CORE Minutes 12-4-07

Meeting Logistics

· CORE Application Team

Discussion Items and Summary

Discussion Item/Summary

Approval of October 23, 2007 Minutes

Special Needs and Privacy Issues: Kelley met with Janice Alexander, who indicated she is working with Pat to handle her reporting needs. Kathy noted that the Institutional Research Office is now responsible for Perkins reporting and may need to be included in any discussions. Kathy will follow up with Anne Meilof and any other appropriate depts. If any codes are needed, recommendations will be forwarded to CORE.

New Department Code – National Science Foundation Grant

MCC has received a grant that will partially fund payroll for some faculty members in the Math/ Science dept., so a code is needed; Mary suggested NSFG National Science Foundation Grant. This will be positioned under Math/Science, Academic Affairs within the institutional hierarchy.

Other - ReviewPrior Action Items

>Codes for Health Conditions, Disability, Special Needs, Immunizations(Prior Action Item #10) – Kelley has discussed these items with appropriate personnel; Athletics and Nursing keep their own records for students. Kelley will meet with the Education Dept. The only applicability for HR would be the Hepatitis B immunization; HR is required to offer this to certain employees. HEP was recommended as the code.

>Person/Address Mail Codes (Prior Action Item #8) – Apparently this is not a big concern at this point. Beda, Darlene and Kelley haven’t seen any real problems working with Colleague on this; using “Unknown” seems to work for letters and labels. It was also noted that email is now our primary communication tool. The question arose regarding student registration being allowed when the address is “unknown”. Kathy will research.

>High School “Guest” Students (Prior Action Item #5) – There is still some uncertainty how Financial Aid interacts with high school guest students. Discussion included graduation date (not recorded in Colleague, only years attended and “Graduation Type” on APPN/HSA), Student Type, Admit Status, Academic Program (HSCH.GUEST). Would it be possible to automatically populate Graduation Type when a final transcript or GED is received? Peg will determine what field the financial aid process uses to identify an eligible “graduated” student.

>Closed Items – Items 1, 6, 7, 10, 13 and 14 were closed as noted in the “Closed Action Items” table below.

Action Description

Planned Completion

Codes for Health Conditions, Disability, Special Needs, Immunizations

Kelley will meet with the Education Dept.

Person/Address Mail Codes

Find out if student registration is allowed when the address is “unknown”

High School “Guest” Students

Determine what field the financial aid process uses to identify an eligible “graduated” student.

Approval of October 23, 2007 Minutes

Under Academic Affairs, Math/Science Dept. on institutional hierarchy

NSFG National Science Foundation Grant

Immunization Val Code (EMER)

Prior Meetings - Open Items

Item Description

Planned Completion

Directory Information

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

Revise Protocol for:

-Deceased Individuals

Review with Records/Registration for final protocol

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 and contractual commitments; primarily relating to business days and student billing.

12-4-07 Kelley will bring to IOC to determine responsibility; generally involving Academic Affairs and Financial Services (out of CORE’s responsibility).

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?

12-4-07 Peg 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 12/4/07

Work with OIT to correct CORE code entries in Live

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

Have other codes in LIVE removed

Codes for Health Conditions, Disability, Special Needs, Immunizations

Athletics and Nursing keep track of their students; Kelley will check with the Education Dept.

NEW Open Items - None

Closed Action Items

Action Description

PRIVACY.CODES (PID5)

Access to DR Duplicate Records has been determined

Code Needs: Special Pops

Kelley discussed with Janice Alexander (re: Perkins reporting); she works with Patricia Werly.

Duplicate Records in Colleague

OIT and Records/Registration are handling duplicate records as they are identified

Standard MCC Form Naming Convention/Training

CORE suggested a naming format standard be used for forms throughout the college

A process is in place (Records/Registration and OIT)

Kelley will discuss at IOC. Instruction materials by screen mnemonic have been developed and are housed on the SAM (X:) drive. Kelley will ask if these materials can be made available on the common drive for campus-wide accessibility.

*CORE Meetings will be the third Tuesday of the month beginning January 15, 2008

*A DRAFT of meeting minutes will be sent to all team members after each meeting

Invited Participants

Student Life/Community Outreach

Records/Registration

Institutional Research/Academic Affairs

[i] √: attended meeting; N: not present; S: sent representative; R: representative; G: guest

Core

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