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

  

Attendance: Kelley Conrad (Team Leader), Patti D’Avignon, Beda Dubois, Peggy Jacobks, Joan Jolman, Terri Jourden, Kathy Krentz, Brenda Mitcheltree, Darlene Peklar, Patricia Werly, Perry Goodwyn, Datatel Systems Consultant

Absent: Stacey DeBrot, Mary Smith    

 

1. Minutes:  The minutes of the February 17, February 24 and March 3 meetings were approved.

 

Kelley noted that the CORE team will oversee all code additions or changes. After implementation, a permanent committee (like CORE) will be created to review these issues and make recommendations. It was also suggested that CORE set up a “Dictionary of Codes” to keep track of all the codes we will use, and any changes or additions. This would only include codes that are approved for final use, not the versions we are creating as we work toward implementation. A “Data Dictionary” should be established too, to provide consistency throughout the applications and in reporting functionality.

 

The remote consulting scheduled for Monday, March 13 is from 9:00-9:30am. Since it is a short one, all team members don’t need to attend. Kelley will talk to Carol Hogan about our hierarchy, timeline and next steps and share the answers with the entire team. If any member has other questions for Carol, please get them to Kelley right away.

 

4. College Hierarchy - finalize: 

 

Kelley distributed the final copy of the MCC hierarchy. She commended the Academic Affairs Office for their work and noted that she followed their format for the other divisions. 

Motion: Kathy Krentz moved to accept the hierarchy as presented, pending final consultation with Carol Hogan.

Support: Brenda Mitcheltree

Discussion: It was noted that there are two “Tech” departments listed (in AA and IT). The IT “Office of Information Technology” department code was changed to “OTIS”, Office of Technology and Information Systems.

Vote: Passed as amended by unanimous vote

  

5. Data Spreadsheets - finalize: 

 

The “Person Data” and “Organizational Data” spreadsheet items were discussed and reviewed. A consistent code format was established as follows: 

 

a)      Single word – the first two letters will be the two digit code, unless it’s a duplicate, then it will be the first and third letter, etc.

b)      Two words (or more) – use the first letter of each word (or first two words), if that creates a duplicate, go to the second letter, then third letter, etc. (as necessary). 

c)      Where state, federal or “standard practice” codes are included, these fields will utilize those universally recognized codes (i.e. HR and payroll reporting, etc.).

d)      Duplicate codes – will be avoided wherever possible; however, some duplication may be necessary for mandated, “standard practice” codes in various unrelated fields.

e)      Some codes may be single letters or up to three characters based on best practices or for clarity.

  

CORE Code Description Recommendations by element are as follows:

  

Origins:   RA=Recruitment Activities, CC=Corporate Contact, ML=Mailing List, WO= Web Obtained, LG=Legacy, FA=Financial Aid, FR=Fundraising, IC=Institutional Contact, WI=Walk In, MI=Mail In, CA=Community Activity, TI=Telephone In, EA=Employment Applicant

Suffix: JR=Jr., SR=Sr., II, III, IV

Prefix: MR=Mr., MRS=Mrs., MS=Ms., DR=Dr., REV=Rev.

Address Types:  HP=Home/Permanent, AR=Accounts Receivable, VE=Vendor, CH=Check, CM=Campus, E1=Emergency 1, E2=Emergency 2,MA=Mailing, BI=Billing, LO=Local, TE=Temporary, WO=Web Obtained, BE=Business/Employment

E-Mail Address: PR=Primary, SE=Secondary

Phone Number: HO=Home, AL=Alternate, BU=Business, CL=Cell, E1=Emergency 1, E2=Emergency 2, FX=Fax, IN=International, TF=Toll Free, CM=Campus, HI=Hearing Impaired, NP=Not Provided

Race/Ethnicity: AI=American Indian/Alaskan Native, AS=Asian or Pacific Islander, BL=Black/Non-Hispanic, HS=Hispanic, MR=Multi-Racial, WH=White/Non-Hispanic, OT=Other, UK=Unknown, NR=Non-Resident Alien

Gender: M or F

Transcript Type: PS=Post Secondary, HG=High School, CE=Continuing Education, MT=Military Transcript, GE=GED

Transcript Status: O=Official, U=Unofficial, P=Partial

Address Change Source: AP=Application, CO=Correction, CF=Change Form, IP=In Person, MA=Mail In, PH= Phone, RM=Return Mail, WO=Web Obtained, EM=E-mail

 

Formatted Name Types: AR=Accounts Receivable, PO=Purchase Order, CH=Check, VE=Vendor, LE=Lender, FO=Foundation, GR=Grants, AG=Agency, CN=Consultant

Address Types: HP=Home/Permanent, AR=Accounts Receivable, VE=Vendor, CH=Check, CM=Campus, E1=Emergency 1, E2=Emergency 2,MA=Mailing, BI=Billing, LO=Local, TE=Temporary, WO=Web Obtained, BE=Business/Employment

Source:  ALN=Alumni, non-graduate, ALU=Alumni graduate, COR=Corporation, FOU=Foundation, other, COM=Community Foundation, FRI=Friend of the institution, VEN=Vendor, FAC=Faculty, PRO=Prospective student, STU=Student, STA=Staff, TRU=Trustee, CNT=Contact at organization, VOL=Volunteer, RET=Retiree, VET=Veteran

Address Change Source: AP=Application, CO=Correction, CF=Change Form, IP=In Person, MA=Mail, PH=Phone, RM=Return Mail, WO=Web Obtained, EM=E-mail

 

Motion: Peg Jacobks moved to accept the code descriptions for “Person” and “Organizational” data as recommended above, pending final consultation with Carol Hogan.

Support: Brenda Mitcheltree

Discussion: None

Vote: Passed, unanimous

  

Spreadsheet elements not finalized:

 

“Person” fields needing further review: Marital status (check with HR), International students (enter later, not used much @ MCC)

 

“Organization” field needing further review: Role (will discuss with Carol Hogan)