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SAM MINUTES

 
 

Meeting Logistics

 
Project
Colleague – Student Services Module
Topic
·          Student Academic Management Team
Date
March 22, 2007
Time
10:00 a.m.
Location
SCHE
Room #
1300
Call-in #
 
Facilitator
Jean Roberts
Scribe
Kathy Krentz
 
Discussion Items and Summary
 
ID
Discussion Item/Summary
Facilitator
1
Approval of March 16, 2007 Minutes – Jean corrected Discussion Item 3 Approval of Inactive Major Codes: These codes are not in the Live environment as noted; they will be included in a conversion spreadsheet to be entered in Live. The minutes will be amended.
Jean
2
Duplicates created in RGPE during Live SIM II – Using RGPE, ten CE registrations were (intentionally) individuals currently in Colleague, using a maiden name or nicknames. This was to test operators “research” processes; resulting in six duplicates. Jean reiterated the importance of “research, research, research”. Assume the person is in the system; search and try to match by birth date, alternate ID’s, SSN, etc. We want to avoid creating duplicate records!
Jean
3
Remote Consulting dates confirmed  (Note: Times Changed)
  • April 20   10:00 a.m. – 12:00 p.m.
  • May 14     3:00 p.m. – 5:00 p.m.
Jean
4
Conversion Testing Assignments – The following need to be checked; Jean will assign
  • Demographics
  • Courses
  • Admissions with Programs
Jean
5
Curriculum Sub Team – With conversion testing and going live for fall 2007, this group will work together on courses, including: co- and pre-reqs, section set-up, internships, independent studies, billing parameters, etc.
  • Judy Eistedt
  • Jean Roberts
  • Terri Jourden
  • Kathy Krentz
Jean
6
NONC Test Team – With conversion, non-courses must be thoroughly tested, including: English scores, MEAP, ACT, registration rules, etc. Some of which are currently in Live.
  • Chris Nowak
  • Mary Ottman
  • Vilene Rodgers
  • Sche Cornelius
Jean
7
Welcome to Lois Smith and Lori Haggerty – They will be joining us on Thursdays to further test registration, drop, add and billing processes.
Jean
8
Revised SAM Meeting Agendas – As Jean indicated in a recent email, Thursday meetings will focus on registration/billing functions. Friday meetings will be from 8:30 a.m.-12:00 noon (for all who can make it).  In addition to registration, we will spend more time testing and working with curriculum, faculty information, testing NONC and academic records.
Jean
 
Decisions Made
 
ID
 
Decision Item
 
Discussion
Motion
Second
Approval
1
Approval of March 16, 2007 Minutes
As amended
Jean Roberts
Lynne Wood
Unanimous
Continuous Action Items
 
ID
Action Description
Comments
Owner
1
Update Decision Workbook
 
Lynne, Jean
2
Practice Registration Activities in Test
 
Terri, Chris, Bea
3
Practice Grading
 
Bea, Jean
4
Practice Transcript Processing
 
Bea, Jean
5
Add more courses/sections to terms for testing
Add courses/sections for 2007SU
Judy, Kathy
6
Practice Graduation Processing
 
Chris, Jean
 
Prior Action Items
 
ID
Action Description
Comments
Owner
Status
Planned Completion
1
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
 
 
Judy
 
 
Open
 
2/01/07
2
>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.
Judy, Lynne
Open
2/01/07
3
Determine Academic Standing Rules for Part-time Students (ALST)
Computed columns needed for part-time students over multiple semesters
Patricia
Open
 
4
Practice student academic standing codes in “Test”
GOOD, DEAN, PRES, PROB1, PROB2, DISM
Jean, Chris, Terri
Open
 
5
Put end date on LG grades
(After conversion)
Jean
Open
 
6
Review:
-Course/Section Notation Messages (ORES)
-Pre-/Co-req Review
Discuss with Academic Affairs, Dept. Chairs and appropriate faculty to update/revise
Judy
Open
 
7
CIP Codes 
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. 
Jean, Judy
Open
 
8
Review Academic Records Code files/Valcode tables
Additional codes will need to be decided and entered in Test
SAM Team
Open
 
9
Compile list of current Legacy “Curriculum” reports
Doug will compare with Colleague-delivered reports
Judy
Open
2/15/07
10
Review posting “Credentials” (Other Certifications)
Include CE, Phlebotomy credentials, other training programs
SAM Team
Open
 
11
STUDENT.SPECIAL.
SERVICES Valcodes
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. 
Vilene
Open
 
12
Approve FED.COHORTS
Per review with Doug, “Transfer” codes will not be used at this time. Need to decide “First Time” and athletic Cohort Codes (Tech Prep)
Jean
Open
 
13
Approve STUDENT.
REMARK.TYPES
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. 
Jean
Open
 
14
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. 
Jean
Open
 
15
Approval of Hiatus Codes (HIAT)
Review and compare Hiatus vs. Withdrawal (HIAT/WTHR); has IPEDS reporting implications. 
Jean
Table
12/13/06
16
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. 
 Jean
Open
12/13/06
17
Conversion Testing
 
SAM Team
Open
2/27/07
18
FI Code Files
>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
Jean, Judy, Lynne
Open
2/09/07
19
Review reports for FI, CU, AC, Registration
 
SAM Team
Open
2/15/07
20
Work on subject code of GEN
GEN inactive=Genetics; GEN active =General Credit. Review/develop different codes for conversion mapping and general credit posting.
Chris
Open
 
 
 
Closed Action Items - None
 
 
NewAction Items - None
 
 
Invited Participants
 
ID
Name
Title
Department
Attend[i]
1
Jean Roberts
SAM Lead
Records and Registration
√
2
Chris Nowak
Records Auditor
Records and Registration
√
3
Bea Halvorson
Transcript Clerk
Records and Registration
√
4
Terri Jourden
Registration Clerk
Records and Registration
√
5
Schenavia Cornelius
 
Enrollment Management
N
6
Judy Eistedt
 
Academic Affairs
N
7
Lynne Wood
 
Academic Affairs