CORE Minutes 5/30/07

Meeting Logistics

· CORE Application Team

Discussion Items and Summary

Discussion Item/Summary

Remarks – Kam thanked the CORE Team for their continuous hard work and dedication during the entire FIT Project. CORE is critical to all modules and has been instrumental in the success of other modules going ‘live’. He specifically appreciates the work Patti has done maintaining the code list. He assured the team that there will be some sort of appreciation “celebration” at some point, possibly with the OIT folks, since there isn’t a specific “go live” date for these groups.

Approval of May 22, 2007 Minutes – Tabled until June 5 meeting

Room Capacities – For information to team members:

Rooms with zero and inadequate capacities to cover section caps are being forwarded to Stacey. She will review these, specifically with EMS, and add/change appropriately. As final decisions are made, any changes will also be reviewed by Facilities to compare with other requirements (i.e.: fire codes).

Location Codes – Kathy will assign “city” locations to the off-campus buildings and send to all team members for their review. Final recommendations will be made at a later date.

Student Personal Data Change Request Form – Concerns regarding the design of this form and documentation requirements were discussed and revisions were made accordingly.

Employee Personal Data Change Request Form – Concerns regarding the design of this form and documentation requirements were discussed and revisions made accordingly.

Additional Val Codes – REFUND.REASONS

Beda recommended codes that are needed for use in the Student Module.

Action Description

Planned Completion

Location Codes (LOCN)

Assign a city (location) to off-campus buildings for team review

Student Personal Data Change Request Form

Write directions on form usage and completion

Approve Additional Val Codes: REFUND.REASONS

ADJ Bill Adjustment

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 (Revised 5-30-07)

Faculty/Staff Personal Data Change Form

Review and test form for employees, especially HR

Mary, Beda (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).

Kathy will assign a city “location” to off-site buildings for review (used for 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 - None

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

Core

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