December 18, 2024

Minutes

Attendance

New Discussions, Projects, or Initiatives

• NECCi and NECC One
  • The group had a conversation related to what information should remain on NECCi and what should be moved to NECC One.
  • It was agreed that the existing Data Governance pages should be moved to NECC One so that they can be internal facing.
  • A new, public facing page with basic information detailing that we have Data Governance, and IRB, and other protocols can remain on NECCi and then crosslink to NECC One for visibility.
  • There was a question about why the separate WordPress hosted NECCi site exists. NECCi is needed to host the public-facing Tableau dashboards. The NECC website cannot host Tableau dashboards.
  • There was also a question about whether internal facing dashboards, such as the enrollment dashboard could be in NECC One. They cannot.
  • Marcellus suggested that we could have a second WordPress site to host the private dashboards.

Standing Updates

• ZogoTech Outstanding Ticket/Enhancement Cleanup + HEIRS Data Element Additions   
  • Mike reminded the team that there is a new HEIRS Improvement group that is focusing more on things like when students start or stop a particular program.
  • The reporting requirements may also soon require more detailed information about race and ethnicity.
  • This could impact how data is entered into Banner.

• IT Update
  • IT Directory Cleanup
    • N/A
  • SoftDocs Update
    • N/A
  • Cybersecurity Training
    • N/A
  • Banner Users Group
    • N/A

• Financial Value Transparency & Gainful Employment Act (FVT GE Act)
  • Heather informed the group that the work is moving along, and the team is on track to get the bulk of the reporting done by the start of the break.
  • To have time to reconcile errors, the Clearinghouse suggests sending all reports to them by January 5th so that they have 10 days to review and send preliminary errors for the January 15th deadline. This deadline should be achievable based on the progress that has been made.

• LLL EE (Formerly Destiny One)/Noncredit Update
  • The noncredit area will be engaging in a series of trainings and demonstrations related to different elements of their current software, Lifelong Learning Extended Education (LLL EE).
  • This will help staff, especially those that are new, better understand the system’s potential, identify new opportunities, and create more efficient workflows.
  • Additionally, interviews are being conducted for a noncredit registrar that will support both CCCE and CAE.

Ad-Hoc Group Updates

• HR Data Cleanup 
  • Rosa informed the group that Danny is looking into an automated way to remove termed employees.

• Texting Regulations and Policies related to multiple systems and opt-outs
  • Heather let the group know that Danny was looking into a platform that would allow students a choice to opt in or out of text messages based on the type of messaging and/or group sending the message.

Tabled

• Pre-requisite Cleanup

• Secure Data Sharing and Transfer Practices/Policy

• Veteran Affairs Data Cleanup

Miscellaneous

• Staffing Updates
  • Kirsten asked the group whether there were any areas had any new or significant staffing changes.
  • Shawna introduced the new Assistant Registrar, Zachary Pippos, to the group. Zachary has prior community college experience from within the state.
  • Jonathan informed the group that they were currently interviewing for a noncredit registrar. They hope that the new person would be able to start by mid-January.

• NECHE 5-Year Interim Reporting
  • Kirsten provided an update on the NECHE 5-Year interim report. Working groups have been meeting, writing, and gathering data.
  • This report only needs to be about 50 pages, which is significantly smaller than what is required at the ten year mark.
  • Kirsten will combine the drafts into one comprehensive document that she will share with the campus community by February.

• AI Task Force
  • Sue Tashjian spoke to the group about the newly formed AI Task Force. This group will help create guidelines, policies, and resources for AI use at NECC.
  • There are 28 members from across the college community. In February, a survey will be sent out to all staff, faculty, and students to assess the general AI landscape.
  • Sue also let the group know about MACH, a statewide group including all the state universities and community colleges whose focus is on AI topics. All are welcome to attend their regular Zoom meetings.
  • Building on the AI conversation, someone mentioned how there is a new Zoom feature that uses AI to automatically create a transcript of a meeting and then sends it off to all participants.
  • Sue let the group know that Melba has turned that feature off for the time being as there are privacy concerns about it.

• MyNECC Portal
  • KB let the group know that the current NECC portal was end of life and would be going away.
  • The deployment of the new portal, Ellucian Experience, is underway. It will have a modern, card like layout.
  • Someone suggested that IT could do a demo of the new layout at the next meeting.

• Access Card Data
  • Tom mentioned that he had heard concerns over the new Lawrence access card keys. People were worried that their swipes could be used to surveil their behavior.
  • Someone else mentioned that the doors would be open during regular business hours. The key cards would be used for off hours only to limit physical access and better protect resources.
  • Marcellus confirmed that those access cards would collect data about who is accessing which building and when. These cards are already in use for certain classrooms and other rooms.
  • He then posed a question to the group about how they could use their influence to shape guidelines related to how the cards are distributed, how employees are trained to use them, how long the data will be stored, and under what circumstances can it be released. Lastly, it was discussed how lost cards can be a liability.