Committee on Academic Policy and Procedures

ARPS Committee Meeting Notes September 12, 2018 - 9 - 10:20 A.M.

3101 Regnier Hall

Attending

Shannon Washburn, Mishelle Hay McCamment (AG), Jayna Elsasser (AR), Roger Schieferecke, Di Murphy (EN), Andy Fund (EN), Scott Schlender (GS), Bronwyn Fees (HE), Amy Hageman (FS/AA), Monty Nielsen, Susan Cooper, Charlotte Pfaff (REG), Sara Blankley (ADM), Kathy Burkholder (GC), Kathy Sanders (POLY), John Letourneau (ITS), Rebecca Gould (ITS), Brad Cunningham (UG Studies)

Guests:

Jan Walker, Mike Ediger

ITS Update (Gould)

See https://blogs.k-state.edu/its/2018/09/12/its-update-5/

Registrar’s Office Updates (Pfaff)

  1. Upcoming dates – See http://www.k-state.edu/registrar/faculty-staff/deadlines/
  2. Name Search Demo – Name Search function allows you to search KSIS for all name types: former names, preferred name, legal name, degree name. It moved into production last week as part of the Dean’s Office role. It is located KSU Development: KSU Campus Community: Name Search. The process takes about 9 seconds to find the person. Newly admitted students that aren’t matriculated can be found by unchecking the “students only” box. It can search last name only, but not first name only.
  3. New Incomplete Policy – It passed last spring. It is in the students’ best interest to get the requirements for completing the Incomplete grade in writing. There is an “incomplete agreement form” posted on Registrar’s website (http://www.k-state.edu/registrar/faculty-staff/forms/). Information will be in K-State today. Incompletes prior to F18 will stay as usual. The Incomplete grade report letter being reviewed. NR grades are not part of this. IH grades are exempt.

    In extreme cases, student can request extension; this information will be on Registrar’s site soon. Before final approval of graduation all Incompletes will change to F. You can run list of students on Grad list who have Incompletes. Policy is in both the Faculty Handbook and Catalog.
  4. Curriculog – Curriculog Team (no longer Implementation Team) meets monthly. There will be trainings set up in the next couple weeks.
    • There are concerns about the catalog publication timeline – new program proposals are approved by semester, but catalog is published by year.
    • Updated help pages will be available soon.
  5. FERPA Self-Assessment (Cooper) – This was sent out on Sept 5 to 4500 people who have access to student data. The Assessment stays active until August next year. Reminders will be sent out during semester. There are 1200+ completions already.

Undergraduate Admissions Updates (Blankley)

Admissions started using different enrollment permit in August, everyone was pleased with it. Andy Fine asked if it was possible to show EP scores.

  1. S19 matriculation begin next week if the students don’t need O&E.
  2. Monday is census day. A new check for students who have not sent high school or college transcripts, or official test scores will be done, and flags will be added for students missing data. Most students have the all information here.

Projects/Enhancements recently completed

Graduate students and Vet Med students have been added to SSC Campus (Letourneau/Cunningham) They are moving to non-degree seeking (ELP, exchange students) Paul Abitz has been working diligently on this. Tutoring is now available through SSC. Each department is responsible for letting people know it is available to their students if they are using it.

Faculty can use SSC so class roster can access their schedule if they change to faculty role, not advisor role. Advisor guide is posted, they are still working on Faculty and staff guide.

Current projects

General Data Protection Regulation (European Union Privacy Law eff 5/25/2108) – Business Analysis (Nielsen/Pfaff)

The process continues. University Council is working with outside council. They had series of 8 recommendations that included reviewing additional forms used for personal information. They will begin reviewing them with outside council to make sure privacy message is correct. Even though it is past the compliance date, they are still fine-tuning so that by Spring everything on our forms will be in place. A box will be added on the application for admission that asks for permission to use certain information. There are still questions about gathering information from outside sources.

Fluid Class Search and Enrollment (On-Hold- Letourneau)

In testing now.

Track Student Military Affiliation (Blankley)

Mike Ediger is building this. It should be in the Student Center. They will add these questions to admissions application. Students will be able to update. It is still self-reported, so it can be used as a clue for residency but not as proof.

Student Data Warehouse (Letourneau)

They are still making progress. They created a table with census enrollment, but the environment they are putting it in needs to change. They are meeting on Friday.

Department Center (Letourneau)

Allows you to use Advising Center info. You can make cohorts by Plans, Student Groups, or Query. They will move this to test and give us access soon. It was suggested that subplans are added.

Updates

Next meeting

Wednesday, October 10, 2018, 4061 Business Building