SAM Minutes 12/21/06

Colleague – Student Services Module

· Student Academic Management Team

Discussion Items and Summary

Discussion Item/Summary

Approval of December 7, 2006 Meeting Minutes

Kudos to Chris! Jean thanked Chris for leading the meeting and remote consulting sessions in her absence and Vilene for offering to “drive”.

Kudos to SAM Team! The entire team was focused, diligent and very cooperative in the entire Live SIM process. Thanks to those who put in extra hours to prepare for an efficient, realistic, smooth simulation experience.

What went right during Live SIM?

Realistic student folders helpful, real processes followed, variety of tasks, expert help readily available (consultants Doug, Joyce and Troy).

What went wrong during Live SIM?

Specific instruction for consistent documentation preferences during testing (i.e. passed rule, failed pre-req, date, initials).

What do we need more practice on?

>Records/Registration: Graduation, President’s/Dean’s Lists, deregistration, non-payment, end of term processing, grade changes, use of Student Remark areas (STRK), hiatus, nursing, use of Registration Statement (RGST) vs. Student Schedule (SCHD) – consider tuition change element, transcript printing.

>Curriculum Management: Cancelled sections (cancel/hold), date determinations for late start sections, faculty info from HR relating to sections.

>SAM Team: Add program codes for students who only take a few courses for specific goals (i.e. transfer, employment), review Colleague delivered reports in relation to reporting needs, review/update Decision Workbook and Training Manual.

5 Year Absence Rule: Pat has completed the computed columns to handle this issue, needs to be tested.

>SAM Meetings – Winter 2007: Continue Thurs. and Fri. meetings from 10-12, beginning Jan. 11, 2007. Meetings will likely involve more hands-on testing than decision making. (Most are scheduled in room 1300.)

>Reschedule Remote Consulting: Cancelled Dec. 18 remote date will be rescheduled before the next Live SIM Feb. 27-28.

>Honor Codes: Jean will follow-up with the President’s Cabinet on the possible use of Latin honor codes.

>Legacy Record Conversion: Legacy student records will be converted to Colleague and will need careful review of all data elements. A “conversion account” will be set up some time in Feb. to house the data. Testing and review must be done before live registration begins in March.

>Delete ENG 114 Pre-req (for Math): Doug had entered for testing during Live SIM; however, it didn’t work as needed. Jean deleted it today.

Approval of December 7, 2006 Meeting Minutes

Continuous Action Items

Action Description

Update Decision Workbook

Practice Registration Activities in Test

Practice Transcript Processing

Add more courses/sections to terms for testing

Add courses/sections for top 10 academic programs 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

Review FI Val Codes; creating faculty members and 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

-Course/Section 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

Compile list of current Legacy “Curriculum” reports

Doug will compare with Colleague-delivered reports

Review posting “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.

Per review with Doug, “Transfer” codes will not be used at this time. Need to decide “First Time” and athletic Cohort Codes

A Academic, B Behavioral, and P Personal recommended. Review codes in Test for SEVIS reporting, special processing, security and special needs concerns. Needs to be reviewed further.

Inactive PROG Codes: PPSC.AAS, PPSC_CERT, WCMB.AAS

The Tech Dept. will suggest that these be “inactivated”; they will be coded as such in Colleague.

Approval to use STRK Student Remarks only for Counselors

Discussion involved personal counseling vs. academic advising, FERPA and record subpoena concerns. This issue will be reviewed further with MCC administrators.

Approval of Hiatus Codes (HIAT)

Review and compare Hiatus vs. Withdrawal (HIAT/WTHR); has IPEDS reporting implications.

Approval of AC Val Code HIATUS.STATUSES

Recommended codes: N Notified of return, W Will get in touch soon, D Do not try to contact, and A Approved. This issue will receive further review with Hiatus and Withdrawal codes.

Closed Action Items

Action Description

Computed columns created in OIT (Patricia)

NewAction Items – None

Invited Participants

Records and Registration

Institutional Research

Counseling and Advising Center

Records and Registration

Director of Continuing Education

Continuing Education

Student Services

SAM MINUTES

Meeting Logistics

Student Services

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SAM MINUTES

Meeting Logistics