CORE Minutes 5-15-07

· CORE Application Team

Discussion Items and Summary

Discussion Item/Summary

Calendar (PID2, CMPC) – Rosemary and Stacey have entered the basic holidays in the Colleague Master Calendar in LIVE through December, 2007. These are needed to build section meeting dates and correctly calculate tuition refunds for classes currently being entered for fall 2007. Rosemary explained the basic calendar functionality and indicated that other Colleague users generally set up calendars one of three ways: one continuous calendar that is constantly updated, by term, or by year. A decision to use “academic” or “fiscal” year would need to be made in setting up an annual calendar. The calendar entered in LIVE is labeled MAIN; however, a naming convention should be determined based on the final calendar set-up decision.

CALENDAR.DAY.TYPES need to be decided, examples are: HO Holiday, FLEX Flex Day, CENS Census Day, EXAM Exam Day. Testing was done using HO and FLEX (for Exam Prep Day), which didn’t work correctly. After testing results were discussed, it was decided that HO and FLEX would be all that would be needed at this time (CMPS). Flex Day processing needs further testing; Stacey and Kathy will work on this element.

Start and End Times (6:00 a.m. – 11:30 p.m. used for testing), Frequency (yearly, daily, etc.), Academic Levels (UG Undergraduate, CE Continuing Education) and Locations will also need to be considered when developing a calendar. (See Prior Action Item #6)

Approval of May 1, 2007 Minutes

Approval of May 8, 2007 Minutes

New Building Codes (BLDG) – For the fall 2007 term, classes are offered at two new buildings:

The Artsplace Educational Service Center

Newaygo County Council for the Arts Newaygo County RESA Learning Services

13 E. Main 4747 West 48^th St.

Fremont, MI 49412 Fremont, MI 49412

Various code suggestions were discussed with a final recommendation. The responsibility of entering new buildings in Colleague on a continuing basis was questioned. It was noted that specific addresses for off-campus buildings should be entered in LIVE. Stacey will review entering this new building data (in TEST) and contact Rosemary to get them in LIVE.

Privacy Codes (PID5) – After discussion with other MCC directors/supervisors, it is recommended to allow the following positions access to “Secured” or “DR Duplicate” records:

It was the consensus of all involved that access be kept tight and additional positions may be granted access if needed. Kelley will contact Rosemary to see if another staff member in Financial Services (cashier?) should have access.

Kathy tested a “Secured” record from the student side via WebAdvisor and had no trouble with any of the student processes: registration, viewing grades, unofficial transcripts, etc. She didn’t test the “Duplicate Record” scenario, but will do that before next week. (See Prior Action Item #1)

Location Codes (LOCN) – Kathy noted that the only valid Location in LIVE was MAIN; however, when Kelley brought up the codes, OTT and HOL were now there as well. These were for testing only and should be removed (Kelley will follow-up with Perry). Both Kelley and Kathy indicated that when discussing the use of locations with other depts., using the city for the location code was preferred. Kathy wasn’t able to test course section searching by “location” via WebAdvisor because there were no Location “drop down” options available. She has contacted Joan Jolman to see if this can be added for testing. Kelley will assign cities to the off-campus sites and send to all team members for their review; after which, codes will be determined for approval. (See Prior Action Item #15)

Action Description

Planned Completion

Privacy Access Policy Recommendation

Contact Rosemary to see if another staff member in Financial Services (cashier?) should have access.

Location Codes (LOCN)

Assign a city (location code) to off-campus buildings and send to all team members for review

Approval of CALENDAR.DAY.TYPES

Remove all other codes delivered in LIVE and TEST

Approval of May 1, 2007 Minutes

Approval of May 8, 2007 Minutes

New Building Code (BLDG)

NCCA Newaygo Co. Council-

New Building Code (BLDG)

NESC Newaygo Co. Educ Serv

Prior Meetings - Open Items

Item Description

Planned Completion

>Research “DR Duplicate Record” code functionality

for student access via WebAdvisor.

>Recommend access to records assigned a privacy code.

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 considerations: data entry responsibility, calendar type (academic year, fiscal year, continuous), naming convention, MCC’s academic calendar, contractual commitments, and other closure dates (EMS), primarily relating to business days and student billing.

Stacey, Kelley, Kathy

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 identify a city,

county, or targeted demographic area for outreach and

course section searches via WebAdvisor.

Hierarchy – Dept. Name Changes

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

NEW Open Items

Item Description

Planned Completion

New Building Code Data Entry (BLDG)

Determine Dept./position responsible for entering new buildings in Colleague on a continuing basis

Invited Participants

Student Life/Community Outreach

Records/Registration

Institutional Research/Academic Affairs

Core

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