Board of Directors Meeting Minutes, January 18, 2000, New Orleans, Louisiana

Attending:Laurence Alvarez, Ron Bleed, Bill Graves, Joel Hartman, Brian Hawkins, Polley McClure, Joel Meyerson, David Pierce, Don Riley, Marty Ringle, Mely Tynan, and Richard West
Also Present:Staff members Carole Barone, Richard Katz, Mark Luker, and Julie Rudy CNI Executive Director Clifford Lynch was present for part of the meeting to deliver a report.

Polley McClure passed the gavel to Ron Bleed as new chair. The meeting was called to order by Chair Ron Bleed at 10:00 am, January 18, 2000.

Motion:That the minutes from the October 25, 1999, Board meeting be approved.

Motion made by:Marty Ringle
Seconded by:Joel Hartman

Passed by unanimous vote

Highlights of President Brian Hawkins's Report

Brian Hawkins began, stating that the merger was essentially complete, and that the "first chapter of EDUCAUSE" had come to an end. As EDUCAUSE begins "chapter two" of its life, he suggested that the key challenges are positioning, integrating, and refining the role of EDUCAUSE, with the primary emphasis on positioning. He went onto highlight the key issues he sees the association facing in this next phase, as summarized here.

Membership Update:

  • Only 13 schools of the 300 that had not conveyed their membership renewal plans as of EDUCAUSE99 have yet to be contacted, and 121 have made commitments to join. Overall, since EDUCAUSE was created in July 1998, 150 members dropped their membership, while 222 new members joined, for a net gain of 72. By Carnegie Class, we lost 3 community colleges, gained 7 baccalaureate and 1 doctorate-granting school, lost 3 MAs and 1 research university. We also gained 15 international and 1 Canadian institution. In dollars, we lost $155,000 in dues from those dropping, but gained a net of $250,000 because of new members.
  • Our corporate membership gain is significant and the Corporate Partner Program has been a big success. We are in the process of planning a Corporate Forum to immediately follow SAC and be held in Aspen this summer.
  • The pending change in Carnegie Classifications (preliminary announcements due in May) will present some challenges to our dues structure. Because of the elimination of the level of research funding as a major criterion that defined the research and doctoral classes, we will have to go back to the spreadsheets to calculate a dues structure with the goal, once again, of benefiting the most institutions. Changes are also expected for Baccalaureate institutions. EDUCAUSE should expect a decrease in revenue from dues in order to maintain the current level of membership.

Publishing Update:

  • CAUSE/EFFECT will soon to be renamed and re-launched as EDUCAUSE Quarterly (EQ). Besides the design and new title, no major changes are expected in EDUCAUSE Quarterly. EDUCAUSE Review will focus less on technology per se, and more on an institutional view and the way technology is impacting all facets of the academy. See VP Richard Katz's report below.

Conference Update:

  • After much effort and almost 18 months of work, EDUCAUSE was able to obtain new dates for EDUCAUSE 2000 to avoid the conflict with Yom Kippur, and the membership has been informed of this. An Indianapolis committee is being assembled for E2001. Conference evaluations were very good. We used an email prompt with a Web-based evaluation form, and generated 85 pages of comments. The two basic criticisms were that the buses were terrible and there was too much good content to choose from. Next year we are planning to offer "virtual" tracks based on our newly defined taxonomy.
  • The Frye Institute has attracted excellent faculty - practitioners from library, faculty and the IT world. Over 220 applications are being screened. Scholarship monies are available. Class size will depend on quality of students: only the top candidates will be selected.

Administration Update:

  • We revised the structure of our personnel policies and we are in the process of reviewing our benefits.

Outreach Update:

  • Our relationship with the ACE is becoming stronger, and the impact of our policy initiatives has been noticeable.
  • Brian has been asked to talk about the relationship between the business officer and the chief information officer by NACUBO.
  • We are working to rebuild the relationship we have had with AASCU due to the significant changes in AASCU leadership.
  • The Forum on the Internet and the University is coming together and should be a key arena for providing thought leadership.

