Committee on Academic Policy and Procedures

ARPS Committee Meeting Notes August 8, 2018 - 9 - 10:20 A.M.

3101 Regnier Hall

Attending

John Letourneau  ITS-ISO, Trina McCarty (Continuing Education), Andy Fund (Engineering), Scott Schlender (Graduate School), Alice Niedfeldt (Business Administration), Mishelle Hay McCammant (Agriculture), Diane Murphy (Education), Sonya Baker (Arts and Sciences), Monty Nielsen (Registrar), Susan Cooper (Registrar), Sara Blankley (Admissions), Charlotte Pfaff (Registrar), Loren Wilson,( ITS-ISO), Jennifer Gehrt (ITS-ISO), Rebecca Gould  (ITS-ITAC), Lynn Ewanow (Architecture), Bronwyn Fees (Human Ecology)

ITS Update

Rebecca Gould

Information Technology Services (ITS) continues to recover from the Hale Library fire which damaged the K-State main data center and displaced about 100 of ITS full-time staff and students. While electrical power was reconnected to the data center on June 18, electrical power has yet to be restored to the entire building. Work on the roof is planned for July 18. For more information, see the overview page for the Hale Recovery Plan. http://www.k-state.edu/hale/

ITS has divided our work into three phases. Phase I goal was restoration of IT services, which occurred between May 22 and June 1.

In Phase II, ITS is focusing on recovery  projects (June 18-August 17) in preparation for the start of fall semester.

Projects have been put on hold to continue with the recovery process. There are 52 projects in this phase in four focus areas:

  • Data Center Operations
  • Services Evaluation
  • Service Operation
  • Staff

For more information visit: http://www.k-state.edu/its/recovery/index.html

In Phase III, ITS will work on redefining our way forward that includes work on the IT Strategic Plan and drafting the Enterprise Infrastructure 2.0.

Loren Wilson

Gary Pratt is pushing for a total IT Strategic Plan – he hopes to have it by first of year. With the new governance structure, they want to make sure everyone is on the same page with the limited resources.

Registrar's Office Updates (Pfaff)

  1. Upcoming dates: see http://www.k-state.edu/registrar/faculty-staff/deadlines/
  2. K-State Today and the Manhattan Mercury published articles about the change in financial holds that could be misleading. The change effects just the date that the financial hold will be put on the account, nothing else. The Registrar's office will look into clarifying the information.
  3. They are working with ISO to improve the KSIS search component on names, possibly a particular page to do the finds on all name preferences. It is looking pretty good right now, but it is slow since it searches a wide variety of places.
  4. CMBE: Waiting for attorneys to complete agreements for districts and students, the drafts are now back. They are using the current Grad School, non-degree application at this point.
  5. Curriculog: Worked to update forms in July. Hope to update webpages and possibly a couple more forms and set up fall training.
  6. Holds review committee wants to use checklist rather than holds. They are learning more about the functions available.

Undergraduate Admissions Updates (Blankley):

  1. They identified continuing students who are missing final transcripts and put a hold on them. Currently, the missing items are on the ToDo list for new students but holds will be applied after 20 day. If students need a hold lifted, they must contact office and answer some questions – then lift hold for a semester.
  2. August Orientation and Enrollment: Thursday is transfer/exchange students, Friday is freshman and international students who have proven English proficiency, 150-160 students are registered each day. We will still admit until Friday, but after first day of class they must contact office for permission.
  3. KSIS News Items – Application refactoring – will publish in K-State Today when all changes are done. Most of it is mobile friendly now and they are working to make it more accessible. It should be done by end of August.

Projects recently completed

Automate Student Program Plan Change Process- Business Analysis (Gehrt), documented and planned, but it needs to make the automated workflow. Not sure of start date at this time.

Current projects

  1. General Data Protection Regulation (European Union Privacy Law eff 5/25/2108) – Business
  2. Analysis (Nielsen/Pfaff)  - This is a work in progress. As work continues, they may invite someone to explain more.
  3. DARS Request Audit Page Re-Design for Student (Gehrt) – Complete and doing the final testing. Plan to getting feedback in September from SGA before going live.
  4. Fluid Class Search and Enrollment (On-Hold) – It will not be done for S19 Enrollment.
  5. Track Student Military Affiliation (Gehrt) – Just starting the project.
  6. Student Data Warehouse (Gehrt/Letourneau) Chris Urban, Assistant Director for Data Analytics, Planning & Analysis is testing the following reports in Power BI from the Student Data Warehouse:
    • Student Flow between Majors (Sankey)
    • Headcounts, Degrees, Retention & Graduation
    • Class Enrollment Saturation (enrollments and waitlists)
    • Course Enrollment Trends (how many students from what majors are enrolled in specified courses)

      They should be shared with a small pilot group soon.  After he gets feedback from the pilot group, the plan is to share these with everyone at the dean and department/program head level.

      Chris is also hoping to make additional reports available this fall, but hasn't started on them yet:

    • Credit Hours (student and course)
    • Grade and GPA Analysis
    • Transfer Student Analysis
    • Department profiles (key metrics for each department)
    • Student Success Template—should allow quick creation of customized reports for user-provided lists of students

      Data in the Student Data Warehouse updates nightly, except for the Master extract data which, of course, is by semester.

      Secure files uploads – looking at Sharefile – hope to have by October for Financial Aid. Then move to the others.

Project Management Applications

College of Agriculture –Mishelle asked if there was one system that we can use university wide. She is using 5 different applications for different meetings she is attending. Concerns about data transfer and security were brought up. There was discussion, but everyone has their favorite for different reasons. Rebecca Gould offered to train people on using Office 365

Updates:

The trucks around the library will be moving on Friday, the fencing will shrink, and have a purple wrap, workers will be bussed in.

Next meeting:

Wednesday, September 12, 2018 | 4061 Business Building