Committee on Academic Policy and Procedures

Meeting Notes September 24, 2008- 9:00 A.M.

113 Seaton

Attending

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

Midterm Grades

(See handouts: Midterm Process for Fall 2008, Entering Midterm Grades in iSIS, Midterm Grades on Student Center View)

  • Monday, September 29: faculty will have access to enter midterm grades (satisfactory or unsatisfactory, reasons for unsatisfactory performance) for first time freshmen
  • Friday, October 3, 5:00 PM: faculty access ends. Students can view midterm grades.
  • Definitions will be posted (e.g., “First Time freshman”) and forwarded to iSIS Task Force.
  • Faculty with “APPROVE” status will get midterm grade icon.
  • Report will show only those with one or more “Unsatisfactory” grades. DO needs to run reports by adviser to distribute to advisers. May want to give print authority to Departments so they can run their own?
  • Indication of sub plans would be helpful.
  • Reports are found in KSU Development (also, by link under grading).
  • Provost will send information by e-mail to faculty, students, and advisers. Information also was published in InfoTech Tuesday newsletter.
  • ”No Adviser Assigned” comes as one big list.

Problems

  • Adviser/Advisee report results in entire University list (parameter is not working).
  • Multiple problems with lists, report, listservs, iSIS list doesn’t match KSOL (time lag?) – send examples of problems to Mike Crow or Jennifer Gehrt.
  • Master List – can’t sort by class.
  • ”ZZZZZs” all assigned to AS (may be a conversion problem).

Adviser Flags will be reapplied within next one to two weeks.

If removed to allow F08 drop/add, flag will have to be individually reapplied to prevent access to S09 enrollment.

Non-standard Classes

“Add” access and WAITLIST are open through first day of class. Access cuts off the day after the class starts, and instructor permission is required then.

Contacts for Withdrawals

(Handout: Dean’s Contact Point for Withdrawal from Last Class) Linda Morse distributed list of contacts reported by college dean’s offices. She will add College of Technology and re-distribute.

Refund Dates

The 21 calendar day refund period (100%) and 22-28 calendar day refund period (50%) cause problems in terms that begin on a Monday because the end of the refund periods fall on a Sunday. Students have been allowed to drop through the end of the next business day when the deadline falls on the weekend, but the iSIS drop transaction now has to be completed in Enrollment Services as a backdated transaction.

View complete FY 2008 refund policy (.pdf)

Questions: should ADV flags remain off until the end of the refund period? Should the time for withdrawal with refund be changed from 21 to 22 calendar days (100%) and 23-29 calendar days (50%)?

NST courses use dynamic dating, but the drawback is that it allows student to drop after the deadline dates. Those students will receive a “WL.” A report will be run and the WL can be changed to “W” or “F.” (Question: won’t instructors have to specify who gets a “W” and who gets an “F”?) Handling “WL” will be discussed later.

New Drop/Add Forms

Much confusion exists about old form and new forms. New format (front to back) does not allow multiple (“carbon”) copies so photocopies have to be made for student and Dean’s Office, and not every office has a convenient copier. Concerns will be referred back to Enrollment Services. David Delker will share the one-page version used at Salina campus.

Class Permissions

There is some discussion about a separate role for permission. Mike Crow will send a spreadsheet of who has what role.

FSCOT has concerns about iSIS security.

Mike Crow met with them to explain what roles have access to student information.

Wishlists

Can default format changes be made? E.g., can student view class schedule default to 7:30 AM – 7:30 PM so student see evening quizzes on their schedules? Can instructor and location be added? Can there be a print button? Can classification be added to CLASS ROSTER? (Instructor view has it, non-instructor view does not.)

Should we give Mike Crow our wish list items? Yes for reports (will be discussed toward the end of October). Probably not for anything else – by mid 2009 we’ll start preparing for an upgrade that may address some concerns.

Grad Apps in iSIS

iSIS will show program plan – degree – applied – approved – awarded. REG will create a report listing those who have applied. DO will indicate who is approved. REG will update from approved to awarded. Graduation applications will be discussed in October.

SIS

Don’t make any changes in SIS. All transactions should be in iSIS. NO MORE DUAL ENTRY FOR PLAN CHANGES. We’ll continue to have view-only access in SIS – just no update capability – until SIS is shut down in Summer 2009.

Transfer Transcript Notification

We think (but there is some confusion) that e-print provides notification of new transcripts received for continuing students, and e-mail from Janie Sackrider provides notification that iSIS has transfer transcripts for new students only.

Graduate Adviser Access

Question: do faculty who do only graduate advising have to participate in training to gain iSIS access? Yes.

KSOL – iSIS Grading

Instructor approval in KSOL has to match instructor approval in iSIS for grades to move from KSOL to iSIS.

(Meeting continued after I left for Career Fair. . .)