SAM Team Minutes 10-5-06

Colleague – Student Services Module

· Student Academic Management Team

Discussion Items and Summary

Discussion Item/Summary

Approval of September 29, 2006 Minutes: Some Open Action Items were reviewed and Closed

Approval of Inactive Program codes: All team members received a copy of 483 old program (curriculum) codes that Jean and Kelley Conrad reviewed for conversion coding in Colleague. These codes were explained and discussed. Pat needs codes/active status info for conversion.

CIPD Codes: Discussion regarding electronic transfer of all CIP codes or just those currently used for MCC programs. Judy indicated that VP Ferrentino recommended only inputting the codes that MCC uses/reports on. There was also discussion regarding the assignment of the codes and maintenance responsibility.

Approval of Non Course Test Code: ACT.C ACT Composite – Admissions indicated they need this additional code

>Patch Testing: Needs to be done; would like to do at Oct. 13 meeting, but meeting scheduled in PCR. Jean will review and possibly assign to members to complete in their offices.

>Nov. 3 Meeting is in room 349

>ARCR Test: Rosemary has requested that actual TIP data on 10 students be entered in Colleague to test student account calculations. Jean will confirm and assign.

>Drop Codes: STUDENT.ACAD.CRED.STATUS.REASONS – Lists were shared with George, Bob and Teresa. They agreed on the needs here and shared recommendations. These will be discussed further at a later date.

>Course Fee Problems: Judy indicated that issues had arisen with non-refundable course fee calculation; she’s conferred with AR team to ascertain code requirements for accurate billing. Judy had questions on the CRSB “Default Drop Reg Ref Pol” and “Default Wdrw Reg Ref Pol” option entry; is it required, can a default be set, etc. Will discuss with Doug

>RYAT Term Set Up: Jean discussed issues related to setting up future terms and their global implication in Colleague. This will be reviewed further with Doug during consulting.

>Reminder: Remote consulting tomorrow, 9-11:00 a.m. in room 1300

Approval of September 29, 2006 Minutes

Approval of Inactive Program Codes

After review and discussion, the codes were approved as presented; with the exception of four “Education Dept.” codes that will be reviewed with the Ed Dept.:

*041A 0,2,98 CHILD DEVELOP (MCC

PARAPROF) ZPARAPRO_CERT

*041I 98 FAMILY SERVICES

*041D 98 SPEC ED-TEACH AIDE

*041G 98 SPEC ED-PARAPROFESSIONAL

Reinstatement of the following was also approved: CJLA C.J.-Law Enforcement

CJCO C.J.-Corrections

Motion to include only MCC’s current CIP code program inventory in Colleague, and not to import the entire list recently distributed by Perry. Due to recent code revisions, there was concern about the accuracy of Perry’s list. Following discussion, Judy withdrew her motion; she will follow up with Bob and Pat.

Motion to TABLE this item until further discussion with appropriate staff and

Approval of additional Non Course Test Code (NONC)

The following Non-course test code is needed:

ACT.C ACT Composite

Continuous Action Items

Action Description

Update Decision Workbook

Practice Registration Activities in Test

Terri, Chris, Bea, Darlene

Practice Transcript Processing

Add more sections to future terms for testing

Add sections to 2007WI and 2007SP

Practice Graduation Processing

Prior Action Items

Action Description

Planned Completion

>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

(Coordinate with OIT)

i.e., creating faculty members & related screens –who does what, when, etc.

Determine Academic Standing Rules for Part-time Students (ALST)

Computed columns needed for part-time students over multiple semesters

Review Ed CERT Programs with Z prefix

Need to discuss with Education Dept.:

041A Child Develop (MCC Paraprof)

041I Family Services

Practice student academic standing codes in “Test”

GOOD, DEAN, PRES, PROB1, PROB2, DISM

Put end date on LG grades

-Notation Messages (ORES)

Discuss with Academic Affairs, Dept. Chairs and appropriate faculty to update/revise

CIP Code - CU Default Parameters (DEPT)

National CIP Codes will be discussed with appropriate MCC staff members

Review Academic Records Code files/Valcode tables

Additional codes will need to be decided and entered in Test

Develop Testing Scenarios

To be used for live simulation (Dec.)

Withdrawal Reasons (IPEDS)

What was reported in the past?

Patricia will review what’s in Colleague for IPEDS reporting

Compile list of current Legacy “Curriculum” reports

Doug will compare with Colleague-delivered reports

Review posting of “Credentials” (Other Certifications)

Include CE, Phlebotomy credentials, other training programs

Confer with Janice Alexander regarding these code options. Three codes in R18Test: D Early Alert, T Tutor Required and P On Probation. The decision work- book contains a longer list of options.

ALGH Academic Level Grad Honors (Latin)

To be reviewed with appropriate MCC administrators.

Need further review with Patricia and Doug regarding “Transfer” codes; will approve all at one time.

STATUS.REASONS Codes

Jean distributed a sample of “Drop Reasons” used by Delta CC and a draft list she had compiled for discussion.

These codes should be reviewed by all team members and shared with appropriate administrators.

Closed Action Items

Action Description

Review Remaining “obsolete” Academic Programs

(Prior Action Item - PAI #3)

Review Obsolete Courses Relative to Repeats

“Equate” Courses in Test

Degree Audit issue (PAI #6)

Active Academic Program Codes (PROG)

Action Description

Planned Completion

“Patch” Testing Needs to be Done

Can’t be done at Oct. 13 meeting scheduled in PCR, so Jean will review and possibly assign to members

ARCR Test – Student Accounts

Actual TIP data on 10 students needs to be entered in Colleague to test student account calculations. Jean will confirm and assign

Course Fee Calculation Problems

Calculation of non-refundable course fees has been erroneous. Code requirements for accurate billing discussed with AR Team. Questions on the CRSB “Default Drop Reg Ref Pol” and “Default Wdrw Reg Ref Pol” option entry; is it required, can a default be set, etc. Discuss with Doug

Student Services

SAM TEAM MINUTES

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Student Services

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SAM TEAM MINUTES

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