Meeting Notes January 14, 2009- 9:00 A.M.

113 Seaton

Attending

Mike Crow (iSIS), Yolanda Howard (ITS), Tilford (AG), Wilson (AG), Herspring (AR), Pumphrey (AS), Niedfeldt (BA), Perl (ED), Larry Satzler (EN), Karen Pence (HE), David Delker (TC), Melinda Wilkerson (VM), Lease (GR), Judy Lynch (AAC), Linda Morse (DCE), Monty Nielsen (REG), Gunile DeVault (REG), Doris Carroll (FS/AAC), Al Cochran (PROV)

Class Schedule (Mike Crow)

Check both Summer 2009 and Fall 2009 carefully and soon to clean up errors.

Concern: Room Utilization Report does not show labs.
Concern: Enrollment by Section Summary does not show variable title classes

Final Grades (Mike Crow)

December 2008: Higher percentage of faculty submitted final grades by deadline than previously.
Until deadline for submission, faculty can change “approve” to “review” and modify a grade, then again “approve and save.”
Faculty would like a confirmation message verifying that grades have been successfully submitted.

Reinstatement (Mike Crow)

Request for Plan Change Form to be attached to Reinstatement form is an interim procedure until Reinstatement form is revised. The Plan Change Form needs only the NEW College’s information; does not require signature from former College. Form will be redone.

Status change (dismissed to warning, warning to good standing) due to grade change or backdated drop will require contacting Registrar’s Office. Automatic update will require a system modification.

“History of Grade Changes” is needed to determine what changed when GPA has changed. A “Grade Change Audit” is in the “to be tested” stage.

Graduation (Mike Crow)

Minors issue: Current setup requires that minors be removed if minor and major are in the same College – otherwise, awarding one automatically awards the other. To fix, all minors may be moved to UDGD.

Application for Graduation Clearance (Mike Crow)

Application for major is approved by Dean’s Office. Application for minor is approved by Department (except Business minor is approved in DO).

Procedure: Student submits application. DO receives CSV report. DO reviews courses. (Screen is being developed for review of courses – hoping for a one-page list of courses.) DO e-mails list of approved applications to Connie in Registrar’s Office. REG posts degrees.

Think about deadlines. How long will application be kept open? How late can student apply? How will DO know if new applications have been submitted? (Monitor application dates.)

End of semester processing: list of students with approved graduation application, delete those NOT APPROVED for graduation?

Caution on terminology: “approved graduation application” is not the same as “approved to graduate.” Apply – Pending – Approved – Awarded?

Concerns:
A “fake student” so we can see student view of grad app would be helpful. (Maybe each College will be assigned a student in CS2.)

Students finishing in absentia after being gone more a semester or more have to be readmitted. There are a number of complications with records that need to be resolved.

How about using “3 C’s?” Maybe later – lack of time and other priorities have interfered. (“3 C’s = Comments, Communications, Checklists)

Priorities for Spring Term 2009

Class Schedule

Sessions will start in April. Attendance at training will be required.
S10 schedule will roll on March 1 to begin review.
Access to change will open in April.
May deadline.
June deadline.
Access ends July 15.

Use reports to check.

Brian probably will continue to offer sessions for novices and help sessions.

Miscellaneous

Issues with different browsers: contact iTAC Help Desk.

Group will focus on reporting. Working toward batch runs for printing academic history reports. Access may be restricted to one person per college. Imaging: requires onetime cost of $2000/license, plus annual fee, per person. Staff who use it love it. Requires little training, easy to use.

Student Contact Record: summarizes Contact Information for individual student (including primary emergency contact), Academic Information (including class, GPA, program/plan and advisor), and Class Schedule (including classes, times, instructors with e-mail and phone). To run, go to KSU Development à KSU Campus Community à Student Contact Record and run report.