January 20, 2006
Student Academic Management (SAM) Team

Meets every Friday 10:30-11:30 a.m.
Attendance: Jean Roberts (Team Leader), Judy Eistedt, Bea Halvorson, Kathy Krentz, Chris Nowak, Cindy Panici, Darlene Peklar, Pat Werly, Lynne Wood
Absent: Terri Jourden, Vilene Rodgers

Minutes/Agenda:
Jean distributed the agenda for today’s meeting and asked for any changes/discussion regarding the January 13 minutes. Cindy questioned the small number of duplicate records (287). Jean explained that this was based on limited data comparison, but it was a place to start. Cindy wondered if this number contained any of the “throw away” CE numbers. Pat noted that numbers from the 100000-300000 range were definitely bypassed, however, she will check on the criteria used (inclusion of the 400000 range numbers used for CEU’s?).

The minutes were accepted. Meeting Date Cancellations:
Due to prior commitments, Jean has canceled the following meetings: January 27, February 10, and April 7, 2006.

Colleague Training Room 1300:
Training in room 1300 should be scheduled with College Services. Pat said Kam had indicated that OIT should also be aware of the training room schedule. Pat will check with Kam to see if a procedure can be established between OIT and College Services regarding room 1300 usage. It was also suggested that a note be made on the reservation indicating the number of stations used, or if it’s a “closed” session. There are 10 training computers and it shouldn’t generally be a problem for others to train at the same time.

FIT Project Charter:
Jean distributed copies of the FIT Project Charter (1/10/06), and several components were reviewed, including: mission; vision; team rules, values, and responsibilities; and timelines. This information should also be posted on the FIT website soon.

Social Security Number Privacy Policy:
Jean announced that a new social security number privacy policy had been approved by the Board of Trustees this week. She has not seen the policy in print, but will get it to team members when it is available.

Curriculum Codes:
Chris shared copies of the current TIP curriculum code list which Pat explained. The first column is the “code” and any with an alpha suffix was set up for use in the Student Course Plan file. She wasn’t sure these SCP codes (with alpha) were still being used by the
counselors and will try to get information on when the codes were last used. A decision will have to be made whether to carry over the same codes or “translate” the data and possibly make some older codes “inactive” (if they were ever used, they can’t be deleted). The second 2-digit column is the appropriate catalog year. After the title, the CIP-NR column includes the related State regulated CIP Code (used for reporting purposes). In the last column (with no header), Pat indicated “T” = transfer, “O” = occupational, and “Y” can be either. Jean asked that Judy, Chris and Vilene review the curriculum code list for relevancy and need for translation to Colleague.

Next Steps: 

• Review TIP curriculum code list before on-site CU/FI/RG training, currently scheduled for Feb. 21-23 
• Follow up on a visit to Delta College (Colleague user) that is being planned for Tuesday, Feb. 7 or Tuesday, Feb. 28. Jean will keep team informed if there are openings for some of our team members to attend. 
• Benchmark with other Datatel users, especially in the case of Continuing Education students. Jean noted that there is a list of Colleague users on Datatel’s website. Kathy will locate the list Jean had previously shared with FIT, and send it to Cindy. Pat also noted that there are numerous Colleague user groups (GLUG - Great Lakes, MUG) that could provide excellent benchmarking information. She has attended some of these and they have proved to be very interesting and beneficial. Pat will check with Datatel to see if we can access their websites for research. No meeting next week (Jan.27). The next meeting is Friday, Feb. 3.