SAM Team Minutes 10-19-06

Colleague – Student Services Module

· Student Academic Management Team

Discussion Items and Summary

Discussion Item/Summary

Approval of October 13, 2006 Minutes – Tabled

Approval to keep VAL codes: NON.COURSE.GRADE.USES as delivered LAST, BEST, SUB (NONC)

Approval to leave both Default Drop Reg Ref Pol and Default Wdrw Reg Ref Pol on CRSB blank – Judy explained that these elements would be used for non-refundable tuition outside normal guidelines, which would be a rare occurrence. Currently, there aren’t any courses that would require entries here. It can be used in the future, if applicable.

Approval to not use AC Code files:

¨ GHRL Graduate Honor Rules – Program Specific, not used at MCC

¨ ENRS Enrollment Status Codes – They are tied to the VAL Code ALES Acad Level Enroll Status Rule that we previously approved to not use on Sept 29

SESS Session – Use of SS Spring/Summer code: Per discussion, will not be used and not needed, marked DO NOT USE in Test.

E-Advising: For information, Jean indicated this application has been purchased and is currently being reviewed by the Counseling Dept. Advisor codes may need to be revisited.

CIP Code Update: Jean noted that CIP code issues are shared with CORE. Jean and Judy explained that only the CIP codes assigned to MCC programs will be entered in Colleague (manually). Jean questioned code revisions and the impact on converting Legacy data. Judy will follow up with Patricia and VP Ferrentino for clarification.

Reminder: Remote Consulting, Oct 20, 10:00 a.m.-12:00 Noon, Room 1300

>Test Sections – Kathy and Judy have set up necessary courses and sections to mirror registration for the “test” students identified by Financial Aid. Bea will finish the registrations. Kathy noted she is using 1000 range numbers for the new 2007WI sections she has created; this will be the same for creation of fall (4000’s) and summer (2000’s) from now on.

>Team Lead Meetings – Jean indicated that team leads will begin meeting weekly to discuss issues related to testing, hoping to alleviate stumbling blocks and coordinate process flows as various scenarios are formulated. Another download of ISIRs is planned for extensive testing.

>Re-apps – The responsibility for updating data on students who have not attended in five years has been discussed by various groups. The academic program for these students must be reactivated/changed, as well as verification of demographic data. Current business processes were discussed and will need to be reviewed further by Admissions, Records and possibly Counseling personnel. Jean noted that students can have more than one active academic program, both in TIP and Colleague. Vilene suggested using a “reactivate” status for this activity, which more succinctly identifies the process.

Approve VAL codes: NON.COURSE.GRADE.USES (NONC)

Keep as delivered (per Doug):

LAST Use most recent grade

BEST Use best grade

SUB Use best subtest

Approve leaving Default Drop Reg Ref Pol and Default Wdrw Reg Ref Pol “BLANK” (CRSB)

Currently not applicable to MCC courses, can be utilized later if needed.

Approve to not use AC Code files GHRL, ENRS

GHRL Graduate Honor Rules

ENRS Enrollment Status Codes

Continuous Action Items

Action Description

Update Decision Workbook

Practice Registration Activities in Test

Terri, Chris, Bea, Darlene

Practice Transcript Processing

Add more sections to 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

(Coordinate with OIT)

>Review CU/FI Inquiry, Processing/Reporting screens

>Procedures Manual and Workflows

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

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

Only the CIP codes assigned to MCC programs will be entered in Colleague (manually). Judy will follow up with Patricia and VP Ferrentino regarding code revisions and data conversion issues from TIP.

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 code options. Three codes in R18Test: D Early Alert, T Tutor Required and P On Probation. The decision workbook lists more codes.

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.

Approve STUDENT. ACAD.

CRED.STATUS.REASONS Codes

Jean distributed a sample of “Drop Reasons” used by Delta CC and a draft list she had compiled. These should be reviewed by all team members and shared with appropriate administrators.

Approve STUDENT.LOADS

Review the need for and special processing attached to “P Part Time”

A Academic, B Behavioral, and P Personal recommended. Review codes in Test for SEVIS reporting and special processing.

Review NOTE.CODES (NOTC)

Review for next meeting. Used on various student screens (STAL, STAC-STNC); short, quick standard text with no processing that can be printed on transcript or grade report if desired; otherwise, not printed or visible to student. Can be used for grading notes, etc.

Closed Action Items – None

Action Description

Planned Completion

Approval of October 13, 2006 Minutes

Minutes will be sent to team members

Invited Participants

Records and Registration

Student Services

SAM TEAM MINUTES

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Student Services

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SAM TEAM MINUTES

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