Meeting Notes May 9, 2018 - 9:00-10:20 A.M.
401 Hale Library
Attending
Pfaff (KSIS/Reg), McCammant (AG), Washburn (AG), Elsasser (AR), Baker (AS), Cunningham (BA), Griffin (ED), Murphy (ED), Fund (EN), Pence (HE), Sanders (POLY), Burkholder (GC), Blankley (ADM), Cooper (REG), Dandaneau (PROV), Gehrt (ISO/ITS), Letourneau (ISO), Gould (iTAC), Wilson (ITS)
ITS Update (Wilson, Gould for Draper)
Name Use in KSIS and related systems (i.e., Preferred Name)
ISO is starting an effort to determine which name types are used and where. As well as which name types are sent to different systems. Pence and Murphy expressed concern that any changes include better ways to search by multiple types of names. McCammant talked about exams that require ID cards, how to reconcile with legal name and preferred in KSIS? This ISO project will perform the first step of finding out where the information is in KSIS.
ITS Update
https://blogs.k-state.edu/it-news/2018/05/09/its-update/
Registrar’s Office Updates (Pfaff)
Upcoming Dates
Grading this week, must be in by Tuesday night. May 11th, run incomplete grade lapse process, converting incompletes to F’s. The next semester will be under the new policy. Sp 19 class scheduling open until July 16th. May 21st will run PERK checking process for Summer 18.
Final Exams
Conducting a review of this process, working to make the process better. How room assignments are made. McCammant asked, how do you know if the final is a lab final or a different type? KSIS sees the component carrying the enrollment credit as the one for final exam scheduling. There is a ‘final exam’ component that can be assigned for special situations. For non-standard classes, the final exam should be in the last regular class period, does the process consider this as well? Pfaff will continue to investigate.
Undergraduate Admissions
O&E
Registration is open for June and August. Early dates are all full, but the last week has several open spots. August is also open for registration; incoming students are given both as an option on the enrollment form.
Enrollment Permit
Revisions approved by NSS a few weeks ago. The new layout has been shared with CAPP representatives and enrollment managers from each college last week. Working with ISO to update the xml and rtf documents. Items of note to possibly add in future revisions would be cumulative transfer gpa, advanced credit and concordance of SAT to ACT.
Cumulative Transfer Admitted GPA/Hours
Project still ongoing.
Non Degree to Degree discussions
Working with AG to make clearer instructions when a new application is needed, or just an admission review.
Military Affiliation project
Jennifer Gehrt with ISO has resumed the project management of this topic.
Projects recently completed
Military Affiliation
Business Process Analysis
Current Projects
Contractual Market-Based Education (CMBE) Business Analysis (Pfaff)
Meeting with Global to work out details of how to implement. Looking at Grad school non degree enrollment process. Might go with a new web form because of its uniqueness. Burkholder – Such a unique group, all aspects of their process need looked at.
General Data Protection Regulation (European Union Privacy Law eff 5/25/2108) – Business Analysis (Nielsen/Pfaff)
Gen Council now working with an outside legal firm, finalizing details of that agreement. Hoping to share cost with KU, FHSU and Wichita State.
Automate Student Program Plan Change Process- Business Analysis (Gehrt)
Has met with all groups, finalizing notes. Looking at how to automate the flow first, still have manual entry into KSIS.
DARS Request Audit Page Re-Design for Student (Gehrt)
Not quite ready, still developing, should be done this summer.
Fluid Class Search and Enrollment (Letourneau)
After PUM 8 went into test environment there were significant improvements in performance. Will work on identifying a pilot group to try with first in production.
Other
With new name of this committee, should we also have newly defined responsibility statement? Gehrt – should we list the systems or list the functions? McCamment – should we include technical staff from ImageNow and Decisions? Will see what guidance we get from CAPP.
No June Meeting, will resume in July.
Karen Pence retiring, reception tomorrow from 2 to 4 in Hoffman Lounge, Justin Hall. CAPP will be asked to designate a new chair.
ARPS Membership Updates? Please let Karen know.
ITS Updates – Please fill out the IT survey in K-State Today.
Multiple in group asked about additional reports for identifying not enrolled students for retention.
McCamment – What is the status of the data warehouse? When can data start getting pulled out? We don’t know a timeline at this point, it is still in development. We need to validate all of the data before it’s ever rolled out. McCamment – would you like a representative from each college? It might be helpful to have input. Please contact Jennifer Geht if you have examples of types of data needed. Gehrt mentioned that Bill Harlan with VPSL is rolling out a powerbi report for each college identifying those students that haven’t enrolled for fall yet. Several in group asked why this new report is being developed when the information is available via a report in KSIS and via the SCC advisor view.