SAM Minutes 4/12/07

Colleague – Student Services Module

· Student Academic Management Team

Discussion Items and Summary

Discussion Item/Summary

Approval of March 29, 2007 Minutes

Remote Consulting: April 20, 10:00 a.m. – 12:00 p.m.

Approval to Record Phi Theta Kappa on STMC Student Miscellaneous screen – This procedure will print PTK membership on transcripts. Benchmarking indicated that other colleges use STMC for this type of recognition, and Doug agreed with this during remote consulting Oct. 6.

Approval to use STRK Student Remarks for Counselor messages and Transfer Institution information from Legacy – Jean explained the issues involving conversion to Colleague. Options for storing transfer institution comments from the SCP screen in Legacy were researched (see SAM Consulting remarks from Aug. 10-11). The STRK screen is the best place to add this data for use by designated employees and depts. Security decisions will need to be made complying with FERPA (and by the President’s Cabinet) regarding access to STRK.

Approve additional STUDENT.REMARK.TYPES Codes – Codes of POE Port of Entry (approved 10-26-06), DIS Disciplinary Info (approved 10-26-06), TFL Transfer Institution Legacy, PER Personal Remarks, BEH Behavioral Remarks and REG Registration Remarks were reviewed. Issues with FERPA and various usage scenarios were discussed. It was the consensus that this would be appropriate for Registration to record course “overload”, Records to indicate pending transfer institution credit, etc. Codes POE and DIS have special processing attached, so those must remain as noted; other codes will be used to denote the office/dept. initiating the remark for easy reference and follow up. More codes can be added as needed.

Approve additional DAYS.OF.WEEK Code – Colleague conversion requires a “day” code for record conversion. Kathy indicated that TBA automatically defaults if no day is entered when assigning sections and suggested that TBA be used for consistency.

Course Name Changes in Colleague – Jean reviewed the process for renaming courses in Colleague, with no change in course content. This will not be done in Legacy first to save equating courses in Colleague and complicated processing.

Patch Testing – Still needs to be completed

SPG Conversion Testing/Obsolete Programs – Jean explained the mapping and conversion issues relating to inactive programs and assigning an end date to the student programs.

TSUM Conversion Testing – More review of data conversion equivalencies is needed. The values of some English test scores were changed over the years and can’t be identified by date. There was also some discrepancy in Math Algebra and College Algebra equivalencies. These issues will be reviewed with Patricia and retested.

Courses in “LIVE” – Jean, Judy, Chris, Terri and Kathy will continue to update courses in LIVE. Work sessions were planned for Sat. and Sun. for those who could attend. Patricia distributed authorization approval forms for completion.

Approve additional INSTR.METHODS Instructional Methods Code – Judy and Kathy noted that PEA and DNC courses didn’t really fit under previously approved codes and suggested a code for “activity” be added. This would also help students identify courses to fulfill “activity course” degree requirements.

Approval of March 29, 2007 Minutes

Approve using STMC (Student Miscellaneous) to record Phi Theta Kappa

Approval to use STRK (Student Remarks) for Counselor messages and Transfer Institution information from Legacy

Approve additional STUDENT.REMARK. TYPES Codes

REG Registration

Approve additional DAYS.OF.WEEK Code

TBA To be announced

Approve additional INSTR.METHODS Instructional Methods Code

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)

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

Action Description

Approve STUDENT.REMARK.TYPES

Review codes in Test for SEVIS reporting, special processing, security and special needs concerns.

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

Student Services

SAM MINUTES

Meeting Logistics - REVISED -

Student Services

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SAM MINUTES

Meeting Logistics - REVISED -