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SAM TEAM MINUTES
Meeting Logistics
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Project
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Colleague – Student Services Module
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Topic
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· Student Academic Management Team
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Date
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September 14, 2006
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Time
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10:00 a.m.
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Location
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Main Campus
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Room #
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349
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Call-in #
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Facilitator
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Jean Roberts
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Scribe
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Kathy Krentz
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Discussion Items and Summary
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ID
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Discussion Item/Summary
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Facilitator
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1
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Approval of September 7, 2006 Meeting Minutes: Lynne questioned the closure of some of the items on the August 17 meeting minutes. Some of the data had been entered in Colleague during training, but not officially approved by the SAM Team. These items will be voted on today: Registration Control codes (RGCT), Rules Definition codes (RLDE), Registration Defaults (RGPD) and Restriction Codes (REST)
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Jean
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2
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REMINDER – Remote Consulting: Sept. 18, 10:00 a.m. – 12:00noon, Rm. 1300
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Jean
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3
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Review Approval of PROG: List of Active ACADEMIC PROGRAMS (Sept. 14) was approved today at IOC
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Jean
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4
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Approval of method for changing courses: EQCD recommended for meet together only
Will table until next meeting when Judy is present to discuss findings
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Jean, Judy
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5
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ISIR Import into Colleague: Need to register students for Winter 2007and add history on STAC screen by October 1. Approximately 200 actual student records were imported from Financial Aid ISIR file, and 25 were moved to students. These students will be used to test registration criteria, including specific Financial Aid Office scenarios.
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Jean
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6
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SAM Minutes need to be posted on the Web – Kathy noted that all minutes prior to the table format have been posted. She’s met with Kelli Loughridge to see about posting the table minutes. It’s a very complicated and cumbersome process, but she will try to get them posted next month.
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Jean
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7
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5-Year Absence Rule needs to be created by IT (Computed Columns)
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Patricia
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8
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TERM.NOTE.TYPES – Note that prints on transcript, grade report, etc. by term. Think about our needs; some choices in Test are T Transcript, M Mid-Term, and F Final.
Possible notes discussed: Phi Theta Kappa, Probation, “Go To Career Center” for Undecided majors. It was noted that this is not student-specific, and would be printed on all output. “Attend Mayfest on May . . .” and “Registration Begins . . .” were suggested as possible generic term messages.
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Jean
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9
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ADVISOR.TYPES – Generally only used by 4-year institutions, includes special processing; codes in Test are Major, Minor, General and Portfolio. Vilene will benchmark.
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Jean
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10
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COUNSELOR.TYPES – This only applies to ST (not HR), could possibly include Special Pops; codes in Test are P Personal, F Financial and J Job Placement. Vilene will benchmark.
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Jean
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11
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MATRIC.PROVIDE.STATUSES – Codes in Test are Y Non-credit Only, R Refused, A Yes, P Ed Plan Complete, B Both, N No, and H Other Measures in Colleague. When trying to test this (MATI form), user was “Hushed Off”, had to restart Datatel session. Check with Doug
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Jean
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12
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SORT.GRADS – Discussion regarding using this for commencement, etc. Codes in Test are AL Academic Level, AP Academic Program, CL Class, DP Department, DV Division, SC School, and ST Students. “Purpose” revealed that this is a “Graduation Audit front screen” and used for “primary sort options”. Research further.
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Jean
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13
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Decision Workbook – Lynne indicated the Decision Workbook is located on the common “G” Drive for all to view. The codes are separated by type (academic, etc.)
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Jean, Lynne
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14
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Other:
>Transcript Request Address Type – Kathy (for CORE Team) asked if a specific address type would be beneficial for sending transcripts. After discussion, it was decided that it would be very helpful and a code of TR Transcript Request was recommended.
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Jean
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>Sept. 22 Meeting: Due to numerous absences (Jean, Chris, Kathy, Darlene), Jean noted that this meeting will be used as a work session to test some of the Financial Aid registration scenarios. Terri will lead the session and specific test criteria will be assigned.
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Decisions Made
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ID
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Decision Item
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Discussion
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Motion
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Second
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Approval
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1
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Approval of September 7, 2006 Meeting Minutes
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Vote today on previously closed items as discussed.
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Lynne Wood
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Vilene Rodgers
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Unanimous
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2
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Registration Control codes (RGCT)
Rules Definition codes (RLDE)
Registration Defaults (RGPD)
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Approve all as entered in Test:
NAMELESS Default Registration
Parameter
UGREG Undergrad Registration Control
WEBREG Web Registration Control
(Including all student, course and
completion rules for each.)
