Extension Technology Committee Minutes

Dec 4, 2000

Pat Brady, UW System Attorney, spoke on the laws pertaining to open records.

• A "public record" is any record, including electromagnetic.
• Excluded from the definition are drafts, notes, preliminary computations, personal records, and record excluded by copyright and trademark.
• Children’s names may have some statutory protection from the open records law
• Students records are exempted by administrative code, registrants of extension programs do no quality as students
• All of Cooperative Extension is subject to the open records law
• One basic test for open records is the "balancing test" — does the public interest to know outweigh needs of privacy
• We should never promise that any particular record can be kept confidential
• Request under open records must be specific
• Requester does not need to identify self or give reason for wanting records
• Request does not need to be in writing
• We can charge for photocopying but can charge additional only if cost is above $50
• Denial of a request needs to be in writing, even if request wasn’t
• If denying request should speak with legal staff first

The Committee will prepare a written policy on open records law as it applies to technology in the division

Ron Kramer reported on the UWEX Technology Training Grant Program and stated that Cooperative Extension makes good use of the funds available. A new component this year is the IT training program that helps train student employees of the division in information technology. Three UWEX students are involved in the program this year. Students are awarded $3,000.00 to $5,000.00 to help with their expenses.

Extension staff training is functioning well. Thirty to forty grants per year are awarded to county offices. Contributions to make the program run come from Cooperative Extension ($20,000), Continuing Education ($20,000), TV/Radio ($10,000), Chancellor’s Office ($50,000) and System Match ($15,000). This program will last for three more years and then be reviewed again for possible continued funding. The grant dollars are to fund training in all three divisions of Extension. Training options include video cassette, computer-based training, e-mail/audio-conferencing, compressed video, video satellite, traditional classroom, and print materials.

Districts have been submitting some large requests for technology training grants. Recently a $17,000 request was received from one district. Five requests, exceeding $5,000, have been received. So far, $60,000 worth of grants has been awarded this year, leaving $55,000. In several cases in the past, large grants were awarded, but not all of the money was used. It was suggested that we plan for no more that $3,000 at a time, with the possibility of renewal for an additional period of time stated in our proposal. Cooperative Extension staff may submit their requests to Greg Johll. "Proposals may be submitted electronically or on paper and are due by the 15^th of each month. Requests should be kept brief.

To learn more about the program and how to access the funds go to:

http://www1.uwex.edu/gea/infosys/techtraining.cfm

Extension LAN

Extension LAN was discussed. Ron Kraemer is interested in meeting the needs of staff and is open to suggestions. The operation system needs attention before moving in new directions. Windows, Office 2000, new e-mail system, and new calendar are under consideration for this next year. It is hoped that a new e-mail system will be up and running by February. Presently we do e-mail six different ways in Extension.

Steve was asked to assemble a list of needs pertaining to the LAN system by checking with staff who have been vocal in the past. This information will be passed on to Ron Kraemer.

Divisional Goals

Bill Brown sent committee members an e-mail regarding the Divisional Goals that relate to technology. The four divisional goals relating to technology are:

Discussion focused on defining terminology in the goal statements. A needs assessment should be conducted to gather baseline data. Discussion focused on what the technology committee should recommend regarding the goals. Core competencies, local needs, and the definition of cutting edge, appropriate technology, and necessary skills were discussed. It was decided that the Technology Committee should develop a list of cutting edge technologies each year.

Further thoughts about the goal statements should be e-mailed to Bill Brown in the 2 weeks after this meeting.

Terms and Conditions on Web Sites

In November, Eric Bangerter sent committee members a draft of terms and conditions of use for our Web site–this refers to "boilerplate" on subjects such as copyright, cookies, and viruses. Four sources were used for the development of the draft. Committee member comments about the draft were positive. Eric will run the document by Ron Kraemer for any additional input, then meet with Bill Brown for final review.

UWEX Technology Access for Individuals with Disabilities Committee

Eric presented the report of the UWEX Committee. A new position has been recommended to work with assuring technology access for individuals with disabilities. The position would be similar to one on the UW- Madison Campus and UW-Whitewater Campus. The position description has been drafted and the present discussion focuses on the FTE for the position.

The committee would like to see Molly Immendorf offer a class in the future which will help in designing web pages which are more accessible to people with disabilities (e.g., text with pictures, etc.).

Technology Summit 2001

The committee is supportive of the recommendation to have a summit in 2001. Funding has already been approved for the summit. Bill will invite people to be on the conference planning committee and contact Ellen to discuss the summit.

Specialists Without E-Mail Addresses

If an Extension Specialist needs to have a CES e-mail address, contact the Help Desk and have a CES alias set up on their behalf. Specialists do not have to give up their Facstaff address in order to get a CES alias.

1. Privacy, Open Records
2. Info-source
3. Release Forms
4. Update on E-mail Transition
5. Update on WIS Demographic Package
6. Infosys LAN — What is Needed
7. Goals Update