SAM Team Minutes 6-29-06

Colleague – Student Services Module

· Student Academic Management Team

Discussion Items and Summary

Discussion Item/Summary

Approval of June 22, 2006 Meeting Minutes: Note new Action Item format

Live Sim February 27-28, 2007: A second Live Sim was scheduled closer to the actual “go Live” date, and due to the complexity of the student management module. The first one is scheduled for Dec. 13-14, 2006.

Class Level Criteria – Board Policy: Jean informed the President’s Cabinet of the discrepancy between the MCC Catalog and Board Policy Manual relating to student class level. Cabinet members agreed that Board Policy supersedes the Catalog; so Board Policy requirements will be used in Colleague.

A.A. and A.S. Programs – Flag as “Inactive” in Colleague: These degrees were discontinued about 10 yrs. ago and very few students complete these degrees yearly. Dr. Rule suggested notifying any students with these degree goals that they have two years to complete it; and if not done, the student must follow the current catalog requirements. OIT is working to identify these students for notification. The Cabinet agreed to consider the A.A. and A.S. degree programs “Inactive” in Colleague.

Minimum Grade of “C” Required to Transfer Credits to MCC: There is inconsistency in policies, some disciplines require a “C” and others “C-“. Cabinet members agreed that consistency of a “C” grade minimum for all transfer credits would be preferred. Jean will seek revision approval via the appropriate MCC councils.

Fall 2007 – Implement Earlier Registration Start: It has been suggested to begin Fall 2007 registration (the first in Colleague) in April 2007. Jean indicated that her staff will be registering students for Summer 2007 and posting grades in the “old” Legacy system, as well as coordinating Commencement. Considering the steep learning curve for both staff and students, frustration and poor service could emerge. Further discussion is planned, and perhaps a May or June reg start would be more feasible.

Five Year Absence Policy: The current catalog requires readmission if a student hasn’t attended in 5 years. Jean noted some colleges have a two year limit. This issue will be addressed later, but the general consensus was to compromise somewhere in between these policies.

Discontinue Mailing Grades: The President’s Cabinet approved the discontinuation of mailing grades via the USPS when Colleague and WebAdvisor are live and functioning, probably with Fall 2007.

EnterCourses (CRSE) with detail by July 20 Training (i.e., repeat policy, pre/coreq, course fees, etc.): Jean and Judy have been working together to update courses previously entered in TEST. Contact hours, tuition and other AR codes have been entered so the course billing information can now be completed. Courses with activity can’t be changed, so other updated courses will need to be added for testing. Jean, Judy, Kathy and Cindy will continue to build courses and sections.

Build scenarios on students in Test by July 20: When appropriate courses have been added, Jean, Chris, Bea and Darlene will work to build various scenarios.

July 13 Meeting: Many members won’t be able to attend due to Fall registration activity and another Training session. Since it’s the last meeting before the July 20-21 Training, it will convene. Members who will be absent are asked to convey concerns to Jean and any necessary votes will be conducted via email.

Transcript Processing Workflow – Information only: Sent to Doug per his request

Team Member Reports:

>Lynne – Updated Workbook and entering decisions in Test, revised Academic Programs to list Program before Degree (facilitates locating and selecting). Questions: Won’t accept NR with 0 times as course repeat policy; PTST Petition code screen, what to enter in “Delete Overload” and “Petition Granted” fields. She also suggests that we carefully note our decisions (including the rationale), and that we review codes as we “test” and be sure to note any revisions we may care to suggest for LIVE. It was suggested we consider codes to be more “intuitive” rather than “standard”.

>Judy – Has been entering courses required for the top 10 programs; verifying course info and incorporating AR decisions from their recent training; reviewing training materials to follow correct field use, rules and context. Conferred with Mary Smith regarding HR training and found that faculty information data hasn’t yet been covered; will stay in touch with Mary on this item.

>Bea – Entered several actual “sample” student transcripts with various dated Legacy information in Test; will communicate progress to Jean for setting up scenarios.

>Kathy – Has predominantly been working with Facilities in CORE, including researching Building and Room codes needed for off-campus sites. These have been reviewed by CORE and entered in Test for assignment to various sections. Codes will be shared with appropriate staff members for input and reviewed later for inclusion in LIVE.

>Chris – Has registered 10 students in Test; after encountering a problem with User Group assignments, which has since been rectified.

Approval of remaining CCD’s– MACRAO,:

MACRAO Agreement coding and descriptions were discussed and entered in the Colleague “Education” environment, after which, the credential of AGREE Agreement and Program of MACRAO.AGREE for MACRAO Agreement was recommended. DIPL, CERT and PROF recommended as noted.

Approval of Programs AA, AAS, AS, ASA with No Majors (PROG): Suggestions were discussed, including: Undeclared, Undecided, No Major, General Studies, and repeating the degree code (i.e. AA.AA). It was decided to table this issue until the July training for review with Doug.

The revised list of approved programs was displayed and discussed, listing “major” code before credential or degree.

Other: Approve programs (generally obsolete) to which students are currently assigned.

Approval of June 22, 2006 Meeting Minutes

Team members like new Action Item tables

Approval to Flag discontinued A.A. and A.S. Degree Programs as “Inactive” in Colleague

Jean has contacted Doug to be sure Degree Audit will recognize these former degrees in Colleague if they are flagged “Inactive”.

Approval of remaining CCD’s

After discussion regarding MACRAO fulfillment, the following CCD codes were approved to enter in “Test”:

CERT Certificate

PROF Professional Development

Approval of MACRAO Program

After discussion, the following PROG code was approved to enter in “Test”:

Approval of Revised Program Naming Convention and some of the remaining “Former” Programs (generally obsolete) - PROG

List “Major” code before degree or credential.

“Former” programs with students assigned were approved as follows:

IT.AAS ZNUR.AA

IT_CERT ZCJ.AA (Select Option)

WCM.AAS/1 ZCJ_.AA (Select Option)

WCM.AAS/2 ZAS.AS

Continuous Action Items

Action Description

Update Decision Workbook

Practice Registration Activities in Test

Terri, Chris, Bea, Darlene

Practice Transcript Processing

Practice Registration

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

All SAM Team Members

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.

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

Determine Discount Codes (DISC)

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

Define Class Level (Class Standing) criteria for Rules

(Discrepancy between Catalog and Board Policy)

Review remaining “obsolete” academic programs (partial list approved 6/29/06)

ClosedAction Items

Action Description

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

Draft Workflow for Transcript Processing

See Discussion Item #12

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

See Discussion Item #9

Action Description

Planned Completion

Meetings will be needed to discuss conversion issues; the first one is scheduled for July 10 (first day of Fall registration). Consultant schedules don’t allow rescheduling, so available team members will be asked to attend.

Invited Participants

Student Services

SAM TEAM MINUTES

Meeting Logistics

Student Services

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SAM TEAM MINUTES

Meeting Logistics