial satellite channel.

The staff assigned to the college's AudioNisual Department provides support for the satellite equipment.

Website

MPC developed and deployed its first Website in 1997. The Website's general look and feel was significantly changed in 1999 in the desire to implement additional features and functionality. In order to provide additional improvements in the Website, it will be changed again in the early months of 2001-2002. MPC maintains a working committee of faculty and staff who are tasked with reviewing and facilitating processes focused on continually improving the Website. Monterey Peninsula College's Website address on the Internet is: http://www.mpc.edu.

When the MPC Website's look and feel was revised in 1999, the Website Committee agreed that it was desirable to keep the Website's contents consistent in look and feel across all areas of the site. The Committee arrived at this decision after looking at hundreds of other Websites and discussing the impact of inconsistency seen in other Websites. At the same time, the Committee did not want to stifle the creative expression of MPC's faculty and staff who were being encouraged to develop a presence on the Web in order to extend the content/availability of their course materials. With this in mind, a second location was created, where the faculty and staff could locate their supplemental instructional materials and/or specific program information. This material is located in separate directories at http://www.mpcfaculty.net.

Scarcity of technical support staff resources and Internet bandwidth caused MPC's Website to be colocated off-site for the first few years of its existence. Increases in on-site staffing and bandwidth availability led to the decision to bring the Website back to the physical campus in the beginning of 2001-2002.

The support staff assigned to maintain MPC's Website is primarily located in the MPC Information Systems Department. The technical underpinnings of the MPC Website require expertise in Microsoft Windows 2000 Server, SQL 2000, lIS, VB Script, and FrontPage 2000. Additional expertise in HTML and XML are helpful. Since the Website's infrastructure is relatively complicated, assigning the maintenance of the site to a "Webmaster" is not a realistic option.

Taking the information provided in the preceding paragraph into consideration, there is a need to implement simplicity in the process required for the non-technical staff tasked with updating Website's content.

The following two illustrations are provided to highlight the difference in the typical "Webmaster" model and the model being implementing. In the Webmaster model, the Webmaster is a bottleneck. In the database version shown in the second graphic, an individual facilitates content changes requested

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by staff members who directly access their own Web pages via a browser window.

-...... Webmaster Model

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-

Database Model

r--:·'·aii.i>i'· ............... ;

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lit t;g r ;::::--::.:.:..:-...•..... ..!

: ..... . jr'~!... j

jli i:~ l .L-- _ _ . .....:;" ." ................. ,

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MPC's Website Committee will be working during the summer 2001 to extend the functionality of the Website. The issues that the Website Committee are addressing include:

• Developing a simplified navigation schema within the structure of the Website. • Updating the graphics used within the Website. • Implementing of additional student services functionality. • Updating the content in various locations within the Website. • Moving the Website from its currently co-located site in Sacramento, back to the campus. • Upgrading the Website's infrastructure to include a new database driven implementation. • Developing the job description for a new help desklWebsite support technician. • Reviewing the Website's contents and take action to address any existing accessibility issues.

Intranet

During 2000-2001 it became clear that MPC needed an electronic resource that could be used to facilitate information exchange among the faculty and staff. In order to address this need, MPC commissioned the development of a campus intranet. MPC's Website Committee was asked to facilitate the intranet development process by defining the specific functionality that the intranet should provide as well as a developing a clearly defined structure that would facilitate ease of use by MPC employees.

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MPC's intranet will be fully implemented by August 2001. Staff training in its use will take place in the first part of fall 200 1. At this time, the MPC intranet is only available from on-site. The on-campus address of the MPC intranet is: http://intranet.

The following functions are included:

• Provides a frequently used forms repository. • Provides a space for Committee & Board meeting agendas and minutes. • Facilitates group conferencing and threaded discussions. • Provides all the functionality of a bulletin board. • Provides software help desk functionality.

Standardization and Total Cost of Ownership (TCO):

The technical tools available to the MPC faculty and staff have become increasingly laden with features. It would be impossible to economically support the organizational needs of MPC without imposing some limits on the variety of tools used. In order to impose some economic controls on technical implementations, a decision was made to standardize as much of the technology in use as possible, without impeding the institution's core mission.

The philosophy of managing technology resources by establishing TCO benchmarks was recently recommended by the California Community College Chancellor's Office. The TCO concept falls directly in line with a path that MPC has already embarked on. By standardizing the technical tools in place, MPC will be better able to minimize the long-term expense of equipment acquisition, maintenance, training, and repair.

Examples of areas where technology has been standardized:

• Microsoft software (operating systems, applications, and electronic mail) • Symantec's Norton anti-virus software (e-mail gateway, server, and desktop) • Cisco network management electronics (hardware and inter-network operating systems) • Dell PCs (on Core and Instructional LANs) • Apple Macintosh G4s • Hewlett Packard servers (NetServer) • Hewlett Packard printers (Color and B&W lasers, color ink jets)

Mission Statement

The mission of Institutional Technology at Monterey Peninsula College is to provide a robust, technical infrastructure, in order to facilitate immediate, medium, and long-term strategic goals and objectives.

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Goals


1. Upgrade campus PBX to double current station capacity and provide voice mail functionality. 2. Extend the red/convenience phone installations and implement 911 direct dial phone units. 3. Develop VoIP technology implementations on campus and extend system as resources permit. 4. Acquire and implement new HP-e3000 mini-computer system prior to April 2002. 5. Develop Speedware Autobahn software applications to extend HP-e3000 functions to the web. 6. Implement TCO concepts in all areas ofMPC technology planning. 7. Extend wireless technology applications on the Instructional and Core LAN. 8. Upgrade campus desktop and server operating system software to Windows 2000. 9. Upgrade the functionality provided by the MPC Website. 10. Develop and implement user functionality on the campus intranet.

Objectives

1. Upgrade campus PBX to double current station capacity and provide voice mail functionality. 1.1 Prepare request for proposal (RFP) documentation. 1.2 Select vendor to perform upgrade of PBX. 1.3 Test systems to confirm performance meet the specifications. 1.4 Provide staff training and develop simple user documentation.

2. Extend the red/convenience phone installations and implement 911 direct dial phone units. 1.1 Reconfigure all red phone connections to the PBX so all are on separate extensions. 1.2 Install additional red/convenience phones on the second floors ofLS, PS, SS, HU, & BC. 1.3 Develop list oflocations to site emergency/911 phones. 1.4 Identify budget, acquire units, and install emergency/9I1 phones.

3. Develop VoIP technology implementations on campus-and extend system as resources permit. 1.1 Acquire Cisco components needed to implement evaluation environment. 1.2 Provide any needed training for technical support staff in supporting VoIP systems. 1.3 Implement evaluation environment and perform practical system testing. 1.4 Develop plans to extend VoIP technology, as funding and support resources are available.

4. Acquire and implement new HP-e3000 mini-computer system prior to April 2002. 1.1 Determine whether to go to bid or acquire equipment via another agencies current bid. 1.2 Acquire and install HP-e3000 hardware and support/utility software. 1.3 Test system to insure full functionality is operational. 1.4 Implement new HP-e3000 and peripherals.

5. Develop Speedware Autobahn software applications to extend HP-e3000 functions to the Web. 1.1 Provide additional Autobahn programming training for the programming staff.

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1.2 Collaborate with other Santa Rosa Consortium Colleges to acquire/convert existing code. 1.3 Test Autobahn applications and move into production mode as complete. 1.4 Obtain system user input and develop additional applications as resources permit.

6. Implement TCO concepts in all areas of MPC technology planning. 6.1 Develop internal purchasing process/procedure to facilitate proactive technology

acquisition. 6.2 Implement an annual TCO review process to support IS Department operations and

practices. 6.3 Provide training for MPC faculty and staff in the use of TCO concepts and planning

tools.

7. Extend wireless technology applications on the Instructional and Core LANs. 7.1 Develop a network security model that will facilitate extension of wireless services. 7.2 Incorporate the option of providing wireless services into any future LANIWAN

extensions. 7.3 Review the installed network infrastructure for optimum placement of wireless devices. 7.4 Implement wireless device utilization when economically justifiable.

8. Upgrade campus desktop and server operating system software to Windows 2000. 1.1 Obtain training for all technicians tasked with supporting the Windows 2000 environment. 1.2 Complete planning process needed to implement Windows 2000 on the Servers. 1.3 Implement Windows 2000 Active Directory Services & Exchange Conferencing Server. 1.4 Provide training for Core LAN desktop software application users.

9. Upgrade the functionality provided by the MPC Website. 1.1 Implement database technology on the Web-server and train technical support staff. 1.2 Implement a help desk/website support technician position and train this individual. 1.3 Provide training for the faculty and staff that are tasked with creating/updating site content. 1.4 Extend instructional and student support content available on the Website.

10. Develop and implement user functionality on the campus intranet. 10.1 Retain the services of consulting staff needed to implement initial intranet feature set. 10.2 Provide training for faculty and staff in how to locate and update intranet content

materials. 10.3 Extend intranet functionality to meet the needs ofMPC's faculty and staff. 10.4 Provide training for the staff assigned to maintain and extend the intranet.

Future Directions

It is clear that energy related issues could impact MPC in the future, as it is MPC's intent to examine electrical generation technologies. In the meantime, adoption of economically viable technologies that use reduced levels of electricity will be explored.

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While the use of the Internet is not new at this time, the amount of bandwidth used in the institution is continuing to grow. The Digital California Project will open a wealth of benefits, as all of the educational institutions in the State become interconnected via the intranet. It is anticipated that this interconnection will bring another increase in bandwidth use/demand, not only with the increase of streaming media but with an general increase in overall use. MPC needs to continue to invest in upgrading its network infrastructure in order to support the growth in its instructional programs.

Limited speed, shared bandwidth, and wireless technology are available at several sites on MPC's Core and Instructional LANs at this time. Useful application of this technology is being examined. Wireless device bandwidth availability will be increasing in the near future. All areas of the institution; Academic Services, Student Services, and Administrative Services, will benefit from diverse, as well as similar applications that become available as this technology becomes more affordable.

It is anticipated that utilization of some of the technical tools that already exist on the campus will increase. For example, the new HP-e3000 will enable additional processes to be extended to the Web. The value of this technology will multiply as student services and information, previously limited to a network terminal environment, becomes accessible via a Web browser. Faculty, staff, and students will benefit from the extension of "legacy" processes and technologies into new areas of utilization.

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Instructional Technology

Overview


Instructional technology at Monterey Peninsula College falls into several general categories. MPC has laboratories and curricula that are devoted to teaching the use of technology in vocational areas, including Business, Computer Science, Graphic Arts, Hospitality, Automotive and Drafting. These disciplines use technology to aid the instructional process, as in the area of basic skills, by providing broadened experiences through multimedia, interaction with created and online databases of information, and simulations. These disciplines also use technology in the gathering and analysis of real world scientific data, such as in the physical science classrooms. Additionally, MPC has self-contained hightechnology apparatuses, such as telescopes, microscopes, auto engine analyzers, multimedia projectors, audiovisual and video editing equipment. Finally, MPC has an emerging area of instruction that links high tech computerized communication systems to the educational delivery process and opens up a new set of possibilities for the acquisition of knowledge and skills in an online environment.

Mission

It is the mission of Instructional Technology to provide students the opportunity to utilize the latest learning tools in technologically rich environments in order to increase learning, integrate knowledge, enhance learning experiences, develop life-long learning skills, and meet special learning needs. To this end, the infusion of technology in college courses-including the use of electronic mail, multimedia, commercial courseware, simulations and use of the Internet and the World Wide Web--must be facilitated throughout a vast range of curricular offerings. Information technology and technological tools, in general, must emerge at MPC as increasingly essential components of the college experience.

In MPC's laboratory environments, there must be new software, more powerful computers, and other technological tools available, including state of the art microscopes, oscilloscopes, and telescopes. In college classrooms, multimedia presentation equipment, software and Internet access must be readily available as well as Internet access and other technologies related to the discipline.

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Two elements key to the infrastructure required for fostering pervasive utilization oftechnology in the educational programs and to student information retrieval and management are a well-designed campus network and a telecommunications system. The goal of network design is to create a system that will respond to the changing needs of students and staff and new technological innovations. Other important considerations include providing adequate desktop workstations and multimedia computers in faculty offices and student labs, routine upgrading of hardware and software, and technical support to help students, faculty, and staff effectively use the technology at hand.

Technologies that permit interactive learning and that include high-definition image transmission also need major infrastructure consideration and implementation. Retrofitting existing facilities to accommodate the changing nature of instructional spaces has begun and will continue to dominate facilities planning. While Monterey Peninsula College has traditionally defined infrastructure in terms of the number of buildings and the structural foundation of the campus, college faculty now search for ways to transcend bricks and mortar in their planning in order to add communications technology to the framework. Planning starts with the connected classroom. Rather than self-contained units of information delivery, classrooms need to be organized so that teachers and students can access mentors from other colleges, business and industry and/or government during their classes. Students should have the ability to access reference material electronically and send e-mail messages to their teachers and to other students while engaging in learning activities. In this way, different levels oflearning can occur.

Considering the current educational delivery trends, MPC faculty is becoming well informed in the opportunities available to better meet the needs of students. Major trends that influence faculty planning include the following:

• The increasing power of technology to connect students, instructors, and information as distinctions between resident and off-campus instruction blur;

• The increasing bandwidth through digitization/compression and improved technical infrastructure options;

• The decreasing cost of multimedia and digital delivery systems; and • The increasing use of technology to accommodate a diversity of learning styles and alternative

learning paths.

