Committee on Academic Policy and Procedures

Meeting Notes September 9, 2015 - 9 A.M.

401 Hale Library

Attending

Pfaff (KSIS/Reg), Washburn (AG), McCammant (AG), Last (AR), Baker (AS), Cunningham (BA), Murphy (ED), Griffin (ED), Larry Satzler (EN), Karen Pence (HE), Starkey(TC), Scott Schlender (GR), Burkholder (GC), Judy Lynch (ADV), Dille (FS/AAC), Blankley (ADM), Susan Cooper (REG), Monty Nielsen (REG), Reinhart (OLATHE), Loren Wilson (ISO), Letourneau (ISO), Ken Stafford (ITS)

ITS and ISO Organization Update (Stafford/Wilson)

  • Robert Vail resignation, will have a national search for his replacement.
  • ISO-Hiring developer position for additional REG help.
  • Jennifer Gehrt hired as new associate director position in ISO. Data warehousing, mobile effort, research management and other projects as assigned.

KSIS logons at beginning of semester (Wilson/Letourneau)

  • A bit lower than last year, but same trends and spikes.
  • Made it through first week!!

EAB enhancements in KSU Advisor Center (Letourneau)

  • Class rosters now show a color box that indicates the student’s level of risk.
  • Risk color box added to several other screens.

Registrar’s Office updates (Pfaff)

Fall 2015 dates – k-state.edu/registrar/events/

Sept 25th – Missing SSN process starts

Spring 2016 – Processes will begin on 9/24 and 9/25

Fall/Summer 2016 – Class scheduling opens 9/15th

Class Scheduler Training

  • Friday 9/11 there will be full training by Fred Darkow.
  • Refresher sessions on 9/14 and 9/15.
  • Training will be stressing room capacities, student specifics permission flag, assignment of instructors in KSIS, new forms for class scheduling once open period closes and other forms.

Requisite Training

  • How to set-up the rules for Requisites.
  • No dates yet, but most likely the week of Sept 21st.

Assigning instructors on classes in KSIS

  • Primary and other roles need designated during set-up.
  • Several questions and scenarios from group.
    • Shannon (AG) – Have topics courses where defferent instructors teach each topic.
    • Dille (FS/AAC) – Her name is listed for all labs, but GTA’s teach in the lab, she submits the grades. Discussion was to list the primary as the one teaching, and staff role for the one submitting the grades.
    • Cunningham (BA) – Sometimes they have one coordinator listed across all sections, actual GTA’s not determined until classes start.
    • McCammant (AG) – Graduate courses must list an instructor with faculty status. However, what if someone without the status is teaching over 50%? Schlender (GRAD) says they can request temporary approval.
  • They can create more roles as needed.

Class Capacities (feedback on KSU Class Center)

  • Overall good experiences reported. Last (AR) asked if just limited to Deans role? No, can add access to other KSIS roles as needed by offices.
  • The report function is still in the testing phase.

PERC Feedback

  • Satzler (EN) reported they used it. It will be run again in January.

Bundle 38

  • Will be in production by Sept 27th or 28th.
  • No anticipated changes, but still testing regular processes.

Service Indicator Impact Review

  • Sometime in Jan – March 2012 there was a review of service indicators and their impacts.
  • At that time several were changed from CENR to AENR for several holds, but several stayed as CENR.
  • There are several new holds since 2012, should this evaluation be repeated? Satzler (EN) requested to review the report from 2012. Pfaff will be sending out the report to the entire group.

FERPA Self-Assessment (Cooper)

  • Distribution is delayed because having difficulties obtaining a correct list.

Summer School Committee Report

  • There was a waitlist project managed by Jo Masenberg-Tomlinson. They reviewed the S15 waitlists and identified the top 10 classes. If those courses were available this summer, they emailed those individuals directly about the course being offered this summer.
  • Discussed summer advising.
  • Will repeat displaying the summer schedule in December again this year. Will publicize more, but cannot release any earlier because of planning timelines.

AHV unofficial transcripts (Academic History View)

  • Updated so it looks more like an official transcript, staff view only.

Service Requests

  • Class search improved to display class schedule appointments.
  • Online value created as well for the class search.
  • Weekly view default still in progress.

KSU Advisor Center – for former students

  • Empl ID must have an active program plan to display.
  • The common area picks up anyone with a career, regardless of status.
  • Some fields show blank for former students, would like to fix that in the future.
  • Transfer hours do show, but the transfer student flag isn’t consistent between current and former students.

Undergraduate Admissions Office Update (Blankley)

Application terms, upcoming dates and events.

  • Admitting and accepting applications for Fall 2015 through Spring 2017.
  • August O&E was in a new location in the union. A few issues on the first day, made adjustments for the second.
  • KC Celebrates event this evening, 400+ registered.
  • Spring 2016 matriculations will begin on Sept 23rd.
  • 9/21 will be last identification and assignment of incomplete application files for Summer and Fall 2015 new students.

Prospect Data Loads ( New Test Score Load Process)

  • AP and ACT test scores will switch to the new process in September.
  • SAT will switch in October.
  • Candidate data (extra profile info) will now show on the Test Results table under Additional Test Score information.

New Assistant Director Position

  • A new assistant director position has been created to take over administrative tasks of staff that will transition to the Welcome Center in the spring.

Current KSIS Projects (Letourneau)

Migrate KSIS to converged infrastructure (Wilson)

  • Will not happen over Thanksgiving break, most likely will have to defer it to Spring Break 2016

Track Student Internships (Wilson)

  • Business analysis going on with all the colleges, midway complete.
  • There is potential for internship courses.
  • Will next be working on a common definition of an internship.
  • Goal is to have a proof of concept this fall.

Integrations

Behavioral Education (Campus Clarity)

  • ASAP. Most are complete, those not complete will get holds blocking Spring 2016 enrollment.

Canvas integration changes and enhancements

  • Sept 15th courses were transferred.
  • In the future, may develop a way for an instructor to opt out of using Canvas.

Projects on the Horizon

Course and Curriculum Approval Process Automation (Curriculog) (Pfaff)

  • Working to attempt sole source again. Determined that other ‘comparable’ vendors only service K-12.

Enterprise Mobile (Modo Labs) (L. Wilson)

  • Comes delivered with some apps, search for people, maps, etc.
  • Jennifer Gehrt leading project, Assoc Dir of OME will lead.
  • Steering committee will work to decide on branding, prioritize items for implementation, etc.

Open Textbook Icon (Blake/Pfaff)

  • Shared a prototype of an icon, looks like two crossed oars. Looking into other options.

Other

Stafford requested that Canvas is encouraged more to the remaining staff that aren’t using it yet.

About 50% have adopted Canvas.