Meeting Notes May 14, 2008- 9:00 A.M.

301 Calvin

Next Meeting:

Wednesday, May 28 at 10:30 AM, 113 Seaton Hall

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), Scott Schlender (GR), Linda Morse (DCE), Gunile DeVault (REG), Monty Nielsen (REG), Al Cochran (PROV)

Guests:

Emily Lehning (ADM), Blankley (ADM), Cooper (REG)

Correction to last meeting’s notes (RE: F08 Class Schedule)

  • The S25 website is not now active for requesting high tech classrooms.
    http://www.k-state.edu/facilities/s25

Transfer Enrollment Review (Emily Lehning and Sara Blankley)

Sara Blankley (ADM) explained admission/matriculation/enrollment process.

  • Three step process:
    • Admissions Office matriculates admitted students.
    • Registrar’s Office does term activation.
    • Registrar’s Office applies ADV service indicator.

Not all students are matriculated upon admission because a significant percentage of those admitted actually enroll, and “de-matriculating” those who do not enroll is a complicated process.

  • All readmitted students are matriculated daily.
  • All admitted distance learning students are matriculated daily.
  • All admitted DCE students are matriculated daily.
  • New freshmen and new transfer admits are matriculated only when registered for Orientation and Enrollment.

During April Transfer Enrollment, updates were made every 30 minutes; that will change to immediate updates during June enrollment.

A “calling tree” – who to contact for what – will be developed and sent to assistant/associate deans for distribution to advisers as preferred by each college. There will be contacts available on Saturdays, over lunch, and until 5:00 pm. Admissions phone staff will be better prepared to handle phone inquiries.

Sometimes students with enrollment problems require iTAC assistance (e.g., eID not set up, multiple eIDs set up, forgotten eID or password). On purple Enrollment sheets, note addition at bottom of left column.
User profile Y N (indicates if student can log in)
eID Y N
If either of these is “NO,” contact iTAC for assistance.

Matriculation Plan for June Orientation and Enrollment:

  • ALL admitted students who have registered for O&E will be matriculated around June 1 (regardless of scheduled date to attend).
  • Late registrants will be matriculated upon registration.
  • Walk-ins (those who come without pre-registering) will be matriculated upon arrival. Goal is to matriculate within ten minutes so that by the time the student walks to advising appointment, matriculation will be complete.

Exceptions for students who cannot attend June O&E (e.g., out of state students, students unable to attend because of military obligation, etc.) can be arranged by phoning Emily Lehning. Emily will e-mail Sara Blankley to matriculate the students. These students are required to attend the orientation program at August O&E.

After June O&E, addressing the needs of unique populations (e.g., incoming NSE students) will be considered. An on-line orientation may be developed.

DCE non-degree students are immediately matriculated upon admission, but cannot enroll in on-campus courses.

Problem: student in DCE degree completion program wants to be enrolled in the University Honors Program, but cannot enroll in UHP classes because those classes are campus-based. Possible solutions: Override requisites in Quick Enroll? Create DCE versions of UHP classes?

Missing REQ term entry continues to cause enrollment problems.

General recommendation: Share problems and solutions with everyone on the iSIS Task Force listserv.

SIS/iSIS Cross Reference

Mike Crow has CDs to distribute to Dean’s Offices.

F08/S09 Class Schedules Gunile Devault)

  • Changes should be submitted through the DO/Department Schedulers, not directly to Enrollment Services. Correction noted: The S25 website is not now active for requesting high tech classrooms. http://www.k-state.edu/facilities/s25
  • Use iSIS change forms for F08 changes (NOT SIS change forms – use those only for U08). See this website.

http://www.k-state.edu/registrar/enroll/mainforms.html

  • They are working on problems with double-booked rooms for F08.
  • Reminder: July 15 is the cutoff date for college/department access to S09 class schedule.
  • Reminder: Training and work sessions are available with Brian Arthaud-Day on Thursdays. The “refresher” training includes some new information that will be helpful to DO/department schedulers.
  • Question: when are requests for high-tech classrooms due? July 15 – use the form at

http://www.k-state.edu/facilities/s25/

Athletes (Susan Cooper)

  • Student athletes are in a “Student Group” and have a positive service indicator (óred star).
  • DO NOT process any plan or subplan changes for student athletes in Dean’s Office. Send to Sandy Lumb in Registrar’s Office. Note STUDENT ATHLETE on the form. Plan and subplan changes may have to be held to end of term before processing if in-progress courses already have been certified.
  • iSIS functionality prevents student athletes from dropping below 12 hours enrollment for term. DO NOT do overrides – send to Enrollment Services instead.
  • NOTE: Enrollment Services will develop a form for overrides, so that specific overrides to be done can be documented.
  • Withdrawals: students can drop all enrolled classes to withdraw themselves before the first day of classes each term Student athletes CANNOT do this – send them to Susan Cooper in Registrar’s Office.

DARS Changes

  • “What If” reports can now be run for current plan and catalog year. (5/14/08 e-mail from Mary Sier: “It is now possible to run a What-If audit in a student's current program for the current semester.”) Work continues on access to designate specific catalog years.
  • Work continues on the ability to indicate primary subplan.

Address Changes

Students have experienced some difficulties changing addresses in KATS. Access to change addresses in iSIS is not yet available, but changes made in KATS appear in iSIS the next day.

Training for Overrides

Gunile DeVault asked that whoever is doing overrides (i.e., those with Quick Enroll access) participate in a one-hour training. E-mail names to Gunile asap.

LASER iSIS Steering Committee

Jennifer Gehrt requested a representative from the iSIS Task Force to serve on the revived LASER Steering Committee, now called the iSIS Steering Committee. The committee will meet monthly from May through December for planning and determining how to prioritize changes. David Delker agreed to serve on the committee.

Topics from Mike Crow

  • The problem of the ADV Service Indicator preventing Marketplace transactions has been fixed or is close to being fixed.
  • Some campus groups have requested authority to grant permissions across the University (e.g., University Honors Program, Academic Assistance Center for Pilots, Enhanced University Experience programs). Mike will refine roles spreadsheet to better evaluate the impact.
  • Reserve capacities: set up with an end date to allow enrollment to open when targets have been served.
  • Adviser/Advisee report is “out there.” Mike will send instructions for access. Send feedback to Mike.
  • Midterm report pages are being worked on. Changing the cohort from only new freshmen to include all new students has been suggested. Policy for midterm grades should be reviewed before making changes.

FYI: Here’s what is in the University Handbook.

F85 Instructors of new freshmen are contacted during the fifth week of the semester and requested to indicate whether the student is performing at a satisfactory or unsatisfactory level. For each new freshman performing unsatisfactorily in a given course, the instructor indicates perceived reasons for the poor performance. A Student Academic Progress Report is prepared for each new freshman and a copy of the report is sent to the academic advisor, dean's office, and Academic Assistance Center.
F86 Reporting grades. Academic Progress Reports for new freshmen are sent to deans' offices and to students at the close of the sixth week of classes. Other students desiring reports of grades must supply instructors with properly self-addressed cards, with postage affixed.

Scheduling MATH 100

Scheduling MATH 100 is a challenge with two versions (REC, LEC, QZ) or (REC, STUDIO, LEC, QZ). Contact the Math Department directly with questions or concerns.

Date and Time for Next Meeting.

Next meeting will be May 28 at 10:30 AM in 113 Seaton. Note: we’ll decide at the May 28 meeting if the June 4 meeting is necessary.