Committee on Academic Policy and Procedures

ARPS Committee Meeting Notes August 14, 2019 - 9:00 - 10:30 A.M.

4061 Business Building

Attending

Shannon Washburn, Mishelle Hay McCamment (Agriculture), Lisa Last (Architecture, Planning & Design), Sonya Baker (Arts & Sciences), Alice Niedfeldt, Brad Cunningham (Business Administration), Di Murphy, Roger Schiffrecke (Education), Andy Fund (Engineering), Scott Schlender (Graduate School), Mary Ann Andrews (Health & Human Sciences), Susan Cooper (Registrar's Office), Nick Brown (Admissions), Kathy Burkholder (Global Campus), Kathy Sanders (Polytechnic), Loren Wilson, John Letourneau, Chaching Ma (ITS-ISO), Rebecca Gould (ITS-ITAC)

ITS Update (Gould/Wilson/Legourneau)

  • See IT Update Blog for August 13, 2019.
  • Hale hopes to be open Monday, August 26 – part of first floor.
  • Updated on new staff structure for ITS.
  • Duo still rolling out – 4718 people so far.
  • The data center relocation is still ongoing. Goal to move everything out of the datacenter. Still trying to determine where to move the 20% of things that will need to remain on campus. Amazon Web Services is providing training on how to use the cloud and assisting with migration. Implementing a new backup and recovery solution. Moving to hybrid on-campus/cloud solution. Enterprise Resource Planning Managed Services will all be hosted in a cloud and managed by a third party (KSIS, etc). Hope to go live mid-November (over a weekend). May be some changes to links. Moving other systems (ImageNow, etc.) into the cloud. Will be cost effective in the long run.
  • CRM Update: TargetX (Salesforce) implementation is in process. First event happening this week.
  • KSIS/DARS “What If” or “Explore New Program” no longer available for students. McCammant shared that a department brought to their attention that students can’t view future terms in the DARS “What If” function. With the fall semester starting in two weeks, students are still not able to run a F19 “What If”. Cooper shared that F19 should be available to run on August 23. Cooper explained that it has always been hard-coded for students to only run the “What If” on the current term. Staff have access to all terms. The decision to limit it to the current term was based on what SGA wanted – keeping it simple. Discussed providing one future term view for students. Also discussed changing the “flip date” for this function to match Program/Plan Change effective dates (8/1, 1/1, 5/1). Also discussed using different wording to better explain “terms” in the student “what if” area. One concern was the ability for students to view new programs that aren’t effective until the future term (i.e., new program approved in February to take effect in August, student couldn’t view new program until August). Cooper and Brown will take to the DARS project team for review.

Registrar's Office Updates (Cooper/Pfaff)

    • 8/15 - Default term in KSIS will default to fall instead of summer; Summer census date
    • 8/19 - Class capacities report will begin running daily; KSIS Graduation application for fall opens; PERC reports will run and be distributed to colleges
    • 8/23 - End of semester processing for summer (grades due, not reported grades entered, etc.), end of semester snapshot.
  • Room scheduling for Spring 2020 is underway. Will start activation process and publish spring class schedule 9/27. Summer 2020 and fall 2020 class scheduling is open now and open until 12/1.
  • Oracle fixes – “View My Classes” page now includes waitlist position. Transfer tab now has updated wording. In Enrollment Request Search can now see fluid drops. Instructor’s preferred name included. Added eID search to Student Services Center both staff and student versions.
  • Military Affiliation: Common App did not allow us to ask about type of military dependent (spouse, dependent, etc.). Since we can’t collect the information on the application, we will ask if they are a military dependent (yes/no). This will be collected on both common and KSU app. Military Science suggested adding new values to drop down when asking about military status. Added new categories: retired, veteran, individual ready reserve. An email campaign will happen this fall to get a better response. Now trying to determine who needs to use the data and how to make it available.
  • Vet Med Remediation: New policy allowing students to remediate and show that they have mastered subjects in some of their courses. Will use codes similar to repeat codes applied singly (no batch process) to remove first grade and only count second grade in the GPA.
  • Electronic Dean’s Office Withdrawal/Drop-Add-Edit form: Reminder to all that on the drop/add form, to be sure to indicate of a student is an athlete or if the student has graduated. Values default to “no” unless we check it. Plan to change it to default to “blank” in the future.
  • CMBD (Contractual Market Based Education): Offered first course (graduate level) this summer in College of Education. Lots of manual processing this time. Provided instruction sheet to students. All worked well and was a good trial run. Have met to discuss lessons learned from the process. Need a special process for CMBD student enrollment. Is there interest from other colleges? Need more interest in order to make this a priority project. CMBD allows courses to be offered for a tuition rate different than our standard tuition rate. Needs approval from provost, Global Campus, etc. Non-degree seeking students only, limited to a specific number of CMBD courses they can take and a limit to how many CMBD hours they can apply to degree if they later decide to pursue a degree. Kathy Burkholder explained the process.
  • Thanksgiving/Spring Break (Sat-Sun following): There has been inconsistency within policies in the wording regarding dates surrounding breaks for financial aid Title IV calculations. Wording has been modified to state that the holiday extends from Monday of break to the following Sunday. Saturday and Sunday courses cannot meet during the official break. Niehoff shared that he is updating syllabi statements to state that this applies to online classes and that assignments cannot be given, and projects cannot be due during these breaks.
  • Curriculog Update: Gearing up for academic year. Major revisions have been made to forms. Update period was set for July 1-15, but still working on one final form.
  • Upcoming: Update help, trainings. Encouraging departments to enter their own curriculum changes rather than centralizing in dean’s offices.

Undergraduate Admissions Updates (Brown):

  • 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.
  • 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.
  • 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.

KSIS Projects/Enhancements Updates

  • Small change to KSIS Advisor Center – added multiple careers column.
  • Academic Records Group (McCammant) - Academic Records Group worked on creating an electronic Program/Plan Change process a year ago, but progress halted after the Hale fire. She said that this was mentioned yesterday in the Academic Records group meeting, and they were told that the project would need to be proposed again. Letourneau and Gould will check to see where the project may be in the priority level. Burhkholder requested an update on ITS project priorities next month.
  • Student groups can add an add date but not an end date (student info tab). Cooper and Pfaff shared that you can make it inactive. Can add a row below the “add” row to include the end date and mark status as “inactive”.

Next meeting:

Wednesday, September 11, 2019 | 4061 Business Building