Committee on Academic Policy and Procedures

Meeting Notes April 13, 2016 - 9 A.M.

401 Hale Library

Attending

Pfaff (KSIS/Reg), Washburn (AG), McCammant (AG), Last (AR), Baker (AS), Cunningham (BA), Griffin (ED), Murphy (ED), Sanders (TC), Karen Pence (HE), Scott Schlender (GR), McCarty (GC), Judy Lynch (ADV), Dille (FS/AAC), Blankley (ADM), Susan Cooper (REG), Monty Nielsen (REG), Steve Dandaneau (PROV), Reinert (Olathe), Loren Wilson (ISO), Letourneau (ISO),Gould (iTAC), Blake (ISO), Caffey (ITS)

Welcome Rob Caffey – Interim CIO

  • Brief introductions around the room.
  • Caffey has been learning large volumes of information about all the IT units on campus, he is visiting many of these groups to get more familiar with them. He has noticed that the KSIS Taskforce is great model for managing needs in KSIS.

Alliance 2016 highlights (Pfaff, Blankley, Wilson, Letourneau)

  • Pfaff-PT and Version Upgrades, Fluid pages and navigation changes, updated look and feel to the application. De-centralized scheduling, population selection and updates. Upcoming an option to enroll with or without a shopping cart, not sure how that would be impacting our processes.
  • Blankley-Prospect Data Load issues and fluid changes.
  • Wilson-More high level information, gathered information about the cloud platform, will we have to move? No, Oracle will support our current platform type until 2027.
  • Letourneau-The people tools and campus solutions upgrades will mostly impact users with changes in the look and feel of KSIS.

Registrar's Office updates (Pfaff)

Spring 2016 End of Semester (.pdf)

Other upcoming dates

  • May 6 the application for graduation in May will close. Early enrollment ends this Friday, April 15th. May 2 an email about remaining items in their shopping cart will go out to students. May 15th the students summer classes will start displaying. Class scheduling is in progress for Spring 17, it will close on July 15th.

Enrollment overrides for additional users

  • Temporarily during heavy enrollment events. Shannon and Tammy in the REG office have the ability to grant this temporary access. Shannon will email users when their access is ready to go.

New grades for exam credit (EA EB, EC)

  • Advanced credit letter grades will not count in the gpa average starting with the Summer 2017 term. EA, EB, EC would be granted instead of A, B, etc. DARS testing is also being worked through. In DARS the credit grade comes with a KSU affiliation, these types of credit shouldn’t be flagged like that. Work in progress.

Advising Committees

  • Can a group be assigned as the advisor for a student when they don’t have a specific advisor? There are some delivered processes Pfaff has investigated.
  • Pfaff is piloting this process in production with some BA students that had an advisor leave in the middle of this semester.
  • The committee functionality allows the creation, naming of the committee and to add members by user ID. When assigning an advisor to a student, click checkbox advise by committee, then can select the committee needed. Committee assignment shows the named group in their student center, click on details, the student can see the names associated with the group.
  • Will need to take deeper looks to see how this assignment affects modified or custom advising functionality.
  • BA wanted this functionality to allow more flexibility in advising appointments and the students could get in quicker for advising. So far, students don’t like it because they want a specific advisor. Cunningham said this is very ideal for a temporary assignment until a vacant position can be assigned. Cooper – would you want the DARS report to name committee? Cunningham-no, it’s fine to leave as unknown.
  • Pfaff-Can extend to other colleges if they would like.

FERPA Self-Assessment (Cooper)

  • Cooper has sent out reminder to campus to users that need to complete the self-assessment. So far almost half are not complete. Please contact Cooper in REG for a list of users specific to your department to help prod them to complete.
  • Gould-will you send more reminders? Cooper-yes, most likely in June.

Unofficial Transcript for Student Self Service

  • For current students, to obtain a copy of their academic information, unofficial, but official looking.
  • Would use other academic dropdown area, where they can also get an enrollment verification. Generate it once a day limit, only for current students.
  • An official transcript is still available, at no charge.
  • Niedfeldt-when available? Blake-in next couple of months.

Undergraduate Admissions Updates (Blankley)

Orientation & Enrollment events

  • April Transfer O&E – April 25th and 26th
    • Approximately 500 registered to date
  • June O&E – June 8th Transfers, June 9-11, 14-18, 21-24 Freshman
    • Approximately 2300 to date
  • Registrations for April, June and August are all open now to work in conjunction with Housing room selection timelines

Upcoming Projects

  • Selective Engineering – Developing new communications, testing application changes, etc.
  • Conduct Questions – Developing process in Maxient for follow-up with applicants after submission.
  • New SAT Tests – Administered in March, will receive the first test scores in mid-May. At that time SAT will provide a derived concordance table, however a finalized one will be determined by SAT after they have enough data to make a correct assessment.
  • Application Fee Increase - $30 to $40. Wichita State and the University of Kansas will also be increasing their application fees. Our increase will be effective for any applications submitted on or after July 1st.

