SAM Team Minutes 5-25-06

· Student Academic Management Team

President’s Conference Room

Discussion Items and Summary

Discussion Item/Summary

Approval of May 11, 2006 Minutes

Review Assignment of Action Items from Prior meeting and Trip report –

See below: #1 – 12

Assignment of new Action Items – See below #13 – 26

Approval of Courses that Count Retakes for Credit (4)

Approval of Using One Term vs. Multiple Terms (8)

Create additional Grade Schemes (22)

Issue/Risk and Description

Action Items / Open Items

Action Description

Planned Completion

Decide coding for academic programs such as MACRAO, A.A., A.S.A. in active programs, etc.

Review naming conventions

Doug suggested listing the major before the degree/certificate in the PROG Description, facilitating accurate selection by staff and students. Screens/applications that display this information will be researched by Jean and Pat.

Chris, Jean, Vilene, Lynne, Pat

Determine specific instructional methods and their instructional load formulas

Coordinate with OIT and HR (as they proceed through related training)

Determine method for changing courses –inactive, new number or title

Continue to review and test using EQCD Equate Courses or COCO Copy Courses

Determine which courses count retakes for credit

Jean distributed a list and asked if there were any additions or questions.

Determine Discount Codes

Continue to review with A/R Team as they train (Lois Smith, Lead)

Billing of Courses and Sections (CRSB/SECB)

Continue to review with A/R

Determine Course and Section Notation Messages (ORES)

Kathy indicated three messages are entered in “test”; one for physical exam required, immunization required, and calculator requirement. Additional needs and specific text will be reviewed before going live.

Determine use of Multiple terms vs. One term for building sections and date driven period

One term is the preliminary choice; more discussion and review is necessary

Decide what defaults to Academic Programs and Courses from the DEPT screen

Faculty Qualifications and Non-instructional Assignments

Coordinate with HR as they proceed through related training

Review CU/FI Inquiry, Processing and Reporting screens

Kathy, Judy, Lynne, Jean

Procedures Manual and Workflows

Build faculty members and all the related screens –who does what, when, etc.

Update Decision Workbook

Create and enter Registration Controls in Test

Create and enter Registration User Groups in Test

Create and enter Registration Eligibility Rules in Test

Practice Registration Activities in Test

Practice all student registration activities (add, drop, withdraw, etc.) in Test for at least one hour/day. If needed, use extra computer away from front Registration desk.

Terri, Chris, Bea, Darlene

Create and enter Restriction Rules in Test (CRES/SRES)

Determine attachment to Course or Section; research needs; consider Secondary Admits (Nursing, RT) here also. Jean has procedures from those depts. for reference.

Define Academic Standing Criteria for Rules: Dean’s list, Academic Probation and Dismissal

The current rules are very confusing and complicated. Policies will be reviewed; Pat will research current Legacy programming and Colleague functionality.

Jean, Vilene, Pat, Lynne

Define Class Level Criteria for Rules

Legacy system doesn’t determine this element (freshman, sophomore, etc.) More research will be done.

Define and create additional Transcript Groupings (if needed)

Define and create additional Grade Schemes (if needed)

Jean suggested adding two grade schemes:

RO Records Office – will include grades only Records Office staff may award; not faculty (i.e. WM, WI, etc.)

LG Legacy System – for “old” grades, those that are no longer used (i.e. WA, WR, F, etc.) Bea will research old catalogs and Pat will see what’s in Legacy.

Enter some Standard Course Equivalencies in Test

Pick one or two of the most popular institutions for testing. Jean suggested Baker and Grand Rapids CC

Chris, Terri, Sche (on Admissions Team)

Practice Posting Grades

Practice Processing Transcripts

Draft Workflows for Grading, Transcript Processing, Graduation

Grading and graduation have been started. Begin transcript draft.

Bea, Chris, Jean, Darlene

Approval of May 11, 2006 Minutes

Approve, as amended: Courses that count Retakes for Credit

Courses listed: BUS 268; T 106; MU 104, 105, 108, 109, 118; BUS 290CI;CIS 290CI; ED 290CI; TECH 290CI; COM 107 (corrected from 207); TH 141, 142, 144, 145, 147, 148

Can be taken twice for credit. It was also suggested to include this information in the College Catalog and possibly course descriptions.

Approve additional Grade Schemes

RO Records Office – grades only Records Office staff may award; not faculty (i.e. WM, WI, etc.)

LG Legacy System – for “old” grades, those that are no longer used (i.e. WA, WR, F, etc.)

Invited Participants

Records and Registration

Student Services

SAM TEAM MINUTES

Meeting Logistics

Student Services

document.write( 'Student Services' );

SAM TEAM MINUTES

Meeting Logistics