CORE Minutes 5-2-06CORE Application Team Meeting
Meets every Tuesday 8:30-10:00 a.m.
Attendance: Kelley Conrad (Team Leader), Patti D’Avignon, Stacey DeBrot, Peggy Jacobks, Terri Jourden, Kathy Krentz, Brenda Mitcheltree, Darlene Peklar, Mary Smith, Joan Jolman
Absent: Beda
1. Approval of April 28, 2006 Minutes:
Motion to approve: Peggy Jacobks
Support: Mary Smith
Discussion: None
Vote: Passed, unanimous
2. Institutional Hierarchy:
Kelley said that since Financial Services has been working in “test”, there has been some confusion with the academic “Office” designations. Rosemary asked if these codes and descriptions could be changed to “D” and “Dept”. Kelley checked with Kathy and VP Ferrentino, they said they had no trouble with the change. After CORE approval, Kelley will proceed with the approval process.
Motion to approve the hierarchy as amended: Peggy Jacobks
Support: Brenda Mitcheltree
Discussion: None
Vote: Passed, unanimous
3. More Codes:
ALIEN.STATUSES – Darlene had checked with Minney regarding this field, the two codes listed should be all that is needed: N Non-Resident Alien R Resident Alien
Motion to approve: Kathy Krentz
Support: Patti D’Avignon
Discussion: None
Vote: Passed, unanimous
Kelley met with Carmella regarding the following military/veteran codes. There was discussion regarding who will enter and use these codes. Peg explained the financial aid office perspective. Kelley asked this group to approve the military codes and further research will be done before recommending veteran types.
PERSON.MILITARY.BRANCHES – Reviewed, changing “M Marines” to “MC Marine Corps”, resulting in the following:
AF Air Force
ARMY Army
CG Coast Guard
MC Marine Corps
NG National Guard
NAVY Navy
Motion to approve: Peggy Jacobks
Support: Patti D’Avignon
Vote: Passed, unanimous
PERSON.MILITARY.STATUSES – Reviewed and after some discussion, Peg suggested adding
“I Inactive” resulting in the following:
A Active
AR Active Reserve
R Reserve
I Inactive
Motion to approve: Peggy Jacobks
Support: Patti D’Avignon
Vote: Passed, unanimous
VETERAN.TYPES – More research needs to be done regarding this element; it will be presented at the next meeting. Kelley will contact John Morano, Peggy will check the web, and Kathy will speak with Lois (Cashier).
4. Recommendations: Suggested “Look-up” protocols before adding a new record
a) Protocol for entering individuals, organizations or institutions 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
Motion to approve: Kathy Krentz
Support: Patti D’Avignon
Vote: Passed, unanimous
Organization look-up standard – Note: Different areas may need different information.
(i.e.: Accounts payable will need Social Security Number or EIN for 1099 reporting)
1. Partial name lookup – Look up by partial name, try at least 3 different ways.
Example: -International Business Machines
-Int Bus
-Inter
-IBM
2. Federal Identification Number (i.e. EIN 38-XXXXXXX)
3. Social Security Number
4. Organizations Colleague ID Number
Motion to approve: Stacey DeBrot
Support: Mary Smith
Vote: Passed, unanimous
Institution look-up standard – Institution in Colleague is an educational entity: a high school, community college, trade school, college or university.
1. Main word in name
2. Partial main name
3. CEEB #
4. FICE #
5. Colleague ID #
Motion to approve: Brenda Mitcheltree
Support: Mary Smith
Discussion: The CEEB and FICE numbers are generated by national or state testing or data collection entities (i.e. ACT, Accuplacer), which can generally be imported electronically. Kelley indicated this would probably be the most efficient way to obtain this information.
Vote: Passed, unanimous
b) Protocol for changing name and address on Colleague - PENDING
Faculty/Staff Address -A decision will need to be made where the changes will be submitted 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 above.
-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 – PENDING
Review at next meeting.(More research and benchmarking will be done.)
5. Open Issues:
1 Facilities – Stacey: has sent additional material to Kelley for review-they will work on this.
2 Privacy Code - Kelley and Pat (PENDING)
3 Directory Information - Mary and Brenda(PENDING)
4 International Info – Darlene: checked with Minney Milton and has all relevant info.
5 External Employment - Kathy and Patti: could be useful primarily to Nancy Maycroft for internships. Kathy noted that most information Academic Affairs areas may need would be included on faculty/staff records. Further research Datatel suggested usage of this element.
6 Role - Kelley, Pat, Beda and Joan (PENDING)
7 Deceased Individual Protocol – All team members research benchmarking and review
8 Bad Address “Hold” – All team members review
9 Bad Phone Number Tracking – Brenda asked if there is a way to track “bad” and former phone numbers in Colleague.
6. Action Items:
1 Name/Address Changes – Kelley will take to the Student Services Director’s meeting for review and discussion.
2 Veteran Types – Kelley, Kathy and Peggy will research
3 External Employment - Kathy and Patti will research
4 CORE Codes – Kelley will ask all other team leaders to let her know if they need certain codes reviewed to facilitate module training and testing
5 Hierarchy – Kelley will see that all team members get a copy of the “updated” hierarchy
6 Code Book – Kelley noted that it would be very helpful to have all of the “IOC Approved” codes on a shared drive. This should include CORE codes as well as those approved for other applications, which would allow for easy reference and review by all team members. Kelley and Patti will work on this project.
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