SAM Team Minutes 7-6-06

Colleague – Student Services Module

· Student Academic Management Team

Discussion Items and Summary

Discussion Item/Summary

Approval of June 29, 2006 Minutes:

-Correct New Action Items #1 to Conversion Mapping, remove AR Team participation.

-Change Discussion Item #6 from Fall 2008 to Fall 2007

-Correct error in Decision Item #5, former program listed as MCM.AAS/2 should be WCM.AAS/2

July 20 Training – 8:30 am–4:30 pm: A change in travel arrangements allows Doug to be here for training at the usual time and not 10:00 a.m. to 6:00 p.m. as previously scheduled.

Class Level Criteria – Board Policy defines “Freshman” status as less than 26 semester hours, and “Sophomore” as 26 or more semester hours. These criteria will be used to build Class Level Rules in Colleague. Applicable screens and codes were reviewed.

Registration Eligibility Rules – Jean referred to the handout emailed to members, noting the financial codes already listed (decided by AR Team). The other elements were discussed; including Admissions concerns and the development of codes indicating responsible dept.

Jean asked if there were any other situations that should be included. Rules will be written during the July 20-21 training.

Registration Restriction Rules – These rules predominantly cover “secondary admit” programs such as Nursing and Respiratory Therapy. Jean asked if any other programs need to be considered here. Pre-req issues were also discussed. These concerns will be addressed during the July training session.

Team Member Reports:

>Lynne – Continues to update workbook; researching President’s and Dean’s list history and criteria; reviewing relevant Coordinating Council and IAC actions.

>Judy – Has updated most course sections in Test with correct billing and contact hour data, will finish soon. She will let Kathy know when done so more sections can be entered.

>Jean – Has updated most courses according to the repeat policy. Discussed the need to “equate” courses in test, and the fact that older courses don’t actually equal current offerings, especially in the tech areas. These older courses also need to be reviewed relative to repeats.

>Kathy – When courses are updated, will enter more sections in test, specifically testing certain elements, such as: off-campus locations, buildings, rooms, and various CE offerings.

>Bea (per Jean) – Has entered “old” Legacy courses and grades in test for scenarios.

>Registration Staff – Jean reported several staff members will be working extra hours to focus on testing Colleague registration and academic record functionality.

Revisit Programs with “Z” prefix with Doug:

At the last meeting, inactive programs with students still enrolled were approved with a “Z” prefix (i.e. ZNUR.AA.). Jean discussed this coding with Doug and he felt it would work; however, he also suggested we describe them as “Do Not Use”. These descriptions won’t show on a student transcript and inactive programs can be entered on the SACP screen. Consistent coding, limiting access, “inactive” and “frozen” program maintenance issues were discussed. It was suggested that IAC action be reviewed to verify inactive programs.

Approval of One Term:

It has been determined that using one term, rather than multiples within a term (i.e. first 5 week or first 7 ½ week module, etc.) will be used at this time. The use, appropriate code and field locations in Colleague were reviewed. Changing from our current 7 ½ week Spring and Summer sessions to one 12 week Summer session, per new faculty contract, was discussed; as well as revising term codes using SS (Spring and Summer) and SP (Spring).

-There will be a regular SAM meeting next week, even though some members will be absent due to Fall reg.

-Jean will send a copy of the July 20-21 Training Agenda to all members

-Further research will be done regarding secondary admit “wait lists”. Brenda will check with Perry, Troy (Admissions Consultant), and Vicki H. regarding RT admit process (who does what, when)

-Need CE as an Academic Program

Approval of June 29, 2006 Minutes as Amended

Judy asked for clarification regarding Fall reg. beginning in April (Discussion Item #6). Jean explained that further discussion will take place with appropriate depts., but she doesn’t anticipate Fall 2007 reg. beginning before May at the earliest.

Note: Conversion Mapping meeting will review courses, grades, GPA’s, etc.

Class Level Criteria

After reviewing codes and rules in both education and test, the class level policy for rules in test was approved as:

Freshman (FR) < 26 semester hrs.

Sophomore (SO) >= 26 sem. hrs.

Determine use of Multiple Terms vs. One Term for building sections

After reviewing various options, it is recommended to use one term at this time.

In light of the revised academic calendar recently negotiated with the faculty, it was decided to:

Remove “Pending SS Spring/Summer” from workbook (RYAT and SESS)

Discontinue using SS Spring/Summer and SP Spring in Colleague (SU Summer will continue to be used)

Add Academic Program:

Approve added academic program:

CE Continuing Education

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

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)

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

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

Closed Action Items

Action Description

Determine if we are using multiple terms vs. one term for building of sections and date driven period

Define Class Level (Class Standing) criteria for Rules

Action Description

Planned Completion

“Equate” Courses in Test

Note: Obsolete courses may not equal current offerings, especially in the tech areas. May need to check with depts.

Review Obsolete Courses Relative to Repeats

Review Approved Programs with “Z” prefix

Review IAC action to verify inactive programs

Further research Secondary Admit “Wait Lists” (Nursing, RT)

Brenda checking with Perry, Troy (Admissions Consultant); Vicki H. regarding RT admit process (who does what, when)

Invited Participants

Records and Registration

Student Services

SAM TEAM MINUTES

Meeting Logistics

Student Services

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SAM TEAM MINUTES

Meeting Logistics