Meeting Notes November 9, 2011- 9:00 A.M.
401 Hale Libary
Attending
Mike Crow (iSIS), C. Wilson (AG), Last (AR), Cunningham (BA), Niedfeldt (BA), Murphy (ED), Larry Satzler (EN), David Delker (TC), Scott Schlender (GR), Linda Morse (DCE), Judy Lynch (ADV), Dille (FS/AAC), Susan Cooper (REG), Monty Nielsen (REG), Diane Blake (ISO), John Letourneau (ISO), Ken Stafford (ITS), Loren Wilson (ISO), Lynn Carlin (PROV), Rebecca Gould (ITAC)
Delker reported that CAPP approved a 5-year time limit for electronic grade changes at their October meeting. Changes made beyond that time limit would be via the dean’s office using paper forms. He notified CAPP of the rotation of final exam days that will occur beginning in S12. CAPP members are interested in learning more about the Kuali open source course and curriculum approval routing software.
Gould reminded the group to remind schedulers to use the classroom capacity table (http://www.k-state.edu/facilities/depts/planning/classroom/pdf/Classrm.pdf) to ensure that room capacity limits are not exceeded.
Cooper gave an update on the DARS upgrade. The upgrade would allow DO staff to do exceptions without the need for DARS client software on their computers.
Cooper discussed repeatable courses and how GPA calculations involving repeated courses are correct in DARS but not in iSIS. There are 180 repeatable classes in the system. Financial aid rules limit the number of repeated courses. Delker noted that a 2.00 GPA in major, as well as the 2.00 cumulative GPA are both required for graduation; but only the cumulative GPA is in iSIS. This makes graduation checking cumbersome. Cooper will distribute a report showing GPA in major as well as the cumulative GPA after grades post.
Crow distributed the December Grade Submission Strategy handout. Grades for NST classes with rosters created through December 18 will be due December 20. Mike will email an electronic copy of the handout.
Grades not “approved” in iSIS will not post until end of the semester. Grade of NR will be inserted into all blank grade slots. Colleges need to sure that an approved grader is in the system before the last minute.
I/NR due date moved back about two weeks, and the report will be available November 15 and the reports will be due to the Registrar’s Office by December 13. DO can run the I/NR report at any time.
Faculty need to encourage students to check iSIS to verify that they are enrolled NOW, rather than waiting until after grade rosters are created.
Crow asked those present to remind faculty of the final exam day changes for S12. There is a note on KSOL. Mike sent a note to schedulers notifying them that “staff” is a valid option in class meeting pattern.
There will be a session on graduation processing on Friday, December 2 at 10:00 in F9. They still are testing and fine tuning the work area for minors program directors. We will also do a quick demonstration of the PERC (post enrollment requirements checking) system at that session.
Crow described the automated grade changes functions (see handout). The system will key off of primary instructor role to determine who is eligible to change grades. Grade change rosters will open by noon of the next day. The 5-year time limit for automated grade changes begins as soon as posting occurs. XF and W will be blanked out so those grades cannot be changed. People in the instructor role will be notified of a grade change. A grade change audit history is available to see the original grade, who changed it, when.
Letourneau announced that connect.ksu.edu will be demonstrated at the next meeting by Angela Chauncy. Stafford added that in the future this would be the authenticated portal. Right now they are just testing the water to see if they can make it work. They are exploring putting student deadlines, class schedule, etc. on that screen.
Blake gave updates regarding the deprovisioning of iSIS to students. The Financial Aid office has regulatory requirements that require them to continue to communicate to former students and would like to do that via an active K-state email account. The Division of Financial Services (Cashiers Office) also wants to continue to communicate to notify students that they still owe money. A third factor is regulatory information regarding tax information. They have been meeting with stakeholders regarding this issue. One solution would be to extend privileges for one year after the semester in which the student was last enrolled. Ken has agreed to pick up the cost ($2K per month) to do this. They would like to implement this change effective this semester, so around January 1 this change will occur. Deprovisioning letters will need to be modified to make this change clear.
Leteourneau demonstrated the central authentication services. They plan to implement this over winter break around. Gould reported that there were 798 calls to the help desk the Thursday after the password change deadline.
Crow reported that the student planner testing will continue in the tscs test instance clone tomorrow. The report of course activity is in the KSU reports folder in the schedule of classes. That report shows how long its been since course was offered. Changes to the semester of offering will have to go through the non-expedited course and curriculum approval process.[NOTE: Discussion at the subsequent CAPP meeting was that changes to the semester of offering could be done via the expedited process.]
Blake noted that automated deprovisioning of faculty and staff access to iSIS still is under discussion. She is waiting for feedback from the University Attorney regarding this. They plan to form a team to formulate strategy.
Blake reported that the designated access system design work was finished yesterday. The first phase will be financial information, which will be followed by academic records. They hope to have a working system put together around January 1.
Loren Wilson and and Ken Stafford will be looking at the open source Kuali system in Indianapolis soon. If it looks favorable they will put a demonstration together for us in January. The Kuali open source initiative was put together by higher education institutions throughout the country. The current modules include an HR system, financial system, student system, and a library system is in the works. Stafford mentioned that Colorado State implemented a system recently; they can get a response from the user group in a few hours (rather than Oracle’s days or weeks) and the new system requires fewer support staff, as well.
Gould announced that ITAC has decided to appoint Fred Darcow in as an overseer for training. Will plan to hire a trainer and and utilize students as appropriate. Fred will be the trainer for the post-baccalaureate minors system. They hope to have a trainer in place by January.
Blake reported they plan to hire two iSIS System Specialists. One will be in student records to support the Registrar’s staff and the second one to be a “floater” with shared responsibilities to financial, student records, and other areas.
Niedfeldt brought up an issue in which a student enrolls in a class, but still is waitlisted for that course. This is a major problem for their accounting classes. This is a huge problem in CBA. CBA wishes we wouldn’t allow waitlisting if the student already is enrolled in another section of the class. Crow offered to investigate his records to see see why we made that decision several years ago. Students may be waitlisting several classes, which is acceptable, but then they don’t always remember to drop the waitlisted sections after they finally get enrolled finally. A reminder notice to students would be helpful.