CORE Minutes 1/3/07

· CORE Application Team

Discussion Items and Summary

Discussion Item/Summary

Approval of January 23, 2007 Minutes

Room Codes: Revisit TBP To Be Posted per IOC request

At the IOC meeting, it was suggested that a more standard code like “TBD To Be Determined”, be used. Kathy indicated that TBP To Be Posted is really more appropriate for our circumstances, as many off-campus sites (especially schools) post the room assignments when the first class meets. This was decided in consultation with the Datatel SAM consultant, Sandy Schiller and Judy Eistedt. Kathy will check with these folks, but feels TBP should be used.

Graduation Types: Code decisions must be made here for Legacy data conversion. Pat indicated this is a CORE code. After reviewing the codes in “R18Education” (Y Yes-Graduated, N Did not Graduate, G GED Equivalency, A Adult High School, C Current HS/GED Student, F Foreign High School Prof.) and “R18Test” (Y Graduated, N Not Graduated, G GED Equivalency, O Other Equivalency), it was decided that these codes will generally be entered in Admissions, and may affect Student Financial Aid. Kelley will contact Bruce Wierda and Admissions staff to get their input on this element. If needed, she will initiate a vote on these codes via email so the conversion process can continue.

Personal Data Change Form: Beda and Mary indicated that this form isn’t working very well for HR/Payroll. They could use more room for comments and a check list for required items for employees. It was suggested that separate forms be developed for students and employees. Beda and Mary will work on revising the form for employees; Kelley, Patti and Terri will review the form for student use, incorporating the new residency policy. Both groups will have revisions by the next meeting.

Action Description

Planned Completion

Revisit TBP To Be Posted Room Code (per IOC request)

Kathy will check with Sandy Schiller and Judy Eistedt

Code decisions needed for Legacy data conversion. Grad type will generally be entered in Admissions, and may affect Student Financial Aid. Kelley will contact Bruce Wierda and Admissions to get their input on this element.

Approval of January 23, 2007 Minutes

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

Develop separate forms for students and employees. Beda and Mary will revise the form for employees; Kelley, Patti and Terri will review the form for student use, in conjunction with the new residency policy. Both groups should have revisions by the next meeting.

Kelley, Patti, Terri

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.

Peg, Brenda, Kathy (1/16/07)

NEW Open Items

Item Description

Planned Completion

Needed for Legacy data conversion. Grad type will generally be entered in Admissions; may affect Student Financial Aid also. Kelley will review with Bruce Wierda and Admissions to get their input.

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

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