SAM Team Minutes 6-22-06

Colleague – Student Services Module

· Student Academic Management Team

Judy Eistedt and Kathy Krentz

Discussion Items and Summary

Discussion Item/Summary

Approval of June 15 Minutes

Registration and Restriction Rules (CRES/SRES) – Nursing and RT Courses

Jean Roberts explained that she had requested information pertaining to the admissions processes from both Nursing (entry level and advanced placement) and Respiratory Therapy.

Discussion was held regarding potential ways to handle the restrictions for these programs in Colleague, and the best way to insure that students are not allowed to register for RT and Nursing courses until the appropriate code is entered by whoever will be responsible for admitting them. Discussion was also held regarding listing the pre-program course requisites on the first course in the RT or Nursing program; however, Judy Eistedt explained that some of the courses can be taken either prior to being admitted to the program or during certain semesters (sessions) after starting the program. Darlene Peklar raised a concern about the eight-year rule on some prerequisite courses, and the fact students might be required to repeat the course(s) to qualify for admission, if they had taken a course over eight years ago.

Jean asked SAM team members to review this information prior to the July 20 and 21 training, and think about potential ways to handle these restrictions in Colleague. She further explained that this information will be sent to Doug today for review prior to discussion and setting up the rules in our July training. Jean also suggested that Doug might be able to set up a “dummy course” code that could be entered on the student’s record, thus allowing them to take the initiative to register either on campus or over the web when they have been cleared to enter these programs.

RGCT Registration Controls and RGUS Registration User Groups

Jean Roberts reviewed and explained the registration controls she had set up in RGCT for the various registration user groups, including NAMELESS, REGCLERKS, REGOVERIDE, REGTEMPS, and WEBREG. Jean noted that an expiration date had been set for “nameless” registration users, so their access would be denied after that date. Individuals in the nameless group would not be able to override anything.

Jean indicated that a CE user group is not yet included, as she wants to talk to Doug prior to adding a separate user group for CE. Since web registration users do not have any override capabilities, Jean indicated it may or may not be necessary to set up a separate user group for CE. She wants them to be able to register easily, unless there is a course restriction or hold of some kind.

Since Team members have been assigned to various user groups, Jean asked that they practice in test.

Define Academic Standing (President’s List, Dean’s List, Academic Probation/Dismissal) Criteria for Rules

Jean explained that Pat Werly prepared the President and Dean’s list processes, which will also be forwarded to Doug for review prior to our July training. This was another assignment we needed to complete, so he can assist us with setting up the rules for both in our July training.

Workflows for Grading, Transcript Processing and Graduation Audits

Jean explained the flow charts for degree audit and end of semester grading. She indicated that workflows for transcript processing would be discussed at the next meeting. The workflow charts for degree audit and grading will be forwarded to Doug for review.

Discussion was held regarding the recording and processes for incomplete grades. Jean felt the Incomplete Grade Policy might need to be revisited by Instructional Affairs Council, as some of the procedures outlined in the policy are not being followed. Also, when the instructor adds an “I” grade to the final grade sheet in Colleague, an expiration date must also be entered. Discussion followed regarding whether or not a default grade would need to be entered, if the incomplete was not changed to a grade by the expiration date. This process will also be discussed with Doug at the next training.

The degree audit flow chart was presented, and Jean asked for questions or comments pertaining to that document. Jean questioned where on the students’ record the catalog year is noted for degree audit. Chris Nowak explained that it is a manual process, and the actual catalog from that year is reviewed to determine whether or not the student has completed the requirements. Jean indicated that she would include some revisions from Chris prior to sending the flow chart to Doug for review.

Academic Program Update:

Jean thanked Lynne Wood for changing the list of programs to show the major first and the degree after the major. This decision was made after Jean and Chris attended the Michigan User Group meeting. Since students need to choose a program during the admissions process, this would make that process easier for them.

Jean Roberts stated that a Pre-Nursing and Pre-Respiratory Therapy Program should be added to the list of programs. Students not yet admitted to either program would fit into one of those categories; i.e., nursing students on the waiting list would choose pre-nursing and move to the Nursing Program when admitted.

