Committee on Academic Policy and Procedures

Meeting Notes October 17, 2007- 11:00 A.M.

113 Seaton Hall

Next Meeting:

Wednesday, October 24 at 10:30 am – location to be confirmed

Attending:

Donnelly (AG), Herspring (AR), Wheatley (AS), Niedfeldt (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), Jennifer Gehrt (iSIS)

David Delker convened the meeting. Mike Crow was absent due to illness. Jennifer Gehrt was asked to proceed.

Meetings with Faculty Senate Representatives

On-line training was provided for FS/Academic Affairs Committee, FS/Faculty Affairs Committee, and FSCOUP.

  • Liked the navigation capabilities, but were frustrated by unanswered questions about policies and procedures yet to be finalized.
  • Unhappy with recommended timeline for course changes (FS approval by September for following fall course offering). Current timeline is FS approval by December for following fall.
    • It has been clarified that the September deadline was RECOMMENDED, but the current December deadline can continue, e.g., changes approved by FS during Fall Semester 2008 can be added to the class schedule for Fall Semester 2009.
    • (?) College access to Fall Class Schedule ends December 14. Will that continue to be the access deadline each year? Can anything be added to the class schedule between December 14 and the start of Fall Semester?

Yes, but not easily. Will have to be added by Enrollment Services staff. If course is new or changed, course has to be set up by Enrollment Services. After set-up, Dean’s Office has to attach requisites. May require testing before adding to class schedule.

    • (?) If instructor is unknown by Dec 14, what happens?
      • Enter department head initially, change later.
      • To change, complete on-line “change form,” print it off and FAX to Enrollment Services. Example of form is available on REG website.

(For example, see www.ksu.edu → Registrar → Faculty/Staff → Enrollment Services → Forms & Instructions.) Submit one form per section.

  • The FS group questioned who was representing faculty interests in this project. The response CAPP/iSIS Task Force was not satisfactory. They want a faculty advisory committee. An alternative is to work with the K-State On-line advisory committee.
  • One issue is grading. To be determined: Log into KSOL and push grades from KSOL to iSIS, or log into iSIS and pull grades from KSOL. Beginning Fall 2008, all grades will be submitted electronically through iSIS – no more grade sheets, no more EGS -- and a major change for faculty, about which they are unaware. It was noted that the first fall 08 grades submitted will be in August 2008 for DCE short courses.

PR Plans

PR plans are being developed. Two documents (“Key Impacts Affecting Students with iSIS Implementation, LASER Project” and “Key Impacts to Faculty with iSIS Implementation”) were distributed. Review these documents and provide feedback to Jennifer by OCTOBER 26. An electronic version will be sent.

    • “Key Impacts” for students and faculty/staff will be printed as “slick brochures.”
    • Summary and FAQ in InfoTech Tuesday weekly newsletter.
    • Student PR: working with SGA
      • Mid-November – participate in SGA event at Union
      • End of November – visit Student Senate
      • Hope to have a Collegian article.
      • During advising period: give every student a flyer at advising session.
      • Materials also will be available in electronic format. A video is being developed for Internet.
      • Open forums in Union Courtyard and dining centers.
    • Contact with Graduate Student Council and a Graduate Student Open Forum were suggested.
    • Faculty PR: presentations in Colleges or Fairchild 9. Will start with advisers (who’ll need info for March enrollment for F08), then instructors.
    • Plan is to provide “soft start” (build awareness) this fall, with actual training beginning in January.

Other Items Discussed

Drop/add Procedures

  • Students can drop/add themselves through calendar day seven of semester.
  • Calendar days 8 through 21 of semester, students can ADD a section with instructor consent. With consent, permission is attached to the student, enabling student to ADD the section themselves.
    • Issue: who enters the permission? Instructor? Department Office? Dean’s Office? Can it vary by College?
    • Issue: will students be allowed to DROP at will during Days 8-21?
    • Issue: what happens beginning Calendar day 22? Will all DROPS will be completed in Enrollment Services because of refund issues? Can students continue to ADD themselves with instructor consent and permission applied?

iSIS Hotline Help

Question: will there be a hotline to provide assistance with iSIS problems? Answer: iTAC Helpdesk. Concern: Helpdesk response time.

Concerns about “IH”

“IH” is “incomplete hold” which has been a system code used with courses such as research, report, thesis (and other specified classes) to prevent the “incomplete” from rolling over to “F” upon completion of the next semester of enrollment. In iSIS it appears as a grade option. Concerns: “Who approved this new grade option?” Potential exists for abuse if available for all courses. (Assigning “IH” can leave an incomplete in place forever to avoid an “F” on the transcript – violation of current conversion policy.) Mike will be asked to address issue at next meeting.

Date and Time for Next Meeting

We will meet again next Wednesday, October 24, at 10:30 a.m. Room needs to be confirmed.