Committee on Academic Policy and Procedures

Meeting Notes July 2, 2008-9:00 A.M.

113 Seaton Hall

Attending

Mike Crow (iSIS), Arthaud-Day (iSIS), Jennifer Gehrt (LASER), Herspring (AR), Pumphrey (AS), Alison Wheatley (AS), Niedfeldt (BA), Perl (ED), Larry Satzler (EN), Karen Pence (HE), David Delker (TC), Carol Shanklin (GR), Linda Morse (DCE), Doris Carroll (FS), Gunile DeVault (REG), Al Cochran (PROV)

Warning/Dismissal

See handout: Anticipated UGRD Academic Standing Process. “Dismissed” status will be listed in HOLDS and may be added to program/plan stack after dismissed students’ classes are dropped. Back office view: Term History >> Academic Standing

When will dismissed students’ classes be dropped? At least seven days after dismissal to allow any immediate reinstatements to be processed.

Discussion about student notification of dismissal status: by US Mail? by e-mail? both? use “3 C’s” ( comments, checklist, communication)? E-mail may have security issues.

Jennifer offered to provide an overview of “3 C’s” at a future meeting.

Training Needs/Plans

What’s the best method to provide faculty training for grading? (on-line? face to face? hands-on demos? presentations? provide choice of any of these?) When should training be offered? Discussion:

  • Training should be within two weeks of grade submission deadline.
  • Early training sessions on “Faculty Center” with grade submission overview would be helpful.
  • On-line training may be available as soon as August 1.
  • On-line documentation for class rosters currently is available.
  • Recommendation: send brief information to PROFACSTAFF distribution list during the week of August 18; follow-up e-mail two weeks later.
  • Some faculty may refuse to participate. Print class schedule with “ALL” to determine who is authorized to submit grades; add staff person who can submit grades on behalf of recalcitrant faculty.
  • Multiple trainings will be needed because of multiple grade submission deadlines (non-standard classes). Faculty who miss grade submission deadlines will have to submit paper Grade Change Report form to report grade for each student.
  • List of non-standard class sections was distributed: identify faculty who might participate in training.
  • How will faculty know when grading is available? How will faculty know when grades are due? Will they get an e-mail saying “Grade posting is open. Submit grades by date, time. See iSIS help for instructions”?
  • Training delivery?
    • Offer on-line and hands-on options.
    • Cover mid-term and final grading, with KSOL information at end of session for those who use KSOL.
    • Offer overview at College session with occasional hands-on sessions in Fairchild 9, plus on-line.
    • Suggestion: have college-based “training rooms” available as faculty are ready to enter grades, with staff assistance to help them get started.
    • Suggestion: it is important to get department heads/chairs on-board. Jennifer will work with Al – perhaps an introduction will be possible at the Department Heads Retreat, with training later.
    • Suggestion: on KSOL, have a help link that goes directly to iSIS Help grading information. (Brian will check with KSOL.)

Midterm Grades

Per current policy, midterm grades will be collected only for new freshmen in regular term classes.

S09 Class Schedule

Colleges reported on status of S09 class schedule development. An e-mail will be sent to class schedulers/class schedule viewers about Brian’s help sessions preceding the July 15 college/dept. submission deadline.

“Mike’s List” and Other Issues

Problem: iSIS and SIS grade point averages don’t match. (May be related to retakes.)

Problem: Courses are missing from Academic History in iSIS. (iSIS implementation is still in progress. SIS is the official record until 9/1/08. Summer 2008 will be converted to iSIS on September 1.)

Student financials were converted to iSIS on July 1. Cashiers will not do dual entry so financial holds will be cleared only in iSIS unless cashiers are contacted directly. (Will cause problems in release of transcripts and diplomas.)

Why are adviser names not being entered from pre-matric forms? Pre-matrics are processed in admissions office. Adviser entry is not part of admissions security role. Mike will work on resolving.

Access to iSIS during sabbatical leave: when the original question is remembered, Mike will work on an answer!

Request to add class roster to Adviser role: tabled for now due to complications. Problems: reveals A/Pass/F grading option in violation of university policy, provides unlimited access.

Waitlist purge: those who want to print off waitlists before purge need to be able to sort by academic org – they are working on it.

Graduation: need to work on this SOON – grad apps are due Sept 16 for December graduation.

FERPA has been applied: watch for “shade” symbol indicating NO RELEASE OF INFORMATION.

Student roles: how are they working?

Training for DO schedule request and DO withdraw request forms: Gunile reviewed information needed from colleges and distributed HOMEWORK to be completed before training.

Thought for the day: “If you thought March-June provided interesting challenges, just wait. August will present REAL challenges.”

Date and Time for Next Meeting. Next meeting will be July 9 at 9:00 AM in 113 Seaton