Summary:

We have six major challenges in the coming year:

  1. Creating a new and modified new dues structure
  2. Developing a method for assessment of EDUCAUSE as an entity
  3. Matching Long Beach content and excitement in Nashville
  4. Enhancing policy and outreach impact
  5. Nurturing current projects and searching for unique opportunities to make change
  6. Development of a meaningful, long-term corporate strategy

As we obtain discretionary money, it will go into the strategic opportunity fund, not to support core operations. It will be important to keep our dialogue with the vendor community as a mutually beneficial relationship.

Highlights of Vice President Carole Barone's Program Report

  • Registrations for NLII are up 25 percent over last year and may end up even higher. This is indicative of burgeoning interest in teaching, learning, and technology and a rich program agenda. Brian and Diana will present a decision matrix for discussion of distributed learning; it will be an organic tool that will evolve based on input from others (it will be on the Web and engage memberships in active learning and participation).
  • Thanks to Eduprise for sponsoring the new systemic teaching and learning award and to Karen McBride for developing a draft description.
  • Two NLII fellows are on board and will be working on the bridges and readiness task forces. One of the fellows is preparing a white paper on best practices in faculty development and support for TLT.
  • The Online Learning Exchange Project will be called the MERLOT Project.
  • Another white paper in the works is a furthering of the readiness criteria. Mid-year there should be something available.
  • The first meeting of the IMS board will happen on Friday afternoon of the NLII meeting. Carl Berger and Bill Graves are board members, Carole is the EDUCAUSE board member, and a representative from Oracle. Ed Walker has done an outstanding job of positioning the IMS and ensuring a smooth transition into an independent organization. There will be three more IMS standards rolling out in the foreseeable future and we may see some products soon, as well.

Highlights of Vice President Richard Katz's Program Report

  • EDUCAUSE Review has been launched with the January-February issue, a special millennium issue. This issue garnered significantly more advertising revenue and a tremendous roster of some of the greatest minds in our profession. Future issues will be smaller and redesigned effective with the March-April issue. All chancellors and presidents will receive complimentary subscriptions regardless of whether they are EDUCAUSE members. There will be several new departments in the future issues of ER, including Leadership, Viewpoints, Inside IT, Outside the Academy, [email protected], New Horizons, TechWatch.
  • EDUCAUSE Quarterly is the new name of CAUSE/EFFECT; there will be a new look for the journal, but not a new philosophy.
  • A new Publications Advisory Committee has been established and will meet in April in Boulder, headed by Toby Sitko. This group will help us strategically plan our publishing program in the coming months.
  • We are currently recruiting for a new Director of Publishing and Communications Services. We have also advertised for an editor.
  • We have two potential new regional conferences: Jeff Noyes from UT San Antonio and Mike Staman from the Georgia system want to have ongoing EDUCAUSE conferences in their regions. We are also looking for midwest, mid-Atlantic, and California potential venues for EDUCAUSE regionals.
  • Wake Forest and Seton Hall approached us for help with their ubiquitous computing programs and we provided marketing support, Web registrations, billing and so forth.
  • The CUMREC committee met for two days after the conference and reinvented themselves. They are not a membership organization, now essentially a conference of EDUCAUSE and especially the e-commerce conference in higher education, filling the administrative application space.
  • We have created the Advisory Group on Administrative Information Systems and Services that will meet in late February in Phoenix. This set of programs could evolve something similar to NLII and [email protected] The first meeting will establish priorities for EDUCAUSE (technology standards, business models, Java application sharing mechanisms, and so forth).
  • We have awarded eight Ryland fellowships. The pool was somewhat small but the quality of applicants was excellent, and CARS Information Systems will be sponsoring this program this year.

