|
|
SAM TEAM MINUTES
Meeting Logistics **REVISED**
|
Project
|
Colleague – Student Services Module
|
|
Topic
|
· Student Academic Management Team
|
|
Date
|
August 17, 2006
|
Time
|
10:00 a.m.
|
|
Location
|
Main Campus
|
Room #
|
President’s Conference Room
|
|
|
|
Facilitator
|
Jean Roberts
|
Scribe
|
Kathy Krentz
|
NOTE: No meeting next week (August 24) - Faculty Seminar Days and grade posting
Next meeting: Thursday, August 31 (Let Jean know if you have any items for
the meeting)
Discussion Items and Summary
|
ID
|
Discussion Item/Summary
|
Facilitator
|
|
1
|
Approval of August 3, 2006 Meeting Minutes
|
Jean
|
|
2
|
Determine methods for changing courses – inactive, new number or title (COCO or EQCD)
Discussed Doug’s recommendations during training: EQCD really bogs system down when used frequently, noted renamed/renumbered courses will automatically be equated “behind the scenes” by a unique identifying number in Colleague. Suggested equating (EQCD) only “meet together” courses like BUS 105/MATH 115. Judy will research further and make a recommendation at the next meeting.
|
Jean
|
|
3
|
Testing: Conversion from R17 to R18 – Jean asked any team members that were available to work on Sat., Aug. 26, time TBA. Members will be notified when day and time are verified. Available: Jean, Chris, Lynne, Bea, Pat, Terri, Judy, Kathy
|
Jean
|
|
4
|
Create “Old” Program Table and Codes for Conversion – Pat indicated this data may need to be entered to accommodate demographic and admission information in LIVE. Jean and Pat will continue to work on this issue.
|
Jean
|
|
5
|
Assignment Deadline: September 7 (For those team members who haven’t yet completed their RGN registration assignments)
|
Jean
|
|
6
|
National CIP Code Default – Doug noted that CIP codes are entered at the Major level and default to Programs (not Depts.) This data is needed for IPEDS.
|
Jean
|
|
7
|
Approve: Not using “User Registration Control” or “Registration User Group” for CE
|
Jean
|
|
8
|
Team Member Reports – Review assignments: Jean asked that all members review their individual assignments, try to complete before the next meeting, contact her with any questions or problems
|
Jean
|
|
9
|
Approve Non-Course Test Codes (NONC) – Chris distributed and explained the rationale used for the “Non Course Test Codes” she developed (following Doug’s example in Test). These codes will be included in the “Other Tests” field on TSUM. There was discussion and a correction of AP.GOVT to AP.GOVT1 tocorrespond to AP.GOVT2. Vilene questioned whether LEAP, Proficiency Exams (OSE), and Articulated Credit would be considered “Other Tests”. Chris noted that LEAP, Military and Articulated credit will be “non-course” credit entered on a different screen, not recorded on TSUM as “test” credit.
|
Jean, Chris
|
|
10
|
Review Next Steps – Doug’s Trip Report: Jean commended the Team for their continued focus and hard work, especially during training.
>She and Lynne will update and review the code files and Valcode tables in the workbook. Additional AC Code files will need to be decided and entered in Test. Some codes used by other modules (Admissions, AR) will need to be reviewed and added.
> Jean – Cashier Control/User Group set-up
>Testing scenarios for Oct. Training, to be used for live simulation
|
Jean
|
|
11
|
Other:
>Academic Program Standing Rules (APST) – Chris will research to see what we may need (i.e. Nursing entry requirements, corrections certificate, etc.)
>Withdrawal Reasons related to IPEDS (Pat will review what’s on Colleague for IPEDS reporting)
>Review including certificates (various Dan Bialas training programs), CE and Phlebotomy credentials in Colleague
>Jean received a “student test plan” from Joan – shared with team for review, suggestions. She will revise as needed and make specific assignments for testing on Aug. 26.
>Jean asked Judy to compile list of Legacy “Curriculum” reports for Doug to compare with Colleague-delivered reports when he returns in Oct.
>Next Training: Remote consulting Sept. 18, On-site Oct. 10-11
|
Jean
|
Decisions Made
|
ID
|
Decision Item
|
Discussion
|
Motion
|
Second
|
Approval
|
|
1
|
Approval of August 3, 2006 Meeting Minutes
|
|
Lynne Wood
|
Vilene Rodgers
|
Unanimous
|
|
2
|
Approval to NOT assign “User Registration Control” or “Registration User Group” for CE registrations
|
As discussed with Doug in training, it’s much more efficient to not use any Registration Controls or User Groups for CE student registration.
