Meeting Notes September 15, 2010, 9:00 A.M.
113 Seaton
Attending
Mike Crow (iSIS), Tilford (AG), Lisa Last (AR), Alsop (AS), Cunningham (BA), Niedfeldt (BA), Perl (ED), Larry Satzler (EN), Karen Pence (HE), David Delker (TC), Scott Schlender (GR), Linda Morse (DCE), Judy Lynch (ADV), Lynn Carlin (PROV), Monty Nielsen (REG), John Letourneau (ISO), Loren Wilson, (ITS), Rebecca Gould (iTAC)
Adviser/Advisee Cleanup (Crow)
Update removing non-enrolled students from adviser/advisee list is to be completed in September, February and July. The July update wasn’t run but will be run soon.
Reserved Capacity Classes that Appear Open But Are Not Available for General Enrollment
Many problems were caused during enrollment because classes appeared to be open, but the open seats were being held in “reserved capacity.” Only at the very last step to “Finish Enrolling” are students informed that general seats are not available – the class is closed to them. This causes great frustration for students, parents and advisers. The “closed for general enrollment – open only to specified students” message needs to be clearly identified and upfront for planning class schedules.
Other Enrollment Questions
- Non-standard term classes are recorded with “WL” if dropped after first week using quick enroll.
- Question: Are students notified when auto-enrolled from waitlist? YES – they are emailed. Can sample of e-mail be shared with Task Force? YES. Students don’t read emails. Is it possible to notify students of unread messages in some other way? Can system be monitored to determine if message was sent?
Upgrade Update (Letourneau)
- Currently testing integration pieces and planning upgrade weekend.
- BA: what needs to happen for 3rd party appointment scheduling? (Contact J. Letourneau.)
- What should we expect for usability testing? Review of upgraded iSIS Oct 13-20 (FSCOT). Group of 25-30 faculty, advisers and students will provide input.
- During the upgrade, database information will be available as “view only” to DO, advisers, faculty -- any changes made will NOT be made in the upgraded version. Task Force recommends NO STUDENT ACCESS to iSIS during the conversion.
- Talking points are in development; working on homepage message.
- There will be refresher training for advisers – encourage participation.
Brainstorming Session (Carlin)
Lynn Carlin reviewed the 9-15-10 summary of “iSIS Task Force Brainstorming Session” (priorities and status).
Item 2: Advising.
Link to DARS, Term History, etc. from Adviser Page. (Action: added to ALL Student Services pages.)
Item 27: Search Process.
Search functions should search across the IDs. (Action: will add eID and last/top PLAN to Student Services pages.) Still some concerns – maybe a search page can be developed.
Item 54: Other.
Suggested that the Provost’s Office (Planning & Analysis) serve as central repository for committee/sub-committee minutes and notes. iSIS Task Force was appointed by CAPP. Is it now a standing committee? What relationship to iSIS Steering Committee? Issue should be discussed with CIO.
Item 3: Advising.
Advisers need to know what students and faculty are seeing. (Need page that allows administrative view of adviser, faculty and student screens in order to assist and train advisers, faculty and students.) iSIS Help will include static screen shot page. Is there an iSIS utility for screen shots that can be securely forwarded to adviser or Dean’s Office?
Item 13: DCE.
DCE needs ability to track delivery methods on a percentage, class-by-class basis. Currently being tested.
Items 17, 43, 4: Process/Needs Assessment; Advising.
Make better use of 3 Cs – functionality, e.g., record comments. Counsel will be consulted. Need ability to leave notes about students so the next adviser knows the history. (Combine with item # 43. There are privacy/security concerns.) Counsel will be consulted.
Item 44: Usability.
Transcript (unofficial) rather than Academic History would be preferred. (See handout. (.pdf) Will add Academic Forgiveness, Academic Fresh Start, Test Credits, etc. to adviser/DO copies. Needs highly visible UNOFFICIAL watermark.) Will roll out in February. (Roll out of “when offered”/planner has been postponed.)
Item 50: Final Exam Schedule should show up in Class Schedule (day/time).
In test for Spring production.
Items 30, 31, 32, 33:
Review after upgrade.
Item 9b: Total hours on Academic Tab/Retakes.
“Total Hours” are needed for determining dismissal threshold.
Questions
- Will enrollment appointments be posted when Class Schedule is posted? Mike Crow will check.
- Are you using calendar? Yes, mostly.
Midterms (Academic Progress Reports (Crow)
Midterm grade rosters will open 8:00 AM on Monday, Sept. 20 and close 5:00 PM on Monday, Sept. 27. ENCOURAGE SUBMISSION OF MIDTERM ACADEMIC PROGRESS REPORTS.
Other Items
- Clarification: After 21st day, class permissions are entered and students go directly to Enrollment Services, bypassing Dean’s Offices. Is that OK? (Concern about class permission overriding all criteria.) OK? OK.
- Finalized: “Type ahead” feature will default to NO – OK? OK.
- Should deadline for Fall Term final grades be Tuesday, December 21 at 5:00 PM? Refer to CAPP.
- Sunday deadlines: Should deadlines that fall on Sunday or holiday (e.g., 100% refund and 50% refund in fall terms) be extended to end of next business day? Refer to CAPP.