Highlights of Vice President Mark Luker's Program Report

  • [email protected] organization working groups have gone through initial planning periods and are all quite active. A member meeting will be held in February in Tempe, Arizona.
  • The PKI Working Group hosted a meeting sponsored by NSF that turned out to be important in a leadership sense. Federal agencies are all adopting PKI strategies, working bottom up, not top-down, just like higher education. Financial aid is a large and critical transaction area for this. Federal CIOs have requested that EDUCAUSE and partners recommend a basic technology framework for higher education that could be used in communications with the federal agencies. Operations for the CREN certificate authority have moved to MIT; there is no legal or policy framework behind these certificates - it's essentially an interesting technology trial, used in situations where trust is not required.
  • The extension program did receive the NSF $6-million award to promote advanced networking for Minority-Serving Institutions.
  • The MSI communities addressed in the NSF AN-MSI award are the historically-black colleges and universities, Hispanic-serving institutions, and American Indian Colleges. Dave Staudt has been working to build coalitions with these communities and among leaders in these communities. The program will help them to do intelligent outsourcing.
  • EDUCAUSE workshops on readiness and preparation for advanced campus networks will no longer be a [email protected] activity, but will be part of the regular regional and national PD offerings of EDUCAUSE.
  • The policy program has been using the EDUCAUSE policy grid and is getting good feedback from agencies and government liaisons.
  • The Alliance for IT organized through NASULGC will be rejuvenated with the appointment of a new person to shepherd this effort. EDUCAUSE will play a critical role in organizing the Alliance meeting for 2000.
  • New office space has been selected in DC - 1150 18th Street. I2 and CREN in the future will contract separately with the landlord rather than having EDUCAUSE be the landlord for all three organizations.

Business Meeting

1.Presentation on CNI (Clifford Lynch)

Clifford Lynch, executive director of the Coalition for Networked Information, provided a summary of CNI activities and its state of governance.

  • Membership is stable at 200 institutions.
  • There has been a shifting in the character of membership with the loss of some corporate technology members but it's more reflective of industry shifts.
  • CNI is operating on a break-even budget, covering annual expenses through dues ($5,050/year), with modest financial reserves.
  • There have been changes in the Steering Committee structure, three from EDUCAUSE (Richard West, Bill Graves, Susan Perry), three from ARL, now supplemented with three additional members at large - Michael Lesk (NSF), Don Watters (Mellon Foundation), Jeffry Nunberg (Xerox PARC). This will be helpful in providing a broader range of views and perspectives to guide program development.
  • The CNI Fall Task Force meeting will be a stand-alone event in December.
  • The Spring Task Force closing keynote will be Tim Berners-Lee, who will receive the Paul Evan Peters Award.
  • Four program areas are now Advocacy, Content on the Net, Organizational and Professional Impact, and Standards, Infrastructure, and Technology.
  • Preservation issues have been a great focus over the last six months, especially electronic journals. Archiving issues are paramount: what does it mean in an electronic world?
  • CNI is working closely with the Internet2 initiative, especially in the applications area, and is also working closely with Ken Klingenstein on middleware issues. We are exploring how library and administrative systems can be integrated into the emerging middleware/PKI environment.
  • The Working Together project is now focusing on the collaboration of archivists, admin systems managers, and records managers - who have a shared set of concerns from different perspectives.
  • CNI continues to be affiliated with the National Library of Electronic Dissertations program.
  • CNI is looking to make a venture into distance education, having done assessment for the past couple of years. CNI is now looking for the potential of turning the assessment efforts into a Web-based course, possibly in conjunction with EDUCAUSE.
  • CNI is cooperating with JISC on the subject gateways to collections project and will co-host a June conference in England.

There was board discussion about the need to address the issue of collection development vis-à-vis physical space needs. Ten years from now much should be available in digital form, but there is an issue of whether institutions will be willing to let go of the print or even to move it to off-site storage. We need to break out of the "roll down hill" strategy and look beyond the R1 institutions for emerging quick wins as it will be non-research institutions that will likely provide these examples.

The board acclaimed the leadership Clifford Lynch has provided to CNI.

2.Financial Update

A review of the December financial statements and the investment history was conducted, with no significant anomalies or problems to report.

3. Investment Update

Our investment managers will make a personal presentation at the spring board meeting since they are in Washington. We will evaluate both our investment philosophy and the performance of our managers.

