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SAM MINUTES

 
 

Meeting Logistics

 

Project
Colleague – Student Services Module
Topic
·          Student Academic Management Team
Date
April 26, 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 Revised April 12, 2007 Minutes
Jean
2
Approval of April 20, 2007 Minutes
Jean
3
CE Grade Scheme  (GRSC) – Benchmarking  (Monroe, Macomb, HFCC)
Cindy Panici had requested a review of grades for CE courses; currently using grade of CS Community Services. She suggested CR Credit and NC No Credit; and wondered if the CS grade on historical records could be converted to CR. Jean benchmarked on this issue and received some helpful feedback: historical data should not be changed and using CR Credit could be confused with regular college “credit” courses. Henry Ford CC sent copies of their grade schemes, where Satisfactory, Unsatisfactory, Objectives Met, Objectives Not Met, Mastery and Completer were some examples. Kathy will follow up with Cindy. 
Jean
4
Phi Theta Kappa Code (for STMC) – As previously discussed, Jean recommended the code of PTK for Phi Theta Kappa designation. Subroutine processing will be reviewed with Doug.
Jean
5
Approval of Additional Restriction Code (REST) – After meeting with Patricia and Perry, Jean recommends an additional code of RMIC Record on Microfilm.
Jean
6
Approval of Additional Instructional Method (INSTR.METHODS) – Judy indicated that the Math dept. would like a code for Hybrid courses. Judy suggests HYB Hybrid be added.
Jean/Judy
7
DN Do Not Display (COURSE.TYPES) – Jean wondered how this code would be used. Judy explained that this is similar to how courses are kept off the web in Legacy. It is primarily used for RT, Nursing, independent studies, etc. The use of WebAdvisor will be reviewed and Perry will be contacted to see if this is appropriate in Colleague.
Jean
8
Privacy Code Update – The code of DR Duplicate Record was approved by IOC. Further research and testing will be done on any other information restrictions. Kathy is testing this through WebAdvisor.
Jean
9
Courses in LIVE Update – The Curriculum sub-team has been equating courses in LIVE (EQCD). This process is necessary before building sections and converting course section history from Legacy; as well as integral to Degree Audit functionality.  Judy has reviewed and updated Nursing, RT, BIOL and CHEM, noting course contact hours and billing info (“Fixed” course fees and charged by course “Section”) should be checked.
Jean
10
HR Update – Tabled until next meeting.
Jean/Lynne
11
Next Remote Consulting – May 14, 3-5:00 p.m.
Jean
12
Other: 
>RLDE – Rules Definition
  • Approved by IOC, forwarded to the Cabinet, to be entered in Live
  • Concerns and questions, Lois and Lori: Review and test deregistration rules, insufficient funds (ARNSFC), $25 previous balance limit with severities
  • Test using WebAdvisor
>Conversion Testing will continue on SPG and Testing
>Financial Aid 
  • ISAR upload encountered a few problems; including residency and birth date errors (some as a result of application data entry)
Jean
 
  • Inactive “ZLEG” Program problems – Aid couldn’t be awarded to students with an inactive program (as assigned with conversion), so a second “active” Undecided program will be added to allow financial aid processing.
>Advisors – Vilene will further review and test advisor assignment and ADVISOR.TYPES. Jean also asked if she would write draft instructions during this process.
 

 
Decisions Made
 

ID
 
Decision Item
 
Discussion
Motion
Second
Approval
1
Approval of Revised April 12, 2007 Minutes
 
Vilene Rodgers
Lynne Wood
Unanimous
2
Approval of April 20, 2007 Minutes
 
Lynne Wood
Judy Eistedt
Unanimous
3
Phi Theta Kappa Code  (STRK)
PTK     Phi Theta Kappa
Lynne Wood
Kathy Krentz
Unanimous
4
Approval of Additional Restriction Code (REST)
RMIC Record on Microfilm
Jean Roberts
Bea Halvorson
Unanimous
5
Approval of Additional Instructional Method (INSTR.METHODS)
HYB     Hybrid
Judy Eistedt
Kathy Krentz
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
7
Conversion Testing
 
SAM Team

 
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
Approval of Hiatus Codes (HIAT)
Review and compare Hiatus vs. Withdrawal (HIAT/WTHR); has IPEDS reporting implications. 
Jean
Table
12/13/06
14
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
15
FI Code Files
>Review usage ADVR Advisor Rules, COTY Campus Organi-zation Types, ROLE Roles
>FIDE Faculty Information Defaults; includes special subroutine for workload calculation (Doug recommends NOT using - Nov. 6 remote)
Jean, Judy, Lynne
Open
2/09/07
16
Review reports for FI, CU, AC, Registration
 
SAM Team
Open
2/15/07
17
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
 
18
Courses/Sections in LIVE
Review courses in LIVE; build sections for 2008FA
Judy, Jean, Kathy, Chris, Terri
Open
 

 
 
Closed Action Items - None
 
 
NewAction Items
 

ID
Action Description
Comments
Owner
Status
Planned Completion
1
CE Grade Scheme  (GRSC)
Review CS Community Service grade, possible revision; review benchmarking examples.
Kathy, Cindy
Open