Committee on Academic Policy and Procedures

Meeting Notes May 28, 2008- 10:30 A.M.

113 Seaton

Next Meeting:

Wednesday, June 4 at 10:30 AM, 113 Seaton Hall

Attending:

Mike Crow (iSIS), Jennifer Gehrt (LASER), Donnelly (AG), Herspring (AR), Pumphrey (AS), Cunningham (BA), Perl (ED), Larry Satzler (EN), Karen Pence (HE), David Delker (TC), Scott Schlender (GR), Linda Morse (DCE), Gunile DeVault (REG), Monty Nielsen (REG), Lynn Carlin (PROV)

S08 Grade Posting

S08 grades will be loaded over to iSIS on May 30. Withdrawals have been entered in SIS and will be completed in iSIS by 5:00 pm on May 30.

Midterm Grades

  • Midterm pages are being worked on.
  • Mike Lynch confirmed that he wants midterm grades for ALL new students (not just new freshmen).
  • Mike Crow will clarify in writing with Mike Lynch the definition of “all new students” – UG, GR, DCE, etc.
  • Process: Instructors will be prompted to choose midterm roster for class. Only new students will be listed. How will instructors be prompted? To be determined – maybe by e-mail announcement or a calendar notice. Direct e-mail is preferred. An easy reference academic calendar no longer exists; the on-line University academic calendar is cumbersome to use.

F08 Grade Reporting

  • KSOL – iSIS interface will be tested soon.

KSOL grades approved à submit grades à grades approved in iSIS à grades posted

  • Question: When should F08 grades be due? (See handout.) The usual schedule would have grades due at noon on December 24 and posted on December 25. Honors, Warning and Dismissal (HWD) reports would be delayed because December 25 is a holiday. The University encourages offices to close between December 25 and January 1, but staff may be needed during that time to process HWD letters.
  • Caution: maintaining current timeline for grade submission may be important to faculty.
  • Non-standard courses will have weekly grade postings.
  • “Three C’s” may be helpful for communicating HWD information.
  • Concern: what about faculty who WILL NOT submit grades electronically, and will rely on staff? More than one person can be listed with “approve” authority for a class. A staff member can be authorized to approve grades and not be published in the class schedule as an instructor.
    • How do we know who has “approve” status for each class? Can we get a report of class sections listing instructors (including those not published) with approval status?
    • Reminder: instructors can be updated in class schedule by department schedulers.

Adviser “Refresher” Training

Brian Arthaud-Day has scheduled several “regular” adviser training sessions.

Wednesday

June 4

9-10:30 a.m.

Wednesday

June 4

1-2:30 p.m.

Thursday

June 5

1:30-3 p.m.

Friday

June 6

10:15-11:45 a.m.

Sign up at HRIS at www.as.ksu.edu/HRIS

Gunile DeVault asked that she be notified if special training sessions are set up with Brian.

Security

Security has been turned over to Beth Alloway. Go to iSIS Help for forms.
http://www.k-state.edu/isishelp/

Grades/Warning/Dismissal

July 2 task force meeting will focus on these topics.

Scholarship Application Information from SFA (Mike Perl)

Question: Can transfer gpa’s be added?
Concern: Only one transfer institution is listed; sometimes students have attended multiple transfer institutions.
Concern: Problems with addresses, county information
Concern: iSIS reports need to be consistent with previous reports, and modified only after review and consultation with users.

Jennifer will check with SFA.

iSIS New Course Set-up (David Delker)

New courses.

How are colleges notified when a new course is set up in iSIS? Sharon Hauck e-mails the college contact. Gunile circulated a form to confirm who the college contact should be (name and e-mail).

Entering requisites for new courses.

What should the effective date be when setting up requisites for new courses? (01/01/08 for Fall 2008? 08/01/08 for Spring 2009?) Gunile will provide a chart.

Reports

Can departments get report of enrollment in all sections? Can lead advisers access class rosters to view enrollment in all sections?
Department schedulers can run “Enrollment across Sections” report – see enrollment reports.

Can advisers add or delete advisees from their own lists?
No.

Is advisee list by adviser available?
Run student background report.

Jennifer Gehrt will e-mail a spreadsheet of reports to task force members.

Admissions Plan/Sub-plan Problem

AS continues to have problems with new students being admitted to Life Science plan with Pre-Health as a sub-plan – should be admitted to each as a plan. Admissions Office will be consulted.

Printing Student Class Schedules (June O&E)

What’s the best way to print a student’s class schedule? Jennifer will e-mail instructions.

Transfer Transcripts – e-Print or e-Mail Notification?

There appear to be some differences in the transfer transcript notifications by e-print and e-mail. Delays in posting transfer transcripts are creating problems for graduation clearance.

Late Reported Grades

Memo listing missing/late reported grades will be sent to Deans and Provost. Copy to CAPP members was requested.

Financial Aid Conversion

IDMS will be down June 27-30 for financial aid conversion to iSIS. No access to SIS during this time. Beginning July 1, FA information will be available in iSIS.

Date and Time for Next Meeting.

Next meeting will be June 4 at 10:30 AM in 113 Seaton.