Committee on Academic Policy and Procedures

Meeting Notes March 11, 2015 - 9 A.M.

401 Hale Library

Attending

Pfaff (iSIS/Reg), Sims (AG), Last (AR), Baker (AS), Niedfeldt (BA), Murphy (ED), Larry Satzler (EN), Pence (HE), Starkey (TC), Schlendar (GR), Kathy Burkholder (GC), Judy Lynch (ADV), Blankley (ADM), Cooper (REG), Monty Nielsen (REG), Dandaneau (PROV), Loren Wilson (ISO), Letourneau (ISO), Blake (ISO), Gould (iTAC), Stafford (ITS)

iSIS/KSIS Name Change

Progress report, next steps (Blake)

  • Working through all points of student information system name in university systems. Priority one is any public facing systems, then work through internal and back end items over the next 3 to 6 months.
  • Changing listservs, user access request forms, wiki pages, documentation, etc.
  • Other systems that will need updated are being reviewed, there are 13 to date. Some have no reference while others that are significant. Content Management System (CMS), is one that has a large amount of data to update. The use of global find and replace tool for CMS will be used.

K-State web domain - Search and replace feature in CMS (Neil Erdwien, Director of Web Services, DCM)

  • Erdwien explained the find and replace feature. He would like to wait until the URL is changed to use the find and replace feature for URLS and content in CMS. Task force approved performing both types of updates at the same time.
  • Letourneau – URL change, waiting on (Enterprise Server Technologies) EST. ETA for ksis.ksu.edu is 1 – 2 weeks.
    • NOTE – When URL is updated to ksis.ksu.edu, after login the url will continue to say isis for a yet to be determined time period when the infrastructure is updated.
  • Blake needs permission from each unit/office that uses CMS to utilize the search and replace feature. Each unit must communicate this to Blake.
  • Nielsen asked about about re-printing bookmarks and other printed materials. Is there a university guideline for replacement? Stafford reported that he had talked with President council about a printed materials guideline. If the material can be used up in the next 6 to 8 months, then use, if not, then re-print.
  • Salina is also reviewing for the KSIS name change impacts. Several items that impact their information will be addressed with the universal CMS find and replace feature and other system updates.

Registrar's Office Update (Pfaff)

Bundle 36 - Usage of new field "Advisor Percentage" on Student Advisor page

  • Any feedback from last month meeting? No comments from the group. Didn’t cause any issues, don’t know that anyone will be using anytime soon.

Spring 2015 upcoming dates

  • March 30 last day to drop with W for regular session
  • Turning off student self-service and deans quick enroll

Fall/Summer 2015 early enrollment begins March 23

  • All processes running and ready to go.

Spring 2016 class scheduling

  • Open now, soon will be making a private version available to class schedulers soon for proofing.

Technology Support Consultant II position - Roger Eaton started March 4th

  • Roger will be doing data requests and other of Shannon Castleberry’s old duties.

Recently completed:

  • Change default values in student self-service class schedule to make "dropped" classes not display.
  • Always display fall enrollment appointment time even if summer is sooner (changed from earliest)

FERPA Self Assessment (Cooper)

  • Sent reminder this morning to staff to complete the current FERPA survey. The # of completed assessments are behind in completion compared to last year. Please check your junk folder for the invite.
  • Next year’s survey will come out in April. Would still like staff to complete the current one as well as the next one.
  • Susan can provide a list of person’s that have still not completed the assessment for your office or department, please contact Susan.
  • Student staff are not required to perform the FERPA Self Assessment. However, they can do it, please contact Susan for special invite.

darsassist@ksu.edu - use for any DARS issues instead of emailing Mary Sier directly (Cooper)

  • Use this listserv instead of emailing directly to Mary, this will eliminate lost communications and allow a larger team to address any issues.

Other Items

  • Setting up 2016-1017 academic year.
  • Going to Alliance next week, PeopleSoft User Conference.
  • Working through details for setting up new school in Olathe.

Undergraduate Admissions Office Update (Blankley)

April Orientation and Enrollment, April 27 and 28

  • Transfer students only, approximately 200 registered to date.

Exception Admits for Summer/Fall 2015

  • Intrusive Advising Exception Admits will be noted on the Enrollment Permit under Special Notes as ‘Plan for Success Program’
  • Intrusive Advising Exceptions can be identified in KSIS by the P4SS student group and the P4S enrolment hold.

KSIS re-naming process

  • Reviewing and updating documentation
  • Talisma has many properties with iSIS that will need changed to KSIS. Changes will impact reports.

