SAM Minutes 5-10-07

Meeting Logistics

Colleague – Student Services Module

· Student Academic Management Team

Discussion Items and Summary

Discussion Item/Summary

Approval of April 26, 2007 Minutes – correcting Discussion Item 1: Approval of April 20, 2007 Minutes (not April 26 as listed)

Approval of May 3, 2007 Minutes

Using NCWS to waive prerequisites – Jean explained the possible use of this screen and shared examples from Macomb CC. Prereq waivers could be created on NONC by Course/Title (i.e.: W.BUS101), with an additional non-course type “W Waiver”, category “Other Non-Course”, no credit awarded, no score, etc. Instructions for NCWS Noncourse Work Summary and NCRS Noncourse Work will be sent to team members; more testing will be done.

Using more specific note codes on STRK Student Remarks – Benchmarking revealed that using specific codes here may be the best way to record the following: Prereq overrides (PRO), late reg approval (LRA), closed class approvals (CCA), allowing excess course repeats (3PT Three-peat), etc. All team members are asked to review code needs.

CE Grade Scheme Update – Kathy hasn’t had a chance to meet with Cindy, but will meet with her after she gets back from vacation in a week.

Additional Term for Legacy Transfer credits on RYAT Reporting Years and Terms –

To convert transfer credit data from Legacy, Jean recommends adding an additional term to RYAT for each previous year YEARTF. Patricia will create a term of “5” in Legacy for this data (i.e.: 19805), to be converted to 1980TF in Colleague. Credits will be posted by term in Colleague from now on, but the transfer credit history needs to be converted to a term.

Nursing processes will be different; Chris and Vilene will test.

CTYP Credit Type Code screens – Jean noted that the Attempted Credits, Completed Credits and GPA Credits should be left BLANK on this screen. The Grade Scheme automatically computes this data. These fields will be corrected in TEST and left blank in LIVE.

Privacy Code Update – Kathy will continue to test and report at the next meeting

Sections in LIVE Update – 89 sections have been entered for fall 2007. Judy is working on the rest of the schedule and will get it to Jean within the week.

HR Update – Faculty weren’t in LIVE to be assigned to sections; Lynne will update the faculty records for assignment to fall 2007 classes.

Remote Consulting – Monday, May 14, 3:00 - 5:00 p.m.

>Conversion Update – More testing will need to be done this week and next, including SPG, test Scores, and section history. After which, the 5-year-rule and transcript data can be tested.

>TEST Problems Fixed – Rosemary indicated RGN access and Section Rebuild processes should be fixed and running properly. Jean tested both and they seemed to work correctly.

>Calendar – Rosemary and Stacey DeBrot are working on entering the master calendar holiday dates, etc. This is necessary to correctly build section meeting times and handle student tuition refund processes and financial aid.

Approval of April 26, 2007 Minutes

Approval of May 3, 2007 Minutes

Additional Term for Reporting Years and Terms (RYAT)

For Legacy Transfer credit conversion

YearTF Transfer Credit Year

Continuous Action Items

Action Description

Update Decision Workbook

Practice Registration Activities in Test

Practice Transcript Processing

Add more courses/sections to terms for testing

Add courses/sections for 2007SU

Practice Graduation Processing

Prior Action Items

Action Description

Planned Completion

Confer with HR:

>Determine specific instructional methods (ISTM), instructional load formulas

Judy will research further with Mary Smith, OIT

>Review CU/FI Inquiry, Processing/Reporting screens

>Procedures Manual and Workflows

Review FI Val Codes; creating faculty members and related screens – Lynne is reviewing with Mary Smith(5/10/07)

Determine Academic Standing Rules for Part-time Students (ALST)

Computed columns needed for part-time students over multiple semesters

Put end date on LG grades

-Course/Section Notation Messages (ORES)

Discuss with Academic Affairs, Dept. Chairs and appropriate faculty to update/revise

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.

Review Academic Records Code files/Valcode tables

Additional codes will need to be decided and entered in Test

Compile list of current Legacy “Curriculum” reports

Doug will compare with Colleague-delivered reports

Review posting “Credentials” (Other Certifications)

Include CE, Phlebotomy credentials, other training programs

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

Per review with Doug, “Transfer” codes will not be used at this time. Need to decide “First Time” and athletic Cohort Codes (Tech Prep)

Approval of Hiatus Codes (HIAT)

Review and compare Hiatus vs. Withdrawal (HIAT/WTHR); has IPEDS reporting implications.

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.

>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)

Review reports for FI, CU, AC, Registration

Work on subject code of GEN

GEN inactive=Genetics; GEN active =General Credit. Review/develop different codes for conversion mapping and general credit posting.

Courses/Sections in LIVE

Review courses in LIVE; build sections for 2007FA

Judy, Jean, Kathy, Chris, Terri

CE Grade Scheme (GRSC)

Review CS Community Service grade, possible revision; review benchmarking examples.

Review and test advisor assignment and ADVISOR. TYPES. Write draft instructions.

Add as needed for fall 2007

Closed Action Items

Action Description

Faculty Qualifications and Non-instructional assignments (from Prior Action Item #1)

May use in the future, Mary Smith notes this function is on the Payroll side. (Lynne)

Action Description

Planned Completion

Using NCWS for Non-course Waivers

Student Services

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