CORE MINUTES 2/13/07

· CORE Application Team

Discussion Items and Summary

Discussion Item/Summary

Approval of February 6, 2007 Minutes

Room Code: TBP To Be Posted Not approved by President’s Cabinet, should another code be established. Kathy suggested using TBA which has already been approved. There were no other suggestions, so TBA will be assigned to the sites that previously had TBP.

CORE Codes in Live – Kelley compared approved CORE codes with codes available in the Live environment and found several discrepancies, including both missing and unapproved codes. She will work with OIT to correct entries.

Protocol for Returned Mail: (Reference Prior Open Item #3)

Kelley distributed benchmarking results and USPS Change of Address forms, which were reviewed and discussed. Processes and office responsibility must be determined. Currently (in TIP) an address is changed and resent with returned mail data; and if returned again or no forwarding address given, an address of “UNKNOWN” is entered in TIP. After discussion, the following procedure was recommended for “Individual” returned mail:

1) Returned mail will be sent to the original mailing office (so mail can be resent in a timely fashion),

2) That office then sends the returned envelope (only) to the Records Office for students or to HR for student employees,

3) Records or HR staff will update the appropriate address record in Colleague (Home/Permanent, Mailing, etc.–whichever address was used originally will be changed), selecting a “Change Source” code of “RM Return Mail”.

4) Whenever any address is changed and the Colleague “Alert” query “Do you want to keep address history (Y/N)?” appears, always answer “Y (Yes)”.

Kelley will draft a protocol recommendation and forward to all team members for their review.

Returned mail protocol for “Organizations” will be reviewed later when Beda is available.

Personal Data Change Forms: (Reference Prior Open Item #10)

Kelley and Patti will work on the student form; Mary and Patti will work on a separate employee form

Action Description

Planned Completion

Work with OIT to correct code entries in Live

Protocol for Returned Mail – Individuals

Kelley will draft a protocol and forward to all team members for their review.

Personal Data Change Form – Student

Develop form for students,incorporate the revised residency policy

Personal Data Change Form – Employee

Develop form to be used for any MCC employee data changes

Approval of February 6, 2007 Minutes

TBP To Be Posted Room Code: Not approved by President’s Cabinet

TBA will be assigned to the sites that previously had TBP

Prior Meetings - Open Items

Item Description

Planned Completion

PENDING – Policy being studied/revised (Jean/Records)

Directory Information

PENDING – Policy being studied/revised (Jean/Records)

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.

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. Check with Perry (2-06-07)

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. Check with Perry (2-06-07)

Needed in “LIVE”

and “TEST” (for Live SIM)

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, Patricia (2-06-07)

Code Needs: Special Pops

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

Kelley will discuss with VP Ferrentino (re: Perkins reporting) (2-06-07)

Duplicate Records in Colleague

Kelley and Rosemary will research, review protocols, etc. 1-9-07 Perry is working to identify duplicate person and organization records in “Live”. Pat suggests regular review of dupes. Check with Perry (2-06-07)

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

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

Work with OIT to correct CORE code entries in Live

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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