Ongoing projects:

  • Conduct question on application. Goal is to create a method to identify and potentially keep dangerous individuals from campus.
  • Additional military questions on application
    • Planning phase, need more technical (ISO) input for how and where to put new information.
  • SR vs. Actual HS data audits
    • Have reviewed approximately 80 records, 5 have resulted in action
      • 3 Revoked admission, allow appeal
      • 2 Final Deny, no appeal allowed
  • Test Score Load redesign in KSIS

Projects recently completed: (Blake)

  • Bundle 36, February 27 in production
  • Acquire Missing SSNs

Projects in progress

Reverse Transfer (Cooper)

  • Used Qualtrics to survey students, F14 had 48 students who opted in from 11 different 2 year institutions. Sent paper copies to institutions. Have heard from at least 4 that they were awarded their associates degree.
  • Moving towards automating process with KSIS and Parchment.
  • Will run process to identify any new students for Spring 2015 after last date for withdrawal.

Course and Curriculum Approval Process Automation (Pfaff)

  • Attended digital architecture conference last week with Aaron Stroot from Registrar’s office to gather more information about Curriculog.
  • Very pleased with what they saw and heard about Curriculog from other institutions. Good comments about customer service.
  • Curriculog has signed on 40 new schools this year. Charlotte received training about product and learned a lot about what it can do. Very good things it can do that KSU can utilize.
  • Implementation range from 3 to 6 months, once purchase is approved for Curriculog.
  • Stafford is pushing for a decision to buy. Monty asked if there would be a funding decision this spring? Stafford hopes so, the decision will come from the vice president. Currently total of 2M in projects on the list for review.

BPA - Incorporate EIS into KSIS (Burkholder)

  • 1-3 meetings a week wrapping up business requirements. Have split into smaller groups to dig into finer details of course search function, workflow, etc. requirements.
  • Curriculog could work for the workflow needs, if purchased.
  • Items yet ‘To Be Processed’ or evaluated are items that currently don’t fit into KSIS or Curriculog, possibly use an unused field or custom property?

BPA - Enterprise Mobile RFP (Blake)

  • MotoLabs is the preferred vendor. Have negotiated directly with Motolabs for a better bid.
  • This request is also on list of projects to be approved for funding. Very hopeful it will be funded. Stafford has met with the student body president, it is high on their list. 80K up front, then 60K each year.

KSU Advisor Center - Phase 3 (Blake)​

  • Advising notes functionality includes 6-8 deliverables in Phase 3. Different types of notes, draft form, can print digest of notes later, can grant access to sensitive notes, etc. Testing in April, release in early May.
  • An Advising Notes policy was reviewed and will be added to the Academic Advising website.
  • Blake and Dandaneau presented at a recent Arts &Sciences deans and department head meeting. Great amount of interest.
  • Cooper asked about future versions that include admin access and functionality. Blake would like to explore a different product for administrative users and keep the KSU Advisor Center for advising use only.
  • Blankley asked if we could track KSU Advising center during June O&E. Tracking usage in the advising center would require more development. Blankley interested in increasing online tools for advisors during new student O&E events.
    • Don’t print purple O&E permits, rather have access to xml document button in advisor center.
    • Enterprise wide ImageNow access for all users to get up to date high school and transfer transcripts.
      • Enterprise wide access will cost 400K and additional FTE position to maintain. Is also on list for funding requests.
  • L. Last remarked they have some non advisor users help during O&E, can they enter notes? Only need advising role in KSIS, just need to request access. Satzler remarked Engineering would utilize too as they are moving to a group advising strategy for new student O&E events.

Track Student Military 1 (Blake)

  • In very early development stages. Bringing in more ISO technical staff to determine how and where data will be captured.

Pilots Program (Blake)

  • Started development to deliver some self service pieces for students and staff. Deliver sometime this summer.

System integrations: (Letourneau)

  • KSOL enhancements
    • Discussing if having classes push automatically from KSIS to Canvas is favorable. This is more like other university procedures/best practices.
    • Would help with cross listing issues, grade posting integration and the ability to see students in Canvas that had previously dropped that class.
  • OrgSync
    • Pushing admits to OrgSync. Updating some other profiles changes from KSIS to OrgSync

Projects on the horizon (Blake)

Bundle 37

BPA - Track Student Internships

  • Will require a large amount of business process analysis. Diana will work with Marietta Milligan and other units soon. Anyone wanting to be included in group, please contact Kerri Keller.

Integrations:

  • GradesFirst
    • Software that allows communication and advising with Athletes. Would like in place for this summer as well.