|
Kathy Krentz
|
Chris Nowak
|
Unanimous
|
|
3
|
Approval of “Non-Course Test Codes” (NONC)
|
Standard coding for College Level Exam Program (CLEP) and Advanced Placement (AP) was approved as presented (per list) with the change of AP.GOVT to AP.GOVT1
CLEP.(Subject code)
AP.(Subject code)
|
Judy Eistedt
|
Terri Jourden
|
Unanimous
|
Continuous Action Items
|
ID
|
Action Description
|
Comments
|
Owner
|
|
1
|
Update Decision Workbook
|
|
Lynne, Jean
|
|
2
|
Practice Registration Activities in Test
|
|
Terri, Chris, Bea, Darlene
|
|
3
|
Practice Grading
|
|
Bea, Darlene, Jean
|
|
4
|
Practice Transcript Processing
|
|
Bea, Darlene, Jean
|
|
5
|
Add more general, basic sections to future terms for more testing
|
Add sections to 2006FA, 2007WI and 2007SP
|
Kathy
|
Prior Action Items
|
ID
|
Action Description
|
Owner
|
Status
|
Planned Completion
|
|
1
|
Confer with HR:
> 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.
|
Judy, Kathy
Judy, Kathy, Jean
Judy, Kathy, Lynne
|
Open
|
|
|
2
|
Determine method for changing courses –inactive, new number or title (COCO or EQCD) – See Discussion Item #2
|
Judy
|
Open
|
Aug. 31
|
|
3
|
Determine Academic Standing Rules for Part-time Students using computed columns in Colleague (President’s List, Dean’s List, etc.)
|
Jean, Pat
|
Open
|
|
|
4
|
Review remaining “obsolete” academic programs (partial list approved 6/29/06)
|
Chris, Lynne, Vilene, Jean
|
Open
|
|
|
5
|
Review Obsolete Courses Relative to Repeats
|
Jean, Judy, Chris
|
Open
|
|
|
6
|
Review Approved Programs with “Z” prefix: Research IAC action to verify inactive programs
|
Jean, Lynne
|
Open
|
|
|
7
|
“Equate” Courses in Test - Note: Obsolete courses may not equal current offerings, especially in tech areas; check with depts. as needed
|
Jean, Judy
|
Open
|
|
|
8
|
Practice student academic standing codes in “Test”: GOOD, DEAN, PRES, PROB1, PROB2, DISM
|
Jean, Chris, Terri
|
Open
|
|
|
9
|
Practice Graduation Processing
|
Chris, Jean
|
Open
|
|
|
10
|
Register students in RGN that you have been assigned.
|
Bea, Kathy, Darlene, Judy
|
Open
|
Sept. 7
|
|
11
|
Put end date on LG grades after conversion
|
Jean
|
Open
|
|
|
12
|
Review:
* Course and Section
* Notation Messages (ORES)
* Pre- and Co-req Review
Discuss with Academic Affairs, Dept. Chairs and appropriate faculty to update/revise
|
Judy
|
Open
|
Sept./Oct.
2006
|
|
13
|
CU Default Parameters (DEPT)
National CIP Codes will be discussed with consultant
|
Jean
|
Open
|
|
|
14
|
Additional SAM Team meetings: day, evening, time preferences
Email preferences for additional meeting days and/or evenings, and available times (longer meetings)
|
Jean
|
Open
|
ASAP
|
|
15
|
“No Valid Rate Table” Message: Jean will check with Rosemary on this issue.
|
Jean
|
Open
|
|
Closed Action Items
|
ID
|
Action Description
|
Comments
|
Meeting Date
|
|
1
|
Review/discuss need for CE Registration Controls in Test (RGCT)
|
|
Aug. 10-11
|
|
2
|
Review/discuss need for CE Registration User Groups in Test (RGUS)
|
|
Aug. 10-11
|
|
3
|
Determine what “fake” courses for general transfer credit are desired and create them in Test
|
|
Aug. 10-11
|
|
4
|
Change section number lookup to 365
|
|
Aug. 10-11
|
|
5
|
Confer with Admissions Team about creating application automatically behind the scenes for CE students
|
(Jean: 8-17 Agenda)
|
|
|
6
|
Create and enter Registration Eligibility Rules in Test
|
|
Aug. 10-11
|
|
7
|
Create and enter Restriction Rules in Test (CRES/SRES)
|
|
Aug. 10-11
|
|
8
|
Define Academic Standing Criteria for Rules for term (ALST): President’s List, Dean’s List, Academic Probation/Dismissal (except for part-time students)
|
|
Aug. 10-11
|
NewAction Items
|
ID
|
Action Description
|
Comments
|
Owner
|
Status
|
Planned Completion
|
|
1
|
Review Academic Records Code files and Valcode tables
|
Additional codes will need to be decided and entered in Test
|
SAM Team
|
Open
|
|
|
2
|
Cashier Control/User Group
|
Review need and set-up in Test
|
Jean
|
Open
|
|
|
3
|
Develop Testing Scenarios
|
To be used for live simulation (Dec.)
|
SAM Team
|
Open
|
Oct. 2006
|
|
4
|
Academic Program Standing Rules (APST)
|
Research needs (Nursing entry requirements, corrections certificate, etc.)
| |