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SAM TEAM MEETINGS

 
 
 

Meeting Logistics

 

Project
Colleague – Student Services Module
Topic
·          Student Academic Management Team
Date
November 2, 2006
Time
10:00 a.m.
Location
SCHE
Room #
1300
Call-in #
 
Facilitator
Jean Roberts
Scribe
Kathy Krentz

 
Discussion Items and Summary
 

ID
Discussion Item/Summary
Facilitator
1
Approve Meeting Minutes for October 26, 2006
Jean
2
Approval of STUDENT.ACAD.CRED.STATUS.REASONS:   Code suggestions were discussed, clarified and added, and have been reviewed with VP Brooks, VP Ferrentino, AVP Maniates and AVP Sturrus. Codes will only be entered for “in person” drops, not by students via the Web.   
Jean
3
Approval of NOTC Note Codes: Code suggestions were discussed, clarified and added. These codes are for reference with “manual” grade changes; visible to appropriate staff members only.
Jean
4
Approval of TERM.NOTE.TYPES: Use of these codes was reviewed (STRS/STDT/STNT). Of the delivered codes in Test, T Transcript and F Final will be used. M Microfilm will be added to identify old records.
Jean
5
Additional NONC Test Codes: As discussed at the last meeting and IOC, CIS110 and CIS120A codes will be added.
Jean
6
Faculty Information (FI) Val Codes: Jean asked Lynne and Judy to review these codes and report back Nov. 10. Lynne noted that these codes are located in the “Faculty” folder of the Decision Workbook on the SAM shared drive. (Prior Action Item 2)
Jean
7
Academic Level Grade Honors – ALGH: Jean presented this option to the President’s Cabinet. Since TIP didn’t accommodate this process, Dr. Rule asked VP Ferrentino and AVP Sturrus to research this issue; reviewing appropriate grade ranges and recent graduation stats to determine the number of students involved, etc. (Prior Action Item 14)
Jean
8
IAC Approvals:  (To Coordinating Council for approval)
>Transfer credit with a Minimum Grade of “C” – This will provide consistency, as some disciplines accepted a C- grade.
>Default Grade of “E” for unfinished “Incomplete (I)” Grades – In the absence of a global policy for incompletes, this was approved for all MCC courses.
Jean
9
Inactive PROG Codes: PPSC.AAS, PPSC_CERT, WCMB.AAS
These codes will not be eliminated formally until the final Academic Master Plan is published. Jeff Stipes, Chair of the Tech Dept., will suggest that these are “inactivated”, and they will be coded as such in Colleague.
Jean
10
Other Restriction Codes (ORES): Judy will review current codes and investigate other needs by Nov. 10. (Prior Action Item 6)
Jean
11
Approval to use STRK Student Remarks only for Counselors: After discussion involving personal counseling vs. academic advising, FERPA and record subpoena concerns, it was determined that this item will need further review and consultation with MCC administrators. (Prior Action Item 16)
Jean
12
Remote Consulting: Monday, Nov. 6 10:00 a.m.-12:00 p.m.
Review tentative agenda; contact Jean with any additional items
Jean
13
Nov. 9 and 10 – Work Sessions
Jean and Chris will be at MACRAO; assignments will be distributed.
Jean
14
Live SIM – Review “Consulting Visit Preparation” sheets and “Sample Checklist” from Doug. Contact Jean with any other scenario suggestions. (Prior Action Item 9)
Jean
15
Additional Subject Code (SUBJ): CSCI Computer Science subject code is needed to test some obsolete courses and equivalencies.
Judy

