CORE Minutes 1-20-06

CORE Application Team Meeting

Meets every Friday 8:30-9:30 a.m.

Attendance: Kelley Conrad (Team Leader), Patti D’Avignon, Stacey DeBrot, Beda Dubois, Peggy Jacobks, Joan Jolman, Kathy Krentz, Brenda Mitcheltree, Darlene Peklar, Mary Smith, Patricia Werly. Absent: Terri Jourden                       

1. Minutes: The minutes of the January 13 meeting were approved.

2. Meeting Place Changes

Kelley noted that whenever possible, the weekly CORE meetings will be held in room 1300.   She will send these dates to all team members. As we make decisions regarding standards and protocol, we can test them in Colleague at the same time. 

3. DeltaCollege Visit

Kelley has forwarded the dates of Tuesday, February 7 or Tuesday, February 28 to Kam as possibilities for a visit to Delta College.   He will follow up with Delta and let her know. 

4.  MCC Organizational Chart and Homework

Stacey reported that she has compiled all of the physical attribute data for the facilities required in Colleague. It was noted that the financial information for facilities can be added later (i.e. leases, rent, etc.). 

Kelley distributed an updated copy of the hierarchy planning exercise that was used during initial CORE training. The team went through the list of offices and departments, assigning a CORE member to each group. (A copy of the updated list assignment is attached.)

5. Spreadsheets

Kelley asked for review of the “people” demographic data on the M-87 spreadsheet and asked Patti if she would be the designated “keeper” of the spreadsheet to enter and maintain the data as decisions are made. Pat was asked if a “common” drive could be established for CORE, allowing Kelley and Patti authority to “change” data with “view only” capabilities for the rest of the team. Pat will follow-up with Mike Alstrom and let Kelley know. It was also noted that this file could be accessed in room 1300 also.

There was discussion and decisions were made on some of the following spreadsheet items:

Prefix – questioned the use of “Miss”, can this be hidden? (Ask Carol Hogan)

Suffix – add REV (Reverend). Discussion followed regarding PhD, DDS, etc. It was decided that the prefix of Dr. should be sufficient in CORE, otherwise maintenance could be difficult. Specific suffixes can be included in other data fields, like “mail name”. (Try and ask Carol)

Name Fields – Use legal name (on Social Security Card or other ID) Use other name fields as delivered/desired (nicknames, maiden, etc.)

Address Fields – Collect as noted (if available).

Residency - There was discussion regarding residency status determination and verification. Is it automatic based on zip code and/or high school graduation? (Ask Carol to verify the options here.)

Address Types – Investigate department needs, especially in Special Needs, Nursing, RT

Phone Numbers and E-Mail Addresses – Collect as noted

Identification Numbers (Social Security Number) – See new Board Policy

Other Demographic Information:

Race/Ethnicity – Mesh current Admissions and Human Resource requirements (white American/non-Hispanic, black American/non-Hispanic, Hispanic American, Indian American, Asian American, Foreign student, Unknown) and add multi-racial and non-resident alien (some are IPEDS requirements)

Gender – Collect as noted

Date of Birth – Collect if available (important identifier)

Marital Status – There was a question whether this was actually CORE data. (Ask Carol)

There was further discussion regarding the “sharing” of this type of information, especially in relation to student financial aid processing (between the Financial Aid and Special Needs Offices). Technically, if “conflicting” information is available, it should be shared and investigated.

International Information – Collect as noted

Academic Background – High School – Collect as noted. Check system defaults and where high school codes are entered

Academic Background – Post Secondary – Collect as noted

External Employment – Mary will review relative to HR, also students may work off-campus

Datatel Process Support and other Data Entry Processes – Will be reviewed and determined after consulting. Kelley asked that any current College policies (Board of Trustees Policy Manual and Student Handbook) and any state or federal regulation requirements be made available in room 1300 for reference as these decisions are made (i.e.: FERPA, HIPPA, IPEDS, SEVIS, etc.). Brenda will check with Minney regarding TOEFL test scores.

Pat indicated that if the information is used in more than one module, IT IS CORE data. Information specific to a single module is not part of CORE. Kathy reiterated that the main purpose of our CORE team is to determine the use of “codes” or “data”.

 Next Steps

Ø      Prepare to discuss the Demographic Data for Organizations M-87 Spreadsheet at the next meeting

Ø      Review and note any policies or procedures in your department(s) that may need to be reviewed by CORE

Ø      Review hierarchy list – after next meeting disseminate information as assigned