Committee on Academic Policy and Procedures

ARPS Committee Meeting Notes December 11, 2019 - 9:30 - 10:20 A.M.

4061 Business Building

Attending

Shannon Washburn, Mishelle Hay McCamment (Agriculture), Lisa Last (Architecture, Planning & Design), Sonya Baker (Arts & Sciences), Alice Niefeldt, Brad Cunningham (Business Administration), Roger Schiffrecke, Di Murphy (Education), Todd Easton, Andy Fund (Engineering), Scott Schlender (Graduate School), Bronwyn Fees (Health & Human Sciences), Susan Cooper, Charlotte Pfaff (Registrar's Office), Sara Blankley (Admissions), Beth Stueve (Global Campus), Kathy Sanders (Polytechnic), John Letourneau (ITS-ISO), Rebecca Gould (ITS-ITAC)

New Business

  • McCammant brought forth a request from the Academic Records Group (ARG) for a university-wide indicator or group for all students in a concurrent bachelor’s degree/master’s degree programs. Need a way to identify on the transcript if a student is pursuing a concurrent bachelors/master’s degree. Some programs award the bachelor’s degree first and very little is being done to track the master’s degree. Nothing in KSIS identifies that they are in a concurrent program, so hard to tell what has happened if a student leaves before completing both degrees and calls later to finish, etc. Discussed that Grad School might be the appropriate office to place an indicator in Groups. Pfaff shared that this was discussed on October meeting and she has done some research on different ways to track this. McCammant emphasized that searchability is important. Pfaff shared that if a student takes a course for grad credit, it should remain the same credit type, but there should be some notation identifying that it is being used also for the UG degree. Also need to consider how the grad credits should be counted toward the GPA (and which GPA – UG or GR). Could use text options in KSIS, enrollment text, could use a student group to populate, could add to Student Program Plan page but wouldn’t be very visible to others. Pfaff also asked if concurrent is the correct term – maybe accelerated grad program, +1 program, etc. Concurrent can be confused with dual credit high school programs. Is it important to distinguish if the degrees were awarded at the same time or at different times? Who maintains? Grad School? Colleges? Can it be automated? Pfaff provided some transcript text examples. Currently appears as a To Do List item in KSIS. Pfaff suggested that we investigate using the Student Group that already exists in the Grad School and write logic to populate via KSIS.

ITS Update (Gould/Letourneau)

  • See IT Update Blog for updates.
  • Letourneau reported that migration went well. Some experiencing slowness, continue to report any issues so they can work with vendor to resolve. Vendor will have monthly maintenance in which system will be down Saturday night thru Sunday night. Will be communicated thru K-State Today. Some issues since the upgrade; notify Registrar and they can fix.
  • Phishing scams prevalent this time of year.
  • Rob Caffey leaving K-State.

Registrar's Office Updates (Cooper/Pfaff)

    • November 14, 2019 - I/NR Reports Distributed to colleges
    • December 2, 2019 - Run WSRCM006 Courses with Missing Instructor to review before grade rosters are created
    • December 13, 2019 - Fall 2019 final grade rosters created and opened by 5 p.m.
    • December 16 – 20, 2019
      • Fall 2019 final exams
      • Dean’s offices will run WSRCM008 (grade roster status) daily to review missing grades
    • December 17, 2019 - Adjusted I/NR reports and Incomplete Extension forms due back to the Office of the Registrar by 5 p.m.
    • December 20, 2019 - Incomplete Grade Lapse Process runs at 1 p.m.
    • December 23, 2019
      • All Grades for the Fall 2019 term are due in KSIS by 5 p.m.
      • Major Grade posting processes include:
        • Convert all blank grades to NR, then to a status of approved
        • Grade Posting
        • Repeat Process
        • Academic Standing (warning/dismissal)
        • Honors calculations
        • Dismissal holds applied
        • Semester snapshot created
        • ARH Process run and holds applied
      • Semester honors, class rank, ARH, warning & dismissal reports will be prepared for dissemination on the evening of December 23
      • Roger Eaton will email college contacts when processes are complete and ready for distribution
      • Colleges will review reports and prepare HWD letters (find .csv in Report Repository).
    • December 24, 2019
      • Students will be able to view Fall grades in KSIS starting at 8 a.m.
      • Faculty will be able to submit grade change request in KSIS starting at 8 a.m.
      • Deans Offices run Incomplete Report for Graduating Students (WSRGA008)
      • Navigation: Deans Office/Records Homepage>Student Records Support tile>
      • Incomplete Rpt-Grad Candidate
    • January 9, 2020 - Reinstatements due in Office of the Registrar by 5 p.m.
    • January 10, 2020 - Spring 2020 Class enrollments for dismissed students will be dropped after 1 p.m.
  • Student Advisor screen issue discussed last time; not working as we think it should. Have some ideas about a fix, so working to fix.
  • Terminology change for General Use Classrooms is now in production.

Undergraduate Admissions Updates (Blankley):

  • Janie Sackrider retiring; reception on Friday. Interviewing for replacement. January 17 is Spring O & E.

Dismissal Policy (Easton)

  • Faculty Senate recently approved new dismissal policy and will be effective Fall 2020. Please review fall 2019 dismissals to see if they have more than 60 transfer hours and therefore might fit the new policy and consider applying the new, more lenient policy.