Committee on Academic Policy and Procedures

Meeting Notes January 11, 2012-9:00 A.M.

401 Hale Library

Attending

Mike Crow (iSIS), Tilford (AG), C. Wilson (AG), Miller* (AS), Cunningham (BA), Niedfeldt (BA), Murphy (ED), Larry Satzler (EN), Karen Pence (HE), David Delker (TC), Scott Schlender (GR), Linda Morse (DCE), Bennett (FS/AAC), Monty Nielsen (REG), Susan Cooper (REG), Diane Blake (ISO), John Letourneau (ISO), Loren Wilson (ISO), Rebecca Gould (iTAC)

*nee Alsop

New Project: Final Grade Modifications (Gamez)

Robert Gamez presented the draft Final Grade Modifications Project Statement.

In recent years the federal government has placed greater scrutiny on the administration of federal, Title IV student financial aid funds. This enhanced vigilance has centered on an institution’s obligation to substantiate student eligibility for funds received. While the U.S. Department of Education has steadfastly insisted that no requirement exists for institutions to track daily class attendance, successful compliance is, nonetheless, premised on an institution’s ability to document whether a federal, Title IV, student aid recipient successfully began class attendance at the start of the term. The ability to establish and document a student’s initial start of course work is of vital importance in instances where a failing grade for a class is assigned at the conclusion of a term.

Eligibility for Title IV assistance has to be established by actual physical class attendance and/or participation in an academic related activity. The university is financially liable for non-substantiated federal Title IV student aid funds.

The Provost’s Office and Faculty Senate will collaborate to address this issue. Faculty who assign a final failing grade will have to provide additional information related to the student’s participation in the class. Was the “F” based on poor performance, or given because the student failed to attend or participate and did not drop the class?

While K-State works on modifying final grade recording procedures, interim steps are being taken. Beginning spring term 2012, Student Financial Assistance will email Pell recipients about the impact dropping or failing one or more classes has on their Pell eligibility. Faculty will be emailed if a Pell recipient drops a class, or if a Pell recipient has all “F’s” or one “F.”

Other discussion points:

  • For distance classes, logging in and downloading the syllabus does not constitute academic activity.
  • Satisfactory progress is getting tougher.
  • “Incompletes” convert to “F” after next semester of enrollment; should both “I” and “F” be part of project? Sometimes an “I” is granted with the understanding that the student is required to repeat the entire course; sometimes it is granted with a specific assignment or exam to be completed by a deadline. How will incomplete and incomplete -- ”F” be handled?
  • Backdated withdrawals: Student Financial Assistance uses last date of attendance to determine eligibility even if 100% tuition/fee refund is authorized.

Robert has met with Faculty Senate leadership.

Class Permissions and Capacity: History and Options (Crow)

iSIS v. 9.0 added the ability to separate permissions for consent, enrollment capacity and prerequisites. Previously faculty sent permission authorization to their department office for permission entry. With upgrade to 9.0, the permissions role was available to faculty by request. About 50 faculty have permissions role. Class permission role was to be limited to override only consent and prerequisites, and not class capacity, because of concerns about exceeding room capacity. A class permission set-up error allowed overrides of all three (consent, prerequisites and class capacity). The override default was corrected to allow class permission to override only prerequisites and consent. Only CDeanOfc role should override class capacity to assure that room capacity is not exceeded. Class capacity should equal room capacity; reserve capacity should be used to manage enrollment.

Concern has been raised about the workload this puts on Dean’s Office staff. Options offered were:

  1. Pull class permission role from 50 faculty and put it back with CollDeptSchedView.
  2. Leave override default as class permission overrides only prerequisites or consent, and only CDeanOfc role can override class capacity up to room capacity.

Option 2 will be used.

Operational Topics (Crow)

Report on Roles.

Run report at KSU Development>KSU Student Records>Reports>iSIS Assigned Security.

Format changes in iSIS Search for Classes.

“Click here for details” has been added next to section number for greater visibility. “$$ Additional Fees may apply” has been added to classes with extra fees required.

FERPA Manual

should be out this week.

Projects Recently Completed (Postponed to next meeting)

  1. iSIS-CAS Integration (Letourneau)
  2. Extend Student Email Privileges (Blake)

Projects Nearing Completion (Postponed to next meeting)

  1. Post Baccalaureate Minors (Blake)

Projects in Progress (Postponed to next meeting)

  1. Student Planner (Crow)
  2. Post Enrollment Requisite Checking PERC (Crow)
  3. Automated Grade Changes (Crow)
  4. Designated Access (Blake)
  5. Admissions Web Application Redesign (Blake)
  6. DARS Upgrade to 3.5.10 (Cooper)
  7. EIS-iSIS Fit Gap Analysis (Wilson)

Next meeting: February 8, 2012 at 9:00 a.m. - Hale 401