Monterey Peninsula College faculty, who are well-versed in traditionally lecture-based disciplines, have begun to envision and move toward infusion of technology in several ways:

• By customizing discipline-based coursework for students with different interests and career goals;

• By employing multi-sensory teaching and learning techniques that meet varied learning styles; • By implementing timely learning opportunities to provide students fast-track, short-term inten

sive programs; and • By providing businesses with trained personnel while recognizing that academic rigor and de

sired educational outcomes are required in a high quality learning environment.

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I ·1 I I I I I I I I I I I I I I I I I


A recent campus survey provided information that led to a description of instructional labs and technology-equipped classrooms. Further information regarding department plans for curricula and technology is included in the annual planning and budgeting documents prepared by each department. These plans are submitted and included in the Monterey Peninsula College Educational Plan, updated each year.

It is apparent in these materials that some instructional labs/classrooms have been established, updated, or expanded with technology over the last year. This technology is used in a number of ways: (I) for the delivery of computer-assisted instruction in content areas and in basic communication and math skill areas, (2) for skill acquisition in the use of computers and applications, (3) for skill development in technical areas, (4) for student research, word processing, and data manipulation, and (5) for communication with other students, faculty and off-campus resources.

Most of these technology-based educational environments are networked and have access to the Internet, or plans are underway to expand both networking and Internet access. Faculty members are using technology in traditional classrooms to supplement course delivery with the access or display of digital information. There are a few dedicated multimedia classrooms on campus and a number of data projection cart are available for faculty use in other classrooms. More multimedia classrooms are anticipated this summer and in the future, with installations that will permit computerized data projection or display and access to Internet resources. Some methods of integrating voice and video display with digital display are also being explored for these classrooms.

To facilitate the infusion of technology into instruction with planning and support, a new administrative position was created, Associate Dean of Instructional Technology and Development. This position is funded in part with Title III grant funds. In addition, another position, that of Instructional Technology Specialist, has been created.

Goals

• Develop additional technologically equipped .classrooms and labs and update and/or expand current labs.

• Incorporate leamer-centered approaches and infusion of technology into curricula. • Provide well-designed and engaging modularized instructional pages, distance/distributed leam

mg courses. • Provide sufficient technical support to maintain fully functional labs and multimedia class

rooms. • Emphasize need for all students to gain competence in utilizing technology. • Provide on-going, scheduled training in technology and in curriculum development that incor

porates technology.

Objectives

Develop technologically equipped classrooms and labs and update and/or complete current labs.

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Improve the lab-to-Iab campus-wide network in order to increase reliable access and utilization. • Approach network development to ultimately include voice and video communications. • Install multimedia presentation equipment in selected classrooms across campus to provide

connectivity to the world in an environment that continues to acknowledge the importance of the teacher-classroom combination as a viable part of the educational process.

• Establish a central area for acquisition, storage and maintenance of software and related licenses. • Replace lab equipment as a whole or in appropriate increments rather than on a piecemeal

basis. • Develop a set of classroom and lab standards for equipment and configuration. • Provide assistive technology as required.

Incorporate leamer-centered approaches and infusion of technology into curricula. • Prepare course outlines and curricular plans reflecting incorporation of technology.

• Incorporate digital imagery in photography lab. • Use data projection in Art History and Drama programs. • Provide training in instructional design, learning styles, and best practices in technology-based instructional methods. • Increase media and Internet utilization in the Social Sciences. • Disseminate wellness and fitness information over the Internet and continue the use of

video, CD-ROM and other media in Physical Education. • Incorporate technology-based student record system and computerized testing in instruc-

tionallabs, such as the Lindamood lab. • Move toward on-line orientation and placement testing. • Move toward electronic storage of evidence of learning outcomes. • Offer additional technology-based courses in Nursing. • Include an assessment of incorporating technology into instruction as instructors are evalu

ated. • Consider technology competence in the hiring of new faculty.

Provide well-designed and engaging modularized instructional packages, distance/distributed learning courses.

• Offer curricula that can be distributed partially or wholly from a distance in both synchronous and asynchronous modes, utilizing computer networking, an expanded communication network, and multimedia classrooms.

• Adopt a model and offer courses in numerous disciplines over the Internet, allowing online opportunity to enroll and to demonstrate knowledge and proficiency levels upon completion of the course.

I I I I I I I I I I I I I I I

• Focus on general education courses for online course delivery. I • Improve infrastructures (technology and student services) to support partially and wholly .

delivered Internet courses.

Provide sufficient technical support to maintain fully functional labs and multimedia classrooms. • Add or expand technical support positions in some areas including an Instructional Tech-

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I I I



nology Specialist with a specialty in assistive technology and ADA compliance. • Supplement affordable technical support in lab/classroom areas with technical assistance

available in Information Systems.

Emphasize need for students enrolled in all courses to gain competence in utilizing technology. • During Program Review and less formal evaluative discussions, consider a requirement for

some level of student competence in technology in all certificate and degree programs, possibly as a graduation requirement.

• Include life-long learning skills development in select General Education courses. • Provide on-going, scheduled training in technology and in curriculum development incor

porating technology. • Organize training sessions in technology for all faculty and staff in order to help them learn

utilization of hardware and software. • Support technology conference attendance by faculty and staff. • Support sabbaticals focused on gaining expertise in utilization of new hardware and soft

ware. • Train faculty in designing curriculum for distributed/distance learning and consider sti

pends for course development. • Fully utilize the Instructional Resource Center on campus for teacher training in the use and

development of multimedia and in the development of Internet courses. • Increase part time faculty access to basic networked computer workstations and printing,

media, and storage resources.

Future Direction

Looking out three to five years, the expectation for Monterey Peninsula College is in ubiquitous technology throughout all instructional departments. Students, faculty and staff will have easy access to technology resources to access information from the campus as well as the technology support to access that information from home or at a distance. Interaction between students and instructors via technology will be readily available

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Overview


Institutional Technology Support

During the 2000-2001 academic year, an ongoing weekly meeting schedule was maintained that brings many of the campus technical support staff together. The meeting format follows a published agenda that also provides openings for discussions among the attending technicians regarding timely issues not previously placed on the agenda. Topics discussed during these meetings have ranged from Windows 2000 migration coordination to campus network electronics upgrade coordination to exchanging information regarding generic troubleshooting techniques.

These meetings have provided a significant organizational benefit by opening an avenue of ongoing communication between all of the college's staff involved in facilitating the "care and feeding" of the college's basic technical infrastructure. This regular meeting format is expected to continue into the foreseeable future.

Monterey Peninsula College's technical support resources are divided into five categories, which may be generally labeled as General Institutional, Discipline Specific, Consulting Specialist, Support Agreement, and Student Technician.

The General Institutional category of technical support staff is made up of individuals whose responsibilities range across the Instructional, Administrative, and Student Services areas. Administratively, this segment of the college's technical support staff reports up the Administrative Services chain-ofcommand. In the realm of Information Systems, this group of technical staff functionally provides institutional programming project and/or reporting support; cross-discipline computer network infrastructure support; and cross-discipline PC and "help desk" support. In the realm of Plant Services, several technical staff members are available to provide electrical system support, HVAC (Heating, Ventilation, and Air Conditioning) support, and general physical infrastructure support.

The Discipline Specific category of technical support staff is made up of individuals who are "embedded" in MPC's instructional and student support matrix. They are primarily dedicated to supporting the ongoing activities in the Divisions/Departments that require their focused expertise. For instance, in

27


the Life Science Division, several staff members are dedicated to supporting technical implementations that range from laboratory-apparatus maintenance to computer-based multimedia hardware/software development and/or utilization. In some areas, in the interest of maximizing organizational efficiency, members of the faculty take on a technical support role in addition to their instructional duties.

The current academic year has seen an increase in Discipline Technical Support Staff including new hires in ESL, Business Technology, Creative Arts and a newly created office of Instructional Technology and Development including an Associate Dean and full time Instructional Technologist.

The Consulting Specialist category of technical support staff is made up of external consultants, who may be called on to deal with specific one-time projects. During the 2000-2001 academic year, the college used consulting staff for campus network electronics upgrade, telephone system maintenance, telecommunication system capability/replacement assessment, network (fiber optic and/or Cat-5) cable augmentation, and Website development.

The Support Agreement category is represented by the many maintenance contracts and support agreements that the college updates annually. These support tools cover a wide array of technical implementations used at MPC and range from hardware/firmware to software. Examples of the technical implementations under support are the HP-3000 mini-computer, Cisco routers, and switches, Microsoft TechNet and telephone support, and COCO SAFERS (financial aid accounting software application). These annual agreements provide for automatic software upgrades and patches as well as (in some cases) phone and/or on-site technical assistance.

MPC does not maintain its own internal, computerized, payroll, general ledger, or human resources software applications. These functions are maintained by the Monterey County Office of Education (MCOE) on the HP-3000 mini-computer installation at its site in Salinas, California. The MCOE's technical staff facilitates hardware and software support for these accounting and related personnel functions. Currently, there is an interest in bringing these functions "in house" at some point. College staff in the affected areas are investigating the potential utility of several software options as well as keeping an eye on internal upgrades that the MCOE is considering. If these functions are implemented locally, consideration will have to be given to providing the additional staff resources required to support them.

The Student Technician Category reflects the reality that all educational institutions extend their support staffby using student workers in areas where they may be effectively utilized. This is typically a win-win proposition for the students and the organization. There are times when the use of student workers in a technical support role may be problematic (particularly in a network environment) if they are not closely supervised by qualified technical staff. MPC has been fortunate in attracting a number of talented students to help fill technical support niche needs in its increasingly complex infrastructure.

It must be acknowledged that the staff and services described in all five categories noted above must be provided with sound administrative coordination in order for their united efforts to be effective. It is hoped the Help Desk position will aid administrators in coordination of technical support issues.

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Some community colleges have recently begun grappling with the notion of2417 (24 hours per day and 7 days per week) technical infrastructure support. This increase in coverage is largely due to the implementation ofIntemet-based courses and, to some degree, in the effort to capture new revenue by "growing." Extending the hours of technical support coverage may be a challenge that MPC will also be faced with in the not too distant future.

During the 2000-2001 academic year, fiscal resources have been budgeted to cover the hardware, software, and training costs associated with developing a campus technical help desk function. Although the campus help desk position remains unfilled we are anticipating implementing this key role in the 2001-2002 academic year.

The campus help desk will serve several needed functions that have only been informally addressed in the past. Those functions are anticipated to include service related to both hardware and software as well coordination of campus wide technical support personnel.

Under the general direction of the Director of Information Systems, the Help Desk Technician will act to provide a single point of contact to MPC Faculty and Staff regarding technical support issues. The Help Desk Technician will provide the front line customer support for users of MPC's technical resources that pertain to the MPC mini-computer system, data network, personal computers, peripheral hardware, operating system and application software, telecommunications, Website, intranet, and technology purchases.

Preliminary discussions have taken place regarding the potential of increasing the scope of the help desk function so that it may be utilized in the Plant Services area. This option will be examined and discussed in greater detail as the help desk implementation matures.

Mission

The mission of the individuals and departments devoted to supplying support for MPC's technical infrastructure is to (1) identify and acquire the training needed to competently support the technical tools assigned to them, (2) maintain a high level of interpersonal and/or inter/intra-departmental communication needed to plan, facilitate and coordinate the efforts of institutional technical support, and (3) devote time to learning what new technologies may be becoming mature/affordable in order to maintain the effectiveness of the college's overarching mission of delivering quality instruction and related support services to its students.

Goals

1. Provide a reliable technical infrastructure that will facilitate further implementation of the technical tools made available by the recently upgraded electronics and software on MPC's computers and network.

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2. Maintain a high level of communication between the members of MPC's technical staff in order to address faculty and staff technical support needs-both current and those pending in the foreseeable future.

3. Maintain an adequate level of well-trained technical support staff.

Objectives

1. Provide a reliable technical infrastructure that will facilitate further implementation of the technical tools made available by the recently upgraded electronics and software on the college's computers and network.

1.1. Budget for the acquisition of hardware and software tools needed to facilitate efficient maintenance ofMPC's technical infrastructure.

1.2 Carry out regular assessment of maintenance contracts and support agreements against the organization's needs.

1.3 Budget for the technical training needed by college employees who are involved in the direct support of MPC 's technical implementations, including Instructional, Student Services, and Administrative staffs that are primary users of the technical tool implementations.

2. Maintain a high level of communication between the members of MPC 's technical staff in order to address faculty and staff technical support needs, both current and those pending in the foreseeable future.

2.1. Continue the regularly scheduled technical staff meetings following an organized agenda format and encouraging all technical support staff to attend and participate.

2.2. Develop a "Technical Staff Information Update" area within the structure of MPC's intranet to facilitate information exchange among MPC's technical staff.

2.3. Provide encouragement and funds for MPC's technical staff to attend workshops and seminars aimed at providing information useful in strengthening MPC's current technical implementations and academic environment.

2.4. Expand the technical communications loop to include ancillary support staff needed to coordinate installation and maintenance of technology (e.g. Warehouse, maintenance, purchasing and accounts payable).

3 Maintain an adequate level of well-trained technical support staff.

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3.1. Expedite the recruitment and replacement of staff in strategic technical support positions that may open. 3.2. Establish compensation levels that allow recruitment and retention of adequately skilled support personnel.

