Committee on Academic Policy and Procedures

Meeting Notes February 27, 2008-10:30 A.M.

113 Seaton Hall

Next Meeting:

Thursday, March 6, 2008 at 10:00 AM, Foundation Center 250

Attending:

Mike Crow (iSIS), Jennifer Gehrt (LASER), Donnelly (AG), Tilford (AG), Herspring (AR), Pumphrey (AS),Cunningham (BA), Perl (ED), Larry Satzler (EN), Karen Pence (HE), David Delker (TC), Elmore (VM), Carol Shanklin (GR), Linda Morse (DCE), Doris Carroll (FS/AAC), Monty Nielsen (REG), Al Cochran (PROV), Robert Gamez (SFA)

Pre-Professional Programs Issues/Financial Aid Discussion

Robert Gamez reviewed the Federal regulations for financial aid awards. Aid can be awarded to students in “Pre-professional” programs IF the institution offers a terminating degree program in the same area. For example, Elementary Education Pre-Professional (EDPPE), Business Administration Pre-Professional (BAPP) and Pre-Veterinary Medicine students are eligible for Federal financial aid because the University offers the opportunity to complete degrees in those areas. Pre-law, pre-nursing, pre-med students are NOT, because the institution does not offer the terminating degrees in law, nursing or medicine. To qualify for Federal financial aid, those students have to be enrolled in a degree program along with their “pre-“ program. There may be some “mapping” errors to be worked out.

Financial aid processing is going well in iSIS. FY09 Federal aid applications are being loaded in Production. Checklist items are being evaluated and assigned. Continuing students will be e-mailed to log into the Student Center and check the “To Do” list. New students are receiving paper notification, but are encouraged to establish eID. Financial aid award notifications will go out in March/April, and students will be asked to accept on-line (Student Self-Service).

Question:

Are certificate students eligible for Federal funding? No – certificates are not part of the University’s agreement with the Department of Education.

Student Worker (and Others) Role

Mike Crow e-mailed the summary sheet for College role security. Review the list, indicate roles needed and return to Mike.

DARS

Where should DARS be? We need easy access. Some student employees need access.

  • On the MENU (can’t be – has to go in one of the existing categories)
  • In KSU Development (can’t stay there)
  • Records and Enrollment – in a PROMINENT spot

Advisee List

  • Advisee list currently includes FORMERLY enrolled advisees (students who graduated or were dismissed or who are not currently enrolled).
  • How to remove? Go into “Records and Enrollment” and remove adviser. Requires removal student by student in Dean’s Office (or Dept Office?).
  • Shannan was drafted volunteered to assist Mike in developing specs to automate removal of non-enrolled advisees.

Question:

Is it possible to sort advisees by plan? Sorting is not currently available.

Enrollment Concern – Grade Option

Students can select “Grade Option” (A/Pass/F) when enrolling, and they need to be warned that courses completed with “Pass” can apply only as unrestricted electives, and may not be acceptable to meet requisites or for admission to professional programs.

  • Dean’s Offices probably can get a report to monitor A/Pass/F requests.
  • Current policy says “Students requesting the use of the A/Pass/F option must obtain the signature of their advisers.” If students request it when enrolling, can the system respond “SEE YOUR ADVISER”? (Then, of course, we’d need a procedure for entering the Grade Option if advisers approve. . .)

Spring 2008 Course Drops

Enrollment Services is doing dual entry in SIS and iSIS. Changes made in SIS may take awhile to appear in iSIS because of data entry backlog, so DARS may include classes that have been dropped in SIS but not in iSIS.

“Lifting Flags”

Anyone with adviser access can lift advising flag for any student.

Active Service Indicators

Handout: List of Active Service Indicators and descriptions.
Mike will e-mail to Task Force members. Indicate roles (or individual names) to place/release service indicators on list and return to Mike.

Roles/Access/Training Summary

Mike will e-mail a summary to Task Force members.

Load Testing

Load testing is continuing. CPU memory is being added.

Moving Requisites to Production

Requisites will move on March 7. All entries have to be made by 1:00 p.m. on March 7. If changes are needed in previously approved/moved REQs, contact the REQ team.

Permission Wording

Handout: Permissions.
Jennifer read some edits for the document distributed. Tweaking continued.

Date and Time for Next Meeting.

Thursday, March 6, 2008, 10:00-NOON, Foundation Center 250