Meeting Notes April 11, 2018 - 9:00-10:20 A.M.
401 Hale Library
Attending
Pfaff (KSIS/Reg), McCammant (AG), Washburn (AG),Last (AR), Baker (AS), Cunningham (BA), Murphy (ED), Fund (EN), Pence (HE), Schlender (GR), Hartman (POLY), Sanders (POLY), Burkholder (GC), Blankley (ADM), Nielson (REG), Cooper (REG), Dandaneau (PROV), Gehrt (ISO/ITS), Letourneau (ISO), Gould (iTAC), Caffey (ITS), Wilson (ITS)
ITS Update (Wilson, Gould for Draper)
ITS Strategic Planning Update – Plant Moran consulting group that will do focus groups and interviews, information gathering.
Encrypted File Transfer – Several business units (e.g., Financial Aid, HCS) have expressed interest in a method for students, faculty, staff, and others to securely send documents. Email attachments are NOT a good solution, so ITS is investigating other options and tools. ITS would like to know who on campus has this need and/or how they transfer information securely. What tools or methods do you currently use? Incoming documents, outgoing documents, documents and data files between internal units.
DUO – Multi factor authentication. Pilot group of 300 users trying it out, hope to have some summarized findings by May. Costs will be about $5 per user, will start with faculty/staff because they have access to more sensitive data. Rolling out to others later.
Chad Currier – Chief Security Information Officer.
ITS Blog – More details about the recent ITS updates can be found here: https://blogs.k-state.edu/its/2018/04/13/its-update/
Registrar’s Office Updates (Pfaff)
Upcoming Dates – Open enrollment starts on April 20th. After Trans O&E will run class capacity reports for U and F courses.
Spring End of Semester Processing
Final Exams – Process analysis of procedures completed for internal. This March was able to examine more external processes. Found that some in non-general use classrooms weren’t processing correctly because they weren’t reflected in 25 Live. Still researching other outlying issues. Pence – How to do group classes? Pfaff thought those should be okay with the grid priority outlined. Pence-we have one that puts 2 classes in the same room at the same time? Pfaff said that would be an ideal example she needs to do further investigation on. Last – She has been asked to provide a list of what final exams are scheduled in the new building, how would she get that? Pfaff will double check and follow-up.
FERPA self assessment – K-State Today article earlier this week about taking it. Please email Cooper if you want a list of those in your department that still need to complete it.
Class Scheduling for Spring 2019 is open
Curriculog – Discussing a shut down or down period this summer. Investigating an API.
½ Credit Testing
Meeting with College of VM about their own catalog and how to start working on it.
McCammet – Curriulog, does someone notify them when it’s time for them to do something? Pfaff indicated that there should be an official representative of the college that should be communicating to their college.
Undergraduate Admissions
O&E – Registration is open for April, June and August.
Projects recently completed
None
Current Projects
Contractual Market-Based Education (CMBE)
Business Analysis (Pfaff) – Dean Mercer and Pfaff met with student finance and pre awards staff. Meeting today with Global campus staff. Pfaff has things set up in a test system. Will need a class attribute and special plan code. Will bring the bigger group together as a re-group soon.
General Data Protection Regulation (European Union Privacy Law eff 5/25/2018)
Business Analysis – Nielson, McGaughey and Robert Large will be meeting this Friday.
Automate Student Program Plan Change Process
Business Analysis (Gehrt) – VISIO process flows drafted; next meeting will be set after transfer enrollment, commencement and grade posting.
DARS Request audit Page Re-Design for Student (Gehrt/Cooper)
Good progress has been made, and will be shown at next meeting.
Fluid Class Search and Enrollment (Letourneau)
Not much progress to report. Load time is problem. Not many schools have 9.2 version, but identified one school that doesn’t have load time problem. Once we have KSU solution, then will have test group.
PUM 8
Target Date 4/22/2018 – Scheduled for Sunday; no down time expected.
Update
KSU Advisor Center: filter groups (Global Campus, Athletes, 1st Gen, Legacy)
Name & Scope of this group – joint discussion with CAPP (10:00-10:30 am)
KSIS Task Force - (http://www.k-state.edu/capp/ksis)
The KSIS Task Force is a subcommittee of the Committee on Academic Policies and Procedures (CAPP). The Task Force began meeting in January 2006 to determine academic procedural guidelines for implementing KSIS. This committee serves a key role in implementing changes in KSIS and communicating such changes to their respective colleges. Responsibilities include:
-
- communications/training,
- determining academic procedural guidelines with regard to KSIS,
- collaborating across colleges to resolve KSIS issues,
- recommending improvements to KSIS, and
- participating in testing.
Discussion
Is KSIS Task Force useful? Yes. Representation from ISO, Registrar, Admissions and Colleges streamlines information sharing. Facilitates who to contact when questions arise.
Consensus
Continue as a subcommittee of CAPP, but rename.
Lisa Last, chair of CAPP, will email both KSIS Task Force and CAPP members for suggestions for new name and vote will be held to select from suggested names.