Future Direction

A great deal of discussion and planning is going on among the vice president, dean, directors and managers of the college's student services areas regarding the need to address the student's and institution's needs in the next three to five years.

The building of the new library on campus, coupled with the relocation of the current library's staff and inventory to that location, is opening up a host of opportunities for the various student services activities to consolidate their disparate locations and potentially improve services to students with a "one stop shopping" mix of services in one physical area. The organizational units involved are already planning on how best to focus the available implementations of student services technology to improve every student's experience in tapping into the services available to them.

The web is one area that offers many exciting applications which will improve information available to students. In the next few years, students will be able to access their unofficial transcripts on-line. Course information, electronic degree audits, counseling and matriculation information will all be available on line. Student support for the distance learner is an area that is being examined to determine what systems may be reliably and economically implemented.

The college's supportive services (DSP&S) program is continually working to provide updated technical applications needed to optimize the college's electronic information devices for use by students with disabilities. Since the web is an area that will be facilitating a high level of future utility and growth in potential educational applications, the supportive services program is continually looking for ways to minimize access barriers to this resource.

Financial Aid is another area which is looking for uses of technology which may be applied to facilitate student access to needed resources. Implementation of web applications to facilitate any student's ability to access information is an area which is receiving a high level of emphasis by Financial Aid.

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Student Services Technology and Support Services

Student Services Technology and Support Resources

Overview

Student Services provides a variety of support programs and resources to all students attending the college in a variety of offices located both on and off campus. These services provide a vital link to the instructional component to enable students to be admitted into the educational environment, to progress successfully through their educational program, and to identify opportunities for transition into the workforce or additional educational activities.

With the wide range of data information stored on all individual students and supplementary information regarding degree and certificate requirements, students should be able to access this information so they can become more self-directed and responsible for their college planning. For example, an expanded web server will enable Student Services to post timely information for students to access while on and off campus. This information could include advertising, announcements concerning class schedules, special events, cancellation of classes, Board Policies and Procedures, job postings and descriptions, directories of phone numbers and office locations, weekly staff news, and other information of importance to students and staff.

MPC must address the issue of access, however, in light of appropriate security. Before this need is fully met, extensive planning must take place to determine what information should be available for students and what safeguards need to be purchased and put in place to prevent access to other information.

The Americans with Disabilities Act (ADA) of 1990 mandates that MPC provide access technology to students with disabilities in all computer labs, classrooms, and other student services and instructional activities. In the past, the college has been a leader in the field of computer access technology; however, technological advances have outpaced the college's ability to obtain new technology. There is a

33


need to identify the access technologies that can be purchased and installed in all offices and instructionallocations on campus.

There is a need for ongoing evaluation of the current technological investments and purchasing plans being followed in Student Services. An ongoing look is needed to examine training needs, software and hardware obsolescence, and future technological developments. This evaluation process would provide a bi-annual or annual look at the effectiveness of the current utilization of technology.

MPC is presently caught up in the rapid growth of technological investments and the Technology Plan will allow for careful consideration of the specific outcomes the college hopes to achieve. The college needs to continue to evaluate its institutional investment in technology and weigh this investment carefully against other institutional priorities.

MPC needs an institution-wide policy for allocating, upgrading, and replacing computer equipment. The college has provided some faculty, staff, and student facilities with computers, but lack of equipment or aging equipment prevents all staff members from taking advantage of new electronic resources. Replacing computers on a periodic schedule is extremely expensive but important. Some colleges have found that five years is the optimum cycle for microcomputer replacement.

It is clear that as technology becomes more sophisticated and widespread in homes and offices throughout the Peninsula, and indeed throughout the world, more of our students will request that MPC's curricula be delivered to them at their locations, rather than on campus. MPC recognizes that other colleges and institutions are able to use technology to deliver instruction and services to its students ifMPC does not meet their needs. In recognition of this, several distance education task groups have been formed to develop a plan for delivering instruction, student services, and learning at a distance. Collectively, these groups focus on quality of instruction, faculty needs, structural and organizational support, accessibility mandates, student support, and research and development. The Campus Technology Committee must work along with the Distance Education Task Force to ensure that Student Services and instructional technology needs to deliver distance education be met.

Mission

The goal of Student Services in the use of technology is the development of an integrated, studentcentered information system, which include technologies that assist students to access information in order to progress toward their stated goals, to successfully reach those goals, and to transition into work or a four-year educational institution. In addition, technology must assist the staff and faculty working in Student Services to effectively and efficiently provide to students those services that will facilitate success, as well as maintain accurate records, reports, and demographics that can be used to respond to information requests from students, staff, faculty and outside agencies or funding sources.

Goals

1. Enhance the student information system.

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I -I I I I I I I I I I I I I I 1 I I I

2.

3. 4.


Implement Technology and Web-based services for Admissions, Registration, Financial Aid, and Counseling, and student access to student information. Insure equal access for all students to Students Services and instructional technologies. Develop Distance Education classes to include: Orientation, Career Planning, and transfer level classes.

Objectives

1.

2.

3.

4.

Enhance the student information system. 1.1 Define Student Services' information, including the use of access technology. 1.2 Define the components of an integrated student information system that includes other

campus services, such as Fiscal Services, Human Resources, and Payroll. 1.3 Research and purchase software that provides Internet access for student information,

such as registration, grades, degree audit, financial aid status, and articulation agreements.

1.4 1.5

Describe technology used by Student Services at community colleges. Evaluate technologies and recommend purchases to the Technology Committee for adoption for MPC.

Implement Technology and Web-based services. 2.1 Designate content managers for each area of Student Services Web page. 2.2 Evaluate the Student Services' staff training needs. 2.3 Recommend series of training workshops, tutorials, or assistance to upgrade staff's com

puter skills. 2.4 Develop Technology Policy and Procedures. 2.5 Implement a universal student body card/ID card that would provide Web-based cen

tralized tracking of services used by the student, a debit card for financial aid with an automatic deposit option, identification, and a record of attendance.

2.6 Develop procedures for evaluation of technology used for Student Services.

Insure equal access for all students to Student Services and Instructional Technologies. 3.1 Establish an Access Technology Task Force to identify access computer hardware and

software in Student Services. 3.2 Appoint Student Services staff to District Distance Education Committee. 3.3 Ensure that all new Distance Education classes meet the Chancellor's Office's accessi

bility mandates and the standards for Federal Financial Aid.

Develop Distance Education classes to include: Orientation, Career Planning, and Transfer Level Classes. 4.1 Provide staff training for Distance Education course development. 2.2 Appoint a task force to assess and recommend Student Services' support needs for

Distance Education courses.

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Future Direction


A great deal of discussion and planning is going on among the vice president, dean, directors and managers of the college's student services areas regarding the need to address the student's and institution's needs in the next three to five years.

The building of the new library on campus, coupled with the relocation of the current library's staff and inventory to that location, is opening up a host of opportunities for the various student services activities to consolidate their disparate locations and potentially improve services to students with a "one stop shopping" mix of services in one physical area. The organizational units involved are already planning on how best to focus the available implementations of student services technology to improve every student's experience in tapping into the services available to them.

The web is one area that offers many exciting applications which will improve information available to students. In the next few years, students will be able to access their unofficial transcripts on-line. Course information, electronic degree audits, counseling and matriculation information will all be available on line. Student support for the distance learner is an area that is being examined to determine what systems may be reliably and economically implemented.

The college's supportive services (DSP&S) program is continually working to provide updated technical applications needed to optimize the college's electronic information devices for use by students with disabilities. Since the web is an area that will be facilitating a high level of future utility and growth in potential educational applications, the supportive services program is continually looking for ways to minimize access barriers to this resource.

Financial Aid is another area which is looking for uses oftechnology which may be applied to facilitate student access to needed resources. Implementation of web applications to facilitate any student's ability to access information is an area which is receiving a high level of emphasis by Financial Aid.

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I -I I I I I I I I I I I I

I I I I

Library Technology -Information and Instructional Resources

Overview


The role of the library in an academic environment is to support the instructional program of the institution. This requires the selection, acquisition, organization, management of and instruction in the use of information resources of all types. It also implies the need to provide access to information resources through any media or electronic means. Library faculty and staff have provided the best information and resources possible in a building that has long been inadequate for the support of the educational program at MPC.

The present 18,733 square foot library building was built forty (40) years ago to serve solely as a library for a campus of 2,500 full time equivalent students (FTES). The current library building is shared with the English Center and serves an enrollment (fall 2001) of approximately 7,500 FTES or 17,000 student attendees.

The current library is inadequate to accommodate the number of student work/study stations or staff work stations required. The library is also unable to provide space for expansion of the collections of materials or for appropriate storage of materials in paper, media and electronic formats. In addition, the library is not able to provide enough space for equipment required in a 21 st century library to access information via audio or video cassette, DVD, or by computer. The current building is at capacity in terms of electrical and telecom lines. The English Center staff and students also share the above inadequate conditions.

Because of these inadequacies, it has been a challenge for the library faculty and staff to provide quality educational experiences and resources over the last fifteen years for students, faculty, staff and community users. Accordingly the library department continues to request funding to provide for and improve upon inadequate information resources, technology, equipment, teaching facilities, student accommodations, hours of service, and staffing.

Despite the cramped facility, the following modifications were made over the last decade to improve

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servIces:

• conversion of stack and study area to classroom space.


• consolidation of periodicals to microfiche or electronic form (accessible via the Web). • conversion of the typing room to provide two offices. • reduction of student study space to create three faculty offices. • modification of the faculty room to provide for library technical services, later to storage, and

now to a Center for Instructional Development. • consolidation of the reference area to provide space for an information desk, video and CD

collections, and student workstations. • removal of periodical stacks to provide a student computerized research center. • modification of the library staff room to provide for a campus video conferencing area. • conversion of the card catalog into an integrated online library system. • creation of a library network. • introduction of a student computer center assistance station.

Because of the lack of space and inadequate resources described above, planning for a new library was begun in 1990. In 1998, $22 million dollars were budgeted by the State for a new Library Technology Center. Development of the design for the building began in August 1999 with the firm of EHDDI Architecture, San Francisco. By August of 2001, it is expected that ground will be broken to begin construction of the 75,000 square foot, three-floor building. When completed, the first floor will house the skills labs (English Center, E.S.L., Lindamood and the Academic Support Center). The above two floors will provide for library services and resources. The building is designed to be a stateof-the-art facility with the latest information resources and instructional facilities and the most current technology to deliver those resources.

With reference to technology and information resources, the new building will have the following:

• wired spaces for individual and collaborative study. • fully wired classrooms with interactive instructor podiums. • approximately 800 drops (400 p.c.s and 400 additional plug-ins. • media equipment. • distance educationlboard and community room with full media and electronic options. • video conferencing capability. • Internet access at all desktops. • a center for instructional and skills development. • family computing center.

At the time of this writing (May 2001), the construction of the building was still on schedule to begin in August 2001. Estimated time for completion of construction and occupation is eighteen (18) months. During the building phase, plans for technology and other components of the new Center will be reviewed and refined.

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Library faculty and staff are beginning to look beyond the opening of the new library toward the functions and services that need to be anticipated for three to five years into the future. Some of the speculation centers round wireless applications for group work, online instruction, and provision of academic electronic information resources to the Monterey Peninsula. In fall of 2001, the library department will engage in a strategic planning process to envision and develop a plan for the future.

In the interim, the library technology plan will be reviewed annually with emphasis on setting goals to reach the objectives set out for each year. In addition to the library faculty and staff, interested others, such as the Library Advisory Committee, will be asked to join in the review. This will facilitate the planning, which remains relevant to real institutional needs and yearly objectives. The Library Technology Plan, part of the MPC Technology Plan, will be provided to the California Community College Chancellor's Office as required.

Current technology and information resources in the library:

Building

NOTE: All issues with the current building are addressed in the plans for the new Library Technology Center. The current Library occupies 18,733 square feet. The current building meets current seismic safety requirements for the State of California. Aisle widths in the current building meet Americans with Disabilities standards. There is a 3M Security System at the entrance. There is one electronic classroom with eighteen (18) student workstations, overhead projector, and a mobile instructor cart with PC and digital projector. The library instruction program teaches credit courses and course-related information literacy and research sessions from this classroom as well as in the open lab area when class size exceeds room capacity. There is one smaller room, which includes seven of the student PCs and seating for twenty. This room has projection equipment and can be used for small group instruction.

Library relationship to overall MPC computing infrastructure:

The college provides two separate NT networks ("student" and "administrative") campus-wide. Both networks are connected via 100BaseT fiber. There is Category 5 wiring throughout the building. Internet service is provided by 4CNET at T-1 level. Computing technology status in library - hardware.

Workstations and terminals:

Sixty-eight Pentium level PC's (57 for students, 11 for staff) and one laptop. The PCs are a mixture of Dell, Micron, and CompUSA brands. All are Pentium 200 or better. Three student PCs are for catalog searching only.

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All the PCs are networked with the exception of six of the student PCs that are dedicated to office software applications.

Servers:

There are two HP servers used for file sharing: an HP Netserver LH 3000 (dual P3 533, 1 GB RAM, 36 Gb HD) and an HP Netserver LC II (256 Mb RAM, 18 Gb HD). The library has its own domain. Both currently run NT 4, soon to move to Windows 2000.

