CORE Minutes 5-9-06

• Brenda: Current practice = looking up address in the phone book for every application received. If not in the phonebook, or if the student is applying in person, a copy of their driver’s license is collected.
• Terri: As of now, no address changes are taken over the phone (FERPA).
• Returned mail: When mail is returned for a student, should an address be changed or a “hold” placed on the record. Now that MCC’s envelopes are marked for “Return Service Requested”, mail is not forwarded and an alternate address is not noted on the envelope.  
• When addresses are obtained or changed over the Web, will the student’s PIN (or other password/ID) be accepted as an electronic signature. Most in attendance agreed that the PIN would suffice, especially in Web Advisor as Perry explained. Perry also indicated that addresses changed over the Web are not permanently posted to the student’s Colleague account and are collected in a separate address field requiring verification.
• Beda asked if all signatures must be kept on file. Should the signature be placed in the student’s academic file or kept in a separate “address change” file by academic year; allowing for easy disposal after the retention period.
• Documentation requirements: There was a great deal of discussion on this issue including what documents will be accepted and appropriate verification processes. 
• Document imaging capabilities: This is not included in Datatel, but Perry said there are some companies that Datatel works with on this. This may be a possibility in the future.
• Allowing numerous offices to distribute and collect the Change Forms would provide better customer service. These offices would then forward the form to the appropriate office (Records or HR) for processing.

• Kelley suggested that a non-employee student name or address be changed bydesignated Admissions Office and Registration/Records Office staff only, as discussed previously. 
• Name/Address Change Form: Terri said Jean is developing a Name/Address Change Form for Records Office use that should meet all of the needs we’ve mentioned, for both address and name changes. The form will require the student’s signature, and include a record of the required verification document(s). Kelley will meet with Jean and Terri to review the form.
• Address changes may be submitted:
• In person – with ID, Change Form with signature and required documentation
• Fax – Change Form with signature and required documentation
• Web – electronically signed Change Form (with Web Advisor PIN), to be verified with                            documentation
• Mailed in – Change Form with signature and required documentation
• Name Change required documentation: driver’s license, Social Security card, or legal court documents
• Name changes may be submitted:

                  §         In person – with ID, Change Form with signature and required documentation

• For consistent processing and easy reference, Patti suggested the Change Form should be required for all name andaddress changes for any person (student or employee), no matter how the change is submitted.

• Any employee name or address change will be done by Human Resources Office staff only.
• Address changes may be submitted:
• In person – with ID, Change Form with signature and required documentation
• Fax – Change Form with signature and required documentation
• Web – electronically signed Change Form (with Web Advisor PIN), to be verified with                           documentation
• Mailed in – Change Form with signature and required documentation
• Name Change required documentation: Social Security card or other legal court documents
• Name changes may be submitted:

• All required documentation is kept in an employee’s permanent file.
• As for students, Patti suggested the Change Form should be required for all name andaddress changes for any person (student or employee), no matter how the change is submitted.