CORE Minutes 4/10/07

· CORE Application Team

Discussion Items and Summary

Discussion Item/Summary

Approval of March 27, 2007 Minutes

Privacy Codes – Kelley benchmarked and shared info she received from Valparaiso and Suffolk University. Suffolk uses the privacy block for “anyone who requests their non-directory information be withheld”. They do not have a different security level for student employees; however, feel they should have done this initially. Valparaiso uses the following privacy codes: AD Don’t release address, PH Don’t release phone number, AP Don’t release address or phone number, NO Don’t release any information, and DP Duplicate record.

Discussion: Terri indicated that very few students request privacy restrictions (approximately four in her Records Office tenure). She distributed copies of the current “Muskegon Community College Request to Prevent Disclosure of Directory Information” form; which has not been updated with the revised directory information definition. This form must be completed each semester/session.

After discussion, the consensus was to recommend two codes for review by the SAM Team: SE Secure Everything and DR Duplicate Record. Kathy will take this to SAM. Access to this information is a security issue that will probably need to be addressed initially at the Cabinet level.

Directory Codes – Examples of codes in “Test” include: Y Include in directory, N Exclude from directory, AL Alumni Directory, SD Student Directory, and ED Employee Directory.

Discussion: What are MCC’s directory needs: Web, printed, internal, graduates vs. alumni, etc.? This item will be researched further in terms of dept. needs and Colleague functionality in this area.

Location Codes – It was initially thought that Location codes were required to convert courses to Live. However, location codes will be needed to build sections. Since the fall 2007 schedule will be live in Colleague, these codes must be determined as soon as possible.

Discussion: CORE Consultant Carol Hogan had suggested these codes be very clear and specific, describing outreach locations. Codes in “Test” include MC Main Campus and NET Internet. This information is more appropriately identified via building and room assignment on sections. Kathy suggested this field could describe a city, county, or targeted demographic area, such as: Grand Haven, Whitehall, Downtown Muskegon, Ottawa County, etc. If MCC ever acquires an off-campus facility, a location code could be added for physical plant tracking as well as curriculum history. Jean is checking with the SAM Team consultant for his input.

>Financial Aid codes: Bruce asked Peg to bring Financial Aid satisfactory progress codes to CORE for approval. These codes are designated ST module codes, not CORE, and should probably go to the SAM Team.

>Master Calendar – Kelley asked Stacey to initiate a meeting to complete the master calendar in Colleague (since she currently sets this up in EMS). Basic 2008 holidays and closure dates are needed for calculating “business” days, especially for determining student refunds. Judy Eistedt and Lois Smith should be included in the calendar development process, with final review by Rosemary Zink and Diana Osborn. (See Prior Action Item #6)

>Hierarchy Dept. name changes – A question regarding approval of a formal protocol to change dept. names in the hierarchy was raised. This isn’t a CORE decision, but rather a Cabinet one. Kelley will follow-up with the President’s Cabinet.

>CORE Code maintenance – It was noted that there are codes in Live that haven’t been approved by CORE, and other errors that haven’t been corrected after repeated requests. Responsibility for code maintenance in Live was discussed. Kelley will follow-up with OIT to see if she can have access or a more efficient process can be determined. (See Prior Action Item #13)

>CORE Contacts – Kelley is off this week so Beda will be the contact for any immediate issues, and Kathy will be the point-person for location code concerns.

Action Description

PlannedCompletion

Recommend two codes for review by the SAM Team: SE Secure Everything, DR Duplicate Record

Location codes are needed to build sections for the fall 2007 schedule in Colleague; Jean is checking with SAM Team consultant

Hierarchy – Dept. Name Changes

Develop a formal protocol to change dept. names in the hierarchy; President’s Cabinet responsibility

Approval of March 27, 2007 Minutes

Prior Meetings - Open Items

Item Description

Planned Completion

Recommend two codes for review by the SAM Team: SE Secure Everything and DR Duplicate Record

Directory Information

Review MCC’s directory needs: Web, printed, internal, graduates vs. alumni, etc.? Research further in terms of dept. needs and Colleague functionality

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/responsibility: 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. 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 naming format standard be used for forms 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

Item Description

Planned Completion

Needed to build sections for the fall 2007 schedule in Colleague; Jean is checking with the SAM Team consultant. This field could be used to describe a city, county, or targeted demographic area.

Hierarchy – Dept. Name Changes

Develop a formal protocol to change dept. names in the hierarchy; President’s Cabinet responsibility

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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