CORE Mintues 6/12/07

Meeting Logistics

· CORE Application Team

Discussion Items and Summary

Discussion Item/Summary

Approval of June 5, 2007 Minutes

Building Codes – Kathy indicated the CTC Career Tech Center, Muskegon is all set in LIVE. There are no immediate plans to offer classes at the CareerlineTech Center between Grand Haven and Holland, so there is no need for another code at this time.

Representing the SAM team, Kathy recommends that previously approved building and room codes of PLUS Hybrid/Internet Course and NET Internet/Hybrid be deleted. These were originally approved to facilitate designation of Internet classes; however, after building the fall 2007 schedule in Colleague, several other fields are being used for this purpose. These codes could actually cause more confusion than clarity.

Stacey reviewed the Buildings in LIVE, compared her lists, and is clarifying any discrepancies. She should get the list of off-site buildings from RT this week for a final review of facilities.

Directions for Student Personal Data Change Request Form – Recommendations and revisions were discussed and made, including: clarification of document copy retention requirements, primarily concerning student workers and residency changes. The intention is to use this form globally for all dept. needs, including Financial Services and Financial Aid. These offices, along with Records and Registration, are asked to use the revised form before sending to all on campus.

Note: Routing protocol for this form will be determined following testing of the latest revisions.

Training needed for above form – Terri will check with Jean Roberts regarding training staff members via one on one instruction.

Other: Kelley will be out of townthe week of June 25; no CORE meeting. Kathy and Beda will cover if any items come up needing immediate consideration.

Action Description

Planned Completion

Test Directions for Student Personal Data Change Request Form

Pay particular attention to form revisions and direction clarity

Approval of June 5, 2007 Minutes

Delete PLUS Hybrid/Internet building code (BLDG) and NET Internet/Hybrid Course room code in LIVE

Original intent to use for Internet classes; however, other fields better designate this option.

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 6-12-07)

>Test clarity of directions (Revised 6-12-07)

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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