CORE Minutes 7-3-07

Meeting Logistics

· CORE Application Team

Discussion Items and Summary

Discussion Item/Summary

Approval of June 19, 2007 Minutes

Additional Office Code – Counseling: Jean Roberts asked Beda to request an Office Code for Counseling to be used when lifting academic restriction rules from student records (probation, etc.). All Office Codes were reviewed and there are more codes in LIVE than CORE has approved. Kelley will follow up with other team leads to see which codes are being utilized; possibly deleting those that were not approved if there has been no activity. This should be done as soon as possible so there is less confusion choosing the appropriate code (like REG Registrar or RR Registration/ Records). Kathy indicated that limiting the code size to 2 characters facilitates naming documents in Communications Management.

DEGREE.TYPES: While reviewing converted data in LIVE, Jean Roberts and Kathy realized there was no “Associate” degree type. The only codes in LIVE were: BACC Baccalaureate, PROF Professional and OTHER Other. R18 TEST also included the code ASSOC Associate, which is needed for MCC’s degrees. Kathy asked for a vote via email approving all four codes; receiving approval. Peg questioned the use of BACC Baccalaureate, and after discussion, it was decided to leave it in as it may be needed in some areas of Colleague.

GED Institution without Testing Center: Darlene had done some benchmarking on this issue, finding that two colleges used a “Dummy” GED and one used the Washington DC Center for GED scores that didn’t have the testing center listed. One suggestion was using “GED Center Unknown”. Home School raises the same question. In TIP they are listed as: Home School-In County, Home School-Out of County and Home School-Out of State. The consensus was to use the same descriptions in Colleague. Kelley will email our recommendations to Jean Roberts, George Maniates, and CC: Janie Brooks, Brenda and Darlene for their comments. (See Prior Action Item # 12)

Facilities Update: Stacey has received site information from both Nursing and RT, reviewing their lists with those previously approved. Name changes have been confirmed and updated, with only a couple more to review. RT uses Lincare Health Center on Broadway, which is separate from Lincare Home Care Rotation (LHCR). Stacey will communicate with RT and Nursing regarding the global use of these codes and naming standards, finalizing any outstanding issues.

Authorization to Release Student Information: Terri indicated she has received several forms authorizing the release of student academic information. The forms include a variety of choices including: grades, financial aid info, etc. In TIP, release authorization was entered on the SCP screen, but a decision is needed identifying the best field in Colleague to include this permission. Various scenarios were discussed, along with consistent entry, viewing authorization, writing and editing info, etc. The main comment screen replicating SCP is STRK (Student Remarks). This is an open text field accessible throughout student data screens. More research will be done to determine the most appropriate solution; especially with the SAM team.

Library needs re: Personal data changes procedure – Beda indicated that Rosemary is convening a group to discuss this issue. The Library has a separate data system, which will not bridge to Colleague, so entry and security concerns in the Colleague system are being reviewed and will ultimately be decided between these parties.

Action Description

Planned Completion

More codes appear in LIVE than approved by CORE; review with Team Leads

>GED Institution without Testing Center

Email recommendations to Jean Roberts, George Maniates, and CC: Janie Brooks, Brenda and Darlene for their comments.

Authorization to Release Student Information

Determine the most appropriate area to record permission (STRK?); confer with SAM Team

Approval of June 19, 2007 Minutes

Additional Office Code - Counseling

Add: CO Counseling

BACC Baccalaureate

PROF Professional

Additional Building Code (BLDG)

LHC Lincare Health Center

Prior Meetings - Open Items

Item Description

Planned Completion

PRIVACY.CODES (PID5)

Review list having access to DR Duplicate Records

Directory Information

Review MCC’s directory needs/Colleague functionality: Web, printed, internal, graduates vs. alumni, etc.

Revise Protocol for:

-Deceased Individuals

Kelley and Terri will review current practice; and revise recommendations after the student module goes Live.*

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)

Kathy will review 6/19/07

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. Kelley will meet with Rosemary and Jean after student module goes Live.*

Code Needs: Special Pops

Janice and Donella continue to review codes used for special populations, both in CORE and SAM. Bench- marking. 2-06-07 Kelley discussed with VP Ferrentino (re: Perkins reporting)

Kelley will confer with Janice Alexander (6-19-07)

Duplicate Records in Colleague

Kelley and Rosemary will research, review protocols, etc. 1-9-07 Perry’s working to identify duplicate person & organization records in “Live”. Pat suggests regular review of dupes. Check with Perry (2-06-07)

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?

6-19-07Peg will research to see what field SFA uses in determining eligibility (Student Type, Admit Status, Academic Program, etc.)

Peg, Brenda, Kathy (1/16/07) Peg 6/19/07

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; outreach (not time to use for fall 2007)

Institution Code for GED

Recommendations to Jean Roberts, George Maniates, Janie Brooks, Brenda and Darlene

NEW Open Items

Item Description

Planned Completion

Permission to Release Student Information

Determine the most appropriate area to record permission (STRK?); confer with SAM Team

Closed Action Items

Action Description

Library needs re: Personal data changes procedure

The Library system is completely separate; Beda indicated discussions are ongoing regarding sharing and/or updating data. (6/19/07)

Invited Participants

Student Life/Community Outreach

Records/Registration

Institutional Research/Academic Affairs

Core

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