Discussion was held regarding the Associate of Arts Degree that was officially eliminated in fall of 1996, and the fact that only about three students graduate under that old degree per year. Jean would like to get approval to do waivers for those few students and mark that degree as inactive. She will pursue this discussion with counselors and Academic Affairs.

Lynne Wood questioned whether a program named “undecided” should be added to the listing. It was agreed that this should be added with a department of Records.

Update from Team Members:

Each SAM Team member explained what progress they had made pertaining to their individual assignments.

Discussion was then held regarding a sample transcript that had been entered into the system, and Jean explained that grades, GPA cumulative credit hours, etc., calculated correctly. Jean noted that she and Bea would be working to create more students with historical data to test legacy grades; WA, WI, etc.

Jean indicated that our current policy for accepting transfer credits/grades is set at a minimum grade of C-, and this may need to be changed to a minimum of a C grade as many programs require the C as the minimum grade.

STTC – Student Type Codes

Jean displayed the student type codes that had been added to the system in the Accounts Receivable/Cash Receipts training held Monday and Tuesday since these codes are tied in with the billing module. She further explained that the codes with an “X” mean expired. If a student is eligible for a SAM waiver and then moves out-of-district, that waiver will need to be changed as it has expired.

Jean discussed the codes for holds on registration, some of which are Non-Sufficient Funds, Library Hold, Overdue Invoice, Parking Fine, etc. Darlene Peklar suggested an Athletic Hold or Sports Hold might need to be added. This will be discussed further at the next meeting.

Jean suggested that Sandra Schiller and Tom O’Brien should be invited to attend a future meeting for general discussion pertaining to how their courses for industry, Commercial Truck Driving, Firefighters training, etc., are going to be handled in the course section and section billing screens in Colleague.

Approval of June 15 Minutes

RGCT Registration Controls RGUS Registration User

Recommended for Test:

Academic Program Update: Approval of added programs

Recommended for Test:

NURS_PRE Pre-Nursing

RSPT_PRE Pre-Respiratory Therapy

UNDECIDED Program Undecided

Continuous Action Items

Action Description

Update Decision Workbook

Practice Registration Activities in Test

Terri, Chris, Bea, Darlene

Practice Transcript Processing

Prior Action Items - Open

Action Description

Planned Completion

> Determine specific instructional methods (ISTM) and their instructional load formulas (coordinate with OIT)

> Faculty Qualifications and Non-instructional assignments

> Review CU/FI Inquiry, Processing and Reporting screens

> Procedures Manual and Workflows: i.e., building a faculty member and all the related screens –who does what, when, etc.

Pending decisions on academic programs such as MACRAO, A.A., A.S.A. in active programs, etc. and reviewing naming conventions (PROG)

Determine method for changing courses –inactive, new number or title (COCO or EQCD)

Determine Discount Codes (DISC)

Billing of Courses/Sections (CRSB/SECB): Need codes entered by ARCR Team (Accounts Receivable/Cash Rec’ts)

Course and Section Notation Messages (ORES)

(Additional codes needed: i.e. Orientation Required, Safety Glasses Required, Software/Internet Access Required)

Determine if we are using multiple terms vs. one term for building of sections and date driven period (*Discussed-no vote)

Decide what data entered on the DEPT screen will default to courses and Academic Programs

Review/discuss need for CE Registration Controls in Test (RGCT)

Review/discuss need for CE Registration User Groups in Test (RGUS)

Create and enter Registration Eligibility Rules in Test

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

Define Academic Standing Criteria for Rules: Dean’s List, Academic Probation/Dismissal (APST)

Jean, Vilene, Pat, Lynne

Draft Workflow for Transcript Processing

Bea, Darlene, Chris, Jean

Define Class Level (Class Standing) criteria for Rules

(Discrepancy between Catalog and Board Policy)

Closed Action Items:

Action Description

Determine which courses count retakes for credit

Define and create additional Transcript Groupings

Define and create additional Grade Schemes

Enter some Standard Equivalencies in TEST for one or two institutions from which the largest number of students transfer

Workflow for Grading and Graduation

Action Description

Planned Completion

Practice Registration

Every SAM team member is now assigned to a Registration User’s Group

Invited Participants

Records and Registration

Student Services

SAM TEAM MINUTES

Meeting Logistics

Student Services

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SAM TEAM MINUTES

Meeting Logistics