Meeting Notes March 14, 2018 - 9 A.M.
401 Hale Library
Attending
Pfaff (KSIS/Reg), McCammant (AG), Washburn (AG), Elsasser (AR), Baker (AS), Niedfelt (BA), Cunningham (BA), Murphy (ED), Fund (EN), Andrews (HE), Schlender (GR), Sanders (POLY), Burkholder (GC), Blankley (ADM), Nielson (REG), Cooper (REG), Gehrt (ISO/ITS), Letourneau (ISO), Gould (iTAC), Caffey (ITS), Draper (ITS)
ITS Update (Draper)
Chief Information Security Officer Search - Three candidates are being brought to campus, with one interview completed and the remaining two to be held on March 14 and 16. Open forums are available for the campus community.
IT Strategic Planning – A vendor has been selected and final details are being negotiated, with a target of an early April start.
Compromised eID Accounts – By the end of February, we had 104 compromised eID accounts, compared to more than 527 for the same time last year.
Registrar’s Office Updates (Pfaff)
Upcoming Dates – March 26th, last day to drop with W. First day of early enrollment for U/F terms. Class scheduling open for Spring 2019, due in mid July. Preparing for Spring 2018 end of semester.
Curriculog Update – Implementation team meets every 2 weeks. Lately about curriculum attachments, proposals getting the KBOR approval steps. Other types of proposals are also being discussed. Merging and splitting courses, etc. Pfaff attended the curriculog conference, was very productive and able to discuss enhancements with vendor and other institutions.
Error messages when student uses the fluid drop component. When using the advisor center page, found it was only showing part of the message. They will be submitting a service request to fix. Another way to see is through block enroll merge. See Pfaff if need help.
Undergraduate Admissions
O&E – Registration is open for April, June and August.
Olathe campus being added to the undergraduate application for Hospitality Management applicants.
Enrollment permit follow-up questions will be sent out, appreciate the additional feedback.
Cumulative Transfer Statistics – Project underway to add the admission cumulative transfer gpa and hours to KSIS.
McCammant asked about keeping other undergrads out of classes offered on the Olathe campus. Undergrad Admissions is not in control of that piece, it would be at the course level controls.
Projects recently completed
Elastic Search - Letourneau provided a demo of how the elastic search works in KSIS for administrative users. If you search for a word or term and don’t get any results or the incorrect results, please contact Letourneau. Gehrt asked if we need to publicize it more? Group discussion was that it wouldn’t hurt, but were not sure if it would be effective.
Current Projects
Contractual Market-Based Education (CMBE)
Business Analysis (Pfaff). Pfaff met with Dean Mercer last week to regroup on what steps are done and what needs to be done next. Still meeting with different offices and groups on campus impacted. Will most likely have special plan codes for CMBE and a class attribute. First agreement is being worked on by Dean Mercer. ½ credit hour was approved by Faculty Senate and is in the catalog. Pfaff has done some minimal set up in a test environment. Washburn – who are the clients we are serving? For the current agreement under discussion it is through a school district. McCammant-will they work with the state for cmus? Pfaff is not aware of any of those details.
General Data Protection Regulation (European Union Privacy Law eff 5/25/2018)
Business Analysis – No recent meetings, Gen Council is continuing to research to find a legal firm that would advise our university on how to be in compliance. Still continuing to talk to other KBOR schools as well. Gen Council has asked Neilson to specifically determine why data is collected by admissions, what it is used for and how it is dispersed out. Draper – We will need to make sure that any 3rd party vendors that receive this information are also in compliance. Draper also shared that ITS is researching the security protocols and feels we should be in a good place by May in that regard. Current ITS security policy information http://www.k-state.edu/policies/ppm/3400/3434.html.
Automate Student Program Plan Change Process
Business Analysis (Gehrt) – Still needing some information from a few colleges, she will resend the questions.
DARS Request audit Page Re-Design for Student (Gehrt/Cooper)
Found that many students didn’t know about the ‘What If’ feature. This was because most of them use tablets and that feature is at the bottom. Maybe move this feature to the top of the screen? Renaming the ‘What If’ to ‘Explore new major’. See attached draft of changes to the DARS request page. Please note that Step 1 in the attachment dictates whether 2a or 2b will be grayed out/unavailable for edit and selection.
Fluid Class Search and Enrollment (Letourneau)
Another use of elastic search will be for class search and enrollment. Letourneau provided a demo of how the new search would work for a student. When to roll out? Washburn preference and group consensus to not roll out during June orientation and enrollment.
PUM 8
Targeted for April 15th for production. Mostly financial aid items, no different functionality for Registrar’s Office, Undergraduate Admissions, etc.
Update
None
Other
Cunningham-anything we can do to get the EP credits to show in the KSU advisor center for total credits? Shows correctly in the regular delivered advisor center. Letourneau asked for a screenshot of an example to be sent to him and Pfaff for investigation.