Peripherals:

Two HP scanners are available for student use. Three printers are available for staff (one color, two black and white). There are two black and white printers available for student use.

Computing technology status in library - software:

Integrated Library System (ILS):

The library's integrated library system (ILS) provides the following applications:

• database maintenance (catalog) • online public access catalog • circulation and reserves • serials control • acquisitions

The library maintains a Z39.50 Client and Server as part of its integrated library system (ILS). The library provides Web Access for the public access catalog. The vendor for the library's ILS is Endeavor Information_Systems. The library has a contract with California State University, Monterey Bay (CSUMB) for hosting the system library's database, housed on a SUN Enterprise 250 server running Solaris version 8. The libraries share a license for 95 (20 staff and 75 public) concurrent users.

Software available for students:

The student PCs run CybraryN with login by barcode number, with a two-hour time limit per login. All PCs have floppy and CD drives; the Dell machines include Zip drives. Student workstations all provide the following: Microsoft Office including Word, Access, Excel, PowerPoint, and Publisher.

• RealPlayer • Photo Editor

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• Magnifier


• Reference databases and online subscription products listed elsewhere in this document.

Multimedia:

Three CD-ROM towers with 40 slots provide network access to reference materials (not generally available via the Web) and course-related instructional materials. Five Videorecorder/TV stations and two DVD players.

The Center for Instructional Development:

The Center for Instructional Development, used by MPC faculty and staff, is located in the library. It includes a large format Umax scanner, two high-end PCs and one Macintosh. Both have 19-inch monitors, color laser printer, Video capture and editing equipment, and software including Adobe, Microsoft, and miscellaneous graphic production products. The PCs include CD-RW drive, Dazzle video device, graphics tablet and DVD drive. The Mac has a graphics tablet as well.

Standards:

The library conforms to relevant standards including AACR2 and MARC 21 for cataloging, TCPIIP, the Z39.50 communications protocol for the exchange of bibliographic information, Z39.70 format for circulation transactions, and Web Accessibility Initiative (WAI) page standards.

Library Materials:

Physical collection:

• just under 50,000 book titles • 55,000 volumes • 276 magazine, newspaper and yearbook subscriptions • just under 500 Videorecording titles • 2,800 audio recording titles (cassette and CD)

Online information resources:

In spring of 200 1, the library provided access to a selection of core online resources, including the following:

• Periodical databases • EBSCO host full text magazines

41

• Electric Library


• UMI ProQuest including CINAHL (Comprehensive Index to Nursing and Allied Health Literature)

• Reference databases • Encyclopedia Britannica • Contemporary Authors and Contemporary Literary Criticism • RAND California Statistics • Books in Print • Oxford English Dictionary • CQ Library including CQ Researcher • CareerLink and Eureka Career Information

The library works to make access to the licensed databases available to MPC authorized users both on- and off-campus. Some additional databases, including OCLC First Search and UMI ProQuest's full-text newspaper database, will be available in late 2001.

Projected technology and information resources in the new Library Technology Center:

The Library Building:

Groundbreaking for the new Library Technology Center is planned for late summer, 2001, with a projected opening in 2003. The library will occupy two floors in the new building. the new Library Technology Center will occupy approximately 75,000 square feet, and will meet all seismic safety requirements for the State of California and comply with Americans with Disabilities standards. There will be a 3M security system.

Library relationship to overall MPC computing infrastructure:

The student and administrative networks will both be accessible, connected via 1 OOBaseT fiber. There will be Category 5 wiring throughout the building. The library portion (top two floors) of the new building will include electronic classrooms with student workstations, overhead projector, and interactive instructor stations. The library will offer credit courses and course-related information literacy and research sessions from these classrooms.

Workstations and terminals:

In addition to the workstations in the classrooms listed above, PC's for students will be available throughout the library, and there will be several catalog-only stations. Students will have access to networked printing. Additional workstation and terminal technology includes:

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• Outlets throughout library for connecting to the student network. • Group study rooms.


• Distance education and board/community room including. videoconferencing capability.

• Faculty computing center. • Video recorder/TV stations and DVD players.

The library's integrated library system (ILS) will continue to provide database maintenance (cataloging), online public access catalog, serials control, acquisitions, and circulation and reserves. The license with CSUMB will need to be increased to accommodate growth.

Library Materials:

Both the physical collection and the online information resources will be expanded.

Mission

It is the mission of the Library to acquire, organize, and make available information resources needed by students, faculty, staff and citizens of the Monterey Peninsula. These information resources are to represent all types of information without prejudice to format. Therefore the library will have print and non-print, voice, video and data and the equipment and means to make the appropriate resource available for students and others who learn best through a variety of ways. The following are the major goals of the Library for the period covering 200 I to 2002:

Necessary modifications, which must be made to the present building to accommodate needs until the move occurs into the new building. Mission goals include:

• Updating technology to meet current and future demands. • Maintaining and updating technology infrastructure • Planning budget and resources toward development of technology. • Recruiting new staff to meet current needs. • Facilitating planning processes. • Expanding Library services.

Goals

Goals to support the Library mission:

• Support the information needs ofMPC's academic program • Technological needs of the library's instruction and information literacy program. • Create reliable and sustainable systems for delivering information resources within a

Common User Interface environment. • Facilitate planning processes for move to new Library Technology Center.

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• Provide access to non-print resources. • Provide services to students with special needs. • Support Library Staff Development and enhance staff resources.


• Expand Library services to the campus and the community including distance instruction.

• Secure stable funding and staffing.

Objectives

Objectives to meet the library's goals:

• Support the information needs ofMPC's academic program. • Establish regular communication between librarians and their liaison areas. • Explore increased establishment of Web-based research tools for specific programs,

courses, and topics. • Expand the non-print resources available in the library.

Support the technological needs of the library's instruction and information literacy program:

• Explore electronic ordering. • Develop web-based tutorials. • Adapt existing courses (LS 50, 70 & 71) for delivery over the Internet using WebCT. • Develop new online course in Information Literacy. • Plan for upgrading the workstations in the existing library and coordinate purchases for

the new Library Technology Center. • Monitor the development of wireless technology and explore its readiness for information

delivery in the new Library Technology Center. • Provide teaching librarians with equipment (portable projector and laptop) for campus

wide instruction activities. • Pursue emerging technologies to enhance learning opportunities, including electronic

reserves. • Provide student multimedia development workstations. • Provide Library Web Page and Web pages for instruction. • Continue to create reliable and sustainable systems for delivering library's information

resources. • As needed, upgrade the hardware, software and operating systems of workstations and

servers. • Ensure connectivity for all users, including remote users. • Explore debit card readers for non-subscription resources and for pay-for-print services. • Facilitate planning processes for technology in new Library Technology Center. • Explore planned infrastructure for provision of laptop access to the network within the

library bUilding. • Plan for delivery of information resources in the new library.

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I -I I I I I I I I I I I 1 I I I I I I

• Expand access to non-print resources.


• Continue to expand electronic resources as appropriate to support the MPC curriculum. • Continue plans for including DVD media. • Review captioning plans for existing video collection. • Explore electronic reserves. • Explore adding Machine Readable Cataloging (MARC) records to the library catalog

for resources available campus-wide, for example Women's Center collection.

Provide services to students with special needs:

• Achieve full accessibility of library Web pages (WAI standards). • Expand the number of adjustable height workstations. • Explore providing a Lynx browser for visually challenged users. • Explore providing verbal introduction to library use. • Provide signage for vision-impaired. • Ensure ADA compliance and provide resources. • Explore publications in languages other than English. • Explore donation ofVisualTek station. • Provide signage to identify adjustable PC desk. • Explore availability of Braille printer.

Support Library Staff Development and enhance staff resources:

• Support a College-wide intranet that encompasses current policies and procedures. • Plan for additional staff to support the library technology environment. • Establish annual review of staff workstations and create replacement policy. • Provide ongoing technical training/retraining for librarians and staff. • Support conference attendance and technology training for all library staff.

Expand Library services to the campus and the community including distance instruction:

• Provide ability to renew materials online. • Provide online ability to place a "hold," for example to reserve an item. • Continue development of library Webpage. • Explore self-checkout station(s) for new library. • Provide online email-based Reference service via Library Webpage. • Explore electronic reserves. • Provide online ability to recommend items for purchase. • Continue to explore scanning and digitizing materials for faculty.

Secure stable funding and staffing for the following areas:

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• Growth of technology services. • Spares inventory. • Support for staff and professional development. • Ongoing commitment to online resources.

Future Directions


As the library looks toward the 21 st century, the ability to adequately accommodate the number of student work/study stations or staff workstations required to provide access to digital information is critical in order to provide support for instruction.

Development of the design for a new Library Technology Center began in August 1999. Groundbreaking for a state-of-the-art facility with the latest information resources and instructional facilities and the most current technology to deliver those resources is planned for late summer, 2001, with a projected opening in 2003.

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I -I I I I I I I I I I I I I I I 1 I I

Administrative Technology

Overview


The purpose of this chapter is twofold. The first purpose is to provide a snapshot of technology use by the Administrative Services Departments at Monterey Peninsula College. The second purpose is to provide a preview of department technology plans for the next one to three years.

Administrative Services is divided into five major operational units, Fiscal Services (Business), Plant Services (Facilities), Information Systems (Technology), Evening Program Support (Security), and Human Resources/Affirmative Action (Human Resources). The Office of the Vice President of Administrative Services provides centralized management of these organizational support/control departments.

All of the individual Administrative Services Departments use a common set of desktop technology tools. All of the departments use Intel Pentium based PCs running either Microsoft Windows 98 or 2000 Professional operating systems coupled with MicrQsoft Office 2000 Professional application software. Each PC in the departments also has a copy of Microsoft's web authoring software, FrontPage 2000. Every PC in use by the departments is connected to the College's fiber optic network backbone via 10/100 Base-T copper wire so that each computer user can communicate with any other PClMac user on the campus network as well as being able to access the Internet. All departments use the same e-mail client (Outlook 2000) and Internet browser (IE 5.5) software applications. All departments are dependent on a common set of "legacy" technologies (telephone, fax, and photocopy) in their day-today operations.

Several common technology-related concerns are shared by all of the Directors of the Administrative Services Departments. These common concerns are: The need to provide ongoing/updated staff training to fully utilize the existing technology; the need to have qualified technical support staff available, when needed; the need to have the installed technology updated periodically; and the need to have minimal to nonexistent down time for telephone, e-mail, and network resources. All ofthe Administrative Services Department Directors have also noted the belief that a campus-wide voice mail system

47

should benefit their collective operations.


Since each department falling under the Administrative Services umbrella provides a unique set of services for the broad organizational needs of the College, the following paragraphs are intended to highlight only the unique technology currently implemented, or planned for the future, which is not commonly shared across the departments.

Technology implemented and planned by the Fiscal Services (FS) Department:

The Fiscal Services Department is currently using a number of software applications to support the core accounting and budget development/management processes. Historically, the Monterey County Office of Education (MCOE) has provided the institution with automated general ledger and payroll application software support. This application software is based on a HP-3000 minicomputer served to PCs using terminal emulation software via modem attached to a dedicated telephone line. In 20011 2002 the MCOE will be moving to a Windows based environment, served over the Internet, using entirely new application software. The security technology protecting this system is based on VPN (Virtual Private Networking) network protocol plus hardware security cards coupled with long passwords. Other software applications in use are based on Microsoft Access, SQL Server, Excel, and Quicken QuickBooks 2000.

In order to facilitate financial transactions with MPC's local bank, the Fiscal Services Department is using communications software to log on to the bank's customer information system via a secure modem. This system allows the Fiscal Services Department's staff to view real-time balances, print financial activity reports, and transfer funds between investment and working holding accounts. Technical support for this system is provided directly by the bank's staff. This system will be migrated to an Internet served application in the future.

MPC's purchasing process has been improved by the increased utilization of Internet Business-toBusiness (B2B) and Business-to-Consumer (B2C) communications. Direct Web communications with Office Depot and Dell Computer Corporation are two examples where the process of purchasing equipment and supplies has been streamlined by using Internet facilitated processes. MPC's Purchasing Agent is also able to log on to another of MPC banking partners, via the Internet, to review corporate credit card activity and balances.

The Fiscal Services Department is in the process of planning for the development and implementation of several projects intended to automate manual processes that are currently in place. Depending on a number of issues, including staff turnover, stafftraining/development, and support resource availability, the Fiscal Services Department is optimistic that they will be able to implement the following initiatives in the next one to three years.

• Secure Website development that is intended to provide information to students who may wish to see financial details pertaining to their student account history, and current status, on-line.

• Secure Website/intranet development to provide faculty and staff with on-line information about

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payroll, vacation/sick leave/comp-time accruals, etc.


• Implementation of secure e-commerce functions that will allow student fees to be collected online via credit/debit card transactions.

• Development of electronic forms, which may be automatically routed across MPC's e-mail system/intranet, designed to facilitate purchasing, payroll, employee reimbursements, etc.

• Placement of all commonly used business office forms on the campus intranet.

Technology implemented and planned by the Plant Services (PS) Department:

The Plant Services Department is continually looking for methods that may be implemented to improve the level of services provided by that area. Acquisition of proven and available support technologies is one way to address this need. Specific plans for process improvement are highlighted in the following text.

