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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 15, 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 June 1 Minutes: meeting date corrected from May 11
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Jean Roberts
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2
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MUG Meeting Report:
At the recent MUG meeting, Jean discussed coding and naming Academic Programs. On Macomb’s web site, no codes are listed, just the major followed by the degree/credential. These are listed in alpha order BY CODE, even though the code isn’t visible. So, some of the majors can be out of order and somewhat difficult to find. We will have to keep this in mind when setting up and testing our programs. Lynne, Chris and Jean will be working on this in Test.
Many users also shared problems regarding duplicate records and the importance of specific, comprehensive training. Some duplication is inevitable, but developing initial research and review processes for all entities (institutions, students, organizations, etc.) will help alleviate these errors.
Chris attended an Admissions session and reported that colleges are now requiring health insurance for all international students. There have been some situations that proved to be very costly to the institution. Chris also worked with Degree Audit and said it works well overall, but the form designs were disappointing. Several colleges are closely monitoring FERPA compliance by funneling all appropriate correspondence through the Records Office to verify compliance.
It was also noted that Schoolcraft appears to efficiently manage their Nursing wait list, this will be benchmarked.
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Jean Roberts
Chris Nowak
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3
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Approval of RPOL Repeat Policy and codes 1x and 2x and grades allowed to be repeated
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Jean Roberts
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4
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Approval of partial Academic Record Code Files: STLD-Student Load Rules, GRDC-Grade Codes for grade schemes, additional TRGR Transcript Grouping, STTC Student Type Codes, CLAS-Class Level codes
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Jean Roberts
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5
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Approval of partial Registration Code Files: RGCT- Registration Controls, RGUS- Registration Users, RGSD- no code, PTST- Petition Status
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Jean Roberts
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6
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Courses/Sections in “Test” Update: Kathy noted that she’s been building sections and Judy is entering courses. A variety of courses (200+) over two academic years (2004FA to 2006SP) are currently in “Test”. Kathy has focused on general ASA degree courses to this point, and Judy is reviewing specific program courses to add and test.
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Kathy Krentz, Judy Eistedt
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7
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Equivalencies in “Test” Update: Twenty-five course equivalencies have been entered for BakerCollege. Sche is working on GRCC for entry soon.
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Chris Nowak
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8
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Other:
Degree/Transcript test: Courses and grades from an actual transcript (degree
granted) were entered into Colleague “Test” for calculation processing, with
the same outcome.
Students in “Test”: Jean reported there are currently 80 students entered
Colleague Training Room added: Room 349 is now set up with 8 computer stations
for training and practice.
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Jean Roberts
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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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Approval of RPOL Repeat Policy and Codes: 1x and 2x and grades allowed to be repeated
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Jean had already entered “1X” for “Repeat, one time”. Discussion: regarding number of times various MCC courses can be repeated, and whether or not the grade/credit counts more than once. (A list of courses was presented at the May 25 meeting.) Perry noted that the repeat grade issue is handled on the “grade” side.
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Jean
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Open
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Vote Today
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2
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Approval of partial Academic Record Code Files:
STLD-Student Load rules
GRDC-Grade Codes for grade schemes
TRGR-Additional Transcript Grouping
STTC-Student Type Codes CLAS-Class Level Codes
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Review Student Load/Status Rules that Doug had entered into test. Upon review, some of the description equations had to be clarified (with Board Policy) and revised.
Grade Codes, Transcript Groupings, Student Type and Class Level Codes were discussed. Kathy suggested tabling the STTC codes until other applications have reviewed them.
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Jean
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Open
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Vote Today
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3
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Approval of partial Registration Code Files: RGCT- Registration Controls RGUS- Registration Users RGSD-No Code
PTST- Petition Statuses
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RGCT and RGUS: Discussion regarding functionality and use of these codes and whether separate RGCT codes were needed in every category for both CE and UG reg. Questions were raised on RGUS –WEBREG, where students would be the “users”.
RGSD: No codes needed here – will change with semesters/situations.
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Jean
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Open
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Vote today
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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 June 1 Minutes
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The meeting date of May 11 on the agenda was corrected to June 1.
