SAM Minutes 8/23/07

Meeting Logistics

Colleague – Student Services Module

· Student Academic Management Team

Discussion Items and Summary

Discussion Item/Summary

Approval of August 9, 2007 Minutes

Approval of Certificate Codes – The codes were sent to all team members for their review. Jean explained how certificates appeared on a student transcript, with no indication of the program discipline. Using a major code was discussed with Doug, but still did not accurately identify certificates. It was decided to make a separate certificate code for each certificate, so the list was developed. Inactive certificates were given a 5 character code and active ones begin with 4 characters. After discussion, the recommended codes were approved.

Print Key Instructions/Training Manuals – Diane Krasnewich

Diane handed out “Using Print Key” instruction draft copies. She asked for any input and suggestions. Diane offered her assistance in developing training manuals, including formatting and appropriate text; however, she indicated she’s not very familiar with Colleague. With so many screens to cover (1182 on Jean’s staff access spreadsheet), it was decided to proceed with the following steps:

1) What screen shots still need to be done

2) Prioritize screen shots by use (start with the most common)

3) Compose instructional text for screen shots

4) Standardize format for all manuals (instructions)

For a starting point, Kathy asked if the spreadsheet that Jean had for assigning staff access could be used to sort, identify, and track screen shot instruction priority, progress, and completion. Jean felt this would be appropriate and will forward it to Kathy. Columns could be added noting the draft date, completion date, user groups, module ownership, etc. Kathy will sort and prioritize the list, and then work with Diane on the completion of the steps toward developing user-friendly training manuals. It was suggested that any instructions that have been written so far be put on the SAM drive. This will save time and prevent duplicate effort (why reinvent the wheel?). The Team Leads will be included in the review process for elements within specific modules.

Dept. Secretary Training Update – Jean expressed “Kudos” to Lynne for doing a fantastic job and taking responsibility for this task.

Lynne conducted a Colleague training session for Dept. Secretaries on Aug. 21. She prepared a training manual (which is on the SAM drive) and felt the session was very successful and well received. It lasted about 1 ½ hours, with ½ hour spent on load sheet instructions. Lynne indicated it was somewhat chaotic and suggested that other “helpers” be available during the sessions if possible. Joan Jolman’s assistance was greatly appreciated.

Approval of August 9, 2007 Minutes

Approval of Certificate Codes

Approved List as Presented

CERT Certificate Code

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

Conversion of HOME (Institutional data specific to MCC)

Old transcripts need to be reviewed, majors created for former degrees, etc.

PERC for waiving Repeat Courses

Review benchmarking info received (Macomb-PERC Rule?)

Closed Action Items – None

Action Description

Planned Completion

Develop Training Manuals

(Final review of all instructions by Team Leads)

Determine what screen shots still need to be done; prioritize screen shots by use (start with the most common); compose instructional text; standardize format for all manuals (instructions);

Invited Participants

Records and Registration

Student Services

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