The Plant Services Department maintains control ofMPC's computer controlled, network distributed, Energy Management System (EMS). The campus EMS was originally installed in 1996 and is used to maintain control of both the heating, ventilation, and air conditioning (HVAC) systems and outdoor lighting on campus. The outdoor lighting system controls the lighting around campus walkways, roadways, parking lots, the stadium and most building exteriors. An upgrade to the original EMS software package was installed in 2000. Planning is in place to extend the EMS to the three building HVAC systems, and the one parking lot, not originally included in the system, in 2001-2002. Over time, Plant Services is planning to acquire additional EMS sensor and control modules, which will allow direct digital control of the separate climate zones existing within each campus building. The EMS will also facilitate the option of shedding electrical load if there is a threatened reduction in the available supply.

The Plant Services Department has been working to consolidate the various fire and intrusion alarm systems on campus using the Radionics Panel as the standard. Radionics fire alarm control panels were selected as the standard for all campus buildings in the 1980's in order to minimize maintenance and parts replacement costs. At this time, there are only three buildings in which the new panels are yet to be installed. Those three buildings will receive new Radionics panels during 2001-2002. During 2001-2002, Plant Services will also be adding horn/strobe alarms in all bathrooms and hallways throughout campus, as required by the Americans with Disabilities Act (ADA) of 1990.

Access door key control around the campus has become a problematic issue over time. Several electronic/recording key systems have been tested and evaluated, and the "CyberKey" system was found to be the best suited for MPC's needs. Over time, this system will be incrementally installed throughout campus. The new keys/locks will be implemented as old entry doors are replaced and when older keytype locks wear out or need to be re-pinned.

The Internet has proven to be an increasingly valuable resource, which may be used to obtain information useful in staff training, purchasing, and equipment maintenance. Access to this information resource has provided a significant time saving benefit for the Plant Services staff.

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It should go without saying that the Plant Services Department's use of technology in its day-to-day operations extends into all areas of infrastructure support. It is beyond the scope of this document to attempt to cover electrical, lighting, air conditioning, heating, plumbing and other facilities technology support involvement by the Plant Services area. Depending on a number of issues, including staff turnover, staff training/development, and support resource availability, the Plant Services Department is optimistic that they will be able to implement the following initiatives in the next one to three years.

• Acquisition and implementation of a work order tracking system that will function as a "help desk" intended to facilitate the department's ability to document, queue, prioritize, and effectively address a high volume of faculty/staff requests for needed facility repairs. This system will facilitate the implementation of a feedback process to the individual placing the original work order. This system may also be used to facilitate the scheduling of periodic routine equipment maintenance.

• Acquisition of additional electronic modules and software for the College's network HVAC, energy management system, which will allow the buildings included in the control matrix to be broken down into discrete zones, thereby allowing improved area-by-area temperature control.

• Acquisition of an auxiliary electrical generator that will allow provision of electricity to various, strategic areas of the campus in case of an unforeseen loss of power to the campus.

• Acquisition of "intelligent" access control key technology. This is a hybrid hardware/software implementation that allows hardware key fobs, which contain embedded IC chips, to be individually programmed to allow the key holder to access predefined areas on campus.

• Acquisition of Nextel cell phone/radio handsets to facilitate staff communications, at various sites, on and off the main campus.

Technology implemented and planned by the Information Systems (IS) Department:

The Information Systems Department is charged with providing technology resource support to all areas of the campus and satellite sites that utilize the telecommunications equipment, mini-computer, and data network. Within the department, system support is divided into four major activities. These activities are programming project support, network system management, desktop hardware/software application support, and telephone system maintenance.

The Information Systems Department is continually involved in activities, which utilize the College's HP-3000 mini-computer. These activities primarily require programming expertise required to: Upgrade the Santa Rosa student record software application; Prepare database extracts used to report enrollment statistics to the State; Integrate new functionality into the legacy systems, for example, the newly acquired degree audit application software; and translation of legacy COBOL programs into 4GL Speedware language.

The Information Systems Department is continually tasked with planning to upgrade, and implementing upgrades to, different parts of MPC's data network in order to facilitate growth in technology applications implemented by the Instructional, Student Services, and Administrative organizational

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units. The growth experienced has not only been exhibited by additional bandwidth demand, but also extended hours of available technical resources. During the past year, preparations have been made to migrate the server software from Windows NT 4.0 to Windows 2000 Active Directory, on the server level. Additionally, planning has been taking place to migrate MPC's e-mail system from Microsoft Exchange 5.5 to Exchange 2000 Conferencing Server. Additionally, significant levels of staff training have been devoted to preparing the network management staff to facilitate this technology transition as well as to remain current in the installed Cisco network infrastructure.

The Information Systems Department's PC support staff is usually involved in maintenance and repair projects both on and off of the campus. This year, they have been able to obtain formal training in troubleshooting both PCs and Apple Macintosh computers. The PC support staff provides a limited sub-set of typical help desk functions but is unable to provide more than superficial coverage due to their workload. A position with a job description aimed at filling this support gap is currently budgeted. The PC support staff is also involved with telephone system maintenance activities. They act as the first point of contact for trouble calls and effect repairs if a simple instrument replacement or the call management system CPU is involved. If the problem requires work on the PBX or infrastructure wiring, they will evaluate the problem and interface with an outsourced vendor to make the repair.

The Website and intranet activities are primarily facilitated by the Information Systems Department. The Website was co-located off-site during 2000-2001 but will be brought back to the campus in July 2001. Once the Website's server is back on campus, the College's intranet will be relocated to that hardware resource. While this is taking place, a new "look and feel" of the Website will be implemented and the Website will be migrated to the same database infrastructure technology that the intranet currently possesses.

Depending on a number of issues, including staff turnover, staff training/development, and support resource availability, the Information Systems Department is optimistic that it will be able to implement the following initiatives in the next one to three years.

• Complete the upgrade of the Santa Rosa Consortium student records management software (J.03); acquire and install a new HP-3000 mini--computer; and prepare to implement Web applications in support of the student support and distance education initiatives.

• Upgrade the network environment to Windows 2000 Active Directory Services and upgrade the e-mail system to Exchange 2000 Conferencing Server.

• Establish, staff, and maintain a campus help desk function that will support the Core network users in their use of desktop software applications, the Website and intranet environment.

• Plan, acquire, deploy and enable network wireless services designed to support instructional programs (portable laboratories) and administrative efficiency (PDAs and portable devices).

• Upgrade the current PBX configuration and install additional equipment wiring racks to allow doubling of the current end user capacity; upgrade the PBX hardware and software to allow the implementation of voice mail capability; and replace the phone circuit cards in the equipment racks with units integrating voice mail functionality. Provide staff training in the use of the augmented telephone system capabilities.

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• Develop familiarity with WAN/CANNoIP technology in preparation of implementing these technologies locally and in support of development at Fort Ord.

• Plan for acquisition of electronics needed to facilitate the increased bandwidth requirements driven by increased utilization of technology in instructional programs, student services, administrative processes, and the implementation of the new Library/Technology Center.

• Perform review of implemented electronic communications technologies to assess where practical adjustments may be made to address Section 508 of the Federal Rehabilitation Act of 1973.

• Extend the technician's communications capability by implementing radio/celllNextel devices.

Technology implemented and planned by the Evening Program Support (EP) Department:

The Evening Program Support Department provides support and security services to the campus from five-thirty to ten o'clock in the evening during the week. Planning is in place to extend the security services provided by this department in order to patrol the campus during the night and weekends to provide 2417 coverage.

The Evening Program Support Department's use oftechnology is primarily concentrated in the area of mobile and landline communications equipment. At this time, the department's greatest need is to extend the campus's electronic communication resources available. Recently, a PC and network connection has been added to the Evening Program Support Department's list of dedicated communications resources in the MPC College Center. This resource is intended to address the need to provide electronic event logging and e-mail communications for the night/weekend security staff.

As of this writing, there are four convenience phones (red in color) located on the first floor of the Humanities, Social Science, Life Science, and Physical Science buildings. When the handset is lifted, the phones are programmed to automatically dial the security office located in the MPC College Center. This automatic programming may be problematic if the caller tries to use the phone when no one is physically present in the security area so a contingency, forwarding strategy is being worked out by the Evening Program Support Department. Additional emergency phones, with automatic, direct dial capability to the County's emergency response system (911) IS a desired addition to the College's security system infrastructure.

Depending on a number of issues, including staff turnover, staff training/development, and support resource availability, the Evening Program Support Department is optimistic that it will be able to implement the following initiatives in the next one to three years.

I I I I I I I I I I I I I I I

• Acquisition of a personal computer, to be located in MPC's Administration Building, to serve I as a dedicated resource to the Evening Program Support Department to be used for e-mail exchange, HP-3000 mini-computer access point (for facilities schedule information), parking permit database access, and management update report generation. I

• Acquisition of improved communications capability that might come in the form of voice mail coupled with Nextel, cell phone, and/or multi-channel radio access with a device that can also

52 I I


accept incoming telephone calls.


• Extension of the campus convenience (red) phone system to include the second floors of the Life Science, Physical Science, Humanities, and Social Science Buildings.

• Acquisition and installation of additional "emergency only" (automatic, direct dial 911) phones at various sites around the campus.

• Acquisition of two-way communications equipment that is shared with the Plant Services custodial staff and other evening maintenance personnel.

Technology implemented and planned by the Human Resourcesl Affirmative Action (HR) Department:

The Human Resources Department provides a wide range of employee support services and is continually seeking opportunities to implement office automation processes in order to improve the efficiency of its staff.

The department is currently in the process of determining how it may implement different applications of available technology to minimize the impact of staff turnover. This may possibly be accomplished by the development of multimedia resources to provide consistent new employee orientation program; increased use of database tools to enhance employee record management and access; and implementation of a voice mail system to enhance overall department communications.

The Human Resources Department is using the Website to support MPC's recruitment efforts. The Website's splash page provides a special link titled, "Employment Opportunities" that will take anyone interested in pursuing employment at MPC directly to an area established exclusively to provide information about open positions as well as providing information about the employment process. A potential applicant will also find an on-line application in this area which, when filled out, will e-mail itself directly to the Human Resources Department. The Human Resources Department has, in coordination with the Fiscal Services and Information Systems Departments, developed a software application intended to automate the complex and cumbersome process that facilitates the payment of faculty w~rking in adjunct and overload capacities. This application is intended to facilitate the development of employment contract documents internally known as Notices of Employment (NOE). The NOE application has been going through beta testing and early production use during 2000/2001 and is anticipated to be in a debugged state as we move into 200112002.

The Human Resources Department uses the MCOE's Human Resources software in concert with the MPC's payroll maintenance staff (who are physically located in the Fiscal Services Department). This software application is provided from the MCOE's HP-3000 minicomputer. Beginning in 200112002 the Human Resources Department will be using Windows application software for personnel record maintenance, sourced on a MCOE server. As before, Human Resources will be sharing the functionality of this application with the MPC payroll maintenance staff.

The Human Resources Department is in the process of developing plans to address a number of out-

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standing concerns using currently available technology. Depending on a number of issues, including staff turnover, staff training/development, and support resource availability, the Human Resources Department is optimistic that they will be able to implement the following initiatives in the next one to three years.

• Intranet application development. Implementation of this application would allow development of: 1) Anew employee orientation module; 2) Deployment of on-line employee information manuals; 3) Electronic sourcing of commonly requested forms; and 4) A location to provide up-to-date information about employee benefits.

• Electronic document management. Implementation of this type of technology would allow a move away from a paper-based environment. Documents would be scanned and indexed in a cross referenced database that would allow efficient retrieval of archived documents.

• Applicant information database development. Implementation of database technology that would allow Human Resources to track the prospective employee from the point of request for application through point of hire. This would allow Human Resources to efficiently keep applicant demographic statistics and assist in determining why some applicants may not follow through with recruitment process.

• Employee information database development. Development of improved employee database implementation to allow more efficient access to current employee information. Fully implement all of the functionality provided by the updated MCOE human resources system.

• Archival records storage. Some employee records must remain on file for an unlimited length of time. Acquisition and implementation of an electronic archival storage/retrieval system would allow Human Resources to efficiently address this issue.

• Website presence extension. Increasing the content in the Human Resources section of the MPC Website to provide additional information and functionality for prospective applicants. Specific additions are planned to: 1) Provide information about employee benefits; 2) Additional information about how to apply for positions; and 3) Augmentation in the type of on-line applications available.

• Extending formats of information accessibility. Examine implemented services and information media to assure all areas address accessibility for disabled individuals who may need to use them. -

Mission

The mission of Administrative Services is to provide efficient, comprehensive facilitation of all organizational infrastructure support functions required to effectively operate MPC.

Goals

1. Extend the capability of the communications systems in use around the campus. 2. Develop the functionality ofMPC's intranet. 3. Extend the functionality of MPC's Website. 4. Extend the capability of the technology in use at MPC.

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5. Implement measures to minimize the impact of power loss to the campus.

Objectives


1. Extend the capability of the communications systems in use around the campus. 1.1 Implement voice mail use in all departments, once the PBX is upgraded.

1.1.1 Responsibility: FS, PS, IS, EP, HR 1.2 Acquire and implement Nextel functionality in PS, IS, & EP areas.

1.2.1 Responsibility: PS, IS, EP 1.3 Implement help desk functionality in PS & IS.

1.3.1 Responsibility: PS, IS 1.4 Extend the red (emergency) phone presence to additional sites on campus.

1.4.1 Responsibility: IS 1.5 Implement 911 emergency phones at selected sites on campus.

1.5.1 Responsibility: IS, EP 1.6 Extend network resources to provide dedicated presence for EP.

1.6.1 Responsibility: EP, IS 1.7 Examine implemented emergency communications systems to address any accessibility

Issues.

