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SAM 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 21, 2006
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Time
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10:00 a.m.
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Location
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HEC
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Room #
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1300
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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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Approve of September 14, 2006 Meeting Minutes
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Jean
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2
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PROG Approved by President’s Cabinet September 19 – Jean reported that the active Academic Program codes were approved as recommended by SAM and IOC
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Jean
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3
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Approve PROG withattached: majors, grade scheme, transcript grouping
It was noted that although the programs were approved, the attached information above was not specifically included in the approval; which will be presented for approval today.
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Jean
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4
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Important: Rebuild Meeting Dates to confirm no time conflicts
Meeting dates must be rebuilt as each section is created, otherwise, student course time conflicts will not be recognized.
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Jean
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5
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Approve not using codes that are for California reporting purposes only
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Jean
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6
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Approve REPLACEMENT.CODES: Used in course repeat processing. The R code is used by the system and should not be changed.
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Jean
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7
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Approve – Not using APST Academic Program Standing Rules
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Jean
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8
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Approve method for changing courses – EQCD recommended for meet together only
See Prior Action Item #2
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Jean
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9
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Approve not using HOUSING.STATUSES: an RG Valcode not applicable to MCC
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Jean
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10
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Agenda questions for September 27 remote consulting were reviewed. Any additional items should be sent to Jean by 10 a.m. Monday.
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Jean
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11
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ISIR Import: Register Students for Winter 2007 by Oct. 13; Bea and Terri completed 9/22
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Jean
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12
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25- ISIR Students need to have history on STAC Screen by Oct. 13; Bea will complete
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Jean
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13
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Confer with Janice Alexander if we need STUDENT.SPECIAL.SERVICES Valcodes
Screen and workbook options were reviewed. Vilene will follow-up with Janice.
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Jean
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14
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STRK – Are we using this for counselor remarks? Vilene will research and benchmark.
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Jean
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15
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Team Member Reports
>Bea – Asked other CC’s about posting Phi Theta Kappa on transcript and reporting. Oakland CC uses STMC to print on transcript; Monroe posts in STMC field, along with MACRAO-neat and clean process. Bea also asked about monitoring these notes and AACRO guideline compliance was mentioned. We will ask Doug more about STMC and AC Valcodes MISC1, 2, etc.
>Chris – Set up non-course programs (Admissions); noted its importance and will definitely cover in training sessions.
>Terri – Has registered another 25 students; some needed residency codes and academic programs; 13-16 credit hours; discovered time conflicts were allowed (to be fixed with section meeting date rebuild).
>Kathy – Will test rebuilding section meeting times (since she had not previously done that regularly when creating sections), will review previous registrations and try new sections with new registrations to test the section rebuilding functions.
>Vilene – Finished assigned student registrations. Talked to Macomb and made calls to others regarding benchmarking questions.
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Jean
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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 14, 2006 Meeting Minutes
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Judy Eistedt
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Chris Nowak
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Unanimous
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2
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Approval of Majors, Grade Scheme, and Transcript Grouping attached to active Academic Programs (PROG) as previously entered
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Approve the following for all programs:
Coordinating Council - Appr. Agency
For all College Credit programs
(degrees, certificates and diplomas):
Grade scheme UG
Academic level UG
Transcript grouping DGAU (INST for
UPGD.JOBSKILLS)
Catalogs 2007
Appropriate Majors/Associate Programs
as listed
For CE only:
Grade Scheme CE
Academic Level CE
Transcript Grouping CEDU
(Note: These will all be reviewed at SAM work session 9/22/06.)
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Darlene Peklar
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Vilene Rodgers
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Unanimous
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3
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Approval to not use the AC Valcodes that are for California Reporting Purposes Only
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Do not use:
MATRIC.PROVIDE.STATUSES
MATRIC.OTHER.STATUSES
VATEA.ECONOMIC.STATUSES
VATEA.ECONOMIC.STATUS.SOURCES
EOPS.CARE.STATUSES
EPOS.TERM.END.STATUSES
EOPS.ELIGIBILITY.FACTORS
GAIN.STATUSES
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Vilene Rodgers
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Darlene Peklar
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Unanimous
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4
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Approval of Course Repeat REPLACEMENT.CODES
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Approve as delivered:
R Replaced
M Manual
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Judy Eistedt
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Kathy Krentz
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Unanimous
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5
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Approval to not use APST Academic Program Standing Rules
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As discussed, no use for this element at the current time.
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Chris Nowak
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Vilene Rodgers
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Unanimous
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6
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Approve not using HOUSING.STATUSES
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Not applicable to MCC
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Kathy Krentz
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Judy Eistedt
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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/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 (EQCD)
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EQCD recommended for meet together only. A note from Doug indicates problems can arise with Degree Audit if EQCD is used frequently. He also explained how Colleague handles this issue and will discuss it further during remote consulting on Sept. 27.
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Judy
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Open
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Sept. 27-29
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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-/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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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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15
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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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16
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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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ID
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Action Description
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Comments
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Meeting Date
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1
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Academic Program Standing Rules (APST)
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Don’t use
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