4.Use of FY99 Operating Surplus

Three funds have been established: reserve, investment, and strategic initiative. The proposal (see below) eliminates any risk that would have previously been involved and allow us to go ahead with strategic programs knowing that income is available. This motion would supercede the motion passed at the last board meeting.

Motion: That the operating surplus for FY99 be transferred to the Strategic Initiatives Fund for the implementation of the projects identified as off-budget projects in the 2000 Program Plan approved in October

Motion made by:Marty Ringle
Seconded by:Dave Pierce

Passed by unanimous vote

5.Update on the Forum on the Internet and the University (Joel Meyerson)

Joel described the original Forum for the Future of Higher Education, now resident at Yale. It's a learning community of 200 campus leaders and scholars. The typical Forum member is an EVP or COO from an Ivy League institution, elite small college, or other major research university. The Forum was formerly at Stanford and used to be called the Stanford Forum. Its purpose is to sponsor new thinking in the nexus of economics, strategy, and technology in higher education. Papers are presented in Aspen annually on provocative topics.
The new Forum on the Internet and the University for which EDUCAUSE will provide leadership is being established with a substantial grant received last fall. Its charge is to conduct a multi-year, multidisciplinary program to examine the role of the Internet in transforming higher education. Its goals are to:

  1. better understand the opportunities of the Internet
  2. understand the risks to institutions posed by technology innovation and rapid changes
  3. create a framework to enable planning in high uncertainty environments

The Forum will create an imaginative and rigorous body of thought that will help guide and animate campus leaders. Expectations are that about 60-75 papers will be developed and presented in a model similar to the original Forum, which publishes summary papers through a publication called Forum Futures, and an anthology of the collected papers. EDUCAUSE will be the channel for publication and distribution of all products and papers emanating from the new Forum on the Internet and the University. The Center for Advanced Education Systems at MIT (CAES) is a partner.

6.Discussion of Employee Benefit Changes

EDUCAUSE is looking to change our current health provider because of lack of service provided by the current carrier, as well as other concerns.

Motion: That the Board of Directors of EDUCAUSE endorses the directions and plans for employee benefits that were outlined in the presentation by Brian Hawkins.
Motion made by:Richard West
Seconded by:Laurence Alvarez

Passed by unanimous vote

7.Discussion of .edu Domain Issues (Luker and Hawkins)

The Department of Commerce would like to proceed with having EDUCAUSE assume the responsibility for the .edu domain. The current activity is to rewrite the proposal to reflect the new rules for the Internet vis-à-vis ICANN. Dr. Stanley Ikenberry, President of the American Council on Education (ACE), would serve on the new policy board with Brian, with Mark as staff and advice from Shelly Steinbach, general counsel for ACE. Steinbach is working with Mark to explore a contract that will provide EDUCAUSE with reasonable legal protection and share responsibility with ACE, as well as investigate appropriate insurance policies. Accreditation and how it is defined will be an issue, as will the international and domestic subset issues that will be raised. If we use something like the ACE list, clear rules, and a specific grandfather clause, this process should be fairly straightforward.

8.Discussion of 1999 EDUCAUSE Program Plan metrics and assessment

The intention is to be less detailed and trivialized than the process currently in place. It is our intention to develop and use a Balanced Scorecard approach next year, hoping that this approach would be more holistic, less time consuming and less cumbersome. It was proposed that the current evaluation document summarizing the metrics for the 1999 Program Plan become a Web-based report.

Brian asked the board to think about what kinds of things would make the planning process more valuable. Perhaps the retreat could be shortened, maybe not break out into smaller groups so much. There was an assumption that the planning process completed the previous day would feed into the EDUCAUSE 2001 Program Plan.

New Business

There being no additional business a motion to adjourn was passed unanimously.
Moved:Marty Ringle
Seconded:Bill Graves

The summer meeting will be August 5, 2000 in Snowmass, Colorado. The date for the fall board meeting was changed, and the fall meeting will be held on Tuesday, October 10, 1:00 to 5:00, in Nashville, followed by a dinner.