SAM Minutes 3-24-06
March 24, 2006
Student Academic Management (SAM) Team
Meets every Friday 10:30-11:30 a.m.
Attendance: Jean Roberts (Team Leader), Judy Eistedt, Bea Halvorson, Terri Jourden, Kathy Krentz, Chris Nowak, Cindy Panici, Darlene Peklar, Vilene Rodgers, Pat Werly, Lynne Wood
REMOTE CONSULTING was scheduled at 10:30 with Mike Brubaker; however, due to a time zone misunderstanding, the consulting call came in at 11:30. Before the call, members discussed progress and various issues with application processes. Jean, as well as several team members, had some questions for Mike and his comments are noted below:
- Jean asked if SAM Team members should be working in the “Test” system. Mike said once code decisions have been made, information can be entered in Test. He also commented that the Hierarchy will have to be entered in Test; which is the responsibility of the CORE Team.
- It’s important to make some decisions by the April consulting dates regarding Curriculum Management and Curriculum Code Files and Val Codes, before they are entered into the “test” system (which will be done later). When determining codes, see training manuals and educational system for examples (remember these are “samples” only and may not apply to your institution).
- Determine “delimiter” for course numbers. A dash “-“ is most commonly used; however, a period “.” or underscore “_” may also be used.
- Check with other Application Teams (Admissions, Financial Services) regarding the use and coding of “shared” fields like Student Type, etc.
- Don’t worry about Curriculum “Rules” right now (courses with restrictions, etc.).
- Process Mapping: This is a fairly long, on-going process that isn’t critical to the April meetings. It would be helpful to compare current processes to Colleague capabilities. (Records is currently working on mapping grade processing.)
- Vilene encountered a problem with identification of a course time conflict during registration. Mike noted that was probably because the course meeting dates weren’t “rebuilt” on the SOFF screen. This must be done regularly to update day and time details.
- Mike was asked if a student bill or a registration screen included itemized tuition and fee charges, especially when dropping or adding courses. There was discussion and a determination that MCC doesn’t have enough data in the educational system to truly try this. More student info will be added to research this further.
- Discussion regarding the posting of a student’s intended transfer school: review workflows and programs to determine the best procedure to accomplish this task.
- Accessing special needs info: questions and discussion regarding using the EMER (Emergency Contact) screen.
- Student access to researching the availability of course sections offered specific days or times works well with web registration. There are other screens that can provide this information during in-person or telephone registration.
- Adding a faculty member that is not already in the system was reviewed; a “person” record must be added on the NAE screen, which automatically comes up for data input.
At the end of the conversation, Mike recapped and prioritized the tasks that are most important to the April on-site consulting. Jean will review these needs, divide the team into groups, and contact SAM Team members with specific assignments ASAP. (Note: April training is only two weeks away!)
Next Student Academic Management Team Meeting: Friday, March 31, 2006 – Rm. 1300
REMINDER: NO meeting Friday, April 7
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