Committee on Academic Policy and Procedures

Meeting Notes February 8, 2012- 9:00 A.M.

401 Hale Library

Attending

Mike Crow (iSIS), Tilford (AG), C. Wilson (AG), Last (AR), Cunningham (BA), Niedfeldt (BA), Murphy (ED), Larry Satzler (EN), Karen Pence (HE), Scott Schlender (GR), Linda Morse (DCE), Judy Lynch (ADV), Monty Nielsen (REG), Susan Cooper (REG), Diane Blake (ISO), John Letourneau (ISO), Loren Wilson (ISO), Rebecca Gould (iTAC), Ken Stafford (ITS), Lynn Carlin (PROV)

Designated Access Project (formerly known as Parental Access Project) (Jan Elsasser)

Designated access:

Students designate a person or persons to view a portion of their iSIS records. Initial project is limited to financial information access.

Why?

Parent/student expectations
Puts student in control
Easier than current paper method
Stop students from sharing passwords

How?

“Add/Manage Designees” will be added to iSIS Student Center.
“Phone code” will become security code. (May be renamed “PIN code.”)
Student completes online form and is informed of request status by email at each step.

  • Designee is sent an invitation by email.
  • Designee creates eID (can be same for multiple students).
  • “Awaiting verification” message is sent.
  • Student goes to “Manage Designees” to confirm designee. Student can change designee status at any time at this site. (edit, deny and remove, confirm)

When confirmed, designee gets a “welcome” email.

Designated tabs in “back office” for staff will indicate what information can be released. Security questions are set up for phone inquiries.

Support will be provided by the iTAC Help Desk for problems with log-in, email, and general technical difficulties. Support will be provided by functional offices for questions related to information in iSIS.

Timeframe:

A soft rollout started February 1 with selected students. Public release will be in mid-March for FY13.

Communication plan includes Collegian, “Student K-State Today,” news releases. Suggestion: add general “K-State Today” to the list.

Questions:

When will designated access for academic information be available? Unknown due to faculty concerns.
Will CashNet continue? CashNet will be phased out.
How will back office access be assigned? Through iSIS roles.
Is there help for staff? There will be help pages and website.

Jan Elsasser is available to do information sessions about designated access.

Operational Topics (Crow)

Class Permissions Issues.

Crow and Cunningham discussed issues related to enrollment caps set far below room caps for enrollment management purposes. One alternative is to create a student group, another is to set reserve capacities. Contact Mike about setting up these alternatives.

Upcoming Dates.

02/17/2012 Summer/Fall Class Schedule available
03/21/2012 Summer/Fall Enrollment begins
02/13/2012 Midterm Grade Rosters available at 8:00 AM
02/20/2012 Midterm Grade Rosters close at 5:00 PM

Midterm Grade Roster status report has been created. Monitor and remind faculty to submit midterm grade rosters.

FERPA Online Test.

FERPA test project is making progress. Test will be launched at the same time as security test (August).

Reports.

Goal is more and better reporting options for colleges. Small group (Delker, Pence, C. Wilson) will review, critique and suggest needed data for reports over next six to nine months project possibly leading to prototypes for further development.

Minors Graduation Processing.

Minors program directors and secondary major directors will be required to attend iSIS training to learn graduation processing for minors, post-baccalaureate minors and secondary majors. Suggestion: Also invite staff who enter data for directors.

Kuali Course and Curriculum (L. Wilson)

Kuali course and curriculum demonstration will be on February 10. If there is interest in this software, next step is to develop into a project.

Project Updates

Student Planner (Crow).

Student Planner is in TSCS.

Post Enrollment Requirement Checking - PERC (Crow).

PERC is in production, but not much testing done yet. Suggestion: eventually PERC should go to department/instructor level.

Automated Grade Changes (Crow).

Automated Grade Change is moving well and being tested. Tentative release date is end of Spring Term 2012. Questions: will automated curriculum (plan) changes be next project? How about automated drop/add? Projects need to be prioritized.

iSIS-CAS Integration (Letourneau).

Email sent Feb 6 outlined changes made in iSIS to address issues related to Central Authentication System (CAS). Question: Student timeout is now 10 minutes idle; should that be increased? Consensus: no change needed.

Post-Baccalaureate Minors (Blake).

Technical changes were moved to production in December, ready for March training.

Admissions Web Applications (L. Wilson).

Modifications have been made to allow prospective student to save partially completed application and not have to start over if they leave application. Prospective students will create an eID earlier in the application process, but will be provisioned for email, etc. only upon admission. Available April 1 for Fall Term 2013 applicants (undergraduate admission only). New scholarship application is being integrated.

EIS-iSIS Fit Gap Analysis (L. Wilson).

Process is moving slowly. EIS is used by DCE for course approval and authorization. To be determined: what are the commonalities between EIS and iSIS, and what does EIS do that iSIS can’t?

DARS uACHIEVE Upgrade (Cooper).

Project is beginning with Chuck Gould as project manager.

Other Items

Can student photos be added to iSIS? Photos would help advisers, and also help identify students banned from campus. (Would this be a Student Life project request?)

Can classes be more clearly designated as Manhattan campus, Salina campus or Distance Education? This is a particular problem during June Orientation and Enrollment when the only open sections are in Salina or through DCE – new students don’t catch that the classes are not on Manhattan campus. Suggestion: can the status icons be coded with M, S, or D? Will an “Olathe” campus code be needed?

Students enrolling in courses approved for UGE receive a confusing message regarding “Enrollment requirement.” Can the message be eliminated or revised?

Can an academic standing column be added to the advisers table to indicate warning, dismissal, ARH, term honors?

Can the default for “My Class Schedule” weekly calendar view be set to 8:00 PM instead of 6:00 PM? and for only MTuWThF (no Saturday or Sunday)?

Can there be a version that includes full schedule for term (not just weekly view) and total hours enrolled?

Can an “open new window” tab be added to Student Center?

Is a report of students requesting A/Pass/F grading option available?

Next meeting: March 14, 2012 at 9:00 a.m. - Hale 401