January 24, 2024

Minutes

Attendance

Call for New Projects or Initiatives

• Danny spoke of the Softdocs project which was last mentioned briefly at the December meeting
  • The college had reevaluated the tools that are currently being used for electronic forms and decided that they weren’t serving us in the best way. After looking at several tools, a decision was made to implement Softdocs (a tool similar to DocuSign).
  • Softdocs can integrate with Banner allowing information to flow into and out of the system. It can also integrate with Treeno.  
  • Softdocs will replace some of the ad hoc platforms that people are currently using (e.g. Wufoo).  
  • Microsoft forms are still okay to use because they are supported as part of the college’s Office 365 suite. Wufoo is not supported by IT and they are unable to help with data or usage related to Wufoo forms.
  • Danny ensured the group that the process established by Data Governance for buying new software was 100% followed. 
  • The software has not been ordered yet – it is still with finance.  
  • The college will continue to use DocuSign for now, but other things will start to migrate to Softdocs.  
  • There is a potential to pursue further integrations such as with the Raiser’s Edge.
  • Danny will take the lead on creating an ad hoc group that will oversee implementation and use (training) for this software. 
  • There is no strict timeline in place for moving existing paper forms into Softdocs. The focus right now will be on encouraging buy-in.

Ad-Hoc Group Update

• ZogoTech Outstanding Ticket/Enhancement Cleanup + HEIRS Data Element Additions (Mike)
  • Mike let the group know that he wrote code for the end of term files which has helped speed up some processes by reducing manual effort.
  • Both CedarLabs and ZogoTech are pursuing potential HEIRS integration projects that the college will be piloting.  

• Secure Data Transfer Practices/Policies (Kirsten) 
  • A sub-group has been pulled together. 
  • The group hopes to have an outline and discussion points ready for the February meeting.

• HR Data Cleanup (Patty) 
  • Patty let the group know that the HR team is waiting on an update from Angel regarding a crosswalk between Banner and HRCMS department names and numbers.
  • All signs point to this being close to complete.

• Dean’s List (Shawna)
  • Shawna shared that the Dean’s List process has been cleaned up and the bug in the system has been resolved. 
  • The registrar will run Dean’s List in the spring.
  • It will be shared to the Provost’s office and MARCOM for publication.  

• Texting Communication Protocol for Faculty and Staff reaching out to students (Stella)
  • No updates.

Additional Items

• Faculty/Staff AI usage
  • Overall Comments
    • People are using AI as a “starting point” — it was thought to be helpful for drafting emails, reports, and understanding how to set something up. 
    • They are also using it for personal work and with students (e.g. career services using it with students to help them start a resume).
    • There were some questions about what is okay to put out there (e.g. SQL code – is this a pathway to our data?).
    • A feeling that “AI is here to stay” and “this is not a lot different from the start of the internet” — we always think it is going to be the “end” but it is just progress.
    • It is a skill that employers will be expecting people to have.
    • Ethical use needs to be established, banning the tool will not serve anyone.  
    • What we expect for ourselves should mirror what we expect from students.