STUDENTTABMEETING

MINUTES,JANUARY31,2013

Present:MarkAlexander,GregBillings,JonathanJackson,LeanneMcElhaney(forJoanneLogan),SallyMcMillan,DrewNash,TerryNowell,DavidRatledge,JoelReeves,JerryRiehl,SamanthaSmoak,MichaelWirth

MOBILEAPPSUPDATE:JERRYRIEHL

• Version2ofUTKapp(notavailableyet–screenshotisfromtestenvironment)o MyUTKisintegratedo BBMobileLearnappisintegrated($24k)sonowfreetousersofUTMobileApp

• WassubmittedinDecembertoApplestoreforapprovalanddistribution;figureafewmoreweeksbefore

itappearsintheApplestore.• QuestionfromBillings:Androidapp?AnswerfromRiehl:Haven’tseenityet;Reeveswilllookintoit.• QuestionfromNowell:WillthishaveaniPadformattedversionorjustiPhone?AnswerfromRiehl:BB

Learnwillhavefull-screenversion.• QuestionfromNowell:InV3willithaveaniPadaccessibleformat?Riehl:We’lllookintoit.Nowell:

WhenMyUTKisintegrated,wouldbeniceifwereseamlessbetweencomputers.• QuestionfromNash:DoesMyUTKruninthemobileapporlaunchabrowserandgotoamobileversion

ofthesite?AnswerfromReeves:Launchesabrowser.QuestionfromNash:Sodon’thavetodownloadapptogettomobileMyUTK.CommentfromReeves:BBnotoptimizedfortablet.We’llkeeppushing.

• Whatwouldyouliketosee?o Nowell:Transit,comingfirstofJune.HavingTransLocsystemintegratedwhentheycomein.

Theninorientationwecouldpublicizetheappandthetransitcomponent.KnowitwilltakesomedoingtogetalltheGPSessynchronize.Reeves:WilltalktoMarkHairrandJeffMaples.McMillanhastalkedtoMelissa.

o Reeves:Touchnetcoming,probablyMarch(Payfeesetc.online)o McMillan:SAISintegration?Reeves:What’sthehigherpriority,fillingoutevaluationsorseeing

results?Nowell:Doingthesurveyonline.o QuestionfromNowell:IsthereanywaytorunDARSintheapp,haveitgenerateaPDF?

Reeves:Willlookatit.DARSisapackagefrom1992.Bannerisn’trobustenoughtoreplaceDARS(butintegrateswithDARS).

§ CommentfromNash:TheDARSformatisveryfrustrating,lostthe“greenformeetingmilestone”.Thinksthe$300,000suggestedforLynda.comwouldbebetterspentonabetterDARS.

§ CommentfromJackson:Whennew,hardtofindcompletedmaterial;whenclosertograduationhardtofindwhatisn’tcompleted.

§ CommentfromNash:Printoutsarehuge.§ CommentfromNowell:Hardtofindcoursesthatsatisfymajorrequirementandgen-ed

requirement.§ CommentfromMcMillan:Possibilityinoneofthepackagestomapoutafour-year

plan.Ifusethetool,wouldhelpadministrationtoknowhowmanystudentswantagivenclassatagiventime.

§ QuestionfromJackson:WouldRegistrar’sofficebewillingtoadjusttovariabledemands?AnswerfromMcMillan:That’sdepartments,notregistrar.

OFFICE365(NEXTVERSIONOFLIVE@EDU)

• Comingsoon;springbreakmigration(probably1-3days)• Whatdoesthatmeanforstudents

o EmailandCalendaro WebConferencing(Lync)o OfficeWebAppso SharePointOnlineo Websiteso Teamsites

• IntegrationofSkydrive,webappsinCloud• Sharepointisgoodcollaborativeworkspace;usefulfororganizationsandworkgroups• QuestionfromNowell–willMScometocampus?AnswerfromBillings:No.• QuestionfromNowell–willorganizationaccountsbemigrated?AnswerfromRiehl:No,student

accountsonly.

GMAIL

• Isthisstillsomethingstudentswant?OrwillthemigrationtoOffice365suffice?WhenwewenttoLive@EDUtheagreementwaswe’dgetLive@EDUintegratedandthenconsiderGMail.

