CORE Minutes 6/5/07

Meeting Logistics

· CORE Application Team

Discussion Items and Summary

Discussion Item/Summary

Approval of May 22, 2007 Minutes

Approval of May 30, 2007 Minutes

Building Codes and Descriptions – Stacey updated the team on names and addresses for Buildings to be entered in LIVE. Changes were discussed/reviewed for the following codes:

1) SSHO Select Specialty Hospital: no changes to the code, add “-Western MI” to description

2) MGSH and MGOA Mercy General-Sherman Campus and Mercy General-Oak Campus

The Nursing Dept. indicated the correct names and addresses are Mercy Campus, 1500 E. Sherman Blvd. and Muskegon General Campus, 1700 Oak Ave. After discussion, the consensus was not to change the codes at this time. The current codes are more indicative of the location. If there is evidence that these should be changed at a later date, the codes may be reconsidered. Stacey will add the building names from Nursing in the “long” description for those buildings.

3) Stacey talked to Joe Doyle about room capacities relating to fire regulations; they will keep the lines of communication open when rooms are added/remodeled. Stacey will let Judy Eistedt know if any caps are changed for course section assignment.

3) Kelley will enter room 516 (TECH); see that the newly added NCCA and NESC buildings are entered in LIVE. The typo on LIT room 163 has been corrected.

Rooms in CTC – Kathy hasn’t had a chance to check on using actual room numbers in the CTC. She will do this before the next meeting.

Locations – A list of off-campus buildings with cities noted as locations was sent to all members. The specific use of location codes (outreach and searching for course sections) and various scenarios were discussed. Kathy indicated that only ONE location may be entered for each building, so you can’t list Grand Haven and Spring Lake, Whitehall and Montague, etc.

Previous discussions with other MCC personnel indicated that a city was the preferred choice for “location”. However, after more research and testing, this may not be the most effective use of this field. Location codes are not required before fall and there isn’t much time to get them entered, so more review and benchmarking will be done on this issue before CORE makes a recommendation.

New Department Code (Hierarchy) – A new code is needed under Student Services to hire employees covered by an Upward Bound Grant. Various codes were discussed.

Action Description

Planned Completion

Not required for fall 2007

Approval of May 22, 2007 Minutes

Approval of May 30, 2007 Minutes

New Department Code – Student Services

UPBD Upward Bound

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).

Assigned to off-site buildings for course section searches via WebAdvisor and outreach (not time to use for fall 2007)

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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