RGDSPL Disciplinary Dismissal
RGINTL Intl Student Documentation
RGLEVEL No CE Students in UG
Classes
RGLIBFN Library Fine
RGPRKFN Parking Fine
RGPROB Academic Probation
Restriction
RGRADIS Academically Dismissed
Add as number 2, under CE:
UG
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Darlene Peklar
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Kathy Krentz
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Unanimous
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3
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Restriction Codes (REST)
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Approve the following Records/
Registration “owned” codes as in Test:
RADIS Academic Dismissal
RDSPL Disciplinary Dismissal
RINTL International Documentation
RPROB Academic Probation Restriction
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Chris Nowak
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Vilene Rodgers
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Unanimous
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4
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Address Type - Transcript Request
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Recommended code for CORE Team approval:
TR Transcript Request
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Jean Roberts
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Darlene Peklar
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Unanimous
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Continuous Action Items
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ID
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Action Description
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Comments
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Owner
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1
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Update Decision Workbook
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Lynne, Jean
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2
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Practice Registration Activities in Test
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Terri, Chris, Bea, Darlene
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3
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Practice Grading
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Bea, Darlene, Jean
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4
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Practice Transcript Processing
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Bea, Darlene, Jean
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5
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Add more general, basic sections to future terms for more testing
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Add sections to 2006FA, 2007WI and 2007SP
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Kathy
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6
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Practice Graduation Processing
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Chris, Jean
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Prior Action Items
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ID
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Action Description
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Comments
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Owner
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Status
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Planned Completion
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1
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Confer with HR:
> Determine specific instructional methods (ISTM), instructional load formulas
> Faculty Qualifications and Non-instructional assignments
> Review CU/FI Inquiry, Processing and Reporting screens
> Procedures Manual and Workflows
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(Coordinate with OIT)
i.e., creating faculty members & related screens –who does what, when, etc.
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Judy, Kathy
Judy, Kathy, Jean
Judy, Kathy, Lynne
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Open
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2
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Determine method for changing courses
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EQCD recommended for meet together only. Table until Judy is present.
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Judy
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Open
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Sept. 15 or 21
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3
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Determine Academic Standing Rules for Part-time Students (ALST)
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Computed columns needed for part-time students over multiple semesters
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Patricia
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Open
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4
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Review remaining “obsolete” academic programs
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(Partial list approved 6/29/06)
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Chris, Lynne, Vilene, Jean
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Open
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5
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Review Obsolete Courses Relative to Repeats
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Jean, Judy, Chris
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Open
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6
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Review Approved Programs with “Z” prefix
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Research IAC action to verify inactive programs
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Jean, Lynne
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Open
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7
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“Equate” Courses in Test
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Note: Obsolete courses may not equal current offerings, especially in tech areas; check with depts. as needed
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Jean, Judy
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Open
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8
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Practice student academic standing codes in “Test”
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GOOD, DEAN, PRES, PROB1, PROB2, DISM
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Jean, Chris, Terri
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Open
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9
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Put end date on LG grades
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(After conversion)
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Jean
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Open
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10
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Review:
* Course and Section
* Notation Messages (ORES)
* Pre- and Co-req Review
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Discuss with Academic Affairs, Dept. Chairs and appropriate faculty to update/revise
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Judy
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Open
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Sept./Oct.
2006
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11
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CU Default Parameters (DEPT)
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National CIP Codes will be discussed with consultant
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Jean
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Open
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12
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Review Academic Records Code files and Valcode tables
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Additional codes will need to be decided and entered in Test
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SAM Team
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Open
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13
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Develop Testing Scenarios
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To be used for live simulation (Dec.)
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SAM Team
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Open
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Oct. 2006
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14
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Academic Program Standing Rules (APST)
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Research needs – i.e., Nursing entry, corrections certificate. Check with Doug re: processing
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SAM Team
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Open
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Sept. 18
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15
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Withdrawal Reasons (IPEDS)
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What was reported in the past?
Patricia will review what’s in Colleague for IPEDS reporting
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Jean, Patricia
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Open
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16
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Compile list of current Legacy “Curriculum” reports
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Doug will compare with Colleague-delivered reports
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Judy
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Open
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Oct. 2006
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17
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Review posting of “Credentials” (Other Certifications)
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Include CE, Phlebotomy credentials, other training programs
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SAM Team
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Open
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Closed Action Items
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