• Nowell:Commonthingtosay,“WewantGMail,”butnotsurehowmanystudentsarereallypassionate.It’sfreetouniversity.Studentswon’tcomplainabouthavinganotheroption.

• Reeves:makethechoiceonce,won’tmovepeoplebackandforthbetweenaccounts.• Nowell:mostHSstudentshaveGMailaccounts.• Reeves:youwon’tgettheMSintegratedexperienceinGMail.

• Nowell:seemsnoonereallyusestheMStools(e.g.,Skydrive)becausetheydon’twanttolearn.StudentsuseGoogledocsaLOT.TherearealotofGoogleExcelfiles,ororganizationcalendars,Googleforms,etc.MostlikelymorestudentswouldopttouseGoogle.

• Billings:NottomentionalltheGoogleappsontheirphones.• Nowell:CanuseGoogledriveoniPhone/iPad;MSdoesn’tofferthat.• McMillan:Iftryingtomanagestudentgroupandhavestudentsontwoplatforms,somebody’sgottogive.• Reeves:Wouldrathermanageonethingthantwothings.• Nowell:IthinkGoogleisgoingtowinoutregardless.• Reeves:Ithinkwe’regoingtoendup40%Android,40%iPhone,and20%Win8.We’regoingtohaveto

supporteverything.• Nowell:MorelikelythatwillalreadyhaveGMailaccount;easiertocreateGMailthanHotmailaccount.• Billings:Doesn’tBBoffercollaborativetools?Howmanystudentsusethem?WouldpeopleusetheMS

collaborativetools?• Riehl:QuestiontoAlexanderregardingcollaborativeplatform.Newstudentorganizationplatform

CollegiateLinkwillbecomingoutinshorttime.Nowell:HopefullyuseinSGAelections.IntegratesnicelywithGoogle.StudentsaresociallylinkedwithGoogle+.Alexander:Simplicityneverreallygotofftheground.Willtrytouseitmore,toencouragestudentorgstofindoutaboutit.Nowell:talkedaboutmakingitsothatallstudentsfilloutaCLprofilewhentheycometocampus,usethattoapplyforGreekorgs,etc.

• Reeves:Wewillproceedsincetheboardstillwantstoofferthechoice.

WIRELESSUPDATE

• Outdoorpublicareasscheduledforinstallation:o AMBAmphitheater-Upandrunning2/1/13o HSSAmphitheater,PresidentialCourt,CirclePark

§ OutdoornodesrequireapprovalofPlanningDesignCommittee.OnagendaforMarchmeeting.

§ Ifapproved,workcouldbecompletedduringSpringBreak.§ Currentplanshouldbefineforemail,BB,thatsortofthingforabout300people;won’t

handle300peoplestreamingNetFlix.• WirelessgroupaskedaboutnewrecreationcomplexonSutherland.Rightnowthere’snothing;some

requestsmade.Abitlimitedastokindsofwiringrunstheycanmake.

o Willhaveanaccesspointinthemainbuilding.Proposing,ifTABwillsupport,addingwirelesstomainviewingareas(bleachers).Wouldrunabout$15,000tocoverthegivenheatmapfor300-500users.

o Jackson:wouldbeworthit,studentswatchingstudentsplaying,usesocialmediasitestoupdatescores,sendpictures,notifythegeneralpopulationofwhat’sgoingon.Studentsaccustomedtowirelesseverywhereelse.

o Jackson:whencouldthatbedone?Reeves:notsure;pushedbackbecauseofweather.Targetingspringbreak.Alexander:Don’texpecttoseemuchusageuntilfall.Nowell:Aretherebuses?Hadaplanforbuses,butthatwasforJanuaryandKATnotaccommodating.Ifreadybyfallshouldbefine.

o Alexander:Whyexponentialcostincreaseformore?Riehl:Typeofequipment,howtosetup,stringingaccesspointswithoutmuchinfrastructure.

o Nowell:Havesigns,oramapordiagram,showingwherethewifiaccessareasare.Alexander:MakethatsuggestiontoRexPringle.

