CORE Minutes 05/8/07

· CORE Application Team

Discussion Items and Summary

Discussion Item/Summary

Approval of May 1, 2007 Minutes – Tabled until next meeting

Location Codes (LOCN) – Kathy continues testing student scenarios via WebAdvisor. Beda noted that a Location Code (address) was required for processing tuition payments with credit cards (receipts session); a CASH location code was established to continue testing. She will research this issue regarding student accounts functionality. (See Prior Action Item #15)

Master Calendar – Kelley indicated this is a critical element that must be entered in LIVE as soon as possible. It’s needed to build course sections, determine refunds, etc. Stacey will continue to test and work with other appropriate staff members to finish testing. (See Prior Action Item #6)

Privacy Access Policy Recommendation – Access permitted to person records marked DR Duplicate Record and Secure Everything (or other description designation). Access for the following positions has been recommended:

Other positions/depts. that may need access to those records are: Counseling Chairperson, Human Resources/Payroll, another employee in Records, Financial Aid, Business Office (cashier). These may be determined by the appropriate supervisor.

Team members will discuss this issue with other supervisors: Terri - Jean Roberts, Beda - Rosemary Zink and Kelley - Bruce Wierda.

Action Description

Planned Completion

Privacy Access Policy Recommendation

Team members will discuss this issue with other supervisors

Decisions Made - None

Prior Meetings - Open Items

Item Description

Planned Completion

Research “SE Secure Everything” code functionality further, specifically: student access via WebAdvisor, registration, grading, payroll, transcript requests, etc.

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), primarily relating to student billing/business days. Stacey and Lois Smith are testing various calendar scenarios in the “test” environment.

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).

Needed to build sections for the fall 2007 schedule in Colleague. 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

Directory Information

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

NEW Open Items

Item Description

Planned Completion

Privacy Access Policy Recommendation

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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