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Committee Name: College Governance Committee
Meeting Date: 11/4/2021 12:00:00 AM
Debra Short (Chair, Employee Recognition), Sarah Jarrett (Recorder, Professional Development and Part-Time Staff Association, Karen Alexander (Curriculum and Instruction), James Tuite (E2IT), John Rocha Jr. (Finance and Facilities), Jill Markwood (Marketing and Public Relations), Brittany Cochrane (for Kimberly French-Student Success), Raylene Cope (Classified Staff Association), William Wilkerson (President’s Cabinet), David McGee (Faculty Association), John Capps (President’s Cabinet), Elizabeth Narehood (President’s Cabinet), Randall Franklin (President’s Cabinet), David Lightfoot (President’s Cabinet), Lewis Bryant (President’s Cabinet), Kris Ogden (President’s Cabinet), Cynthia Deutsch (President’s Cabinet)
Dianne Sykes (President’s Cabinet), Jeffrey Sydenstricker (Safety and Security), Will Sandidge (President’s Cabinet), Elizabeth Elam (Evaluation and Assessment), Chris Bryant (President’s Cabinet)
The virtual meeting was called to order by Debra Short at 1:03 PM.

Approval of Minutes from September 21, 2021:
David Lightfoot moved to approve the minutes from the last meeting on September 21, 2021 and Jill Markwood seconded the motion; the minutes were approved as written.

Education, E-Learning, and Information Technology (E2IT) Committee Proposals – Jim Tuite and David Lightfoot
  1. Management of Removable Media:
The committee shared a proposal to prohibit administrative faculty and staff from storing information on removable media, such as flash drives and external drives, and instead to store all information on OneDrive.
To avoid potential security breaches, it is a better practice to use OneDrive. This also maintains continuity of information for future employees, supervisors, etc. as the information is stored on the cloud and can always be accessed by IT. The proposal to ban use of flash and removable drives for all except teaching faculty and students was discussed. Specific exceptions were already assumed for someone in a role like Jill Markwood’s, which requires use of large video files, etc. It was suggested that a formal policy for exceptions should also be developed.
Concerns were raised regarding how this would be enforced or monitored. IT planned to investigate the possibility of disabling this function on computers. Discussion was brought up that some outside organizations require use and sharing of flash drives or DVDs, such as SACS-COC review, Facilities and Architecture plans, etc. It was discussed that as best practice, these items should also be housed on the cloud as additional back up in an emergency.
During the discussion, awareness was raised that teaching faculty are also not the only ones giving educational content to classes. Several staff spoke of the need to access PowerPoint presentations via flash drives when giving off-site presentations at high schools, in the community, and at conferences where the internet may not be available or reliable. It was also discussed that staff give presentations in classrooms as well and that it is not necessarily timely to sign-in to a computer and wait for it to load a person’s specific details in order to access a presentation.
Jim asked those with these concerns to send him additional information about their usage of removable media and he will return to the committee for further clarification on a policy that incorporates the various needs. He will take it back to the committee to discuss re-wording the proposal to mimic the VCCS policy of prohibiting the storing of any sensitive or student or employee related material on USB or thumb drives, but to allow for other usage.
  1. Mobile Faculty and Staff IT Equipment Policy:
This is a policy to address what kind of computers faculty and staff who are authorized to receive computers receive to do their work. They are recommending that all computers should be a mobile computer, Windows-based. Use of a Mac can be requested as an exception for instructional faculty who require a Mac for instruction needs only. (However currently there are no instructional faculty who require a Mac). They are also recommending using virtual materials vs. paper copies to reduce our carbon footprint for meetings.
The rest of the policy outlines the equipment that will be received and it is standard for all users.
Jim Tuite moved to approve this policy. David Lightfoot seconded. Motion passed.
  1. Recommendation for VCCS E-Signature Guidelines:
The Systems Office is requiring us to have a local policy on E-Signatures. VCCS has provided a template for us to implement and it has already gone through Legal for approval. This came through the E2IT Committee as a procedural process to get it before the College Governance Council.
Jill Markwood moved to approve. David McGee seconded.

Debra Short invited everyone to attend the Employee Recognition Committee’s Annual Cupcake Day on November 15 from 12-2 PM.

Jim Tuite moved and Elizabeth Narehood seconded and the meeting was adjourned at 1:29 PM.
Sarah Jarrett
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