Meeting Notes September 9, 2009- 9:00 A.M.
Mike Crow (iSIS), Yolanda Howard (ITS), Wilson (AG), Herspring (AR), Pumphrey (AS), Niedfeldt (BA), Perl (ED), Larry Satzler (EN), Karen Pence (HE), David Delker (TC), Lease (GR), Linda Morse (DCE), Judy Lynch (ADV), King (FS/AAC), Monty Nielsen (REG), DeVault (REG), Rebecca Gould (iTAC)
Lynn Carlin, John Letourneau
Graduation Application Changes/Testing for Fall 2009 (Yolanda Howard)
Yolanda Howard reviewed summary of changes and screen shots. See handouts: “Proposed Graduation Application Changes (in priority order)” and “Graduation Application Process.”
Next step: testing (through mid-September), followed by training with Brian Arthaud-Day. Working toward October 12 implementation. John Letourneau will work on graduation honors and other issues after testing.
Question: is anything being done to lessen burden on advisers? Yolanda will work with advisers group.
Question: when should graduation application be opened for May 2010? January 4, 2010.
Question: can students be notified when graduation application has been successfully submitted? Application confirmation is on the list to implement in Spring 2010.
Timing of Waitlist Purge (Yolanda Howard)
Currently waitlists are deleted seven days after classes start. Instructor permission is required to enroll in a class after first week (seven days). Deleting the waitlists prevents students from being auto-enrolled from waitlist without instructor’s permission. The Registrar sent email reminder to faculty to print waitlist if needed.
Some departments want to extend the time period before waitlists are deleted. In
earlier discussion, extending the time before instructor’s permission is required
for late enrollment was not supported by Faculty Senate/AAC. There also are concerns
about students enrolled from waitlist (who may not have attended class) when other
students are dropped for non-attendance.
One possibility: disable auto-enrollment after first week and keep waitlists for a longer period. Question: for how long? Permission role can be assigned to faculty to facilitate late enrollments.
More information will be gathered for CAPP consideration by email.
Concern: students don’t understand that a time conflict prevents auto-enrollment from waitlist. Why are students allowed to waitlist a conflicting class? Mike Crow will check. Should there be a “Hint List” to help advisers and students with tips about enrollment and scheduling?
iSIS Security Access – Monitoring for Personnel Changes (Mike Perl)
Mike Perl requested a formalized periodic report of persons who have iSIS clearance to review and delete persons who have left positions. It also would be helpful to see what roles (access) are held, and what those roles mean. Mike Crow will work on this.
Other Items (Mike Crow)
Spring 2010 ADV holds will be applied on September 25. Reminder to advisers will be included in InfoTech Tuesday. For a period of time there will be two ADV holds (F09 and S10), plus the ADV survey hold.
Reminder: Be sure all currently enrolled students have an adviser on record in iSIS.
Class rosters have been upgraded with student plan and subplan.
Concern: On student search screen, student PLAN/subplan is needed to help identify students when there are multiple students with same name.
Adjustment has been made to clarify release of financial information.
“No Information Release” designation should be included in graduation application and processing.
December 2009 grade submission strategy: see handout “December 2009 Grade Submission Strategy.” Mike Crow will email copy of document for distribution to department heads.
Publicize: five business days to submit grades for non-standard session classes.
Summer 2009 grading problems: failure to both approve and save grades. Revised page set-up might alleviate; other alternatives will be discussed.
Academic Fresh Start GPA and Academic Forgiveness GPA cannot be viewed in Academics or on graduation application, only in Academic History. This causes problems when AFS or AF GPA should be used.
Should class ranking be based on Academic Fresh Start GPA or Academic Forgiveness GPA? Policy says those GPAs may be used, not will be used. Issue referred to CAPP.
Midterm grades: there will be no change in cohort. Revisions made to eliminate graduate students. John Letourneau will check logic for definition of “freshman.”
Grading option: some courses have sections/components with different grading options assigned. When setting up the class schedule, check for consistency.
Question: can advisors batch run grade reports for all advisees? Without printed grade reports, advisers find it difficult to review student grades each term. Discuss at next meeting.
Concern: Problems with Master Extract. . .the saga continues.