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Chris Nowak
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Terri Jourden
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Unanimous
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2
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Approval of RPOL Repeat Policy and Codes
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Recommend Retake codes of:
R1 Repeat, 1X
R2 Repeat, 2X
Amended to include:
NR Not Repeatable
After considering CE courses, the following code was added:
UN Unlimited
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Chris Nowak
Lynne Wood
Cindy Panici
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Terri Jourden
Jean Roberts
Kathy Krentz
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Unanimous
Unanimous
Unanimous
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3
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APPROVAL OF ACADEMIC RECORD CODE FILES (Partial):
STLDStudent Load rules Descriptions Only
(Codes will be finalized at a later date)
GRDC Grade Codes
CE - Continuing Education:
LG - Legacy Grades:
RO – Records Office
UG – Undergraduate
STTC Student Type Codes
TRGR Transcript Groupings
CLAS Class Level Codes
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Motion to accept descriptions as entered with revisions* noted:
Fall/Winter:
F Full-time >or = to 12 and <or
= 18*
T Three-Quarter >or = to 9 and <12
H Half-time >or = to 6 and <9
L Less than ½ Time <6
O Overload >18
Spring/Summer:
F Full-time >or = 6 and <or = 9*
H Half-time <or = 3 and <6
L Less than Half-time <3
O Overload >9
Motions to approve all as listed:
CS Community Services
NC No Credit
F Failure
AU Audit
X Absent from Examination
WR Withdrawal Repeat
TF Transferred
AP Advanced Placement
AC Articulated Credit
EX Credit by Examination
WE Work Experience
LE Credit for Life Experience
WI Withdrawal Illness
WM Withdrawal Military
WA Withdrawal Agreement
(To be awarded by appropriate Registration staff only - not for faculty entry)
A Excellent
A- Excellent
B+ Above Average
B Above Average
B- Above Average
C+ Average
C Average
C- Average
D+ Below Average
D Below Average
D- Below Average
E Failure
P Pass
NP No Pass
I Incomplete
AU Audit
W Withdrawn
WF Withdrawal Fail
WPWithdrawalPass
Codes involve SAM students, Native American Grants, Sponsors, etc. Motion to TABLE these codes until other applications (Admissions, A/R, etc.) have discussed them also.
Motion to add DGAU Degree Audit
(Needed for the degree audit process)
FR Freshman
SO Sophomore
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Kathy Krentz
Darlene Peklar
Cindy Panici
Darlene Peklar
Kathy Krentz
Kathy Krentz
Chris Nowak
Cindy Panici
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Cindy Panici
Terri Jourden
Chris Nowak
Chris Nowak
Darlene Peklar
Cindy Panici
Terri Jourden
Terri Jourden
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Unanimous
Unanimous
Unanimous
Unanimous
Unanimous
Passed
Unanimous
Unanimous
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4
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APPROVAL OF REGISTRATION CODE FILES(Partial):
RGCT- Registration Controls
RGUS- Registration Users
PTST- Petition Statuses
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Motion to approve codes:
NAMELESS Nameless Users
(required by Colleague)
UGREG Undergrad Reg Control
WEBREG Web Registration Control
The code for CEREG will be discussed with Doug. Perry noted that more control options are needed for “in-person” reg. He will also research the need for a separate code for CE WEBREG.
Motion to approve codes:
NAMELESS Nameless Users
(required by Colleague)
REGOVERIDE Registration
Override Users
REGCLERKS Registration Clerks
REGTEMPS Registration Temps
WEBREG Web Registration Users
(Students would be the “users”-
further research, affect on CE
students?)
Motion to approve codes:
A Accepted
D Denied
P Pending
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Chris Nowak
Lynne Wood
Chris Nowak
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Terri Jourden
Terri Jourden
Darlene Peklar
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Unanimous
Unanimous
Unanimous
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Action Items from Prior Meetings and Trip Report
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ID
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Action Item
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Owner
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Date Entered
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Planned Completion
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1
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Pending decisions on academic programs such as MACRAO, A.A., A.S.A. in active programs, etc. and reviewing naming conventions
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Chris, Vilene,
Lynne, Jean
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Open
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2
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Coordinate with OIT to determine specific instructional methods and their instructional load formulas. Confer with HR
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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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Kathy, Judy,
Jean
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Open
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4
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Determine which courses count retakes for credit
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Chris, Vilene,
Jean
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Open
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5
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Determine Discount Codes
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Judy, Jean,
Chris
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Open
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6
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Billing of Courses/Sections (CRSB & SECB)
Confer with A/R
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Judy, Kathy,
Jean
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Open
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7
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Course and Section Notation Messages
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Judy, Kathy
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Open
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8
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Determine if we are using multiple terms vs. one term for building of sections and date driven period
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Jean, Judy, Kathy
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Closed
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9
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Decide what data entered on the DEPT screen will default to courses and Academic Programs
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SAM Team
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Open
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