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

401 Hale Library

Attending

Pfaff (KSIS/Reg), Washburn (AG), McCammant (AG), Baker (AS), Niedfelt (BA), Griffin (ED), Murphy (ED), Sanders (POLY), Karen Pence (HE), Scott Schlender (GR), Burkholder (GC), Blankley (ADM), Susan Cooper (REG), Monty Nielsen (REG), Dandaneau (PROV), Blake (ISO), Loren Wilson (ISO), Letourneau (ISO), Gould (iTAC), Caffey (ITS), Betsy Draper (Guest)

Registrar's Office updates (Pfaff)

http://www.k-state.edu/registrar/events/

• Summer 2016 End of Semester Processing
• Upcoming Fall 2016 dates

• Spring 2017 dates for class scheduling in progress

Term hour limits

There is an excess load list, many use it, a user can run by term or class. There are no parameters for college or program. It can be ran for summer, limit is 9 credit hours for all careers, including intercession classes. Spring and fall terms hour limits vary by career. Maybe we add start and end dates of courses? Would that be helpful? Pfaff asked that others check the report and let her know. There is a second report available to those with the Deans office role. For intercession classes, prints a list of those students enrolled in more than 4 hours of intercession. May and August intercession classes are part of the summer term. This report adds these together, so be aware they don’t overlap. More info in .csv file. Pence is using this one. Pfaff asked that users please check this one out too. Pfaff checked policy and could only find 21 hours in regards to regular term limits.

Warning/Dismissal

In December there will be additional functionality applied to this process.

Pfaff investigated questions about some students who were not on dismissal and the college thought they should be? Reinstatement was not the issue in these cases. It was that the students had a large amount of NC or no credit grades.

The definition for dismissal is if the student is not in 1^st semester AND must have 20 hours or more for assessment of dismissal. These NC grades don’t count in the total. Many times these impact the process for ELP students. The process is working as designed, that Pfaff is aware of. Retakes also null out the first F and the first retake is not double counted.

Cunningham asked about a summer loophole. Summer/Fall first semester logic ignores Summer as policy states. Allows student to have F’s in Summer, then Fall and still continue on because Fall was considered their first semester.

The policy regarding what is a first semester and how to count the 20 hours should be reviewed by CAPP for policy adjustment.

Preferred Name

Pfaff updated the group about this change in student self-service, first, middle and last. There will be help pages and FAQs. It will be ready by August 1^st. The preferred name is seen in the Student Center, class roster, grade roster, email system, white pages (see both permanent and preferred types) and Canvas. The Permanent name only is on the ID card, used on search pages and most administrative pages. They will be monitored and changed if found to be inappropriate.

DARS upgrade.

HTML report, feedback so far is good, however many users are not seeing the new feature.

Planning to change the default to HTML. Users can still run the pdf version.

Printing from the HTML is different. Hit Printer Friendly first, then expand or collapse sections, then print job will reflect that view.

FERPA assessment.

Collecting new questions. Will go out after Labor Day.

PERC

Ran on August 1^st. Will run again on 8/16^th for participating colleges.

Staff changes

Janet Delong is retired as of 8/4^th. Not filling position. Janet worked in enrollment services.

New KSIS security form.

Roles will be listed more like the function it provides. The copy user portion of the form is no longer available.

Fixed Reserved/Unreserved Seating bug in Class Search, KSU Class Center page

Reserved/Unreserved seat counts were not correct, has been corrected in production now.

Class Center information corrected as well in regards to reserved/unreserved seats

Class Capacities Report

Pfaff and ISO have been working on this for the last year. In production in the next day or so. Report can be run for all courses in a college or department or subject area. Report shows counts by section. Can email report to users each morning. Can go to any # of users. Sanders asked if this can be run by campus? Can do by location of course. Washburn – frequency? Will vary by time of year, can be adjusted as needed. Pence – can we tell you when the room capacity isn’t correct? Pfaff-Contact facilities, then facilities will contact the registrar’s office with changes. Colleges should contact Heather Mills.