2. Develop the functionality ofMPC's intranet. 1.1 Create user documentation and provide end user training sessions.

2.1.1 Responsibility: IS 1.2 Source commonly used forms in easy to locate area.

2.2.1 Responsibility: IS, FS, HR 1.3 Develop capability for faculty/staff to look up personal info in secure area.

2.3.1 Responsibility: IS, FS, HR 1.4 Develop auto-routing forms to expedite business functions.

2.4.1 Responsibility: IS, FS

3. Extend the functionality of MPC's Website. 3.1 Develop Web applications to provide additional student services on Website.

3.1.1 Responsibility: IS 3.2 Develop Website to incorporate e-commerce functionality.

3.2.1 Responsibility: IS, FS 3.3 Extend the Administrative Services information available on the Website.

3.3.1 Responsibility: IS, FS, PS, EP, HR 3.4 Implement new Website look/feel and migrate software to database model.

3.4.1 Responsibility: IS 3.5 Extend accessibility features incorporated into the Website.

3.5.1 Responsibility: IS, HR

4. Extend the capability of the technology in use at the institution.

55

4.1 Replace the College's HP-3000 and peripheral support hardware. 4.1.1 Responsibility: IS


4.2 Upgrade office automation software on Core network (MS 2000 Pro & Office XP).

4.2.1 Responsibility: IS 2.2 Implement new office automation processes (document management &

databases). 4.3.1 Responsibility: IS, FS, HR

2.3 Extend capability of network electronics (Gigabit, wireless, & HVAC modules).

4.4.1 Responsibility: IS, PS 4.5 Implement Windows 2000 Active Directory & Exchange 2000 Conferencing.

4.5.1 Responsibility: IS 4.6 Acquire and implement programmable access key keys & locks.

4.6.1 Responsibility: PS 4.7 Implement additional e-commerce applications to facilitate business functions.

4.7.1 Responsibility: IS, FS 4.8 Begin implementation ofVoIP technology and propagate as funding becomes

available. 4.8.1 Responsibility: IS

4.9. Develop WAN/CAN technology to facilitate operations at off-site locations 4.9.1 Responsibility: IS

4.10. Examine features of the technology implemented in order to address accessibility issues.

4.10.1 Responsibility: IS

5. Implement measures to minimize the impact of power loss to the campus. 5.1 Acquire auxiliary power generation equipment to power strategic areas, when

needed. 5.1.1 Responsibility: PS

5.2 Extend the functionality of the campus EMS. 5.2.1 Responsibility: PS

5.3 Develop the capability to shed electrical loading in non-strategic areas, when needed.

5.3.1 Responsibility: PS

Future Directions

Recent events have indicated that the campus's technical infrastructure will have to be reexamined with a strategically focused eye to energy application and conservation, at all levels. The use of electricity has increased in all areas where technology has been applied. The Plant Services and Information Systems Departments are both examining areas where energy savings may be applied without impacting overall process productivity. Extending the capability of the installed EMS and adoption of

56


I -I 1 I I I I I I I I I I I I I I I I


less energy consumptive devices are two options in developing a clear energy use strategy for the campus.

In general, all of the Administrative Services Departments will be working to facilitate a closer integration of all of their processes, whenever this may be practically achieved, in order to provide a more effective level of service to the faculty, staff, and students. The increased integration that the Administrative Services Departments is seeking may be achieved by embracing new technology as it evolves/ matures. This new technology may come in the form of improved software toolsets designed to facilitate/enhance office automation; improved understanding and implementation of group communication/scheduling applications; adapting/adopting hardware/software tools normally used by other industries, such as GPS/GIS/CAD; utilization of Internet resources such as Application Service Providers (ASP); and/or implementation of wireless technologies that interface with PDAs and other portable Internet appliances. In order to provide improved fiscal control tools throughout the college's Departments and Divisions, implementing a real-time, interactive, financial records information system across the Core VLAN is a desired future direction. Desktop conferencing across the campus, and with peers across the State, over the Internet is an achievable goal.

In order to efficiently assimilate and implement many of the initiatives proposed, an increased commitment to employee development will be required. Staff development will require a comprehensive effort, which addresses training and recognizes initiative, from the top to the bottom of the organizational structure. Continuing the infusion of a robust, proactive attitude, which welcomes and embraces staff development, will allow the institution to thrive as it strides toward the future.

57

I -I I I I I I I 1 I I I I I I I I I I

Overview


Staff Training in the Use of Available Technologies

The faculty and staff ofMPC are diverse in both their knowledge of, and their desire for, implementation of technology at this institution. This diversity requires a wide range of options for training, support and encouragement. Our current technological resources and needs are also wide ranging from near state of the art to minimal. The recent acquisition and upgrading of hardware, software, and classrooms made possible by technology-specific funding has extended the need for more comprehensive training in the appropriate instructional uses of technology. Rapid changes in administrative and academic technology environments have posed additional ongoing training challenges.

Additional funding has provided for new staff positions to support staff training initiatives. New positions include the Associate Dean of Instructional Technology & Development, and an Instructional Technologist. An office of Staff Development has been established with a faculty advisor and an 18-hour per week staff development coordinator. Additional funding is in place to hire an Instructional Technologist with a specialty in adaptive technologies for American Disabilities Act (ADA) compliance. The new support staff, along with the Staff Development Committee and administrative staff, plans and supervises the professional development initiatives

Some traditionally technology-intensive subject areas (e.g. Natural Sciences, Automotive Technology, Drama, CSIS) already have large inventories ofsubject-specific items and support staff for the operation, maintenance and training in the use of technically sophisticated equipment, on a departmental basis. Other disciplines (e.g. Art, Music, Physical Education) depend on campus wide resources, instructors or students for technology training and support.

The current staff-training program makes good use oflocal expertise with a budget to pay the trainers. Currently, several campus units provide specific training (formal and informal) for their staffs. The Office of Instructional Technology and Development coordinates training and schedules classes for faculty and staff. The coordinator prepares a booklet listing all of the general training opportunities available on campus and issues e-mail notices as well, but these listings do not, at present, reflect the

59


specific training that is done throughout campus. In general, current technological training opportunities at MPC center on the Staff Development schedule of offerings, attendance at off-campus seminars and conferences, unit-specific training and tutorial materials. In addition, self-training and informal tutorials from fellow staffers provide a significant number of training opportunities at MPC.

The multimedia teaching and learning center (The Center for Instructional Development located in the MPC Library), currently equipped with three computer stations provides a significant resource in staff training and development activities. However, the new Center is too small for even modest-sized classes. Currently, there is no staff available in the Center to train other staff. A new facility that will include offices for staff is planned for the new library. Other technical training facilities on campus are used on an ad hoc basis.

The International Society for Teaching and Learning (lSTE) has compiled a recognized list of technology competencies for teachers, which apply to K-12 and higher education, as well as similar technology competencies for administrators and students. The basic technology standards include:

• Demonstrate a sound understanding of technology operations and concepts; • Plan and design effective learning environments and experiences supported by technology; • Implement curriculum plans that include methods and strategies for applying technology to

maximize student learning; • Apply technology to facilitate a variety of effective assessment and evaluation strategies. • Use technology to enhance their productivity and professional practice; • Understand the social, ethical, legal, and human issues surrounding the use of technology and

apply that understanding in practice. (Copyright 2000 ISTE, www.iste.org). The details of the above ISTE general standards serve as a model for technology training world-wide. MPC technology training initiatives for the 2001-2002 academic year will be designed to address the ISTE standards and designed to address ADA compliance issues.

Mission

The mission of the Staff Development Office is to provid~ staff the training necessary to allow motivated individuals to take advantage of advances in technology and to promote the infusion of technology throughout the curricula of departments across the campus as outlined by the ISTE standards. All faculty and staff are encouraged to participate in training in both the use of hardware and software.

Goals 1.

2.

3. 4. 5.

Develop a description of basic technological competencies for campus effectiveness using ISTE and ADA standards as guides. Coordinate administrative and general staff training through the Staff Development Committee and the Office of Instructional Technology & Development. Provide training and development facilities. Utilize existing expertise to facilitate support and training. Provide flexible, comprehensive training opportunities.

60


I ·1 I I I I I I I I I I I I I I I I I


Objectives

1.

2.

3.

4.

5.

Develop a description of basic technological competencies for campus effectiveness using ISTE and ADA standards as guides.

• Develop descriptions of the technological skills required to perform required tasks as part of job descriptions in cooperation with employee organizations and Human Resources.

• Distribute descriptions of necessary technological skills to facilitate staff development activities.

• Provide list to faculty and staff of supported software applications, such as MS Office and Outlook.

• Provide list of specialized software, such as Math Modeling, Video Capture, DVD production and OCR.

• Provide list of various types of equipment commonly used throughout the campus, such as copy machines and scanners.

Coordinate administrative and general staff training through the Staff Development Committee and the Office of Instructional Technology & Development.

• Coordinate various training programs on campus. • Provide a single listing of training opportunities by the Staff Development coordinator.

Provide training and development facilities. • Set up several campus labs so that they can be switched between Instructional and Core

networks to facilitate various training programs. • Provide procedures for use of the Center for Instructional Development in the Library.

Utilize existing expertise to facilitate support and training. • Recruit additional staff to provide training for faculty and staff. • Hire outside experts to provide training if no existing staff is available.

Provide flexible, comprehensive training opportunities. • Expand the Staff Development schedule of training opportunities. • Provide online learning materials and tutorials. • Include training for supporting skills related to technology such as instructional design

and learning styles.

Future Directions

During the year covered by this document (2000-2001), the college created a new position at the institution in order to address the need to focus on staff development, on many levels (technical, pedagogical, program development, etc.). This position is the Associate Dean of Instructional Technology and Development. In order to augment this position's capabilities, the college also

61


created a new support technician position and clerical support position to establish a needed support infrastructure.

Planning is underway to provide a never-before-available institutional infrastructure that will allow the college to effectively address staff development issues and thereby increase the overall quality of the educational, student services, and administrative programs.

In the coming three to five years, the college's staff will have to address the effective develop a pedagogical process needed to facilitate high quality distance education programs. Another emphasis is to develop supplemental materials used to augment the content of on-site courses. During the current year, the college has installed several multimedia enhanced classrooms. In order to gain the maximum utility from these installations, the faculty using these rooms will likely benefit from additional training in how to fully develop their courses to use the facilities. The technical support staff will also likely benefit from additional training in how to provide maximum "up-time" from the hardware and software incorporated in these installations.

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College Technology Goals

Chapter 8

College Technology Goals

Overview


The primary mission of Monterey Peninsula College is to provide an array of high quality educational programs to meet the needs of the students and the local community. In order to provide the high quality programs that the community deserves, the college has invested much planning time and financial resources to meet the community's needs. Since the environment that the community exists in embraces many different forms of technology, the college has directed significant resources to meet the needs for education and training that facilitate the use of the technology now in common use.

During the past several years, the California Community College system has been provided with millions of dollars in supplemental (Block Grant) funds in order to address the need for updated instructional equipment, additional supplies, and physical infrastructure maintenance. The funds allocated to Monterey Peninsula College have allowed the college to invest in equipment and software in order to start the 21 st Century with a firm base of relatively new technical applications. Provided the Governor's budget cuts remain firm, no additional funding will be available for Block Grants in the next two years.

MPC's faculty and staff have been challenged to maximize the utility of the investments that have been made in applied technology and have clearly stated their intent to actively meet those challenges. They have developed new instructional labs and upgraded others, extended networking of the computers in the instructional environment, and continued to update curriculum for "traditional" courses as well as moving to develop Internet-based courses. Monterey Peninsula College's faculty and staffhave also noted that they need assistance to consolidate current implementations and proceed to develop new ones. In order to address the needs that have been articulated, a number of technology goals have been established. In summary, the common goals in all chapters of the Technology Plan, are noted below.

Common Goals

63

1.

2.

Technical Trainin~


Technical training at MPC is an issue with many layers to consider. Software application training is needed across campus by practically all ofMPC's faculty and staff as evidenced by the high attendance at workshops. Everyone is at a different level of background and experience, indicating the need to provide different levels of training for basic, intermediate, or advanced software application users. The Staff Development Committee is looking into outsourcing some of the training needs, bringing trainers to our campus, and better utilizing our campus resources. Whatever the mode, the Technology Committee, Staff Development Committee, Administration, and concerned staff/faculty will have to continue the discussion on methodologies which may be economically applied to address ongoing technical training for college staff and faculty. The International Society for Teaching and Learning (lSTE) provides a model for benchmarking that MPC can utilize to assess the progress in its training program.

Another aspect of training, which must be continuously addressed, pertains to providing technical training for the college's technical support staff. With the advent of networked instructional laboratories, heavy demands for access to the WWW for research and supplementary instructional resources, upgrading the network and operating systems, and implementation of increasingly complex technical applicationlhardware resources, the support staff is frequently placed in positions in which they must acquire new skills rapidly. Development of a continuing, proactive, quality, training process for the college's technicians is another goal of institutional merit.

