Committee on Academic Policy and Procedures

Meeting Notes January 9, 2008- 9:30 A.M.

301 Calvin Hall

Next Meeting:

(To be determined - Wednesday, January 16, 2008 is New Student Enrollment)

Attending:

Mike Crow (iSIS), Donnelly (AG), Herspring (AR), Cunningham (BA), Niedfeldt (BA), Perl (ED), Larry Satzler (EN), Karen Pence (HE), David Delker (TC), Carol Shanklin (GR), Gunile DeVault (REG)

Plan for Go-Live Staging for March Enrollment

Mike Crow reviewed the draft document distributed with the agenda.

  • Mike will provide list of advisers for students in the pilot so that advisers can be informed about pilot enrollment project.
  • Instructors in AS, EN and AG who will enter own permissions will have to be trained before pilot enrollment.
  • Training will be needed for Dept Schedule/View role (dept staff and dept heads). Advisor role will be added to Dept Schedule/View form, so they will need to attend advisor training.
  • Permission access is part of DO Staff and Dept Schedule/View roles. A “Permission Role” security access form will be used for others (e.g., non-advising instructors, AS/EN/AG advisors). The adviser role security access form will be condensed into one page and completed at training session.
  • (Paragraph 2) “This plan may be shared with all potential participants. . .” Mike will provide an updated copy after meeting with Athletics on January 11.
  • (In “Step by Step Activities -- Thursday, February 21, 2008”) – modify to “Apply the negative Advising Service Indicator to all undergraduate students in iSIS except BA”???
  • (In “Step by Step Activities -- Friday, February 29, 2008”) – change to “Admissions matriculates the readmits into the ‘active’ population.”
  • (In “Step by Step Activities – Monday, March 10, 2008 and Wednesday, March 12, 2008”) – clarified that evaluation survey will immediately follow the enrollment activity.
  • (In “Pilot Plan for Enrollment Go Live” and “Step by Step Activities -- Monday, March 17, 2008 and Friday, March 21”) – Task Force chair David Delker suggested establishing an e-mail alias to receive feedback, and asked what to do with feedback received. An auto-reply may be generated to acknowledge receipt, and the e-mail forwarded to appropriate person.

Mike reiterated that he will incorporate changes to the document after the Friday meeting and send a new copy for distribution to departments.

Question: Have form and procedure for course permissions been established?

  • Forms need to be held in secure location and released only to instructors or authorized staff for completion.
  • Forms need to be the same for all colleges.
  • This issue needs more discussion.

Other Issues and Questions

Scheduler Contacts – designate department responsibility.

Mike circulated a form listing those with “Scheduler” security access and asked that College reps add the department for which each scheduler is responsible so that the appropriate person can be contacted with questions or problems. Let the schedulers know that they will be contacted about a meeting to review errors and problems.

Question:

Will non-advising instructors have DARS view access? No – although that may change to allow view of transfer course evaluations. Instructors need to view to determine requisite completion. Students may be asked to provide DARS documentation.

Question:

What is “Term Activate a Student” on the role analysis spreadsheet? Means a student is eligible to enroll.

Question:

What does “Apply the Advising Service Indicator to all undergraduate students in iSIS” mean on the “Step by Step Activities to Accomplish the Pilot” document? (February 21 item) The NEGATIVE advising service indicator will be applied to deny access to enrollment. When advised, advisers REMOVE the negative advising service indicator. This is comparable to current procedure of setting advising flags to “NO” then advisor changes the advising flag from “NO” to “YES.”

BA, VM and Graduate School will not have negative advising service indicator applied. There are some graduate programs (13?) that currently require advising and need to be consulted about the issue.

Dean’s Role.

Mike distributed Dean’s role security access forms for completion by deans, associate and assistant deans who do not have DO role. Dean’s role access will include everything except Quick Enroll. Dean’s training can be scheduled with department training.

Student Worker Role.

Please review the role analysis spreadsheet and check activities to be included in student role.

Deleting Security Access.

People change positions, leave K-State, retire. Security access should be terminated in those situations. To remove from the security access list, submit the same security access form with roles marked “DELETE.”

Question:

Will processing time in production continue to be slow when looking up students using = SSN for plan changes? Mike thinks it is a cache problem and will check.

Question:

Will WID ever be the same as the iSIS number? No.

Question:

When can we test requisites with DARS/transfer equivalencies? Next week. Won’t be able to run audits, but can run list of transfer courses. Requisites will be moved from CS1 to CS2 for testing. March 1 is the date to move requisites to production.

Date and Time for Next Meeting.

David will survey the membership regarding meeting on Wednesday, January 16. Some members may not be available because of new student enrollment for Spring 2008.