• Additionalneeds/interestso Shelteredbusstops.Billings:Istherenotenoughbleedoverfromthebuildings?Alexander:That

wouldencouragepeopletositatthebusstoptousethewifiratherthantogetonthebus.Unlessit’scontinuousonthebuses,don’tbother.Nowell:Onthebuswouldbereallygreat,butwe’vesteppedbackfromthatbecauseofcost.McMillan:ifwehavetheapp,willstudentsbeabletoseewhenthebusiscomingifnowirelessatstop?Nash:Usuallybleedofffromabuilding.Jackson:Maybejustdoaheatmapatthebusstopsandseewhat’salreadythere.

COLLEGE/DEPARTMENTALAWARDS

• Overviewofawardsprocesso InFY12askedforafive-yearplan;lookedataformulabasedonaverageyearawards,FTEs,many

otherfactors,tocomeupwithdollarfigure.Collegesgotadollarfigureandweretoldtoplanaccordingly.

o Thisyearwantstogointoreservesforabout$1million.Didn’tgivecollegesadollarfigure.Maybedosomecatch-upthisyear.Wedidn’tevenspendthewholemillionlastyear.

• Somechangesalongthewayo Accomplishments(Impact?)o PlanUpdate(AlignmentwithVolVision)o Request(ItemizedlistforFY14)

§ Reeves:chancetoupdateafive-yearplanisablessing.WithTAB’sapproval,wanttolinemoneyupwithincreasinggraduationrates.Jackson:Wouldupdatesberequiredtogetmoney?Reeves:Wanttoseehowrequestslineupwithinstitutionalgoals.

§ Riehl:Asking“whatdidyoudoandwhatimpacthasithad”onteachingandlearning,studentsuccess?Wirth:Greattobreakoutoffixedamountofmoney.Goodtogetimpactassessment.

§ McMillan:Berealisticaboutwhatwecanassess;ifcanalignwithVolVisionevenbetter.Riehl:Notaskingforfull-onsurveysetc.;acceptingevenanecdotalinformationaboutwhatwasdoneandwhateffectswerefound.Mayneedtodoprioritizingoflineitems;notsure.Willseehowitshakesout.

• Timelineo DueApril1,2013;reviewbyTABat4/25meeting

BBLOCALHOSTING

• DecisiontodropthemanagedhostingmodelwherewepayBBtostandupandmanageservers,providebandwidthandstorage.Lookedatcostsandwhatweweregetting.Decidedwecoulddoitbetter.Havealwaysstruggledtogetaccesstothedata,tolookatstudentperformancemetrics.Bringingthatin-housewillgiveustotalcontroloftheenvironment.Expecttoseeperformancegains.Wirth:Whenthere’saproblem,it’sonus?Reeves:TiredofseeingthesystemdropoutonMondaymorning;tiredofgettingunexpectedbandwidthbills.Canaddstaffandstillseesavings.Riehl:GrantedwehaveaverylargeinstanceofBBthat’sheavilyused.Buteveryyearweget“outofcontractguidelines”or“needtopayformoreusers”.Reeves:Thosecostmoneyevenhere,butwewillseesavings.Riehl:WillgolivewithMiniTermbecausesofewactivatedcourses,andminimalusage.Butwecantalkaboutit.Notahigh-riskscenario.

• Willdoacleaninstall.Theexistingdatabasesarechockfullof“stuff”fromsixversionsago,andtheycollidefromtimetotime.Willarchiveeverything;willinstallanyarchivesthatpeoplewant.Butwanttostartwithacleaninstall,cleandatabase.Thataloneshouldshowperformanceimprovements.

