SAm Minutes 5/24/07

Meeting Logistics

Colleague – Student Services Module

· Student Academic Management Team

Discussion Items and Summary

Discussion Item/Summary

Approval of May 10, 2007 Minutes – Tabled until next meeting

Approval of new Grade Scheme for CE Courses (GRSC) – Jean reviewed examples of CE grade scheme descriptions from HFCC; including a current and an old scheme. After discussion, it was the consensus to use the CE Continuing Education grade scheme (as set up in Test) for new CE grades in Colleague, and create another grade scheme “OLDCE Obsolete CE” for CE grades converted from TIP.

Approval of new Grade Codes for CE Courses (GRCD) – Kathy has met with Cindy Panici and reviewed sample CE grades, including: Mastery, Completer, Objectives Met, Objectives Not Met, Satisfactory and Unsatisfactory. Cindy preferred Satisfactory and Unsatisfactory, indicating this should accomplish confirmation of CE course completion for students. Kathy noted that the “W” grade would also be needed for CE.

Desktop Checking for Placement Test Scores – Patricia has rerun the data for conversion and has asked for review of the changes from printed documentation before it is re-converted. Not creating another online conversion file until the data mapping is successful will save time and effort for both MCC and Datatel. Jean will ask several team members to work on this.

Record “Deceased” in Legacy (ARI screen) – Institutional Research has identified 482 deceased student records still active in TIP. These will have to be recorded manually before conversion (using the ARI screen in TIP). Jean will assign this to various individuals and hopes to have the process completed in one week.

Update: More Conversion testing – Includes sections, courses without sections, and other historical data. All will need to be tested before student academic and section history can be transferred from Legacy to Colleague.

Fall 2007 Sections – 560 sections have been built in LIVE to date.

Day and evening lab sections were discussed for Math modules, Reading and Writing (ENG) courses in the College Success Center. Jean explained the problem of not being able to force a student to register for a co-req lab session with only one lecture section for these course types. She suggests building two lecture sections for each course, one DAY and one EVENING; which will allow listing the day or night lab as a required co-req. After discussion and demonstration, the consensus was to add an additional lecture section for all appropriate courses. The labs are already listed separately. Judy will set up and enter these sections.

Registration Date Ranges – Decide “Census” and “Drop Grade Required” Dates

(SRGD Section Reg Date Ranges)

Correct date entry for sections on this screen was discussed; including the nomenclature, history, state reporting, refund and student financial aid processing in Colleague, and final date determination “ownership”. Judy indicated the “census” date she enters in Legacy is the 11^th consecutive calendar day for a 15 week course; however, she didn’t know how this affects drops and grading.

Bruce Wierda and Patricia Werly were asked to join in this discussion and various scenarios and requirements were noted. One thought was that the 10^th day is the “census” date and the 11^th day is the “Drop grade required” date in Colleague for 15-week classes (dates are recalculated for any course not meeting the entire session). Another scenario has the “census” and “drop grades required” dates the same (11^th day). Bruce and Patricia will review policies and past practice; reporting back to Jean. This is critical as we continue to build sections and may need to change these dates on the sections already entered for fall 2007.

Test Deregistration – Jean and Lois reviewed and tested various rules (Registration and Financial)

Approval of new Grade Scheme for CE Courses (GRSC)

OLDCE Obsolete CE

Approval of new Grade Codes for CE Courses (GRCD)

Amended to include:

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

Confer with HR:

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

Judy will research further with Mary Smith, OIT

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 Organization 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

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

Add as needed for fall 2007

Closed Action Items

Action Description

CE Grade Scheme (GRSC)

Grade scheme and new CE grade codes approved

Invited Participants

Records and Registration

Student Services

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