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2025-12-09 - ACCESS EC Meeting Agenda & Summary

2025-12-09 - ACCESS EC Meeting Agenda & Summary

Attendees:

  • RAMPS: Stephen Deems (v), Dave Hart

  • MATCH: Shelley Knuth (v), Alana Romanella, Jim Griffioen

  • CONECT: Tim Boerner (v), Leslie Froeschl

  • MMS: Tom Furlani (v), Joe White

  • RP: Eric Adams (v), Virginia Trueheart

  • EAB: Chuck Pavloski

  • OpenCI: John Towns (v), Amit Majumdar, Misha Shah, Lisa Kaczmarczyk, Shannon Bradley

  • NSF: Sharon Geva, Ed Walker

Parking Lot

  • Cancelled Meetings:

    • December 23 - Christmas week cancelled

    • December 30 - already cancelled

  • Stephen - on PTO December 10 - January 5 (wedding/honeymoon)

https://docs.google.com/spreadsheets/d/1qlv6quvIWVgjtkh6KDZwH7lzP7AX9Pcnv-T40vf9U6Y/edit?gid=0#gid=0

Decisions made during the meeting:

Use Decision Macro - Tool (under Insert Elements in the toolbar)

  1. AUP - next version approved: ACCESS Acceptable Use Policy v1.4

Agenda

  1. Consent Agenda @Shelley Knuth (5 mins)

    1. Approval of summaries from prior EC meeting - https://access-ci.atlassian.net/wiki/spaces/ACP/pages/1791033345

  2. Informational Items

  3. Allocations @Stephen Deems (Unlicensed)

    1.  

  4. Support@Shelley Knuth /Alana/Jim

    1. next regional workshop Jan 22, 2026

  5. Operations @Tim Boerner /Leslie

    1.  

  6. Metrics @Tom Furlani @Tom Furlani (Unlicensed)

    1. Joe is EC sponsor for a new committee

  7. RP Forum @Eric Adams (RCAC)

    1. Working on Vice chair nominations

  8. EAB @Chuck P

    1. Need agenda items from EC for the EAB meeting scheduled on Dec 17th

    2. Cindy making progress with 1-1 meetings with SPs and RPs

    3. Are we required to have an EAB meeting in December? Need guidance

      1. should be OK to cancel

  9. ACO @John Towns

    1. items in regular agenda from Standing committee

  10. NSF - Sharon and Ed -

    1. Shutdown tasks - catching up

    2. Will not be at Thursday meeting

    3. Will not be in person at Feb meeting

  11. Standing Committee Updates - EC Liaison - (Chuck lead)

    1. Still need a couple more scheduled interim reports with EC,
      specifically: Infrastructure, Cybersecurity, Ticketing: https://docs.google.com/document/d/1pNfsXwr7640_7zk03mJu2jDUqDAsG37fOezlqNYcX0E/edit?usp=sharing

    2. Communications Standing Committee

      1. no report

    3. Cybersecurity Standing Committee

      1. See action in regular agenda

    4. Evaluation Standing Committee - Dave

      1. Update on surveys for next year slides

      2. Plan to improve response rate

    5. Infrastructure Standing Committee

      1. no report

    6. Ticketing Standing Committee

      1. no report

    7. Web Presence Standing Committee

      1. no report

  12. Milestone Review: (Link Below)

  13. EC Meeting To Do / Follow Ups: (Link Below)

  14. Reminders

    1. don't forget to review Engagement Tracker and Risk Register Review

      1. Upcoming Meetings & Events (https://docs.google.com/spreadsheets/d/1_EXKUOXmY-TVkDWaHR1-SuiKt404uGEnGSr6uQCkwzw/edit?gid=0#gid=0 )

      2. https://access-ci.atlassian.net/jira/core/projects/RR/list?sortBy=assignee&direction=DESC&filter=status%20in%20(%22Execute%20Contingency%22%2C%20Monitor%2C%20Review)

        1. ACO went through the Risk Register and assigned risks that were unassigned

    2. create a ticket if you have anyone onboarding or offboarding and need access permissions set properly

Additional Agenda Items

  1. Duo Telephone Authentication Option Recommendation - 15 min -@Leslie Froeschl

    1. Derek Simmel leading discussion on eliminating Telephone Authentication Option

      1. 8% of Duo population use a strongly discouraged method - auth where you get a phone call and anyone who touches your phone authenticates on your behalf - is unreliable and gets more lock outs and complaints using this method

        1. it does avoid setting up a passkey on your computer and installing an app

        2. It should be reasonable to ask people to install the Duo authentication method

      2. About a month ago - we were running out of telephony credits and we can’t refill and fix quickly because it has to go thru Illinois purchasing

      3. DUO discourages use of this method

      4. Tom - is this the would you prefer a phone call option? yes

      5. Announce change and contact those who are using it correctly and advise new users they cannot use it

      6. Some will say “I will not install any work related apps on my phone” - there are options and example we can share with them

