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SAM TEAM MINUTES
Meeting Logistics
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Project
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FIT
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Topic
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· Student Academic Management Team
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Date
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June 1, 2006
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Time
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10:00 a.m.
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Location
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HEC
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Room #
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1300
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Call-in #
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Facilitator
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Jean Roberts
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Scribe
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Kathy Krentz
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Discussion Items and Summary
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ID
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Discussion Item/Summary
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Facilitator
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1
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Approval of May 25, 2006 Meeting Minutes
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Jean Roberts
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2
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Complete exercise on page 2-7 in Using Academic Records Manual, “Procedure for Modifying a Student's Academic Program”
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Jean Roberts
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3
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Registration for Spring and Fall 2007: Discussion regarding registration for Spring in TIP and Fall in Colleague. Registration dates may need to be revised.
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Jean Roberts
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4
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Create and enter Staff records for SAM members in Test; needed to establish Registration User Groups
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Jean Roberts
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Issues/Risks
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ID
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Issue/Risk and Description
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Owner
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Date Entered
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Date to Review
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1
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None
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Action Items
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ID
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Action Description
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Comments
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Owner
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Status
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Planned Completion
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1
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Decide coding for academic programs such as MACRAO, A.A., A.S.A. in active programs, etc.
Review naming conventions
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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.
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Chris, Jean, Vilene, Lynne, Pat
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Open
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2
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Determine specific instructional methods and their instructional load formulas
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Coordinate with OIT and HR (as they proceed through related training)
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Judy, Kathy
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Open
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3
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Determine method for changing courses –inactive, new number or title
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Continue to review and test using EQCD Equate Courses or COCO Copy Courses
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Judy, Kathy,
Jean
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Open
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4
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Determine Discount Codes
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Continue to review with A/R Team as they train (Lois Smith, Lead)
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Judy, Jean, Chris
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Open
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5
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Billing of Courses and Sections (CRSB/SECB)
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Continue to review with A/R
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Judy, Kathy, Jean
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Open
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6
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Determine use of Multiple terms vs. One term for building sections and date driven period
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One term is the preliminary choice; more discussion and review is necessary
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Jean, Judy, Kathy
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Open
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7
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Decide what defaults to Academic Programs and Courses from the DEPT screen
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SAM Team
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Open
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8
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Faculty Qualifications and Non-instructional Assignments
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Coordinate with HR as they proceed through related training
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Judy, Kathy
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Open
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9
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Review CU/FI Inquiry, Processing and Reporting screens
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Kathy, Judy, Lynne, Jean
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Open
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10
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Procedures Manual and Workflows
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Build faculty members and all the related screens –who does what, when, etc.
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Judy, Kathy, Lynne
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Continuing
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11
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Update Decision Workbook
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Lynne, Jean
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Continuing
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12
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Create and enter Registration Controls in Test
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Jean, Terri
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Open
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13
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Create and enter Registration User Groups in Test
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Jean, Terri, Pat
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Open
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14
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Create and enter Registration Eligibility Rules in Test
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Jean, Terri, Pat
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Open
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15
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Practice Registration Activities in Test
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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.
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Terri, Chris, Bea, Darlene
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Continuing
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16
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Create and enter Restriction Rules in Test (CRES/SRES)
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Determine attachment to Course or Section; research needs; consider Secondary Admits (Nursing, RT) here also. Jean has procedures from those depts. for reference.
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Jean, Judy, Kathy
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Open
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17
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Define Academic Standing Criteria for Rules: Dean’s list, Academic Probation and Dismissal
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The current rules are very confusing and complicated. Policies will be reviewed; Pat will research current Legacy programming and Colleague functionality.
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Jean, Vilene, Pat, Lynne
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Open
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18
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Define Class Level Criteria for Rules
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Legacy system doesn’t determine this element (freshman, sophomore, etc.) More research will be done.
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Jean, Vilene
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Open
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19
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Define and create additional Transcript Groupings (if needed)
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Jean, Bea, Darlene
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Open
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20
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Enter some Standard Course Equivalencies in Test
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Pick one or two of the most popular institutions for testing. Jean suggested Baker and Grand Rapids CC
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Chris, Terri, Sche (on Admissions Team)
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Open
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21
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Practice Posting Grades
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Bea, Jean, Darlene
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Continuing
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22
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Practice Processing Transcripts
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Bea, Jean, Darlene
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Continuing
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23
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Draft Workflows for Grading, Transcript Processing, Graduation
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Grading and graduation have been started. Begin transcript draft.
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Bea, Chris, Jean, Darlene
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Continuing
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24
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Create additional students in test
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Create 10 new students each
(50 total)
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Bea, Chris, Terri, Cindy, Vilene
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Open
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25
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Continue to Practice Rules, assign Scenarios
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Academic Dismissal, Probation, etc.
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SAM Team
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Open
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Decisions Made
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ID
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Decision Item
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Discussion
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Motion
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Second
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Approval
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1
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Approval of May 25, 2006 Minutes
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Chris Nowak
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Darlene Peklar
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Unanimous
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Invited Participants
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ID
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Name
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Title
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Department
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1
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Jean Roberts
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SAM Lead
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Records and Registration
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√
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2
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Chris Nowak
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Records Auditor
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Records and Registration
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√
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3
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Bea Halvorson
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Transcript Clerk
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Records and Registration
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√
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4
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Terri Jourden
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Registration Clerk
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Records and Registration
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√
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5
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Kathy Krentz
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Academic Affairs
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√
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6
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Judy Eistedt
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Academic Affairs
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N
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7
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Lynne Wood
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Academic Affairs
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N
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8
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Vilene Rodgers
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Counselor
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Counseling and Advising Center
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√
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9
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Darlene Peklar
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Admissions/Transcript
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√
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10
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Cindy Panici
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Director of Continuing Education
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Continuing Education
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√
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11
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Patricia Werly
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Systems Analysis
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