CORE Minutes 9/25/07

Meeting Logistics

· CORE Application Team

Discussion Items and Summary

Discussion Item/Summary

Approval of August 29, 2007 Minutes

Approval of September 11, 2007 Minutes

Person Mail Codes/Address Mail Codes – Rosemary and Beda entered some codes but really couldn’t test them. Kelley will follow up with Joan Jolman re: rules. (See Prior Action Item # 12)

MARITAL.STATUSES – Kelley checked with Janice Alexander and data needed for Special Population documentation. The following info is needed for displaced homemaker programs: never married, divorced, widowed, separated and married. After discussion, the following codes were recommended: NM Never Married, D Divorced, W Widowed, S Separated and M Married. Kelley will get the final approvals for these codes and have the other codes that are in LIVE removed.

Address Codes – Beda indicated that Financial Services needs more than one billing address for some organizations (up to four different billing addresses). Previously approved ADREL.TYPES codes only included one, BI Billing. Reviewing the codes and discussing various options, it was decided that Financial Services may add codes using BI and a number, starting with BI2, BI3, BI4, etc. as needed (they are the only unit that uses this information). Since BI has been used in LIVE, the code will not change, but the description should be changed to Billing 1 for clarification.

Codes for Health Conditions, Disability, Special Needs, Immunizations – Patti said a student recently informed her that he has a pacemaker; and she wondered if that should be recorded in Colleague. Kelley has asked Pam Brown about this issue, including capturing Nursing student immunization data in Colleague. Pam indicated that if MCC records any health information on individuals, the college would be liable. The team feels it’s the responsibility of anyone with a specific medical condition to wear an ID of some sort outlining any special condition(s).

Kelley also contacted the Athletic Dept. about emergency information for athletes, and will follow-up with the new Athletic Director. Currently, they don’t collect any health/emergency history for student athletes; however, Jon Romkema keeps track of any health issues he handles. Kelley will bring this issue up again at the next Student Services Directors meeting and report back.

Training – Vilene Rodgers held a training session for Counselors, and Lynne Wood did the same for Dept. Secretaries. Kathy indicated that she and Diane Krasnewich continue working on screen by screen training material. Kelley noted that certain groups need other specific training, like Financial Aid for Counselors, Budget information for Dept. Chairs/Directors, etc.

FIT/President’s Cabinet – Kelley indicated that another joint meeting is scheduled to discuss additional module training and timelines. We have implemented 12 modules in 12 months; no wonder some folks are stressed! Overall, everyone involved has done a great job.

Action Description

Planned Completion

Have other codes in LIVE removed

Person Mail Codes/Address Mail Codes

Follow up with Joan Jolman re: rules, testing (See Prior Action Item # 12)

Codes for Health Conditions, Disability, Special Needs, Immunizations

Discuss at the next Student Services Directors meeting; with the new Athletic Director

Approval of August 29, 2007 Minutes

Approval of September 11, 2007 Minutes

Needed for Special Populations

NM Never Married

Financial Services may add codes using BI and a number, starting with

Add number1 to the description for

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)

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)

Person/Address Mail Codes

On ADR Person Addresses screen and use MAIL. RULES Val codes, like: NM No Mail, BA Bad Address, NS No Solicitation, NW No Work Calls, GR Students Grade Report, ST Students Statement The person code follows the person (as student, employee, etc.); address code follows the address (like No Mail at work address).

Jean Roberts had benchmarked this item and most use this field in some way, such as: blocking registration if Bad Address, mark bad address as Last Known, set “No Mail” flag. However, these bad addresses (unknown, etc.) will be included in mailings/labels unless a rule is written to exclude them.

9/25 Kelley will follow up with Joan Jolman re: rules

Need process to inform OIT of any name changes

Kelley discussed this issue at the joint FIT/Cabinet meeting. Kathy and Diane Krasnewich are developing screen by screen training material. Other needs include: Financial Aid for Counselors, Budget information for Dept. Chairs/Directors, etc.

NEW Open Items

Item Description

Planned Completion

Codes for Health Conditions, Disability, Special Needs, Immunizations

Discuss at the Student Services Directors meeting; with the new Athletic Director. If MCC records any health information on individuals, the college would be liable.

Closed Action Items

Action Description

Developed codes needed for Special Populations reporting

Note: Mary and Beda will not be able to attend the next CORE meeting due to training.

Invited Participants

Student Life/Community Outreach

Records/Registration

Institutional Research/Academic Affairs

Core

CORE MINUTES

Core

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CORE MINUTES