GRADESFIRST

• WillreplaceAdvisorTrack,TutorTrack,andEarlyAlertastheStudentSupportSystemforthecampus.• Features:

o AdvisingManagemento TutorManagemento EarlyAlerto OnlineandKioskAppointmentSchedulingo Enhanceddocumentationandtracking

• StudentSuccessboughtthistoreplaceexistingseparatesystems.AthleticshasbeenusingGradesFirstforayearortwoandreallylikesit.FeatureslistedinPPT.Moregranularintermsofadvisingcentersandadvisorsbeingabletoshareinformation.Moreefficientandeffective.Studentscanscheduleonline,showupandswipecard,queuewillbenotified.RuthDarling’sgroupveryexcited.Veryclosetofinalcontract.HavebeenworkingwithGFandimplementationgroup.

o Nash:WhatisEarlyAlert?Riehl:Ahome-grownsystemtocatchanumberofcriteriaforfirst-yearstudents(aretheycomingtoclass,doyouseeanyat-risk)andstudentsreceivingTitleIVfinancialaidbecausetheyarerequiredtoattendclasstoreceivefunding.

o Jackson:Whenwillthislaunch?Reeves:Fall2013attheearliest.• Nowell:Willtheone-stop-shopbereadybyfall?McMillan:Askedforanupdatetoday.Physicalspace

supposedtobeinLibrary.Toldstillongreenforprojectplan.Reeves:OITisbuildingaone-stopcounselordashboard,counselorversionofMyUTK.McMillan:OfficeofCommunicationsworkingonthewebinterfaceforaone-stop.Webpresenceshouldbedonebyorientation;physicalspacebyfall.Havehiredfourcounselors;they’reintrainingandansweringcalls.

UTRACK

• Featureso Additionaltoolstokeepstudentsontracktoadegree.o AppliestoadmittedstudentsforFall,2013andbeyond.

o LeveragesDARS,butisadifferenttypeofauditbasedonmilestonesbyrelativeterm.• McMillan:MuchdataminingdonebyCollegeofBusinesstoidentifymilestones.Wereallyareontrackfor

completion,testing,andtraining.Nowell:Originallywasalotoftalkaboutaproblemforstudentswhokeeptryingandkeepfailing.McMillan:That’sstillaproblem.We’velookedatawholelotofdata,bothsuccessfulandunsuccessfulstudents.Repeatedlybeatingheadagainstwallisnotgoodstrategy.Iffundamentallyunprepared,needtohavethatconversationwiththestudentabouttheirabilitytosucceed.Onethingwehaven’tcommunicatedenoughisthatthisisnotjustatechnologytool;it’safundamentalshiftintheadmissionsprocess,adifferentmessage.Ifthecollegesaysthestudentisn’tprepared,ratherthanadmittingthemandputtingthemin“universityundecided,”takingadifferentstrategyofadmittingdirectlyintomajors.

• Nowell:Whataboutconcentrations?McMillan:Notadmittingintoconcentrations.Forexample,wouldcomeinasBiologyandgetBiochemconcentrationlater.StillpossibletocomeinasUndecided,butwillgetmoredirectiontowardgettingfocused.E.g.,“Communicationexploratory”beforedecidingonjournalismvs.advertising.Soabouthelpingstudentssucceed,andrecognizewhenthey’renotontherightpath.

• Nowell:WillUTrackintegratewithHOPEscholarship?Reeves:No,they’renottiedtogether.SomecollegeshavemilestonesthatarefundamentallythesameasHOPEscholarshipmilestones.Nowell:Mainconcernwiththatis,forinstance,gottosenioryearandrealizedcouldn’tgraduateontimebecausewouldneedtotaketoomanyhoursandwouldgooverHOPE.CanUTrackhelpwiththat?McMillan:Thosewouldbemilestones,“Youneedtodothis,”helppeoplegetontrack.Thatwon’thappeninfall2013.

• Nowell:Whataboutdoublemajors?McMillan:Trackingwillbeforfirstmajor.WorkingwithDARStoallowdouble-majors.

LYNDA.COM

• Offersenterpriselevelagreementforhugelistofonlinelearningproducts.Costofenterpriseagreementis$110,000/yearwiththree-yearagreement.Wecoulddothiswithcurrenttechfeestructure.

o Jackson:Discussagainnextmeeting.o McMillan:WouldthisaffectITTraininggroup?Reeves:Wouldsupplementratherthansupplant.o Nowell:Academicprograms?Reeves:No,notthestatspackages,butOITtrainingcoversthose.

QUESTIONS/SUGGESTIONS

• None