Meeting Notes February 14, 2018 - 9 A.M.
401 Hale Library
Attending
Pfaff (KSIS/Reg), McCammant (AG), Washburn (AG), Elsasser (AR), Baker (AS), Niedfelt (BA), Cunningham (BA), Griffin (ED), Murphy (ED), Fund (EN), Hartman (POLY), Pence (HE), Schlender (GR), Sanders (POLY), Burkholder (GC), Blankley (ADM), Nielson (REG), Cooper (REG), Gehrt (ISO), Letourneau (ISO), Gould (iTAC), Wilson (ITS), Pratt (ITS)
Issue: Unable to see enrollment error messages if student enrolls on the mobile app (McCammant)
Charlotte researched, those types of transactions are available in a different area. Block enrollment page. Or Advising Ctr has a way of getting to it. John Letourneau reviewed in detail how to see the enrollment requests and the errors via the Advising Ctr. McCammant asked if there could be a clearer message about what stopped the student from dropping? There are not clear messages, but a standard order of why students are not allowed to drop. Gehrt asked how do users learn how to navigate? Trial and error, call the Registrar’s Office, ask others, etc. Pfaff will investigate this example and find out what she can see.
Issue: Can “Preferred First Name” be in parenthesis with the official name?
It is difficult to locate student records in KSIS when ID number or birthdate isn’t available, and preferred name is neither first nor middle name. (Pence) Pfaff stated that the issue of where the preferred name is shown and available for searching is not a simple fix, we must look at more than just KSIS. Letourneau thought there might a change to make the immediate, most common search screens better. Pratt asked for a volunteer to begin the process of reviewing the name usage in systems. Wilson volunteered to begin the data gathering of names in the various databases.
SCC – Cunningham
The progress report pilot test to GENBA 110 instructors is going well, that first round of reports closes this weekend. The second round will go out in the 10th week of classes. IF all goes well, next semester we will expand the pilot to include not only GENBA 110 classes, but all business core classes as well. For the offices that use enrollment campaigns in SSC to motivate students to come in, it is time to send those invitations out. High flyers/early bird students are already coming in for enrollment so now is the time to send campaign invites if we want to capture all students in the campaign. Had a great meeting with the Enrollment Management consultants, lots of great ideas. At the request of a few of the advisors, we are adjusting the questions that are asked on the Advising Appointment Report page in SSC. There are some pre-loaded questions there now, instead we are changing them to be more in-line with the university Advising Syllabus. Working on the data validation aspect of bringing the rest of the student populations into the platform.
ITS Update (Pratt)
ITS Strategic Planning Update
Getting ready to kick off, have selected a consultant and will meet in a few weeks. Will have a series of focus groups (15 to 20), students, staff, faculty, key stakeholders, etc. Will be doing an online survey/web interview which will also go out to a broader audience, many opportunities for general comments. This data along with other institution information will be used to develop a report of what they find, specific by system information. Then the ITS leadership will meet to review the analysis and develop a 3 year IT strategic plan.
Exploring the future of Enterprise Systems (ERP) at K-State
Exploration Only! What is our campus readiness if a change were to be determined best for the university? Review peer and aspirational peer universities. Towards the end of this process, start reviewing vendors. This taskforce is intended to end this summer. Do have representation from many areas. Rob Caffey (Chair), Fran Wilbrant, Karen Horton, Alma Deutsch, Roberta Maldonado-Franzen, Amanda McDiffett, Monty Nielsen, Sara Blankley, Stephanie Bannister, Jan Elsasser, Duane Dunn, Loren Wilson, Angela Chauncey, Andrew McKittrick (student rep) and Kelli Holder (student rep). Monty asked is Oracle going in a different direction with their PS product? Gary is not aware of anything formal but products change. CRM, student system, HR, finance systems and imaging systems are all being considered.
Registrar’s Office Updates (Pfaff)
Upcoming dates
U and F18 activations beginning and other associated processes. Early enrollment starts in about a month. S19 class schedule will open March 1st to colleges/depts. Annual catalog updates are now in progress. Deadline is April 27th to have changes to Shannon Castleberry.
Curriculog
Middle of spring meetings/activities. Charlotte and Shannon going to Digarc conference next week.
Have met with Stacey Bailey regarding not letting International students to drop below 12 hours.
Change for Preferred Name not allowed for Last Name
Several weeks ago, VP for Student Life in conjunction with Gen Counsel determined that only the First and Middle preferred names can be modified, not the Last Name. This change will be in production soon. The topic of where preferred and primary names should be shown is a much larger issue and should be discussed in a different group. Issues with many standard search pages don’t allow for preferred name searching. Letourneau mentioned some changes that could happen in certain components, but that doesn’t cover all. Pratt talked about the ID issue, how do we verify who a person is, are we in jeopardy issuing an ID that is fraudulent. Blankley expressed great concern about the impact on students. Pratt asked how to start this project? Loren stated he would start an analysis of where names go, which types, which systems, etc. HR and KSIS name interface has inconsistencies as well with name types, Pfaff researching and will work to fix. Undergraduate Application process was creating middle names that matched first name with preferred was listed as the same as middle, this has been fixed.
Undergraduate Admissions Updates (Blankley)
Matriculation Calendar
Began February 12th for populations not required to attend Orientation and Enrollment events.
Orientation and Enrollment Campaign
Invitations to register for April, June and August will start on March 1st.
Spring 2018 New Enrollees, Incomplete files
8 Test Score verification, 7 Final HS transcript, 75 Final college transcripts.
Projects recently completed (Gehrt)
KSIS – Teamworks Integration for Athlete academic records and course schedules. This will help Athletics to be NCAA compliant.
Current projects
Elastic Search (Letourneau)
Needed for fluid enrollment. This will provide students with more a shopping experience, apply filters to their selections. Still working to get the process efficient. Might be able to pilot this feature during June O&E.
Contractual Market-Based Education (CMBE)
Business Analysis (Pfaff)
No updates.
General Data Protection Regulation (European Union Privacy Law eff 5/25/2108) – Business Analysis (Nielsen/Pfaff)
Multiple areas provided data for General Counsel regarding what data we gather, interfaces, etc. Next meeting is March 12th. They may collaborate with KU in regards to international general counsel.
Automate Student Program Plan Change Process- Business Analysis (Gehrt)
Group starting back up to resume this project. ETA for BA is end of April.
Graduate School Forms Integration (Gehrt)
Design phase done and forms this week. Going well.
General IT update:
Have removed student Home location from White Pages online.