Decisions Made
 

ID
 
Decision Item
 
Discussion
Motion
Second
Approval
1
Approve Meeting Minutes for October 26, 2006
 
Judy Eistedt
Chris Nowak
Unanimous
2
Approve STUDENT.ACAD.
CRED.STATUS.REASONS Codes
AC Academic Dismissal
AD Administrative Dismissal
CA Counseling/Advising was incorrect
CC Child Care Issues
CI Complaint with Instructor
CS Complaint with Staff
CL Credit Load too heavy
CM Church Mission
DC  Dissatisfied with course
DE  Deceased
FS    Foreign Service
II     Instructor Initiated
IL    Illness/Medical
LP  Lack of Prerequisites
LT  Lack of Time
MO  Moved
NA   Never Attended
NP  Non Payment
NR   Not Required for Program
MR  Military Reasons
UN   Unknown
TD   Too Difficult
FR   Financial Reasons
TI    Time Inconvenient
TR  Transportation Problems
WS  Work Schedule
DI    Disabled
TE   Too Easy
FA  Not Enough Financial Aid
BK  Books/Supplies not available
Kathy Krentz
Judy Eistedt
Unanimous
3
Approve Note Codes (NOTC)
RECAL Recalculation of Grade
CWC     Course Work Complete
GRAP     Grade Appeal
NATT     Non Attendance
WI           Withdrawal Illness
WM         Withdrawal Military
WA          Withdrawal Agreement
MGR       Missing Grade
MICRO   Microfilm
Judy Eistedt
Bea Halvorson
Unanimous
4
Approve TERM.NOTE.
TYPES Codes
T   Transcript
F   Final
M Microfilm
Jean Roberts
Judy Eistedt
Unanimous
5
Approve Additional NONC Test Codes
CIS110     CIS 110 Placement
CIS120A  CIS 120A Placement
 
Vilene Rodgers
Darlene Peklar
Unanimous
6
Additional Subject Code (SUBJ)
CSCI Computer Science
Judy Eistedt
Jean Roberts
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 courses/sections to terms for testing
Add sections to 2007WI and 2007SP
Judy, Kathy
6
Practice Graduation Processing
 
Chris, Jean

 
Prior Action Items
 

ID
Action Description
Comments
Owner
Status
Planned Completion
1
Confer with HR:
>Determine specific instructional methods (ISTM), instructional load formulas
>Faculty Qualifications and Non-instructional assignments
 
(Coordinate with OIT)
 
 
 
 
 
Judy, Kathy
 
Judy, Kathy, Jean
 
Open
 
2
>Review CU/FI Inquiry, Processing/Reporting screens
>Procedures Manual and Workflows
Review FI Val Codes; creating faculty members and related screens –who does what, when, etc.
Judy, Lynne
Open
Nov. 10
 
3
Determine Academic Standing Rules for Part-time Students (ALST)
Computed columns needed for part-time students over multiple semesters
Patricia
Open
 
4
Practice student academic standing codes in “Test”
GOOD, DEAN, PRES, PROB1, PROB2, DISM
Jean, Chris, Terri
Open
 
5
Put end date on LG grades
(After conversion)
Jean
Open
 
6
Review:
-Course and Section
-Notation Messages (ORES)
-Pre-/Co-req Review
Discuss with Academic Affairs, Dept. Chairs and appropriate faculty to update/revise
Judy
Open
Nov. 10
7
CIP Codes 
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. 
Jean, Judy
Open
 
8
Review Academic Records Code files/Valcode tables
Additional codes will need to be decided and entered in Test
SAM Team
Open
 
9
Live SIM: Develop Testing Scenarios
To be used for live simulation (Dec.)
SAM Team
Open
Nov. 2006
10
Withdrawal Reasons (IPEDS)
What was reported in the past?
Patricia will review what’s in Colleague for IPEDS reporting
Jean, Patricia
Open
 
11
Compile list of current Legacy “Curriculum” reports
Doug will compare with Colleague-delivered reports
Judy
Open
Oct. 2006
12
Review posting “Credentials” (Other Certifications)
Include CE, Phlebotomy credentials, other training programs
SAM Team
Open
 
13
STUDENT.SPECIAL.
SERVICES Valcodes
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. 
Vilene
Open
 
14
ALGH Academic Level Grad Honors (Latin)
Presented to President’s Cabinet; VP Ferrentino and AVP Sturrus will research (11/02/06).
Jean
Tabled
 
15
Approve FED.COHORTS
Need further review with Patricia and Doug regarding “Transfer” codes; will approve all at one time.
Jean
Tabled
 
16
Approve STUDENT.
REMARK.TYPES
A Academic, B Behavioral, and P Personal recommended. Review codes in Test for SEVIS reporting and special processing.
Jean
Tabled
 

 
Closed Action Items
 

ID
Action Description