SAM Minutes 03/29/07

Colleague – Student Services Module

· Student Academic Management Team

Discussion Items and Summary

Discussion Item/Summary

Approval of March 22, 2007 Minutes

Academic Probation Restrictions – Update

Working with Patricia on this element, Jean noted that we have been testing completion of 15 credit hours, not 12 as stated in the catalog. Current functionality in TIP and mapping to Colleague was discussed. Students with <2.0 GPA completing 12 cr. hrs. will be flagged (and informed) “Academic Probation” (PERC), allowing registration. Students with 15 cr. hrs. with <2.0 GPA will be blocked from registering (PERC). Further discussion with Doug is needed regarding rule set-up and severity (RLDE).

Curriculum Sub-team meeting of March 27

>This group met and discussed fall 2007 course schedule prep and the course conversion testing process. An updated course download is expected today or tomorrow; course types, instructional methods, instructor load, billing info, etc. will need to be checked. The courses to be offered in fall ’07 will be reviewed first, with Judy verifying offering info (COFF), financial info (CFIN) and billing info (CRSB); Jean, Kathy and Terri will check restrictions (CRES) and requisites (CREQ). Judy will get copies of the proposed fall 2007 courses to team members so they receive review priority.

>Recommended section number format beginning with fall 2007 is F01 for Fall, W01 for Winter and S01 for Summer sections. Jean explained the rationale, easy term copying, more identifiable multiple term registration (when applicable); and gave examples of course section numbering, which would repeat with each course/discipline (i.e. ENG-101-F01, ENG-101-F02, ENG-101-F03; ENG-102-F01, ENG-102-F02; MATH-040-F01, MATH 040-F02).

Phlebotomy Course Refund Problems – Course fees are not refunding properly for Phlebotomy (CEHLT-100). Various adjustments to the reg dates and refund policies were tested last week. Further review today included testing/changing the course fee type (CRSB) and section reg dates; new registration and drops were done, with no solution. This issue will be studied further by SAM and AR.

Conversion Testing for Course Fees – Jean thanked team members for their work in checking course conversion data, and noted Patricia has corrected some of the issues and will rerun course conversion, including course fees as well. This list should be ready today or tomorrow for the Curriculum sub-team to begin testing.

Admissions Conversion – Vilene has been working with this data, and hopes to complete it next week. Other team members may be asked to help if her schedule changes.

Student Remarks (STRK) – Revisit Counselor and Registration Staff Use

Jean had discussed this issue briefly with Kelley Conrad and noted that some comments would be helpful to both the Registration staff and Counselors; like credit overload permission and FERPA “non-disclosure” agreements. There isn’t a specific field in Colleague to handle these items. Discussion included Legacy SCP info, Colleague maintenance, access and inquiry processes. Jean indicated that perhaps the Student Miscellaneous (STMC) screen (Misc1, Misc2, etc.) could be utilized for mutual messages; she will research. Vilene will discuss this with Kelley in more detail.

Privacy and Directory codes were questioned. Kathy indicated these don’t work as finitely as the codes in Test suggest; CORE is reviewing and testing these elements. Jean noted that SAM will also want to test codes for this purpose.

Test NONC – Sche has created new students for testing Compass, ACT, and MEAP scores. Jean would like both passing and failing scores and registration rules tested on these students, along with about ten former students. As attendance and time permits, the NONC Test Sub-team, Lynne and Bea are asked to test these functions.

SAM Meetings April 5^th and 6^th – Jean, Chris, and Vilene will not be here. Kathy and Terri will coordinate testing efforts. Kathy will be the point person to distribute, collect and review conversion data testing. Any data questions or OIT issues should be sent to her. Terri will assist with staff assignments and work session scheduling.

Approval of March 22, 2007 Minutes

Approve Course “Section Number” Format

Start with the following section numbers:

F0l for Fall Sections

W01 for Winter Sections

S01 for Summer Sections

. . . continue numbering in order, starting over with each course/discipline

(i.e.: ENG-101-F01, ENG-101-FO2; MATH-040-F01, MATH 040-F02, etc.)

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 2007SU

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.

Use STRK Student Remarks only for Counselors – review Registration inquiry needs (Credit hour overload approval, Non-Disclosure agreements)

3-29-07 Jean indicated that perhaps the Student Miscellaneous (STMC) screen (Misc1, Misc2, etc.) could be utilized for mutual messages. Vilene will discuss this with Kelley in more detail.

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

Work on subject code of GEN

GEN inactive=Genetics; GEN active =General Credit. Review/develop different codes for conversion mapping and general credit posting.

Closed Action Items – None

Action Description

Planned Completion

Academic Probation Restrictions (RLDE)

Further review with Doug is needed regarding rule set-up and severity (12 or 15 cr. hrs.).

>Fall 2007 Course Schedule prep

>Course Conversion Review

Fall ’07 course offerings will be reviewed first: Offering info (COFF), Financial info (CFIN), Billing info (CRSB), Restrictions (CRES) and Requisites (CREQ)

Phlebotomy Course Refund Problems

Course fees are not refunding properly for Phlebotomy (CEHLT-100)

Student Services

SAM MINUTES

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Student Services

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SAM MINUTES

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