CORE Minutes 4-28-06CORE Application Team Meeting
Beginning May 2, meets every Tuesday 8:30-10:00 a.m.
Attendance: Kelley Conrad (Team Leader), Patti D’Avignon, Stacey DeBrot, Beda Dubois, Peggy Jacobks, Terri Jourden, Kathy Krentz, Brenda Mitcheltree, Darlene Peklar, Mary Smith, Patricia Werly, Perry Goodwyn
1. Approval of April 7, 2006 Minutes:
Motion to approve: Brenda Mitcheltree
Support: Peggy Jacobks
Discussion: None
Vote: Passed, unanimous
2. More Codes:
Kelley distributed a list of CORE.VALCODES to be reviewed and approved for recommendation today if possible. These are needed for mapping and critical to testing prior to “Live SIMS” coming up for other applications.
ALT.ID.TYPES – Alternate ID’s that can be accommodated in Colleague. Examples were provided and discussed. The final recommendation for inclusion in test includes the following (other codes can be added later if desired; i.e. Library SIRSI numbers, parking sticker numbers, etc.):
LEG Legacy system ID (to be converted from TIP)
FAO Financial Aid (“F number” student records that are electronically transferred to MCC, kept in prospect file)
CEU State Board Continuing Education Unit student numbers (400000 numbers, now in TIP, will have to be reviewed for transfer – may be duplicated with regular student numbers)
Discussion: Questions were raised regarding the priority of data transfer, and the possibility of overwriting previously populated demographic fields. Perry believes that previously converted data will not be overwritten. Perry and Pat will research this.
OFFICE.CODES – Used to group staff members for communications management (document/response tracking), rules, processing, and address record level security. Perry said these define internal office security and are easily added as needed.
Discussion: Perry notedthis element is predominantly used by Admissions and Financial Aid, where specific communications management training is scheduled within their module. Mary asked if this only applies to students or could also be used with employees/applicants. Perry felt we should start with the above student modules, and review this process later for any other applications. It was decided to assign codes to match the institutional hierarchy and start with the following (realizing that as training proceeds, other departments may use this functionality later):
ADMS Admissions
FINA Financial Aid
REGR Registration/Records
STLF* Student Life/Comm Outreach (*Kelley will check with Patti, who had to leave for another meeting)
PERSON.MILITARY.BRANCHES / PERSON.MILITARY.STATUSES / VETERAN.TYPES -
Kelley has met with Carmella and reviewed appropriate coding options. She will follow-up on these and get them to team members next week.
3. Recommendations:
a) Protocol for entering individuals or organizations on Colleague
Person look-up standard - 1. Social Security Number
2. Colleague ID Number OR Legacy Student Number
3. Name - first 2 letters of last name, (comma) first 2 letters of first name
- partial last name
- previous/former name
4. Birth Date
5. Address
Organization look-up standard – Beda will provide (use partial word, no punctuation). They have already dealt with this issue in the Financial module.
Institution look-up standard – Kathy will research and submit. Look-up procedure may be similar to organizations, but other elements are quite different and it should be considered separately.
b) Protocol for changing name and address on Colleague
Faculty/Staff Address - A decision will need to be made where the changes will be submitted, either HR or Payroll, and the work flow if the data is to be considered for additional processing, including benefit and possible income tax implications.
Documentation sources, (new) internal form and signature requirements need to be considered.
Faculty/Staff Name - Decision needed in conjunction with address change procedure
Documentation source must be a legal document, i.e. new Social Security Card, legal name change order.
Student Address - Changed bydesignated Registration/Records Office staff only.
(Non-employee)
Documentation requirements: Address Change Form (in person or on Web), signature (in person or electronic on Web), acceptable documentation (driver’s license, state ID, voter’s registration, passport, lease agreement, utility bill, etc.). To be reviewed further with benchmarking results and FERPA regulations. Also, decide how to handle returned mail – put “bad address” hold on student record?
Student Name - Changed bydesignated Registration/Records Office staff only.
(Non-employee)
Documentation requirements: To be reviewed further with benchmarking results and FERPA regulations. Consider: Name Change Form, signature requirements, legal documents accepted (Social Security Card, court ordered name change, etc.)
c) Protocol for dealing with deceased person’s records
More research and benchmarking will be done. Review at next meeting.
4. Open Issues:
1 Facilities – Stacey
2 Privacy Code - Kelley and Pat
3 Directory Information - Mary and Brenda
4 International Info - Darlene
5 External Employment - Kathy and Patti
6 Role - Kelley, Pat, Beda and Joan
5. Action Items:
1 Military/Veteran Codes and Name/Address Changes – Kelley will take to the Student Services Director’s meeting next week for review and discussion, includes personnel from: Records, Financial Aid, Counseling, Student Life/Outreach.
2 Organization Look-up Protocol – Beda will submit to Kelley for next Tuesday’s meeting
3 Institution Look-up Protocol – Kathy will research and bring to next week’s meeting
4 Deceased Individual Protocol – All team members research benchmarking and review
5 Bad Address “Hold” – All team members review
6 Bad Phone Number Tracking – Perry will research, and he suggested also contacting Datatel consultants for possible solutions. (Brenda asked if there is a way to track “bad” and former phone numbers in Colleague.)
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