Committee on Academic Policy and Procedures

ARPS Committee Meeting Notes September 11, 2019 - 9:00 - 10:30 A.M.

4061 Business Building

Attending

Shannon Washburn, Mishelle Hay McCamment (Agriculture), Sonya Baker (Arts & Sciences), Alice Niedfeldt, Brad Cunningham (Business Administration), Di Murphy, Roger Schiffrecke (Education), Andy Fund (Engineering), Bronwyn Fees (Health & Human Sciences), Susan Cooper, Charlotte Pfaff (Registrar's Office), Nick Brown (Admissions), Kathy Sanders (Polytechnic), Loren Wilson, John Letourneau, Chaching Ma (ITS-ISO), Rebecca Gould (ITS-ITAC), Jason Maseburg-Tomlinson (Student Access Center)

New Business

  • Fees shared that Health & Human Sciences is adding six .5 hour wellness courses. Vet Med has some variable credit courses ranging from .5-13 hours but has not offered any .5 credits yet. May have problems when setting up sections with variable credit including .5 (shows .5, 1, 1.5, etc in the dropdown menu).

ITS Update (Gould/Wilson/Legourneau)

  • See IT Update Blog for August 13, 2019.
  • CRM training started Monday.
  • McCammant mentioned that when viewing student schedule from student view on the mobile version of KSIS, TU appears for Tuesday only courses. (TU is used for Tuesday/Thursday courses in the desktop version of KSIS). Letourneau will check into this.
  • Gould shared that they are actively working on other floors of Hale. Hoping to open second floor in January. Duo – be sure to take cell phone with you around campus. Please remind faculty about this. Also, if you get a new cell phone, you must set up Duo again on the new device.

Registrar's Office Updates (Cooper/Pfaff)

  • Important Dates:
    • 9/16 - Last day for 100% refund and last day for quick enroll/student self service for regular semester classes.
    • 9/23 - Last day for 50% refund and Census Day; midterm reporting opens
    • 9/25 - Prepping for spring enrollment; batch processing, matriculation
    • 9/27 - Spring course schedule published
    • 9/30 & 10/1 - Enrollment appointments assigned
    • 10/7 - Midterms due at 5 p.m.
    • 10/14 - Advising survey opens and internship survey opens that week as well
    • 10/28 - Early spring enrollment begins
    • Ongoing class scheduling for spring (until 12/1)
  • Class permissions: Some instructors have access to grant permission and in other areas they do not, causing issues for some offices. One issue raised was that permission would override prerequisites. Sanders shared that instructors do not have access to class permissions on the Polytechnic campus. Washburn urged colleges to utilize the class permissions consistently. Cunningham asked that we consider creating a uniform process so all colleges are using it the same way (i.e.,: where do students go to obtain permission? Different in each college). When colleges quick enroll students instead of granting permission, sometimes students don’t realize they are enrolled. Granting permission requires the students to enroll themselves. There is a comment section on the permission screen that can be utilized. In CBA, departments can grant permission. Can also set a timeframe for the permissions. College of Ed – students take a required block of courses across several depts, so quick enroll allows dean’s office to add permission to several courses at one time. Washburn shared that the biggest issue is for students taking courses outside their college. Cooper will bring this to CAPP. Agreed that empowering students to take care of this themselves as much as possible is ideal. Having different procedures in different colleges likely adds to confusion for students. Pfaff –overrides requisites, consent required but not closed class (hide this from user), so should not impact room cap. Could consider hiding the requisite override. KSIS Help page under Staff section currently, so would need to add that to the faculty area if expanded to all instructors. McCammant suggested that department offices be the focus of permission granting duties rather than individual instructors. Agreed that this is a good plan.
  • Enrollment Summary by Section Report: Initially there were issues with sections being missed; fixed now. Changes: Sections now included even if no instructor assigned. Sections for courses with a future effective date are now included. Instructor name printed if print flag set to “yes”. Courses are now sorted logically.
  • Cooper shared that FERPA Self-Assessment has been distributed. 4383 people in cohort. 1330 responses to date.
  • Pfaff shared that there was confusion about when PERC would run. In August it will always be run the Monday and Tuesday before the start of the fall term. All summer grades may not yet be posted at the time it is run. Run the batch only once (takes 2 days). Colleges/departments can view themselves with training and/or documentation – working to make it easier for everyone.
  • Military affiliation changes: Asking students to self-report soon.
  • Curriculog update: New forms are being used. Anxious to hear feedback on changes. Vendor has delivered new functionality. System admin can modify proposal at any point in time, which is helpful.
  • Gearing up to test next KSIS upgrade.

Undergraduate Admissions Updates (Brown):

  • Common App is live and almost and admission decisions are occurring. Brought in 162 applications to date via Common App (all domestic). Only freshmen should apply via Common App but have had some transfers. All working as expected so far.
  • CRM is quickly being implemented. Setting priorities, holding training, Town Hall meeting tomorrow.

KSIS Projects/Enhancements Updates (Ma/Maseburg-Tomlinson/McCammant)

  • Ma shared that AIM was purchased this year and working to set it up and interface with KSIS. Testing now. Student Access Center Interface between KSIS and AIM – working on files now. Go live set for January 7. Maseburg-Tomlinson shared that AIM will update accommodation system and will allow students to log in and have accommodation letters sent to faculty. Faculty can log in to view accommodations. Can create a scheduling system for exams. Students set up the exam and verifies with faculty, as well. Students can upload documentation into secure system.
  • McCammant asked for update on Program/Plan Change process. Wilson shared that this project is on hold for now. McCammant also asked about the status of ImageNow. Several unresolved issues and August 1 is the deadline for Highland to no longer provide support to our current version. Wilson shared that we are currently in a holding pattern as decisions are made regarding the ITS reorganization. No solution planned for future issues with iScripting.

Next meeting:

Wednesday, October 9, 2019 | 4061 Business Building