Committee on Academic Policy and Procedures

Meeting Notes May 13, 2015 - 9 A.M.

301 Hale Library

Attending

Pfaff (KSIS/Reg), Wilson (AG), McCammant (AG), Last (AR), Baker (AS), Niedfeldt (BA), Griffin (ED), Larry Satzler (EN), Pence (HE), Schlender (GR), Judy Lynch (ADV), Blankley (ADM), Cooper (REG), Monty Nielsen (REG), Dandaneau (PROV), Reinhart (OLATHE), Loren Wilson (ISO), Letourneau (ISO), Blake (ISO), Gould (iTAC), Stafford (ITS)

Successful launch of Advising Notes features (Dandaneau, Blake, Letourneau)

Third release, see Product Roadmap​

  • General notes and sensitive notes

Brief demo

  • Can add a note for an individual or group, general or sensitive
  • Can save as a draft for 48 business hours, generate a pdf for individual of notes if needed
  • Sensitive notes only seen by that advisor, however they can grant access to the sensitive note to specific other users if they want, can even only make them viewable for a few weeks.
  • Many questions rose about record retention, concerns that saving notes may cause liability issues for university. All advisors consulted on this project expressed a firm desire that any notes for students stay a part of their record forever. In regards to liability, Dandaneau advised group to follow the guidelines detailed in item C. below and use professional reasoning when making both general and sensitive notes. In regards to record retention, there were many questions about a university standard, how would we follow it, etc. Record retention is a larger topic and was tabled for a different discussion as there is no immediate concerns with space issue in the databases.

Guidelines for KSIS Advising Notes

  • Dandaneau reviewed the above link. Several examples of what a general note or sensitive note should include. They may add information here about the definition of what a Permanent Record includes and what the university attorney’s recommendations for notes.
  • Sensitive notes are subject to subpoena if a legal issue arises.

Advisor training and online help

  • One more training session on 5/14th. There is online help and How To links under KSIS Help.

Advisor feedback and current stats (KSIS Wiki) or current stats (.pdf)

  • Feedback is very positive so far. See current stats link above for usage information.

Future enhancements

  • There is a 3 year contract with EAB. That information would be ideal to be incorporated into this feature.
  • Dandaneau also announced a new committee for Student Success Collaborative that will be announced soon.

Registrar's Office Update (Pfaff)

Spring 2015 End of Semester/Grades

Summer Term

  • Processing will happen as in prior years. Everything is non-standard, they will purge waitlists continually, withdrawals found by queries, then processed manually.

Completed service requests:

  • Expand non-enrollment section list to display all instead of five at a time
  • K-State 8 tag check report

Bundle 37

  • Production ETA is May 31st, very minimal changes, no expected impacts.

Olathe

  • Still collecting information, just beginning to start making code changes

Class Capacities

  • Have researched several different options for management of this issue.
  • Difficult because of many exceptions for special classes that have sections in different sized rooms, etc.
  • Considering different views, make lock down quick enroll access, permission enhancements, etc.

Summer School Advisory Committee

  • Pfaff will be serving on this committee that includes Sue Maes and April Mason

KBOR Reporting

  • Need for all institutions to use shared course numbering for 50 system wide courses. Would make easier reporting.

Undergraduate Admissions Office Update (Blankley)

April Orientation and Enrollment for Transfers – 625+ enrolled.

  • Went very well, thank you to all that participated.

June Orientation Registration opened on April 1st, 2700+ registered so far for June.

  • Important – On July 1st, any enrolled students that have not completed their application file, will get an enrollment hold for the immediate terms. They will not be able to add or drop classes for Fall until it is complete. These items may include Final HS transcript, Final College transcripts or Test Score Verifications. They need to check their To Do Items in KSIS.

Summer and Fall 2016 applicants will begin applying June 1st.

Ongoing projects:

  • Military questions on application
    • In the last few weeks, we have been informed that KBOR is developing a reporting requirement for this information. Will wait until those decisions are made, then proceed with questions that align with KBOR reporting requirements.
  • Related Content
  • PDL – New test score load process
  • Advanced Credit – Changes Coming
    • The Higher Learning commission noted that our practice of allowing the letter grade credit from advanced tests impact the KSU gpa is not correct. There will be a new policy drafted and proposed to CAPP for this change. This will affect Admissions and the Registrar’s office.

The following items were not reviewed as time ran out. Please see the links for information.

Current Projects (Blake)

BPA - Track Student Internships (Blake)

KSIS Name Change (Blake)

Bundle 37 (Blake)

Integrations (Letourneau)

Canvas integration changes and enhancements

Behavioral Education (Campus Clarity)

GradesFirst​

Accessibility of emergency contact information

There will not be a meeting in June. The next KSIS Taskforce meeting will be July 8th at 9 am in 401 Hale.