CORE Minutes 2/27 /07

· CORE Application Team

Discussion Items and Summary

Discussion Item/Summary

Approval of February 13, 2007 Minutes

Meeting schedule for March – Change next week’s meeting from Tuesday, March 6 to Monday, March 5 @ 11 a.m. (will cancel if no agenda); meeting Tuesday, March 13 CANCELED (DUG Conference)

Protocol for returned mail – Discussion included: Colleague address hierarchies, P.O. Boxes, USPS address-reading processes, and various MCC dept. needs. This issue will be reviewed further when Mary Smith can address HR concerns. Beda and Rosemary shared former ADP processing protocol, accounts payable and payroll address issues.

Protocol for deceased individuals – Tabled

Approve additional Val Codes:

PERSONAL.STATUSES – Previously approved codes are I Inactive and D Deceased; additional codes have been requested for Legacy data conversion and duplicate record handling in Colleague. Various code recommendations were discussed and the consensus was to use A Active (for active and converted TIP records with activity in the last five years) and M Merged for any duplicate records identified in Colleague (now and in the future).

TRANSCRIPT.TYPE – Previously approved codes are: PS Post Secondary, HG High School, CE Continuing Education, MT Military Transcript, and GE GED. Financial Aid needs additional codes for federal student academic competitive grants. These requirements have been discussed with AVP Maniates and Jean Roberts, with no adverse effect anticipated in Admissions or Records data elements. The suggested codes are: HSR1 High School Rigorous Degree 1, HSR2 High School Rigorous Degree 2, HSR3 High School Rigorous Degree 3, and HSRN High School Rigorous No.

Student Personal Data Change Request Form – Team members had received a copy of the updated form for review; which was discussed. This form will be distributed for test use by Receptionist and Records/Registration personnel (Kelley will take to Jean Roberts). It was noted that a separate form was being revised for any MCC employee by Mary and Patti.

Other: Standard MCC Form Naming Convention/Training

It was suggested that a standard form naming format be used throughout all college depts.: RE_ _ _ for a Records Office form, HR_ _ _ _ for Human Resources, AD_ _ _ _ for Admissions, etc. The alpha/numbering sequence after the first two characters could be determined by the appropriate office. This would facilitate recognition of form “ownership”, including inventory, data entry point and final destination. It was also suggested that each area designate a “contact point person” to handle all facets of the forms for a given area (training, dissemination, entry). Form samples and protocol should be included in all training materials, especially for “one-stop” personnel.

Action Description

Planned Completion

Student Personal Data Change Request Form

Kelley will take to Jean Roberts for test use by Records/Registration personnel and Receptionist.

Approval of February 13, 2007 Minutes

Approve Additional Val Codes: PERSONAL.STATUSES

Approve Additional Val Codes: TRANSCRIPT.TYPE

HSR1 High School Rigorous Degree 1 HSR2 High School Rigorous Degree 2

HSR3 High School Rigorous Degree 3 HSRNHigh School Rigorous No

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)

Work with OIT to correct CORE code entries in Live

NEW Open Items

Item Description

Planned Completion

Standard MCC Form Naming Convention/ Training

It was suggested that a standard form naming format be used throughout all college depts., facilitating recognition of form “ownership”, inventory, data entry point and final destination. Each area could designate a “contact point person” to handle all of their dept. forms (training, dissemination, entry). Form samples and protocol should be included in all training materials.

Change: Meeting next week Monday, March 5 @ 11 a.m. (will cancel if no agenda)

CANCELED: Tuesday, March 13 meeting

Invited Participants

Student Life/Community Outreach

Records/Registration

Institutional Research/Academic Affairs

AVP of Administration

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

Core

CORE MINUTES

Meeting Logistics

Core

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CORE MINUTES

Meeting Logistics