        1. Duo has a nice How To document we can adapt

      7. Per Tim - wanted to make sure EC was aware and met with approval - address any concerns before implemented

      8. If you think of any questions - contact Derek

      9. Timeline - end of January and communicate now and reminder in the new year

    2. Decision: Removing the Telephone Auth Option - approved

  2. Acceptable Use Policy Update - vote - 5 min

    1. ACCESS Acceptable Use Policy v1.4

      1. RACI Matrix does not list the RPs - RACI is usually for internal people - Derek will make a note

    2. vote: Approved

  3. ACCESS Privacy Policy v1.4 - vote - 5 min

    1. https://docs.google.com/document/d/1vuQ0m82FpxABUVu1JjZwKpZ79u9w_EP8UgGxk8TCLn0/edit?tab=t.0

      1. RACI Matrix does not list the RPs - RACI is usually for internal people - Derek will make a note

      2. Will go into automation for ACCESS auth soon

    2. vote: Approved

  4. Next EC chair confirmed - 5 min

    1. Decision: Tom Furlani will be the next chair for next year - Jan 6, 2026

  5. ACCESS February Quarterly Meeting Catering - Progress - 2 minutes @Shannon Bradley

    1. Proceeding with quotes

      1. Hotel Breakfast - $25 per person per day

      2. I have menus from Beyond Catering and Events - reviewing now

  6. Vetting incoming requests for ACCESS projects - 20 min - @Stephen Deems (Unlicensed)

    1. vetting requests for new organizations to be entered into the database

      1. has documentation - https://docs.google.com/document/d/1n-uTk3gv1FGx-GY-fINph2ooNL_8eamIoZHZwxopL7o/edit?tab=t.0

      2. Tom - This plan is very person effort intensive

      3. Sharon - does this process all happen before someone becomes a user? yes

        1. There are known issues with students filing fake credentials and only an RP can catch some of this

        2. Advisor still has to vouch for the student

      4. Dave H - brought this up at a cybersecurity conference - this is an issue of having digital identities connecting to a real person

      5. Amit - organization - is this mostly private sector? Stephen classifies them as not academic

    2. No formal action yet - but this is the basis for being able to move forward as ACCESS begins program wide planning

  7. Dec Quarterly Meeting (5 min)

    1. Misha - Review agenda, pre-work synthesis and open time for any final questions related to Thursday, Dec 11 Quarterly meeting.

      1. John - wearing his PI hat

      2. Chuck and Misha will facilitate

      3. Send slides to Shannon and Misha

LINKS

Program Milestones

https://access-ci.atlassian.net/jira/core/projects/ECMT/list?sortBy=duedate&direction=ASC&filter=status%20IN%20(%22Annually%22%2C%20%22In%20Progress%22%2C%20%22Monthly%22%2C%20%22Ongoing%22%2C%20%22Quarterly%22%2C%20%22Semi%20Annually%22%2C%20%22Upcoming%22)%20AND%20labels%20%3D%20%22EC%22

 

EC Meeting Task Tracking + Quarterly and Annual Meetings To Do Follow Ups

https://access-ci.atlassian.net/jira/core/projects/ATT/list?sortBy=duedate&direction=ASC&filter=%22Category%5BCategory%5D%22%20IN%20(%22EC%20Meeting%20To%20Do%22%2C%20%2224Feb-QtrlyMtg%22%2C%20%2224June-QtrlyMtg%22%2C%20%2224Dec-QtrlyMtg%22)%20AND%20status%20IN%20(%22In-Progress%22%2C%20%22To%20Do%22)

 

Misc Topics:

Reference for Catering discussion: Email sent Dec 8, 2025

Hello All - 

I have taken the list of caterers from the Illini Center and narrowed it down to 1 caterer that I would like to get a quote from.

The hotel has an option for us to have a breakfast set up just for us.

I am thinking (if the price is appropriate) that I would like to do the breakfast at the hotel so people can choose when to come down and eat and save a delivery fee for the catering set up.

What do you think of this idea?

I am planning to get a quote from this caterer: https://www.beyondcatering.com/catering/corporate-drop-off/

They do drop-off catering at the Illini Center so they have experience dealing with the center and the process.

They also have experience dealing with food allergies and preferences.

I am planning to get a quote for:

  • Drink Setup - Coffee, Tea, Water, etc. - Tuesday, Wednesday, Thursday

  • Morning Break -  Tuesday, Wednesday, Thursday

  • Lunch -  Tuesday, Wednesday, Thursday

  • Afternoon Break -  Tuesday, Wednesday, Thursday

I am not planning on hosting a dinner so people can break out and either do team dinners or social dinners.

I would like to confirm if you agree with this plan if I could?

Do you have any other requirements?


Reference:

Risk Register:

https://access-ci.atlassian.net/jira/core/projects/RR/board

Project Change Request:

https://access-ci.atlassian.net/jira/core/projects/PCR/board