Committee on Academic Policy and Procedures

Meeting Notes November 7, 2007- 10:30 A.M.

113 Seaton

Next Meeting:

Wednesday, November 14 at 9:30 am (preceding CAPP)

Attending:

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

David Delker convened the meeting. He has contacted Doris Carroll about attending the iSIS Task Force meetings, but she is out of town today. Mike Crow was asked to proceed with the weekly list.

Instructor/Adviser Table

  • Plan is to base security on updated table instead of requiring completion of forms, although signatures will be required.
  • Template for security form is on SAMBA.
  • After November 26 conversion, table will be reloaded with “Adviser box” unchecked.
  • Human Resources will update personnel daily instead of weekly as currently maintained in SIS.
  • DCE will enter instructors who currently are not processed through Human Resources.
  • Check Adviser Table during the first two weeks of December.
  • May be able to provide one form with list for security access.
  • Training for instructors/advisers: access to use the system is important to successful training. Training will be in January, with access to production in February. Advising generally begins with posting of the Class Schedule (Feb 22 for Summer and Fall 2008). Week before start of Spring Semester may be a good time for training.
  • Development of “Help Sheets” with concise “how-to” instructions for periodic but infrequent transactions was suggested.

Class Schedule

  • Handout: “Rules for adjusting the Facility ID Field in iSIS.”

Document has been e-mailed to Schedulers. Mike will add information and send to Deans Offices and Schedule Viewers.

  • Reports to run to check the Class Schedule after updating will be available Friday, November 9 in “KSU Development: Reports.”
  • Requisites are run weekly and placed on SAMBA – most recent report was posted November 1.
  • Question about scheduling High Tech classrooms. . . current practice requires submission of request for high tech classroom every semester – will high tech classrooms automatically be reassigned based on previous semester (fall to fall, spring to spring)? Mike will clarify and e-mail confirmation. Exception noted: may lose high tech classroom assignment if the class doesn’t hit “% fill.”

Graduate By-Pass

  • Mike’s student worker has entered and is currently testing graduate requisite bypass for EN. Others should let him know soon if they want the same service.
    • Some colleges are doing their own.
    • Bypass can be applied to all courses then removed from the courses that have requisites to be enforced.
    • Departments within a college can choose to use the bypass or not – does not have to be applied college-wide.

Program/Plan

  • Mike will send a reminder e-mail about Thursday, November 15 (10-11:30) refresher in Fairchild 9 for Program/Plan maintenance.
  • A second adviser role with security to do plan changes is being developed (for ED, BA).
  • A focus group comprised of dean’s office staff will meet to brainstorm “how-to” instructions.

Permissions

Handout: “Permission/Quick Enroll Example=Fall 2008 Semester”
Handout: “Permission alternatives”

  • The advising hold/service indicator replaces the “advising flag.”
  • Need to decide how college will do permissions.
  • Will there be a university policy enacted to bar giving permission to enroll if legal room capacity will exceeded?
  • Classes will be dropped through Self-Service. Not all colleges can manage “drop with permission.” (AS, BA) Other colleges require drops to have adviser’s permission to advise students of consequences (degree progress, financial aid, insurance). Some might compromise (AG, HE?), but others (EN, TC, AR, ED) need to closely monitor drops due to strict requisites for degree progression – a dropped class may delay a student’s progress by a year or cause program accreditation problems.
  • May be able to reapply service indicator after Day 7 to stop drop/add without adviser’s permission.
  • Drop groups can be different from add groups.
  • We need to sort out. . .
    • Entering permission to add (instructor? department office? dean’s office?)
      • Permission limited to courses in own College?
      • Responsibility for monitoring legal seats available?
      • Responsibility for monitoring waiver of pre-requisites?
      • Responsibility for monitoring overload enrollment?
    • Documenting consent if permission is not entered by instructor
    • Adviser’s permission (Dean’s permission?) to add or drop (important in some colleges, impossible in others)
      • Can Colleges have different policies?
      • Adviser grants access to Student Self-Service through adviser hold/service indicator. Does adviser have to re-apply adviser holds after Day 7? If adviser hold is lifted to allow drop/add, does it have to be reapplied to prevent further drop/add transactions without adviser permission?

Date and Time for Next Meeting.

We will meet again NEXT Wednesday, November 14, at 9:30 a.m.