SAM Team Minutes 7-27-06

Colleague – Student Services Module

· Student Academic Management Team

Discussion Items and Summary

Discussion Item/Summary

Approval of July 6, 2006 Minutes

Training August 10 and 11: Reminder – please refer to training agenda and materials sent

Approval of Academic Levels (ACLV.Rules): AC.CLFR – Freshman

AC.CLSO – Sophomore

Academic Standing Codes (ACAD.STANDING): GOOD, DEAN, PRES, PROB1, PROB2,

DISM (Doug created in Test during training)

Academic Standing Rules (ACAD.STANDING) for PRES and DEAN (President’s and Dean’s Lists): Need to review with OIT. Doug entered by semester, but indicated computed columns may be necessary to include numerous semesters. Patricia Werly will research this issue. Rules should be in place before the first “Live Sim” in December at the latest. Jean noted that Doug had indicated the President’s List rule should be executed before the Dean’s List for maximum efficiency.

Approval of CE Academic Program (CESYSTEMASSIGNED): This program will default automatically to students with the CE academic level (per Doug’s recommendation).

Assignments – See New Action Items

Team Member Reports:

>Jean – Updating academic programs: transcript grouping (to DGAU Degree Audit), program types, months to complete; added “dummy” general transfer credit subjects (i.e. Art, Social Science); distributed an additional list of admitted students for all team members to use for testing. Asked for a motion to approve some general transfer credit subjects; matching some currently used in our Legacy system (see Decisions Made #5).

>Judy – Working with Patricia on conversion mapping. Nursing pre and co-reqs have been entered in “Test”; to enter RT courses next.

>Chris – Has admitted and registered 20 students in “Test”.

>Darlene – When registering students, encountered “don’t pass eligibility” and delinquent “hold” messages; not sure whether to fix and continue. Jean indicated that it’s a good test to get those messages, but to go ahead and try to fix the problems as well. Other module changes and testing may be going on concurrently, so various situations may arise.

>Vilene – Completed student scenarios assignment; changed academic programs; Nursing registrations were appropriately blocked; Nursing students could register for NUR classes, but not BIOL 105 (“no program” message). Jean reviewed a record and noted that the beginning date of the semester and academic program start date can’t conflict, so this data may need to be changed for individual students.

>Kathy – Still waiting for extension off campus locations to be entered into “Test” for section assignment/practice. (She is working with CORE to get that done.) As soon as courses are added and updated, will set up more sections in “Test”.

Approval of July 6, 2006 Minutes

Approval of Academic Levels: ACLV. Rules

As discussed with Doug in recent training; created in “Test”:

AC.CLFR Freshman

AC.CLSO Sophomore

Approval of Academic Standing Codes

Discussed and entered in “Test”:

GOOD In Good Standing

DEAN Dean’s List

PRES President’s List

PROB1 Academic Probation

PROB2 Academic Probation

DISM Academic Dismissal

Approval of Program for CE Students (automatic default)

Program added in “Test” for CE Academic Level:

CESYSTEMASSIGNED

Approval of Additional Subject Codes (SUBJ) for General Transfer Equivalency Credit

After discussion, the following subject codes were approved for “Test”:

FIN-ART Fine Arts

LANG Foreign Language

SOC-SCI Social Science

Continuous Action Items

Action Description

Update Decision Workbook

Practice Registration Activities in Test

Terri, Chris, Bea, Darlene

Practice Transcript Processing

Practice Registration

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: President’s List, Dean’s List, Academic Probation/Dismissal (APST)

Jean, Vilene, Pat, Lynne

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

“Equate” Courses in Test - Note: Obsolete courses may not equal current offerings, especially in the tech areas; check with depts. as needed

Review Obsolete Courses Relative to Repeats

Review Approved Programs with “Z” prefix: Research IAC action to verify inactive programs

Closed Action Items

Action Description

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

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

July 21 (Training)

Action Description

Planned Completion

ACAD.STANDINGS: GOOD, DEAN, PRES, PROB1, PROB2, DISM

Practice in “Test”

Practice Graduation Processing

Check that courses in Test are set with desired registration “retake policy” and have the “count retakes for credit” flag set appropriately

Set up Nursing courses with the appropriate pre-and co-reqs for testing

Create more Nursing sections after Judy enters appropriate pre/co-reqs in Test

Determine what “fake” courses for general transfer credit are desired and create them in Test

Register students on list in RGN that you have been assigned. Please try registering students for sections that were forwarded last week, and for Nursing courses in 2007WI. If the program for your student(s) on the list* is not the one showing in Test, please change student’s program to match the program on the list.

*See Student Scenario List

Register some this week; and more after additional Nursing sections are created

Confer with Admissions Team about creating application automatically behind the scenes for CE students

Student Services

SAM TEAM MINUTES

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Student Services

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SAM TEAM MINUTES

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