SAM Minutes 2/15/07

Colleague – Student Services Module

· Student Academic Management Team

Discussion Items and Summary

Discussion Item/Summary

Approval of February 8, 2007 Minutes – See Decisions Made #3 and Continuous Action Item #7. Vilene asked for clarification regarding the “GEN” subject; used for Genetics in TIP history, and also for General Credit. The minutes will be revised to clarify this issue.

Remote Consulting Dates:

Web Advisor Demo/Training – Patricia indicated that she has training materials ready and will be available for individual or group sessions. Consensus was to schedule this training during the regular SAM meeting next Thursday, Feb. 22 in room 1300. Some sample students are entered in the “Conversion” account for training purposes.

Approval of CU VAL codes SECTION.STATUSES: After review with Doug and further discussion, the following codes are recommended: A Active, C Cancelled, P Pending and H Hold for Cancellation. Codes R Revised, F Frozen and T Test will not be used at this time.

Approval of ORES Code Change: Kathy and Judy requested changing the “Other Restriction Codes” (ORES) INT to NET for Internet Access Required. This code will be consistent with other elements utilizing NET for internet courses/instruction; where INT designates internship.

CJCO Criminal Justice–Corrections, CJLA Criminal Justice–Law Enforcement

These codes were approved as part of “programs” but not as specific majors. Jean asked for a vote via email to take these codes to IOC for approval; formal approval noted today.

Jean distributed a list of majors, including some for certificates ONLY. Certificate programs do not need a major entered, so if an associate degree isn’t associated with the major, it can be eliminated; some of these are already entered in Live. Discussion and review of the options and recommendations for both Test and Live were covered and decisions made. This issue can have an adverse affect in Degree Audit.

MACRAO_AGREE program was discussed. This is not considered a funded “degree program” for financial aid, and isn’t recognized by institutions outside Michigan. Other options for designating MACRAO completion, such as a separate “credential”, were discussed and will be researched further. Jean recommended adding the word “Satisfied” to the program description.

CJUS.ASA and CJUS.AAS – Correct in Live

CJUS is an obsolete major code; however, it has been assigned to 8 new students in Live. It has been suggested to appropriately move those students to either the CJCO or CJLA majors. Team members agreed with that recommendation. ZCJUS will be used as a major on historical ASA and AAS records.

AARE_CERT – Need to add 2 more credits or change to PROF Professional

This certificate currently requires 14 credits and technically is not eligible for student financial aid; certificates must include 16 credits. Academic Affairs and the Tech Dept. are reviewing this program.

Patch Testing Due February 16 – Will finish during Friday, Feb. 16, work session

Approval of February 8, 2007 Minutes

As Amended: Decisions Made #3 and Continuous Action Item #7 – clarify subjects approved except GEN Genetics, requiring further review of GEN General Credit code and conversion issues.

Approval of CU VAL codes SECTION.STATUSES

H Hold for Cancellation

Approval of ORES Code Change

Eliminate INT, change to

NET for Internet Access Required

Approval of Majors: CJCO and CJLA

Approved via email; approved by IOC

Elimination of Majors Specific to Certificate Programs (MAJR)

Eliminate Majors in TEST and LIVE:

CJUS Criminal Justice

ELTD Digital Electronics Technology

ELTI Industrial Electrical Maintenance

ELTM Microprocessor Electronics

Eliminate Majors in TEST:

Office Systems Education Certificates -

OSEO Office Support Specialist

OSES Office Skill Building

OSEW Word Processing

Graphic Design Certificates -

GRDD Display Advertising

GRDP Printing Prepress

GRDM Multimedia-Interactive

INDM Industrial Maintenance

QUAS Quality Assurance

PRSU Production Supervision

AARE Applied Alternative and

MSTH Massage Therapy

ENTR Entrepreneurship Program

CUST Customer Service Specialist

MACRAO_AGREE Program Description

Add “Satisfied” to description:

MACRAO Agreement Satisfied

Eliminate CJUS.ASA and CJUS.AAS Programs in Live

CJUS major replaced with CJCO and CJLA. Historical program data will be converted to ZCJUS.ASA, ZCJUS.AAS.

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

Confer with HR:

>Determine specific instructional methods (ISTM), instructional load formulas

>Faculty Qualifications and Non-instructional assignments

Judy will research further with Mary Smith, 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 (Tech Prep)

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.

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.

>Review usage of ADVR Advisor Rules, COTY Campus Organization Types, ROLE Roles

>FIDE Faculty Information Defaults; includes special subroutine for workload calculation (Doug recommended NOT using - Nov. 6 remote)

>Don’t use Faculty Information rules - Advisor Assignment

Review reports for FI, CU, AC, Registration

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