New Staff

  • Rebecca Thornton – Assistant Dir – start date May 10th.
  • Heather Simpson – Records Analyst – start date April 11th.
  • No current open positions, we are fully staffed.

Welcome Center

  • Nearing completion very quickly. Admission staff moving to the new center are Bill Disberger, Deana Core, Bryon Williams and Amy Perry. They will be physically moved the week of May 16th.

Projects recently completed (L Wilson)

EIS Project

  • Business process analysis complete and decisions made. Using agile application for the workflow. Modifying proof of concept to move forward. Renamed to KCLAS instead of EIS.

Enhance KSIS-Canvas Integration (Letourneau)

  • Courses automatically created up through 800 level.

Bundle 40 (Blake)

  • Bundle 40 moved to production a few weeks ago.
  • Bundle 41 coming out in a few weeks for review.

Current Projects (L Wilson)

Migrate KSIS to Converged Infrastructure (Letourneau, Wilson)

  • Actively working on KSIS. Creating new test environments on the virtual structure. Experience with FIS is helping make KSIS changes smoother.
  • Functional offices can test now. Anyone outside of those groups can request access to the test environment through Blake.
  • Pre-production environment is next, then production by July 31, 2016.
  • FIS is scheduled to be live in one week, first of major ERP systems.
  • HRIS is scheduled to go live in July. Caffey-are their other systems? Letourneau-hopefully, DARS in July as well.

Curriculog (Nielsen, Pfaff)

  • Implementation has started, several training sessions with PM and consultants. Virtual presence only with consultants. Piloting with 5 colleges, AG, HE, Polytech, Grad and APD.
  • Have created a steering committee for any major decisions needing to be made, so far have not had to meet.
  • Consulting and training will be finished in June. Pilot colleges will continue to transition to Curriculog. Will expand to the other colleges as well, they will need training, etc.
  • Anticipate that in mid F16, all users will be on Curriculog for Spring 2017 processes.
  • Very intense training with consultants, assigned homework/exercises for REG staff to learn the workflow and settings.
  • Time savings, accountability and standard method for collection of data are a few of the items other universities have seen major benefits with use of Curriculog.

Track Student Internships (Blake)

  • Hope to wrap up business process analysis this week.
  • Develop process to track internships in a way that works for all users.
  • Single survey to students about both credit and non-credit internships.
  • Create dashboard and reports in KSIS from the data collected.

Student Access Center Testing Services (Letourneau)

  • Bolt-on piece that instructors will use to enter test specific information in regards to student access. Move to production in May.

KSU Dept Center (Blake, Letourneau)

  • In initial requirements collection phase. Will use the KSU Advising Center as a starting point, but tweak to work for department users.
  • May be able to demo in May to the KSIS Taskforce.
  • Cohorts can be defined.

Integrations:

  • SSC Campus (Dandaneau,Blake)
    • Student Success Collaborative – connecting advisors with tutoring, instructors. Development is way ahead of estimated timeline, ISO staff.
    • Need to develop prioritization and levels of access, etc.
    • Official Kick Off Discovery on Tuesday, May 3rd. 9:15 to 10:30 am in Leadership Studies Room 126. Onsite Agenda (.pdf)
    • Need many volunteers across campus, across all colleges, to help with implementation so that adoption is smooth and is most beneficial to students. Engagement Team Member Needs (.pdf)
    • Will need to develop business rules, security, staff to govern ongoing support, etc. Application Administrator role is needed.
    • Talisma (current student data) (Blake)
      • Working with Talisma team for selected current student data to populate in Talisma.
      • KCLAS (AgileApps) (McCarty) see above information on item 5a.

Projects on the Horizon (L Wilson)

Bundle 41

PeopleTools 8.55 and Campus Solutions 9.2 upgrades

  • Discussions about if we should do as a single project or do the PT first, then CS after. Leaning towards putting them together. Would take 2 testing cycles into 1 testing cycle. Rolling out one set of changes instead of 2 rollouts of changes to the campus community.
  • Starting this fall with one or both upgrades.

K-State Mobile (ModoLabs) Integration

  • Start this fall to integrate with KSIS. Will bring disparate systems together in one mobile application.