MOCC – June 23, 2006
MINUTES
Minutes (in red) recorded by Barb Dolan, SDSM&T
Present: Lolita Foss, Jim Rodness for Pam Thomas, Sharon Kienow, Sharon Sopko, Rose Hansen, Don Ticknor, Sandy Anderson, Barb Dolan, and Mike Merrill
Minutes of the June 9, 2006 meeting were approved with one correction: “The CGE1 restriction as a tracking only restriction was recommended but not approved.”
MCR #4 – Information/fact gathering/recommendation for issues first identified in PCR #21 Summer of 2003
· Need to add additional tracking code “CAR” as part of the Policy.
· A/R Module to recommend changes to final MCR #4, MOCC will forward to BAC for review and confirmation, then forward to BOR for approval.
Pending – Will be addressed in the July meeting.
MCR #20 – Immunizations
· Committee has been established - Laura Crosley
· Their findings will go to MOCC
· Then finalize MCR 20
· Procedures need to be written
· Committee questions
· Jim Shekleton’s Immunization email
· RIS response to Immunization report availability email
· Mumps – Requirement Question
· Mumps – Registration Cancel or Hold recommendations
o Registrars – Sandy Anderson email 1
o Financial Aid – Julie P email 2
Shelketon’s proposal is that students who don’t provide their immunization records will have their registrations cancelled on census day. AAC discussed and asked MOCC to identify issues that will need to be addressed.
Discussion: There were concerns about already-dispersed Financial Aid if wait until census day to cancel registrations. Perhaps it should be earlier. One suggestion was:
· July 1 – Send letter to students saying they have until August 1 to submit immunization records or their registrations will be cancelled.
· Augst 15 – Notify students that their registrations were cancelled because their immunization records were not received.
· Students can be re-instated if they submit their records.
Registrars agree with FA that students without immunizations should not be on campus at all, at least not unless they have their first MMR. Then we need to follow up that they submit their second ASAP. Distance ed students need to submit their immunes (but don’t cancel their registrations) because all students should be treated the same in case they become on-campus students.
MCR #26 – Certificates/Certifications FINAL
· Resolve content majors (DOE) with Lynda/Lesta
o Ranny is still working with Lynda, and Carla for “E” coding. Lynda will be gathering information during her university site visits. Lynda to provide additional follow up in July meeting.
o Procedures being written and revised
Ranny, Lynda, and Lesta will meet next week to review and determine next steps before submit the proposal.
MCR #28 – Enrollment Reporting (BOR Policy 2:24)
· AAC accepted MOCC recommendation, forwarded to COPS pending final action by BOR in June meeting. BOR is meeting on this in June 2006.
· Guidelines are to be written and reviewed. Guidelines were approved and will be incorporated into the procedures.
MCR #31 – SD Technical Institutes Program to Program Implementation Guidelines
· The latest draft has been forwarded to ASCC, MOCC and AAC for review and comments. Comments due to Ranny Jones by June 7. Final draft will be submitted to AAC in June. AAC felt comfortable with proposed guidelines but recommendation is that institutions review the programs – faculty issues and course descriptions – and should address these with the technical institutes.
MCR #33 – Coordination scheduling of the calendar on ADPA, catalog on Programs and the catalog on Degree Audits.
· Registrar's Module and Degree Audit Module will draft a proposal that is then reviewed by ASCC and MOCC. Matt Aschenbrener, lead.
Mike will be getting a proposal today.
Future MCR Item(s):
MCR #34 - In researching a third party vendor for ordering transcripts on line, it became evident that the current fee structure cannot be supported.
· A statement of support for changing the current fee structure to a flat fee is needed. Don will take this request to the technical group. National Student Clearinghouse can support the ordering of transcripts but there are some issues. Once AR people can make a recommendation on the process of billing, MOCC will need to make a proposal to AAC. Each campus will sign own contract with Clearinghouse. Clearinghouse has a demo that may help MOCC make a recommendation/decision. An issue of contracting with a third party vendor is: When contracting with a third-party vendor there is a question of who will collect fees on our behalf where we need it to generate a balance due on the student record but the student has paid . There will be a time delay. At DSU they discussed changing fee to 0 although now it pops in at $5.00.
MCR #35 – Initiate MCR with project request to RIS regarding the electronic check in/attendance requirement.
· Pam Thomas will work on this item. Each campus has to make a recommendation to the AR group and then will send it to Monte Kramer. Need to be somewhat consistent.
Discussion Items:
1. System Academic Calendar Issues
o Winter Interim Issue Draft
o Winter Interim – MOCC Statement of Concern No decision yet but AAC members were adamant that business practices would not dictate academic calendar. Dr. Gingrich proposes a conference of representatives from AAC, MOCC, ASCC and RIS discuss this item. AAC will initiate a survey of students to document the need for this interim.
o Business Days Required
o AAC May Meeting Response
o MOCC Response to AAC May Meeting request
o ASCC Response to AAC May Meeting request
o MOCC Response for AAC June Meeting request
2. General Education Restrictions – Ranny will provide update. No update yet.
3. Admissions – First Time Freshman/Non-Accredited – IPEDS impact – MOCC Comment draft by Mike/Rose, lead. Recommend item to be MCR #36. It was moved that this become a formal MCR so Rose Hansen and Mike Merrill will draft it. Questions are: If student comes from a non-accredited high school, is the student coded as a “T” or an “F”?. If student withdraws, how should they be coded? These need to be coded the same.
4. ACT vs SAT Scores Conversion tables
a. Basis and justification to build SAT equivalencies that mirror ACT email.
b. Submission to AAC for approval.
5. South Dakota Opportunity Scholarship
a. BOR Office will be directing and monitoring progress and direction of SDOS procedures. Will assign SDBOR Intern to work on part of project.
Mike will try to get update for next meeting.
b. High School GPA – request by BOR Staff to add both the High School GPA as printed on the high school transcript and the recalculated, unweighted GPA on Colleague and move both to the SDOS database. Note: Policy on recalculation of high school retakes. (One Attachment)
c. SDOP AP/CLEP credit
d. High School Units that Meet South Dakota Opportunity Scholarship - Lesta – I sent the email below and Dr. Perry has responded that we need the additional information on high school courses. Just the number of units is not enough. Our database (Colleague and SDOS) will need to include the additional information on high school courses. The SDOS meeting on February 16, 2006 determined there may be a way to capture course number and description linked to student name and school in the SSTR screen for accomplishing most of the BOR request. Still determining whether reporting options will meet BOR requirements.
Action Item(s):
1. None.
FYI Items:
System Processing Calendar
· Submit all recommended calendar changes to Suzanne and Carla. Subject line to be: “System Academic and System Processing Calendar”.
· Review System Academic and System Processing Calendar Most current is posted.
Course Change Data Input
· Send those to Ranny.
· Ranny is still working on duplicate courses cleanup.
Information Updates:
1. UDA Update – Don Ticknor
2. High School Electronic Transcript Update – Mike Merrill
3. Document Imaging Update – Project completed May 31, 2006.
4. e-Commerce Update/Enterprise Nodes – Pam Thomas
5. Electronic Attendance and Financial Commitment process – Pam Thomas
Added Agenda Items:
Formatted Names – Don Ticknor raised the question if the campuses want to find formatted names related to a person when do a search.
Next Meeting:
The next MOCC meeting and call will be July 7. Minutes to be taken by: Sandy Anderson @ 10:00 to 12:00 CDT 605-773-2307, Conference PW: 5641#. Teleconference number may change due to upgrades at DDN, Pierre Office.
M. Merrill Page 1 7/11/2006