Information and Technology Services updates (Caffey)

Betsy Draper

She has been here for 2 months so far. She is the Assoc VP for IT. Working on many items, job descriptions, governance and the PMO office.

Undergraduate Admissions updates (Blankley)

August Orientation

8/18 and 8/19 – 440 registered so far.

Final Transcript and Test Verification Holds

Majority have been resolved.

ACT 16-17 Layout Changes

Fall 16 late admissions.

Preference is no appeal reviews after the 11^th (tomorrow). Admission director involved for any admits.

Dandaneau

Any enrollment projections? No. Is 440 high or low? About normal.

Projects Recently Completed

KSIS Migration to Converged Infrastructure (Letourneau)

Went great. Many slow processes are working much much faster. iSIS to KSIS migration is complete.

Current Projects

SSC Campus (Dandaneau, Blake, Cunningham)

Dandaneau-Athletics already using SSC, only had one dismissal last year.

Pilot group – To help with integration of SSC into the KSU Advisor center.

EAB has a product called Guide, incorporates a mobile platform that is pertinent to their own success. Current institution users report their students love it. Will have a consultant from EAB on campus soon to demo it. Security/FERPA will be a priority when considering it. Draper – Is this a predictive tool? Yes. Draper – Can it pull in # of student interactions to calculations? Blake – Not yet, it is an integration they would like to have with Canvas. A&S is planning Student Success workshops for this fall semester.

Curriculog (Nielsen, Pfaff)

Progressing along with the help of pilot groups. Working with DigArc on user role definitions and set-ups. Next will be testing the workflow, should take about a month. Aiming for full implementation sometime during Spring 17. Pfaff – Still collecting requirements for user roles for set-ups.

Track Student Internships (Blake)

Survey going out to colleges about if they want to participate. Mid-Oct will release the first survey to participating colleges’ students. Do they want a hold? There are additional questions by college that can be added. Want to hear back by Aug 15^th from the colleges. ISO working on data structures in Qualtrics, what data do we want in KSIS, reporting for colleges and an enterprise dashboard?

Open/Alternative Textbook Icon (Pfaff/Blake)

Met with committee and have created a class attribute that will be applied to the class section. The icon means the student will not have to buy a textbook. Have tested in a test database. Icon is purple book with an O on it. Still need to update a few other areas to reflect the new icon. Caffey – Any metrics to be gathered about increase in enrollment in those sections? Blake – Hadn’t thought of that as of yet.

PeopleTools 8.55 and Campus Solutions 9.2 upgrades (Blake/Letourneau)

Major project for ISO and functional staff involved. Will perform a fit/gap analysis, can we sunset any ksu mods, etc. Major change to the KSIS home page, will be more of a tile design. Will require many design questions to be discussed. Target date next summer. Will significantly change the way KSIS looks. Will be better for look and functionality on a tablet/phone.

KSIS-ModoLabs Integration (K-State Mobile) (Blake/Letourneau)

Is available now. Next is to integrate with student’s class schedules, drop classes, financial aid and maps. Focus will be on student self-service.

Student Enrollment Reporting (Wilson/Letourneau)

Data warehouse into a sql business intelligence server. Enrollment information will be worked on next. Discover trends in enrollments. Have met with Robert A in Registrar’s and Anne Stearns in Planning and Analysis about the information they push out. This could be used for adhoc reporting for users and higher level reports for deans.

Projects on the Horizon

KSIS-AcademicWorks Integration (Blake)

3^rd party software to better manage allocations of scholarship $’s. Let by KSU foundation. What data from KSIS do they need?

Bundle 42 (Blake)

Quarterly bundle up next.

Projects Recently Completed

Reverse Transfer status in KSU Advisor Center (Cooper/Blake)

275 transcripts that they send out each semester.

StrengthsQuest themes in KSU Advisor Center (Blake)

In Production now, link from the strengths to brief descriptions of what they mean.

KSIS-Point and Click Integration (Blake)

Lafene integration, in Production now.

Bundle 41 (Blake)

In Production last weekend.