SAM Minutes 9/13/07

Meeting Logistics

Colleague – Student Services Module

· Student Academic Management Team

Discussion Items and Summary

Discussion Item/Summary

Approval of August 23, 2007 Minutes

Patch Testing Due September 26, 2007 – Jean will send assignments to team members to check 4-5 of each process. She asked Judy to look at courses, sections; adding, cancelling, etc.

Approval of Additional Retake Policy Code – R3 Repeat 3 times

During conversion review, it was noted that BUS 168 Distributive Education Work Experience could be taken 4 times. The previously approved codes only covered up to 2 retakes; so the additional code is necessary to accommodate the conversion of this inactive course.

Approval of CERT Codes – During the entry of the previously approved CERT codes in LIVE, it was noted that different codes were needed for Receptionist/Typist and Info Proc Special in the OSE Lab. Recommended codes are:OSREC OSE-Receptionist/Typist andOSINFOSE-Info Proc Special. An error was made recording the code for Family Day Care (FDC); it should be changed from EDCD to EDFC.

Summer Grades Conversion Completed – Jean indicated the conversion was a success! However, it was discovered that withdrawal repeats (WR) must be handled manually until transcripts can be printed in Colleague. Students must complete the WR form, until the new system is ready to print transcripts. Jean is working to finalize the transcript form specs.

Degree Conversion (HOME) – Help is needed checking degrees in conversion

The integrity of this data is critical. It could impact a student’s opportunity for employment, admission to another institution, etc. She will contact team members for their assistance.

Transcripts in Colleague – Jean is looking at forms for printing transcripts in Colleague; hopefully, a final decision will be made soon.

Update on Training Manuals – Kathy indicated that she and Diane Krasnewich were asked to widen the scope of their project to all modules (via CORE). Jean displayed the SAM (X:) drive “INSTRUCTIONS” folder. Kathy explained the process of using the screen mnemonic for the description for quick reference. Other helpful directions will be included in this folder as well; date and initial stamping, “Cheat Sheet” info, etc. When training is to be done, appropriate instructions can be pulled from this folder to compile a manual. Kathy is also keeping a spreadsheet noting progress of the project, which also allows for recording usage by group.

Update on Sections for Winter – Judy reported that she has entered all Winter 2008 sections except for Life Sciences. There is still some question about the most effective way to enter these courses. She also feels there needs to be more discussion regarding the Math Modules and Math Labs. Judy has received some changes to the winter schedule and she needs to meet with VP Ferrentino to review needs in light of increased fall enrollment and offering history. The Waitlist process and number of days allowed to respond was also discussed. This led to a more global concern regarding letting students know that the primary MCC communications tool is now their MCC email address. This is an issue that may need to be addressed by the Change Management and Communication Teams in conjunction with OIT.

Jean asked Judy to set up a meeting with Kelley Conrad, Stephen Schmidt, Cathy Rusco, she and Judy to discuss the College Success module and lab offerings in more detail.

Counselor Training – Sept. 20, from 1-2:00 p.m. in room 1300

Approval of August 23, 2007 Minutes

Approval of Additional Retake Policy Code

Approval of CERT Code Revisions

Change from RECEP(needs to include OSE designation):

OSREC OSE-Receptionist/Typist

OSINF OSE-Info Proc Special

EDFC Family Day Care (FDC)

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?)

Develop Training Manuals

(Final review of all instructions by Team Leads)

Determine screen shots still needing text; prioritize screen shots by use; compose instructional text (start with most common); standardize format for manuals, training

Closed Action Items - None

Action Description

Planned Completion

Winter College Success Center Course Offerings

Arrange meeting with Kelley Conrad, Stephen Schmidt, Cathy Rusco, Jean and Judy to discuss the College Success module and lab entry in Colleague in more detail (especially Math mods and labs) – very confusing to students and difficult to handle with Web registration

Invited Participants

Student Services

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SAM MINUTES