CORE Minutes 3/27/07

· CORE Application Team

Discussion Items and Summary

Discussion Item/Summary

Approval of March 20, 2007 Minutes – Correct Discussion Item #4 Privacy Codes - . . . PID5 (CORE App. CS – UCS – IND) . . .

Student Personal Data Change Form – Rosemary wanted to be sure the Financial Aid Office had reviewed the form for their needs. Peg indicated the form met their needs. Kelley had various employees and students use the form, receiving approval and a few minor suggestions. She will work with Patti on the revisions and send to all team members for their review. Terri was asked to share the form with Records personnel, since they will probably be the primary users.

(See Prior Action Item #10)

Privacy Codes – PID5 Person Privacy Warnings: Privacy codes and messages relating to FERPA regulations.

>Kelley tested these codes with Joan Jolman and indicated our CORE workbook used the code examples “D” No Demographics, “X” Duplicate Record and “S” Secure All. Student worker access to Colleague records, handling a “Non-disclosure Form” in Colleague, and security set-up concerns were also discussed.

>Kathy reviewed these codes with Jean Roberts, and she felt a code for duplicate records was needed, but wanted to test the codes before final decisions are made. All CORE team members are asked to test this element; Kathy will send test student numbers to all members for their use.

>Mary did some benchmarking with other HR depts., and received more questions than answers. Apparently, this is not widely used for employees.

Security access research, testing and benchmarking will be done on this element.

(See Prior Action Item #1)

Directory Codes – The “Directory Policy” included in the Summer 2007 Schedule was reviewed; but it was noted that this probably is not the updated policy, which will need to be reviewed. The directory code functionality was reviewed; further research will be done. (See Prior Action Item #2)

Master Calendar – Beda asked when this item may be completed, and Kelley indicated that Stacey will return next week and it’s important for her to be involved. This should be completed at the next meeting on April 10. (See Prior Action Item #6)

Action Description

Planned Completion

Student Personal Data Change Form

Review revised form and test use

>Work with Jean Roberts - benchmark student worker access, code usage, is staff info protected, and if so, how?

>Test privacy codes on student records

>Review security issues

Approval of March 20, 2007 Minutes

Approve as corrected

Prior Meetings - Open Items

Item Description

Planned Completion

Benchmark, test student records, review security access

Directory Information

Review “revised” MCC policy, code examples/use

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)

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)

Student Personal Data Change Form

Have some staff members and students test forms, especially Records Office

Employee Personal Data Change Form

Review/revise form for employees

Mary, Beda, Patti (2/13/07)

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

Standard MCC Form Naming Convention/ Training

Suggest a form naming format standard be used throughout the college; facilitating form “ownership” recognition, data entry point and final destination. Each dept. could designate a “contact point person” to handle all of their dept. forms (training – including form samples/protocol, dissemination, entry, form inventory).

NEW Open Items - None

Announcements: April 3 meeting CANCELED

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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