SAM Team Minutes 8-3-06

Colleague – Student Services Module

· Student Academic Management Team

Discussion Items and Summary

Discussion Item/Summary

Approval of July 27, 2006 Meeting Minutes

Reminder: Training next Thursday and Friday, August 10 and 11

Revisit Credit Types (CRED.TYPES): AC, AP, CE, CEUS, CLEP, IN, LEAP, MISC, TR

These original codes were changed to a consistent 4-character format; however, it has been decided that the shorter, more “intuitive” codes make more sense

Subject Codes (SUBJ): Revise and add - FINARTS, SOCSCI, NATSCI (for “general” credit)

The codes entered in test originally, FIN-ART and SOC-SCI were read as courses in Colleague (with the hyphen delimiter); the codes above are suggested revisions, with the addition of NATSCI Natural Science.

CU Default Parameters (CDEF):

Approve Course/Section Defaults entered in “Test” – Jean and Judy explained the default recommendations as noted on the agenda. Judy indicated that the credits, contact hours, and instructional load figures are based on regulatory formulas.

CU Default Parameters (DEPT):

Approval of what will default from the DEPT screen to the course and academic program: Jean explained and recommended the following for defaults at the DEPT level, as appropriate: UG or CE for the Academic Level and Grade Scheme; R1 or (BLANK) for CE as Retake Policy; National CIP Codes will be discussed with consultant Aug. 10-11.

Additional Instructional Methods for approval: L+L Lecture and Lab, CLI for Clinical

After the last training session, it was decided that these codes should be added

Revise and add Other Restriction Codes (ORES): CALC, IMUN, PHYS, HSEV, BKGR, INT, ORIEN – Revise, discuss and approve additional “notational only” restriction codes. Kathy questioned the need for “Music Auditions”, specific “Software” requirements, “Knowledge of Word Processing Packages”, “Placement Test Recommended” (BUS 126), “Keyboarding Skills Required”. Judy noted that Music had changed the “audition” language to “music experience required”, and some of the other notes may be outdated; she will check with Dept. chairs and/or appropriate faculty to update these remarks.

Team Member Reports - Review of assignments

>Jean – Resolving equivalency subject issues and created additional subjects; researched and corrected “NAMELESS” problems; further review of duplicate records, working with OIT on new criteria/lists (418 records with duplicate SSN); continue conversion mapping consulting. Noted that the converted Legacy records will need to be tested, probably around the end of August, and asked if team members would be available for additional meetings, either more/longer day and/or evening meetings. She asked everyone to email their preferences for meeting days, evenings, and times.

>Lynne – Working on updating SAM workbooks and notes from recent training.

>Judy – Has reviewed “Instructor Methods”, ORES “Other Restriction” messages; updated and entered Nursing courses; working on RT courses; meets with ARCR team regarding fees (problems with refundable/nonrefundable), a rule may be necessary to fix; working on conversion mapping.

>Chris – When registering students, had trouble with “Residency Status” restrictions and couldn’t resolve through APPN or override; noted all teams are using the same samples for testing, which may cause problems for other practice scenarios.

>Terri – Practicing registration, overload rule (which worked appropriately), had encountered residency status holds but was able to override them.

>Vilene – Back-dated the Academic Programs and Degrees, tested credit hour load rules (figured correctly), described a problem with “No Valid Rate Table” message when registering a student for Microbiology (2007WI, sections 157 and 158) with other courses – but it worked OK when only course added. Jean will check with Rosemary on this issue.

>Darlene – Tested NUR 100 course registration; working on duplicate numbers and prereq issues; also had residency status holds and “Registration not allowed in UG courses” message. Jean suggested checking the PROG dates and validity.

>Bea – Continues to add RTS to student records; credit type had to be changed to MISC from INST; adding courses to STAC screen as needed.

>Kathy – Added NUR sections from 2005SU through 2007WI; various course sections 228-240 added to 2006FA and 241-250 to 2007WI for practice; will add more general, basic sections to future terms (2006FA-2007SP) for testing, informing team of section numbers; assigned newly entered off-campus sites for testing (location codes recommended by CORE).

Approval of July 27, 2006 Meeting Minutes

Approve revised Credit Types (CRED.TYPES)

ARCR AC Articulated Credit

ADPL AP Advanced Placement

CEDU CE Continuing Education

SBCE CEUSState Board

INST IN Institutional

Approve revised and added Subject Codes (SUBJ): for “General” Credit

Revise the following:

FIN-ART to FINARTS

SOC-SCI to SOCSCI

Add: NATSCI Natural Science

CU Default Parameters (CDEF):

Approve Course/Section Defaults entered in “Test”

Instructor Consent: NO

Allow Audit: YES

Only Pass/No Pass: NO

Allow Pass/No Pass: NO

Instructional Method: LEC Lecture

Section Status: A Active

Section LookUp No Days: 365

Credits/Contact Hours/Instructional Load:

CU Default Parameters (DEPT):

Approval of defaults from the DEPT screen to the course and academic program

Default Academic Level: UG or CE

Default Grade Scheme: UG or CE

Default Retake Policy: R1 or (blank)

Approve additional Instructional Methods (ISTM)

L&L Lecture and Lab

Approve revised and added Other Restriction Codes (ORES)

IM to IMUN Immunization Required

PH to PHYS Physical Exam Required

HSEV Health Status Evaluation

BKGR Criminal Background Check

INT Internet Access Required

ORIEN Orientation Required

SOFT Certain Software Required

MUEX Musical Experience Required

Continuous Action Items

Action Description

Update Decision Workbook

Practice Registration Activities in Test

All SAM Team Members

Practice Transcript Processing

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)

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 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

Practice student academic standing codes in “Test”: GOOD, DEAN, PRES, PROB1, PROB2, DISM

Practice Graduation Processing

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. Can use new sections and Nursing. If your student(s)’ program on the list* is not the one showing in Test, please change program to match the list.

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

Put end date on LG grades after conversion

Closed Action Items

Action Description

Determine Discount Codes (DISC)

Will not be used per AR Team

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

See Decisions Made #4

Check courses in Test for desired registration retake policy and appropriate count retakes for credit flag

Student Services

SAM TEAM MINUTES

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Student Services

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SAM TEAM MINUTES

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