SAM Minutes 8/7/07

Meeting Logistics

Colleague – Student Services Module

· Student Academic Management Team

Discussion Items and Summary

Discussion Item/Summary

Approval of June 7, 2007 Minutes

Approval of RYAT Term for Accounts Receivable – Code 0607AR Misc AR 2006-2007 was previously approved via email for use by Financial Services for outstanding balances.

Approval of additional Grade Code for LG Legacy Grade Scheme –Code CR Credit was previously approved via email for use on old microfilm courses (i.e. PEA)

Approval of additional Grade Code for RO Records Office Grade Scheme (not UG Grade Scheme as noted on the agenda) – Jean explained that a code for “missing” grades is needed so any course that hasn’t yet been graded does not continue to appear on a student’s RGN screen for successive terms. In Colleague, any course not graded is considered open on a student registration (RGN) record. This grade code is for internal processing only and will not appear on a transcript. Suggested codes of NG No Grade and MG Missing Grade were discussed, with MG being the final recommendation.

Approval of additional Note Code (NOTC) – As some final summer 2007 grades were entered to update student records before fall 2007 registration, entry errors were made and there wasn’t an appropriate note code to define the grade change. Jean suggested ER Entry Error, which was discussed and approved.

Approval of additional drop reason code for STUDENT.ACAD.CRED.STATUS.REASONS- Errors in dropping students have been made during this initial reg session in Colleague, so an entry error code is needed here as well. Recommended ER Entry Error be used here too.

Training for Dept. Secretaries/Dept. Chairs – Lynne will be conducting Colleague training for Dept. Secretaries and interested Dept. Chairs on Aug. 21, 10:30 a.m., room 1300. Chairs will have more specific training during faculty seminar days. Lynne indicated that several secretaries have questioned the ability to print transcripts; however, they will access transcript information (and more) via ATRT (Acad Cred Alt Cum Totals) and STAC (Student Academic Credits) screens. Jean reported that the President’s Cabinet has determined that Records is the only office authorized to print transcripts.

Conversion of HOME (Certificates, Diplomas and Degrees) – Jean explained that HOME includes institutional data specific to MCC; like all conferred certificates, diplomas and degrees. For correct transcript notation, majors must be attached to all credentials. Old transcripts will need to be reviewed and majors created for former degrees, etc.

PERC for waiving Repeat Course restriction – Jean shared benchmarking responses, and noted that Macomb has created a rule on PERC (Person Restrictions) to grant permission so student registration can be completed over the web. Currently, students must come in to get instructor permission to repeat a course. Several respondents indicated they count a W grade as a repeated course, where MCC does not. There was discussion about MCC’s course repeat policy and whether a grade of “W” should count as an “attempt”. Jean will forward any further course repeat benchmarking information she receives to all team members.

Remote Consulting – Friday, August 10, 9:00-11:00 a.m.

>Patch Testing: Will be ongoing, each time 1) a “Live” Clone environment will be created, 2) patch tested, 3) sign off when completed, and 4) patch incorporated into “Live”.

>Degree Audit: A clone of “Live” will be established for each phase of testing/updating so “real” complete data can be used for training.

Approval of June 7, 2007 Minutes

Approval of RYAT Term for Accounts Receivable

0607AR Misc AR 2006-2007

Approval of additional Grade Code for LG Grade Scheme (GRSC)

Approval of additional Grade Code for RO Grade Scheme (GRSC)

Approval of additional Note Code (NOTC)

Approval of additional code for STUDENT.ACAD.CRED.STATUS.REASONS

Continuous Action Items

Action Description

Update Decision Workbook

Practice Registration Activities in Test

Practice Transcript Processing

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

Practice student academic standing codes in “Test”

GOOD, DEAN, PRES, PROB1, PROB2, DISM

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 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

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

Add as needed for fall 2007

Closed Action Items

Action Description

Courses/Sections in LIVE

Review courses in LIVE; build sections for 2007FA

Action Description

Student Services

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SAM MINUTES