CORE Minutes 1/16/07

· CORE Application Team

Discussion Items and Summary

Discussion Item/Summary

Approval of January 9, 2007 Minutes

Update on CORE security – Currently only Beda, Rosemary and Pat have complete access to the entire CORE module in “Live”; Kelley can view only. Access to CORE screens via each module will be determined by team leads, and any CORE screen access will be approved by Kelley (at OIT request). Continued specific access will be necessary for some areas (i.e. facilities), which will be determined as needed.

Building and Room Codes (revisit PLUS) – After further review, Kelley suggested that other types of “hybrid” courses may be offered, not just “internet” hybrids. She and Kathy recommend changing the descriptors approved at the last meeting for the BLDG code of PLUS. If needed, new room codes may need to be added (i.e. NET for Internet/Hybrid).

Office name change for Institutional Hierarchy – Beda noted a dept. name change: College Services is now Conference and Catering Services (note: Enrollment Services is new also). Discussion followed regarding changing descriptions only (not codes) for some depts., and the need for a name/code add/change approval process and effective college-wide communication was addressed. Beda will research and benchmark this issue.

Data Integrity: Need to change protocol – Kelley provided copies of the previously approved Data Integrity Protocol and a “Revised” version. The revised item was reviewed and amended.

>Peg suggested asking for “Legal” name on all College applications/forms. Many forms do include this now, but every area should always use this as the standard name format request to ensure accuracy.

>Several academic program codes were discussed, specifically relating to high school students (HSCH.GUEST High School Guest). Peg expressed concern regarding the process of changing a high school student (i.e. HS guest, dual-enrolled, Talented Youth, etc.) to “degree seeking”. The “Admission Status” isn’t defined in Colleague as it was in TIP. “Academic Program”, “Educational Goal”, “Admit Status” and “Student Type” (SAM Waiver, Michigan Indian, VLC, etc.) all affect student financial aid eligibility. This issue will be researched further by Peg (SFA), Brenda (Admissions), and Kathy (SAM Team).

Action Description

Planned Completion

Institutional Hierarchy Name/Code Changes

Investigate need for a process to add/change names/codes, including requests, approval and college-wide communication. This type of information is especially needed by the Financial Services (i.e. General Ledger, Accounts Payable) and Facilities depts. (i.e. Mailroom). Beda will research and benchmark this issue.

High School “Guest” Students: Academic Program and Financial Aid Concerns

Determine process to change a high school student (i.e. HS guest, dual-enrolled, Talented Youth, etc.) to “degree seeking”. How to track, who changes Colleague data, dept. responsibility? This issue especially affects a student’s financial aid eligibility. SFA, Admissions, and the Student Academic Management Team will research this item further.

Approval of January 9, 2007 Minutes

Revise PLUS BuildingCode Descriptors (BLDG)

Hybrid Course Internet Descriptor

Hybrid Course Descriptor

Revised Data Integrity Protocol

The minimum data required to create a “person” record in Colleague will be:

Prior Meetings - Open Items

Item Description

Planned Completion

Directory Information

Revise Protocol for:

-Deceased Individuals

Kelley will research and revise recommendations.

Library needs re: Personal data changes procedure

Contact Carol Briggs-Erickson – currently receives a list of changes from Records.

ADDRESS.TYPE Usage Protection by Module

Perry explained the address hierarchy process and will check on usage control. Security issue?

11/14 – Patricia will check with Perry.

Organization Data:

> Reconsider EMPLOYMT.TYPES Valcodes: School Principal, Corporate Contact, Director, Employee, Officer, President, Counselor, Sales Representative, HR Director, Matching Gift Contact, and Board Member. Reduce, simplify and/or condense options. Noted: These codes will be used in conversion only and not carried over to R19. Research/review role and contact issues in R18 Test.

Kelley, Kathy, Beda

Kelley will post on shared drive – View Only. When considering duplicate records, Kelley will review the approved protocols.

Colleague “master” calendar data entry and responsibility need to be addressed; MCC’s academic calendar, contractual commitments, and other closure dates (EMS) need to be considered. The primary need relates to billing/business days for student financial processes. 12/05 Perry is researching.

Needed in “LIVE”

and “TEST” (for Live SIM)

Team members feel this is a Student Services function and that dept. should determine specific record maintenance responsibility. If that is the decision, previously approved protocol must be revised and approved via the FIT Project system. Kelley will follow up with George and Jean.

Basic Colleague Training

Consensus was that basic navigational training should be planned by IOC and OIT, includes security issues and hopefully establishing/ mandating standard new employee training.

Kelley will discuss with Kam.

Code Needs: Special Pops

Janice and Donella continue to review codes used for special populations, both in CORE and SAM. Benchmarking is also being done.

Duplicate Records in Colleague

Kelley and Rosemary will research, review protocols, etc. 1/09 Perry is working to identify duplicate person and organization records in “Live”. Pat suggests regular review of dupes.

Personal Data Change Form

Review need for “form completed by” info after Live SIM. 1/09 More discussion and review by team members; consult appropriate MCC depts.

NEW Open Items

Item Description

Planned Completion

Institutional Hierarchy Name/Code Changes

Investigate need for a process to add/change names/codes, including requests, approval and college-wide communication. Beda will research and benchmark this issue.

High School “Guest” Students

Determine process to change a high school student (i.e. HS guest, dual-enrolled, Talented Youth, etc.) to “degree seeking”. How to track, who changes Colleague data, dept. responsibility? SFA, Admissions, and the Student Academic Management Team will research this item.

Invited Participants

Student Life/Community Outreach

Records/Registration

Institutional Research/Academic Affairs

[i] √: attended meeting; N: not present; S: sent representative; R: representative; G: guest

Core

CORE MINUTES

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CORE MINUTES

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