Instructional Technolo~y Development The emergence of the now ubiquitous World Wide Web, coupled with the declining cost of electronic devices, which may be used to facilitate effective instructional programs, has opened a number of avenues that students may use to acquire the many different types of education! training that they are seeking. For example, the Internet may be used for facilitation of different types of distance education courses that may range from simple text-based implementations to full, streaming-video, multimedia presentations. Multimedia capture equipment exists on campus that allows an instructor to create a CD ROM or DVD containing a complete lecture/presentation that students could review at any time, from any instructional lab, via the campus network or from anywhere on the World Wide Web. Funding for the implementation of several "smart classrooms" has been included in the federal Title III grant that the college has received, and their implementation, starting summer of 200 1, is a technology goal.

I I I I I I I I I I I I I I

The previous paragraph provides some highlights of what is possible, not necessarily what is I "ready for prime time." A number of decisions are pending; these will determine software, hardware, training, and staff resource allocations needed to bring an effective, multi-faceted distance education program to fruition at MPC. The pending decisions regarding distance I education initiatives at MPC will determine the direction and speed at which the college may progress into the rapidly developing distance education provision marketplace. One of the I'

goals of the Technology Committee and the Distance Education Task Force is to assist in facilitating the decision making process regarding the different distance education initiatives.

M I

I


3.

4.

5.

Distance learninl: Pro~ams


A plan is in the process of being developed to comprehensively develop a program of classes to be delivered via the Internet. A few courses have already been piloted successfully. Requests have been received from the community, particularly from the Defense Language Institute, to develop a program of distance education courses in general education and in some specialty programs. Good practices and minimum standards are being drafted to maximize the educational quality of courses and to insure that students receive an educational experience comparable to classroom learning.

Adaptive Technol0I:Y Support Although MPC received a good rating during the recent Chancellor's Office site visit for American Disability Act (ADA) compliance, it became apparent that more must be done to meet the challenge of serving the technology needs of students with disabilities. Special state funding has been made available to purchase equipment and hire a specialist in adaptive technology. As a part of its focus on diversity, the college plans to put significant effort in insuring that all students have equal access to campus technologies.

Website and Intranet Development Monterey Peninsula College is in the process of upgrading and redesigning its present Website. The Website's revision was needed in part because of the faculty and staff's requests to add functionality that the original site's configuration could not easily accommodate. The new site was developed with the idea that additional features would be added, at a later date, as funding to add the requested functionality, became available.

A number of the goals incorporated in the preceding chapters may be accommodated either directly or indirectly by enhancing different aspects of MPC's Website's functionality. Instructional areas have requested additional features to facilitate different aspects of distance education, acquisition of reference materials from the college library and other campus information caches, which may be extracted via individual instructor's Web pages. Student Services managers have asked for additional -functionality to be incorporated into the MPC Website to facilitate admissions, on-line registration, financial aid processing, and student counseling. The college's administration would like to incorporate technical help-desk functions as well as staff recruitment aids, employee information resources such as benefit program information, and other human resources materials. Many of these requests are being incorporated in the new site.

The MPC intranet is expected to debut during early Fall 2001. On-campus faculty and staff will have password-protected access to the site. The intranet will house forms, minutes of meetings, and other documents as well as provide a venue for collaborative editing of documents. The site is not accessible to non-MPC personnel.

65

6.

7.

Library Technolo~ies


Technology planning for the new library is ongoing and will be updated as needed. Of particular interest is the inventory system upgrade, additional electronic databases, and additional student accessibility to technology.

Technical Equipment Update (TCO) Personal Computers (in this generic perspective this also includes Macintosh computers) have a realistically fInite life span. In an instructional environment, as in most corporate environments, a fIve-year-old machine is at the end of its functional lifespan because of the changes in software and hardware that have occurred since it was designed and manufactured. The college is in the process of replacing 166 MHz and older computers as a continuation of the process of "techno logy refreshment." There is no process in place at this time to replace the other machines that will soon exceed the fIve-year mark. TCO or Total Cost of Ownership is a college goal to administratively plan for and provide funding for equipment replacement in a timely manner in order to insure the viability of its instructional and student services programs as the technical machinery that some of them depend upon becomes obsolete. Some TTIP funding is available for this purpose but it is a goal of the campus Technology Committee to facilitate the development of a functional, economically viable process to address this ongoing concern. As funding sources from the state have been reduced for technology, it is the goal of MPC and the Technology Committee to minimize the impact of this reduced funding by careful planning in the use and maintenance of existing resources.

The new HP minicomputer will arrive during Fall 200 I which will house the upgraded administrative software. This addition to campus computing will allow the facilitation of many of the other goals stated in this document.

Any campus function that relies on the application of technology-be it the campus telephone switch equipment or instructional laboratory test equipment-will eventually have to be upgraded or replaced. For example, in the case of the college's telephone switch, in the twelve years since it was installed, features and functionality have been developed in this application of technology; these features will be upgraded during the coming academic year.

Future Directions

It is the overall technology goal of Monterey Peninsula College to offer an ubiquitous infusion of technology into the educational experience of all students. Faculty and staff are in the process of reviewing options to achieve this goal. SpecifIc references are discussed in the preceeding chapters.

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MPC IntemetlNetwork Use Policy

Appendix A

Monterey Peninsula College Institutional Technology Committee

Internet/N etwork Use Policy

1. Introduction:

2.

2.

4.

5.

Monterey Peninsula College (MPC) owns and operates a variety of computer systems for use by its faculty, student, and staff. MPC encourages the use of its computer systems for education, academic development, public service, and other educational purposes. When using MPC's computer systems, all users are required to abide by the rules of this Policy and use the system in an ethical and lawful manner.

Policy Requisite: All users of MPC's computing systems must read, understand, and comply with the terms outlined in this Policy, as well as any additional guidelines established by the administrator of the system. By using any of these systems, users agree that they will comply with these policies. Users understand and agree that MPC's role in managing these systems is only as an information carrier and that they will never consider transmission through these systems as an endorsement of said transmission by MPC.

Related Legislation, Policies & Regulations: Federal Computer Fraud and Abuse Act 1986 (US) 18 USC 1030 State Penal Code Sections: 1191-1209.5; 13848-13848.7; 186-186.8; 639-653.1;

422; and 484-502.9

MPC Electronic Mail Policy

Rights: These computer systems, facilities, and accounts are owned and operated by MPc. MPC reserves all rights, including termination of service without notice, to the computing resources that it owns and operates. These procedures shall not be construed as a waiver of any rights of MPC, nor shall they conflict with applicable law.

Authorized Use: Access and privileges on MPC's computing systems are assigned and managed by the administrator of the specific system. Eligible individuals may become authorized users of the system and be granted appropriate access and privileges by following the approval steps prescribed for that system. All access to MPC's computer resources, including issuing of

A-I

6.

MPC InternetlNetwork Use Policy

passwords, must be approved by an authorized MPC agent. Users may not, under any circumstances, transfer or confer these privileges to other individuals. Any account assigned to an individual shall not be used by others without written permission from the system's administrator. The authorized user is responsible for the proper use of the system, including any password protection.

Permissible Use: Electronic communications facilities (such as e-mail) are for collegerelated activities only. Further, users are responsible for maintaining the following: 6.1 An environment in which access to all of MPC's computing

resources are equitably shared between users. The system administrator will set minimum guidelines within which users

must conduct their activities. 6.2 An environment conducive to learning:

6.3

6.2.1 Many of the MPC computing systems provide access to outside networks, both public and private, which furnish electronic mail, information services, bulletin boards, conferences, etc. Users are advised that they may encounter material that may be considered offensive or objectionable in nature or content. Users are further advised that MPC does not assume responsibility for the contents of any of these outside networks.

6.2.2 The user agrees to comply with the acceptable use guidelines for whichever outside networks or services they may access through MPC's systems.

6.2.3 The user agrees to follow proper etiquette on outside networks. Documents regarding etiquette are available through specific individual networks.

6.2.4 The user agrees that, in the unlikely event that someone does transmit, or cal!se to be transmitted, a message that is inconsistent with an environment conducive to learning or with a misleading origin, the person who performed the transmission will be solely accountable for the message, not MPC, which is acting solely as the information carrier.

Any user who finds a possible security lapse on any system is obligated to report it to the system administrator. The system must not be used until the system administrator has investigated the problem.

Knowledge of passwords or of loopholes in computer security systems shall not be used to damage computing resources, obtain extra resources, take resources from another user, gain unauthorized access to resources or otherwise make use of

A-2



7.

MPC IntemetINetwork Use Policy

computing resources for which proper authorization has not been gIven.

Prohibited Uses: Use of any and all of MPC's computer systems for any of the following purposes is strictly prohibited. Liability for violations of prohibited uses shall remain solely and exclusively with the user. By using MPC's computer systems, the user further agrees to indemnify MPC for any liability incurred by MPC for misuse of the user.

An individual's computer use privileges may be suspended immediately upon the discovery of a possible violation of these privileges. Such suspected violations will be confidentially reported to the appropriate system administrator.

Violations of these policies will be dealt with in the same manne~ as violations of other college policies and may result in disciplinary review. In such a review, the full range of disciplinary sanctions is available, including the loss of computer use privileges, dismissal from the college, and legal action. Violations of some of the above policies may constitute criminal offenses.

The user agrees never to use the system to perform an illegal or malicious act as set forth in this section. Any attempt to increase the level of access to which the user is authorized or any attempt to deprive other authorized users of resources or access to any MPC computer system shall be regarded as malicious and may be treated as an illegal act. 7.1 Copyright Infringement:

Computer software protected by copyright cannot be copied from, into, or by using campus computing facilities, except as permitted by law or by the contract with the owner of the copyright. This means that such computer- and microcomputer software may only be copied in order to make back-up copies, if permitted by the copyright owner. The number of copies and distribution of copies may not be done in such a way that the number of simultaneous users in a department exceeds the number of original copies purchased by that department.

7.2 Defamation--Libel/Slander: Creation or transmission of any false statement that tends to cause injury to one's reputation is strictly prohibited. Any user creating or transmitting defamatory statements shall have sole liability for any damages resulting from such defamatory statement. Users will also be subject to MPC's disciplinary procedures set forth in this policy. The user agrees never to attempt to transmit, or cause to be transmitted, any message in which the origination is deliberately

A-3

8.

9.

10.


misleading (except for those outside services which may conceal identities as part of the service).

7.3 Obscene Material: Creating, transmitting, uploading, or downloading obscene materials is a strictly prohibited use of MPC computer systems. "Obscene matter" means matter, taken as a whole, the predominant appeal of which to the average person, applying contemporary statewide standards, is to prurient interest, meaning a shameful or morbid interest in nudity, sex, or excretion; and is matter which, taken as a whole, goes substantially beyond customary limits of candor in description or representation of such matters; and is matter which taken as a whole lacks significant literary, artistic, political, educational, or scientific value. Any user violating this provision may be subject to applicable criminal and civil penalties. Civil liability shall be solely and exclusively with the user.

7.4 Commercial Use: Commercial use ofMPC computer systems is prohibited.

Accounts: An account assigned to an individual must not be used by others without written permission of the system administrator. The individual is responsible for the proper use of the account, including password protection.

Confidentiality: Programs and files are confidential unless they have been made available, with written permission, to other authorized individuals. MPC reserves the right to access all information stored in MPC computers. File owners will be notified of file access and/or maintenance, in advance, if such notice is practical. When performing maintenance, every effort is made to ensure the privacy of the user's files. However, if policy violations are discovered, they will be reported immediately t~ the appropriate system administrator.

The system has the ability to read mail: individual accounts and the system administrator account. All reasonable attempts have been made to ensure the privacy of accounts and electronic mail; this is no guarantee that accounts or electronic mail is private.

System Performance: No one should deliberately attempt to degrade the performance of the computer system or to deprive authorized personnel of resources or access to any college computer system.

A-4



11.

12.


Unauthorized Access: Loopholes in computer security systems or knowledge of a special password shall not be used to damage the computer system, obtain extra resources, take resources from another user, gain access to systems or use systems for which proper authorization has not been given.

Additional Guidelines: MPC retains the right to revoke, amend, or change the provisions of this Policy. The system administrator will establish more detailed guidelines, as needed, for specific computer systems and networks. These guidelines will cover such issues as allowing connect time and disk space, handling of e-mail mail that can not be retrieved, assigning responsibility for account approval and other items related to administering the system.

Approved by the Monterey Peninsula College Governing Board December 15, 1999

A-5



Appendix B

Monterey Peninsula College Institutional Technology Committee

Electronic Mail Policy

1. Policy 1.1 Policy Statement:

Monterey Peninsula College (MPC) electronic mail services are a college communication system to support college functions.

1.2 Policy Objective: The purpose of this Policy is to ensure that: A. The College community is informed about the applicability

of policies and laws with regard to electronic mail; B. Electronic mail services are used in compliance with

college policies, State and Federal laws; C. Users of electronic mail services are informed about how

concepts of privacy and security apply to electronic mail; D. Disruptions to College electronic mail and other services

and activities are minimized; and E. This policy includes all applications of the electronic mail

services, including the "All Users" Distribution of messages.

1.3 Definitions: The following definitions apply in the policies, guidelines and codes of practice related to the use of the College's computing and networking facilities: 1.3.1 College Record: A College record in the form of electronic

mail exists whenev:er such electronic mail is in support of College business, whether or not the equipment, software, or facilities used to create or store the electronic mail record are owned by the College.

