Committee on Academic Policy and Procedures

Meeting Notes November 9, 2016 - 9 A.M.

401 Hale Library

Attending

Pfaff (KSIS/Reg), McCammant (AG), Washburn (AG), Jana Elsasser (AR), Baker (AS), Cunningham (BA), Niedfelt (BA), Murphy (ED), Fund (EN), Sanders (POLY), Pence (HE), Scott Schlender (GR), Reinert (FS/AAC/Olathe), Blankley (ADM), Susan Cooper (REG), Monty Nielsen (REG), Blake (ISO, Loren Wilson (ISO), Letourneau (ISO), Draper (ITS), Gould (iTAC)

ITS Update (Draper)

IT Governance being reviewed.

An Enterprise Architecture group is being formed. This group will review how technology and business processes are aligned. They will be focusing on the technical half and will have a review board working on technical standards. In 6 to 9 months will be able to present some information and direction of technology.

Email filtering changes were made (removal of full white listing). More junk box monitoring will need to be done. Can report they are already seeing fewer compromised accounts.

Any questions about the direct deposit scam? 2 payrolls ago, compromised eID accounts resulted in 11 fraudulent payroll deposits. The hacker(s) used HRIS to access the state health insurance site to get SSN’s of those 11 accounts and changed direct deposit information in HRIS. Funds on 2 of the 11 accounts here held before the funds could be withdrawn. The HRIS direct deposit page has been disabled and will remain disabled until further notice. Nielson-How quickly were account holders informed? 1 account holder actually brought the first notice to IT. ITS and Payroll identified potential problem accounts and Payroll responded very quickly to track down and attempt to secure the funds. Nielson: How can you assure this will never happen again? Wilson-we need users to not respond to phishing scams. Wilson reported they are looking into a 2 step security sign-in. Draper-IT Security training will help educate users, but it’s still hard to get the word out that you should NEVER share your eID and password with anyone.

Registrar's Office updates (Pfaff)

Fall 2016 End of Semester/Grading (.pdf)

McCammant (AG) asked about the reinstatement due dates. The Dean’s calendar is shows a due date one week later. What would the taskforce like? AG would like the later time to match the Dean’s calendar (5 pm on the 12th). ED thought more time would be nice. After discussion amongst the group, it was decided that reinstatements would have a priority deadline of 5pm on January 10th and run drops on the 11th at 1 pm. This would still open up classes in time for January new student O&E on the 12th and 13th.

Upcoming Dates

  1. Class scheduling for summer and fall.
  2. Dec 1st will be closing off access for summer class scheduling, then Dec 15th for fall scheduling access.
  3. Plan to publish summer class schedule on Friday Dec 16th. The schedules will be without room assignments at that time. Not complete until February.

Undergraduate Admissions updates (Blankley)

Spring 2017 November Orientation and Enrollment

  1. Nov 16th is the single date for Transfer students or other special exceptions.
  2. Melissa Nelson with NSS is the coordinator for event and authorizes exceptions.
  3. Almost 100 registered. This is the smallest event of the year, so no large issues expected.

Scholarship Deadline – Changed to December 15th.

Have heard of some confusion with the PPY FAFSA changes.

AG – How do applications compare from last year?

Hard to say at this point as we are still processing large volumes of applications.

Projects Recently Completed

KSIS-EAB SSC Campus Integration (Blake)

Provide student records data for tutoring pilot. That is complete and provides a daily early morning file.

KSIS-RS2 Batch Integration (Letourneau)

Polytechnics door access, file to Salina ID center for students and employee information. Runs every hour so access to door is timely.

Current Projects

PeopleTools 8.55 and Campus Solutions 9.2 Upgrade (Blake, Letourneau)

  1. She has presented at FSCOT, Global, etc, a K-State Today article published, so are getting the word out.
  2. Production upgrade planned for July/August
  3. Christine Ducett helping with communications, web pages, k-state today articles, etc.
  4. Project team meetings include looking at new home page, developing strategies and ways to move forward.
  5. Letourneau-Oracle continues to provide new images of the upgrade each quarter, so we are watching those and incorporating them into the upgrade project steps. In December there will be a K-State version, will begin to start work on branding.
  6. Letourneau-ISO programmers will receive training in December to build fluid pages if they aren’t delivered and identified as needing the fluid code.

Track Student Internships (Blake)

Response rate is 57%. Those colleges that decided to utilize holds have a response rate much higher, EN is 87%. Closing the survey a week from Friday, November 18th. Next step is producing data in reports.

KSIS-AcademicWorks Integration (Blake)

  1. 3 features, 1-match students to funds, 2-application for applying to scholarships, 3-award winner to donors communication.
  2. Project 1-working on the data definitions and elements are needed.
  3. AG-Will there be a way to monitor students awarded $$, but then are switching out? Yes.

Bundle 43 (Blake)

  1. December 8th to Prod estimate.
  2. Nielson-Will there still be bundles after the upgrade? Yes in concept.

Student Data Warehouse (Wilson, Letourneau)

Data interfaces to help provide more reporting/dashboards for enrollment monitoring with a working group that meets every 2 weeks.

KSIS-ModoLabs Integration (Letourneau)

Delivered integrations with PS CS for enrollments, starting to test this module. May be possible sometime in spring, may be rolled out to students, but no promises. Will have to decide if this is the ‘mobile solution’ preferred or go with fluid pages after the upgrade.

SSC Campus (Dandaneau, Cunningham)

  1. Cunningham (BA) has had 2 users that have been using the program for the last year. Have not heard a tech related question for about a month. Other users in BA not using yet, still settling into new building and business processes need analyzed. Have heard from ED and HE about some users that would help with more testing, which is great!
  2. Planning to be Live in mid December (12th). Nov 28th some training sessions for additional testers.

Curriculog (Pfaff)

  1. Continue to look at forms and how questions are asked.
  2. Try to make it easier for users to know what needs to be an expedited or not expedited request. This will help to drive the workflow.
  3. Working on data alignment for the data integration.
  4. K-State 8 is requiring some work to make accalog and curriculog work together.
  5. More role definitions.
  6. Observations of committees and how they work. Will they use curriculog at the meeting? Or prior or after? How many users bring laptops to meetings? Learning how to fit all the pieces together in the approval processes for different groups.
  7. When needed, items have been forwarded to CAPP or Faculty senate for guidance/decisions.
  8. Pilot courses piece may be ready in mid spring.
  9. If agenda allows, could give quick demo to Taskforce at next meeting.
  10. DigArc has partnered with a new company, will allow them to grow their product. This will not impact our implementation plan or product.

Other

Room reservations in Hale? Gould can reserve room for KSIS Taskforce, but not sure of CAPP.

Back-up chair? If anyone would like to volunteer, please contact Karen. Not too hard!!