Committee on Academic Policy and Procedures

Meeting Notes April 9, 2008- 9:00 A.M.

301 Calvin

Next Meeting:

Wednesday, April 16 at 9:00 AM, 113 Seaton

Attending:

Mike Crow (iSIS), Jennifer Gehrt (LASER), Donnelly (AG), Herspring (AR), Pumphrey (AS), Cunningham (BA), Niedfeldt (BA), Perl (ED), Larry Satzler (EN), Karen Pence (HE), David Delker (TC), Carol Shanklin (GR), Linda Morse (DCE), Gunile DeVault (REG)

The notetaker arrived late to join the meeting in progress, so opening discussion is missing—sorry!

Class Schedule Advice

  • Primary and graded components must be the same, otherwise students can’t get off waitlist.
  • Class Schedule Refresher: Brian is offering generic class schedule training on Thursday mornings for those who enter class schedule data. He is willing to do information sessions for department viewers to help them with class schedule development – contact Brian to arrange time and place.
  • Class associations continue to be a challenge and are covered in the class schedule refresher.

Reporting

  • Class Schedule edit reports are available. Other reports are in development. Priority will be accuracy and making reports available now, with fine-tuning and tweaks coming later.
  • Enrollment report: “working to get a view out there” so enrollment data (enrollment by class, etc) can be available.

Questions:

  • Is there anyway to see enrollment in multiple class sections when giving permission so that sections can be balanced? Curriculum Management > Maintain Class Schedule > Update Class Section
  • Is it possible to get list of students by program? by class? by GPA?
  • Can DCE get headcount reports for distance programs?
  • Will all reports be transferable to Excel? If not, they should be.

Report requests need to be formalized. A reference site is needed to identify reports available, how to request, when to run for most current data, the path – maybe put on iSIS Help in spreadsheet format?

Enrollment Problems

  • iSIS has allowed enrollment in time conflict without override.
  • If waitlisted for LAB, can’t enroll in LEC.

Reserve Capacity

Seems to be working well. More faculty are interested in RES CAPS as enrollment management tool. Academic Assistance Center may use RES CAPS for Enhanced University Experience to reserve spaces for program participants identified in student group.

Waitlist Discussion

A general e-mail message will be sent to students to “Watch the Waitlist” for auto-enrollment from waitlist to enrolled. Students who are auto-enrolled will be notified individually by e-mail. Concern: students may not check K-State e-mail over the summer.
Question: can auto-enroll be turned off on Day 8 instead of purging the waitlist? Not easily. A report has been written to allow printing off waitlist before it is purged.

Holds

Is ARH release already a part of a role, or does it have to be requested? See Mike’s e-mail about other holds.

Security Processes for New Employees, Transfers and Terminations

  • Security forms need to be submitted for new employees.
  • Employees who change positions within the university should have their security forms reviewed and modified as needed.
  • Security access should be deleted for employees who leave the University.

Suggestions:

  • Add/modify signature line on security form so that forms are routed to Dean’s Office for review.
  • Keep copy of form in employee’s personnel file.
  • Make deletion of security access part of the “check-out” process when employees leave the University or transfer.

Transfer Enrollment, April 28-29

  • ADV service indicators will be applied a week in advance for “matriculated students.”
  • Enrollment appointment for new transfer students will be “Open Enrollment” (begins April 28).
  • Anticipate many “Quick Enroll” requests due to transfer courses in progress, incomplete transcripts, and courses from institutions not in transfer equivalency tables.

Readmitted Students

When do students have to reapply? Reapply if out a semester or more, e.g., enrolled F07, not enrolled S08 – have to apply for readmission for U08 or F08.

Advisers List of Advisees

Inability to filter inactive and active students is frustrating. It may be possible to “correct history” and remove adviser from advisee’s record, thereby removing from list – but one cannot correct one’s own.

Permission Form

  • WID is requested – but iSIS needs Emplid.
  • Terminology is misunderstood.
    • “Class #” – formerly known as reference number
    • “Dept.” and “Catalog #” – formerly known as course number

Date and Time for Next Meeting.

We’ll try meeting every other week. April meetings will be Wednesday, April 16 and April 30 at 10:30 AM in 113 Seaton.