Committee on Academic Policy and Procedures

Meeting Notes February 10, 2016 - 9 A.M.

401 Hale Library

Attending

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

KSIS Security question regarding retired faculty (Blake)

  • Beth Alloway with iTAC voiced concerns with KSIS security access extended beyond a retired date. Referred to Task Force for policy advisement.
  • Cooper – Ferpa perspective, checked with university attorney, received the following guidance. ‘Persons no longer employed at K-State should not have or need access to KSIS. Any work after retirement is as a volunteer.
  • Schlender – Graduate advising, some retain adjunct status via a one yr appointment. This is okay as they are still employed.
  • Global – Anyone teaching a global course would be paid, so is still fine.
  • Cunningham – Retired staff lose their connections with campus and therefore won’t be up to date on policy and procedure changes, should not retain access.
  • Unanimous agreement from task force that extended security requests should not be approved. Blake will update Beth.

CAPP: Concerns about Closed class Enrollment

  • Washburn – Would like more staff to have security role during O&E to update, instead of just 1 person.
  • Pfaff – Agreed it would be okay to grant temporary access during that time frame. 5/15th to 7/1st. Must receive eID’s early to set-up access.
  • Cunningham/McCammet asked about April Transfer O&E and right before first day of class.
  • Cooper said the processes associated with these changes would be easier to manage if limited to June only.
  • Murphy asked if more training about being aware and ability to see class capacity for users would help?
  • Cooper would consider increasing the # of users from 1 to 2, all year round as an alternative to multiple temporary times.
  • Pfaff mentioned a new process, piloted by BA, to populate a student group for ‘new students’, then the seats could be systematically reserved as a way to manage enrollments for new students. Cunningham reported this method works, but really just has moved the work of letting other specific enrollments occur. Still get calls about ‘who are these reserved for?, can I still get in?’.
  • Washburn – Room capacity balancing for labs is a reason for the need to make adjustments.
  • Lots of discussion about how this impacts colleges/departments in various ways. Washburn/McCammet asked if the more open access could start 4/15th to encompass Transfer O&E? Pfaff and Cooper agreed that should be fine.
  • A more technical universal solution would take more investigation.

Registrar's Office updates (Pfaff)

Upcoming Dates

  • A question was raised to Pfaff about timing of advising hold. Change to apply advising hold and enrollment apt on the same day? Agreed by group.
  • Spring 2017 scheduling period. Open on 1st of March to July 15th
  • Fall 2017 and Spring 2018 registrar’s calendar will be built a few months earlier than normal. This in response to change in timing of FASFA application being open earlier.

Class Scheduling Security Update

  • Users can now view the class scheduling pages even though update access is not active.
  • Any class scheduling pages. Will still have to contact enrollment services to make a change.

Weekly Class Schedule Default View

  • Testing continues, data is outdated in the test instance, Pfaff working to set-up test data that is more up to date.
  • Bundle 40
  • DigArc (vendor for course curriculum conference) and Alliance Conferences (PS conference). Registrar staff attending both in the next few weeks.

Undergraduate Admissions Updates (Blankley)

Admitted and accepting applications through Spring 2017.

Orientation & Enrollment events

  • April Transfer O&E – April 25th and 26th
  • June O&E – June 8th Transfers, June 9-11, 14-18, 21-24 Freshman
  • Invitations to June and April will go out at the same time.

Upcoming Projects

  • Selective Engineering – Approved 2/9th
  • Conduct Questions
  • Modifications to External Education-Evaluation Information
  • SAT Changes – Tests administered in March 2016 forward are different. McCammet uses SAT scores when they are assessing students eligibility for special populations.

New Staff

  • Kent Hildebrand – Assistant Dir – declined position after re-considering commitment to teaching. Position is still open.

Alliance Conference – Blankley attending, March 6-9.

Projects recently completed (Wilson)

KSIS-CollegeNet Integration - Import GRE test scores (Schlender)Bundle 39

  • Schlender is posting every day to get caught up all so that all GRE scores are in KSIS.

KSIS-Campus Clarity Integration (ASAP/Behavioral Education) (Blake)

Projects in Progress (Loren)

Course and Curriculum Approval Process (Curriculog) (Nielsen)

  • Team has been identified. 4 colleges have volunteered to be pilots (Polytech, HE, AG and APD), faculty senate and representatives from the Registrars office.
  • Will have first meetings after spring break.
  • Vendor has a very structured process for implementation, have done many times. Will have virtual meetings during implementation, most likely will not visit onsite.
  • A challenge will be the opportunity to streamline more processes among users. Will not modify system to continue different processes.
  • During implementation, Pfaff and 2 other registrar staff will have limited time on KSIS development so they can focus on Curriculog.

Migrate KSIS to Converged Infrastructure (Wilson/Blake)

  • Goal to have complete in late July.
  • Testing most needed on integration points.
  • Functional testing in test environment and pre-production.
  • KSIS will be down ½ to 1 day when moved to production.
  • URL will change a bit, any deep links to KSIS will need updated.

Student Access Center testing automation (Letourneau)

  • Communication and management for students needing accommodations to Instructors is manual.
  • Automation would make smoother and less manual, no ETA.

Track Student Internships (Blake)

  • Working on a future state project flow, business rules and other details.

KSU Advisor Center Enhancements

  • Reverse Transfer (Blake/Cooper/Dandaneau)
    • A few fields proposed to be added so an advisor could see if they are eligible or have opted in. Advisor could mention to the student if they show as eligible, but have not opted in.
    • Have added a service indicator to help identify in KSIS.
    • After 20th day, identify group, remove those that are no longer enrolled or already received associates, then print ksu transcript and send to community college.
  • StrengthsQuest (Blake)
    • Will display these results and have a hyperlink to explanations for advisors to utilize if needed.

Projects on the Horizon (Loren)

KSIS-EAB SSC Campus Integration (Dandaneau)

  • Very busy time coming up with conference and multiple presentations of the SSC implemented by KSU.
  • Athletics sharing their experiences of their use of Grades First. Great tool, eliminated busy work. Athletics very excited about it!
  • Working to integrate with SSC by early fall.
  • Kick-off project in March.

KSU Department Center (Blake/Letourneau)

  • Need for a Department Center was based on requests received from department administration to utilize the Advisor Center.
  • Long term plan to create a different center for their purposes.
  • Early stages, may reach out in the next few months to gather suggestions on design.