1.3.2 Electronic Mail Services: Information technologies used to create, send, forward, receive, store, or print electronic mail.

1.3.3 Use of Electronic Mail Services: To create, send, forward, reply, copy, store, print, or possess electronic mail messages. For the purpose of this Policy, receipt of electronic mail is excluded from this definition to the extent that the electronic mail user does not have control over the e-mail received.

B-1

2.


1.3.4 Possession of Electronic Mail: Regardless of who created the original message, (a copy of) electronic mail is in the possession of a user when that user has effective control over the location of its storage. Thus, an electronic mail message that resides on a computer server waiting to download to a user's computer is deemed, for purposes of this Policy, to be in the possession of that user. The terms electronic mail and e-mail are used interchangeably throughout this Policy.

1.4 Scope: This Policy applies to all electronic mail services provided by the College both on central and area facilities. This Policy also applies to all users and uses of such services and to all College records in the form of electronic mail in the possession of College employees or other users of electronic mail services provided by the College. This Policy does not apply to paper records, including printed copies of electronic mail.

Guidelines: Monterey Peninsula College encourages staff to use electronic mail in order to further the vision, mission, and goals of the College. The College encourages the use of electronic mail to share information, to improve communication, and to exchange ideas. 2.1

2.2

2.3

2.4

Accountability: The Director of Information Systems is responsible for ensuring that the Electronic Mail Policy and associated Code of Practice are observed with regard to the electronic mail services under the control and management of the College. The Vice President for Administrative Services is responsible for administration of this policy. Questions concerning the appropriateness of administering this policy may be directed to the SuperintendentiPresident. Personal Use: The College's electronic mail services are not to be used for personal purposes .. Commercial, for-Profit Activities or Advertisements: Monterey Peninsula College's electronic mail services may not be used for personal business or personal gain. Advertising or sponsorship is not permitted, except where such advertising or sponsorship is clearly related to or supports the mission of the College or other services being provided. Related Legislation, Policies, and Regulations: Technology Use Policy Ethical Principles Ownership of Intellectual Property - College/Staff/Students Copyright Material - Copying Sexual Harassment and Grievance Procedures [Human Resources Policy and Procedures]

B-2



3.

2.5

2.6

2.7

2.8


Equal Employment Opportunity Policy and Grievance Procedures [HR Policy and Procedures] Responsible Administrator: The Vice President for Administrative Services is responsible for the overall control and administration of the College's Electronic Mail Policy. Authority for Approving Amendments to the Policy and Code of Practice on Electronic Mail: Monterey Peninsula College's Board of Trustees is the authority for approving significant amendments to the College's policy and guidelines on Electronic Mail. 2.6.1 Inclusion of Policy Statement in Policy Manual: Once

approved by the Board of Trustees, the policy statement, Electronic Mail Policy, will be included in the Monterey Peninsula College--General Policies and Procedures manual.

Effective Date: The policy on Electronic Mail will come into effect immediately upon being approved by the Board of Trustees. Review of Policy: The policy on Electronic Mail will be reviewed periodically. Proposed changes to the policy will be presented to the Board of Trustees for approval.

Administrative Procedures: 3.1 Electronic Mail Accounts:

3.2

3.1.1 Accounts for electronic mail services are issued for a period of one year and are to be renewed annually for both centrally and area managed services.

3.1.2 In the case of staff, accounts are to be issued on receipt of the appropriate form requesting an account or its renewal, whether on paper or in electronic form. By this request and by using the account, the staff member agrees to be bound by this policy and the College policies on the use of Institutional Technology (IT) and the associated Codes of Practice.

3.1.3 In order to maintain an efficient and responsive e-mail system, e-mail users need to limit the number of messages they store. Once this e-mail policy is adopted by the Board of Trustees, all e-mail messages more than 90 days old will be deleted from the e-mail server after a notice of intent is sent to all system users. Subsequently, a monthly process of deleting e-mail older than 90 days will be implemented by the College's Information Systems Department. The Information Systems Department will issue a reminder notice to all users on the system, every 30 days, reminding them to archive any old messages they would like to retain.

Authority for Approving Amendments to the Administrative Procedures on Electronic Mail Policy: The Board of Trustees is

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the authority for approving amendments to the administrative procedures of the College's policy on Electronic Mail.

E-Mail System Maintenance: In order to minimize the potential of exceeding server system resource limitations, and to maintain maximum system efficiency, the Information Systems Department will delete all mail that has been stored on the server and for more than 90 days. This process will be repeated every 30 days, after appropriate notification is sent to all users.

Messages that have been stored for more than 90 days may be saved by system users in the following ways: 4.1 Hard Copies: Prior to deletion of the electronic copy, e-mail may

be printed out in paper form and filed. 4.2 Electronic Copy--Save as Text File: The e-mail system users may

save individual e-mail messages as text files, which may be stored on their local hard drives.

4.3 Electronic Copy - Manual ExportlImport: The e-mail system users may export individual mail files, or entire folders, to a location on their local hard drive. When the user needs to access any of this exported mail, they may then import it back into their e-mail program.

4.4. Electronic Copy--Automatic Archive: The e-mail system users may select the Outlook software configuration option that allows them to program the client e-mail software to automatically archive an electronic copy of their mail at a location, and frequency, determined by the user. To access any of these archived messages, the users can import this archive file back into their e-mail system.

4.5. Electronic Copy - Manual Open Exported File: The e-mail system users may use Outlook software to open/close any of this exported mail, without the importing process.

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Electronic Mail Code of Practice

1.

2.

General Procedures: 1.1 Code of Practice: This Code of Practice clarifies the applicability

of law and other College policies to electronic mail. In general, use of College electronic mail services is governed by policies that apply to the use of all College computing and networking facilities and, in particular, by the guidelines of this Policy.

1.2 Purpose of E-mail Services: The College provides and encourages the use of electronic mail services by staff and others affiliated with the College in support of its mission of teaching and learning, research and community service.

1.3 College Property: College electronic mail services are College facilities; all College e-mail addresses are owned by the College; and all electronic mail, which is in support of College business, whether or not the equipment, software, or facilities used to create or store the electronic mail record are owned by the College, are College records.

1.4 College Records: Electronic mail, whether or not created or stored on College-owned equipment, may constitute a College record subject to disclosure under the Freedom of Information laws or as a result of litigation. However, prior to such disclosure, the College evaluates all requests for information submitted by the public for compliance with the provisions of the Act or other applicable law.

1.5 Service restriction: Use of College electronic mail services is a privilege that may be restricted by the College, without the prior consent of the user of such services, as per paragraph 4.0. The College reserves the right to designate those categories of user to whom it will provide access to electronic mail and may revoke access at any time to persons who misuse the services.

1.6 Storing and Viewing of Mail: In accepting access to electronic mail service, users consent to their electronic mail being stored as per paragraph 3.3 and viewed when necessary as per paragraph 4.3.

1.7 Privacy: The College may deny access to electronic mail services and may retrieve, inspect, monitor, or disclose electronic mail when appropriate as per paragraph 4.

Use of Electronic Mail Services: 2.1 Responsible Use: Those who use the electronic mail services are

expected to do so responsibly, that is, to comply with state and federal laws, with policies and procedures of the College, and with

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nonnal standards of professional and personal courtesy and conduct. The College cannot, in general, protect users from receiving electronic mail they may find offensive. Members of the College community are, therefore, strongly encouraged to use the same personal and professional courtesies and considerations in electronic mail as they would in other fonns of communication. Non-competition: College electronic mail services are provided, subject to the other provisions of this Policy, primarily for the use of College staff and are not to be provided in competition with commercial services to individuals or organizations outside the College. Personal Use: College electronic mail services may not be used for personal purposes. Electronic mail is a College record. There is no expectation of privacy of the contents of any e-mail message. Restrictions: Electronic mail services may not be used for unlawful activities, commercial purposes not under the auspices of the College, personal financial gain, or purposes that contravene other College policies or guidelines. The latter include, but are not limited to, policies and guidelines regarding sexual or other fonns of harassment, religious or political activities or copyright. Representation: When creating and sending e-mail, users of electronic mail services should take care not to give the impression that they are representing, giving opinions, or otherwise making statements on behalf of the College or any unit of the College unless appropriately authorized (explicitly or implicitly) to do so. False Identity: College e-mail users shall not employ a false identity. E-mail is not a private fonn of communication and can be traced to the sender. Interference: College e-mail services shall not be used for purposes that could reasonably be expected to cause, directly or indirectly, excessive strain on any computing or networking facility or unwarranted or unsolicited interference with others' use of e-mail. Such uses include but are not limited to: A. "Chain letter," that is, to send or forward; B. "Spam," that is, to exploit list-servers or similar broadcast

systems for purposes beyond their intended scope to amplify the widespread distribution of unsolicited e-mail; and

C. "Letter-bomb," that is, to re-send the same e-mail repeatedly to one or more recipients to interfere with the recipient's use of e-mail.

Misuse: State and Federal law and College policy prohibit, in general, the theft or other abuse of infonnation technology facilities or resources. Such prohibitions apply to electronic mail services, and include (but are not limited to): unauthorized entry,

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3.


use, transfer, and tampering with the accounts and files of others; interference with the work of others and with other infonnation technology resources or services. Under certain circumstances, the law contains provisions for felony offenses. Users of electronic mail are encouraged to familiarize themselves with these laws and policies.

Security and Confidentiality: 3.1 Precautionary measures: All users of the electronic mail services

are required to take necessary precautions to protect the confidentiality of electronic mail or other records containing personal or confidential infonnation encountered in the perfonnance of their duties or otherwise. They should, therefore, utilize whatever means of protection, such as passwords, available to them to safeguard their e-mail. Since such means of protection are not necessarily foolproof, the security and confidentiality of electronic mail are not guaranteed.

3.2 Duties of System Administrators: Operators of College electronic mail services are required to establish procedures to provide for the physical security of electronic mail records, data, application programs, and system programs. Users should be aware that, on occasion, network and computer operations personnel and system administrators will, during the perfonnance of their duties, see the contents of e-mail messages. Except as provided elsewhere in the Policy, such personnel are not pennitted to do so intentionally or disclose or otherwise use what they have seen. One exception, however, is that of systems personnel (such as "postmasters") who may need to inspect e-mail when re-routing or disposing of otherwise undeliverable e-mail. This exception is limited to the least invasive level of inspection required to perfonn such duties.

3.3 Back-ups of Electronic mail: Users of electronic mail services should be aware that even though the sender and recipient have discarded their copies of an electronic mail record, there may be back-up copies of such e-mail that can be retrieved. Systems involved in the transmission and storage of e-mail records may be "backed-up" on a routine or occasional basis to protect system reliability and integrity and to prevent potential loss of data. The back-up process results in the copying of data onto storage media that may be retained for periods of time and in locations unknown to the originator or recipient of electronic mail. The practice and frequency of back-ups and the retention of back-up copies of email vary from system to system. Electronic mail users are encouraged to request infonnation on the back-up practices followed by the operators of College electronic mail services that they use, and such operators are required to provide such

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4.

5.

6.

7.

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information upon request. Operators of electronic mail services are not required by this Policy to retrieve e-mail from such back-up facilities upon request of authorized users although on occasion they may do so as a courtesy. Archiving of Electronic Mail: The College does not maintain central or distributed electronic mail archives of all electronic mail sent or received, in part because of the difficulty of assuring that electronic mail can continue to be read in the face of changing formats and technologies and in part because of the changing nature of electronic mail systems. If electronic mail is backed up (see paragraph 3.3), the purposes are to assure system integrity and reliability, not archiving and retention, although back-ups may at times serve the latter purposes incidentally. Users of electronic mail services and those in possession of College records in the form of electronic mail are cautioned, therefore, to be prudent in their reliance on electronic mail for purposes of archiving and retention. Consideration should be given to printing electronic mail where archiving or retention becomes an issue for reasons of policy or sound business practice.

Inspection and Monitoring of Electronic Mail: 4.1 Privacy: E-Mail is not a private or confidential communication

system. Users should know that they cannot expect messages to be kept private.

4.2 Consent and Compliance: The college retains the right to inspect E-Mail messages for conformity with College policies.

Policy Violations: Violations of College policies governing the use of College electronic mail services may result in restriction of access to College information technology resources in addition to any disciplinary action that may be applicable under other College _ policies, guidelines, implementing procedures, or collective bargaining agreements, up to and including dismissal.

Responsible Administrator: The Vice President for Administrative Services is responsible for the control and administration of the policy and Code of Practice. Concerns related to the administration of this policy are to be directed to the SuperintendentlPresident.

College/Area Responsibilities: 7.1 College Procedures: It is the responsibility of each college

administrative area to develop, maintain, and publish specific procedures and practices that implement this Policy and to

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communicate their provisions to users of college administrative area electronic mail services. Such guidelines should include: A. Authorization and notification; B. Response to requests for information concerning the

backup of electronic mail; and C. Any other provisions of this Policy for which procedures

are not explicitly stated. 7.2 Termination of Affiliation: When an individual's affiliation with

the college is terminated, the college may elect to: terminate the individual's e-mail account, redirect electronic mail, or continue the account. The Office of the President/Superintendent will establish regulations and procedures governing policies in this regard that conform to the provisions of this Code of Practice.

Approved by the Monterey Peninsula College Governing Board December 15, 1999

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Monterey Peninsula College

I 980 Fremont Street

Monterey, California 93940

(831) 646-4000 I I