MOCC Agenda - March 31, 2006
MOCC Minutes
April 7, 2006
10:00 to 12:00 CDT * 605-773-2300
Conference ID: 1118#, Conference PW: 2622#
Minutes to be recorded by Matt Aschenbrener (in RED w/ **)
Roll Call: Don Ticknor, Pam Thomas, Sharon Kienow, Matt Aschenbrener, Barb Dolan, Mike Merrill, Rose Hansen, Sandy Anderson
Approval of Minutes: Minutes for March 31, 2006 - Approved
MCR Discussion items:
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
MCR #26 – Certificates/Certifications FINAL
· Resolve content majors (DOE) with Lynda/Lesta
o Still being addressed by Lynda, Ranny, & Carla for “E” coding. Meeting is scheduled for week of 27-31 March.
· Resolve Fin Aid/non-Fin Aid coding
o Work around being tested by Sharon/Cindy
· Complete implementation as stated in the MCR
· Procedures being written and revised
· There was discussion of this on the DA call 3/15/06. This MCR has implications for IPEDS and Clearinghouse reporting. A proposal will be forwarded from the DAs.
** Carla will be adding corrections after MCR is approved.
MCR #27 – Coding for Multiple Majors/Degrees
· Finalized
· MCR #27 Procedures by Carla Reihe
· There was discussion of this on the DA call 3/15/06. This MCR has processing implications at the time of graduation. A DA proposal will be forwarded.
MCR #28 – Enrollment Reporting (BOR Policy 2:24)
· When the AAC draft passes the BOR then the MCR should be finalized with the final document
· Summer Extract ASCC Recommendation
· Summer Extract MOCC Recommendation
· Procedures will need to be written.
** Reviewed document; Ready to send to AAC.
MCR #29 - Institution Name
· Registrars have provided information to identify institution codes in order for RIS to proceed with changes.
MCR #30 - Sharing Residual ACT Scores
· Michael has been facilitating this one
· Draft of final recommendation
· Residual ACT Procedures review
· ACT – National ACT scores are to be recorded into student record. See attached response.
MCR #31 – SD Technical Institutes Program to Program Implementation Guidelines
· Ranny sent letter to Financial Aid to change wording in MCR 31 (Delivery code of 027 has been approved)
· Other items in the MCR need to be updated
· Fall and Spring students have been coded
· Financial Aid needs to monitor student enrollment to stay within Federal DoE identified percentage of non-synchronous scheduled students.
· All the Articulation Programs will be built by the Carla. The pseudo courses will be built for all programs by Ranny.
MCR #32 – SDBOR Student email Policy
· BOR March agenda item passed:
· http://www.sdbor.edu/policy/3-Student_Affairs/documents/3-19.pdf
· Mike will post final BOR approved version to MCR to complete.
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
Future MCR Item(s): None.
Discussion Items:
1. System Academic Calendar Issues
o May Academic Calendar – The BOR action item for Academic Calendars that was approved at the December BOR is attached.
o Academic Dates for 06-07
o Summer Extract Issues Draft – Don Ticknor, lead
o Winter Interim Issue Draft
o Winter Interim – MOCC Statement of Concern
** Sandy: Concerns about Athletic eligibility and reporting those credits to specific terms. Stated that terms would change and need to include NAIA or NCAA in the discussion.
** Sharon: Also issue with start/end dates for terms or becomes a non-standard term and thus would impact Financial Aid. Also, if attached to Fall semester then can’t run satisfactory progress until they are complete.
** Mike: Also impacts FA for that term if considered non-standard term (reviewed 8/14 document). Would also need to consider collecting tuition & fees.
** Reviewed document after meeting; Ready to send to AAC.
o Business Days Required – To be included with MOCC Statement of Concern
o E-Advising and Session and Yearly Cycle
2. General Education Restrictions (Attachment 1)
Exception majors to the gen ed requirements being met within the first 64 hours (Restriction CGE1) and procedures to implement. Registrars submitted concerns on Gen Ed and Pre-Gen Ed processes (Attachment 2) ASCC concerns on Gen Ed and Pre-Gen Ed processes/holds (Attachment 3), MOCC Statement of Concern
o Transfer of Completed IGR’s
o MOCC Statement of Concern to AAC – **Reviewed document after meeting; Ready to send to AAC.
o New Transfer – Hold Codes
3. Computer Course requirement – Clarification that the credit rule applies to 42 hours “attempted”. Joann Pomplin, lead
4. Proficiency Exam – New Hold code –
o MOCC Statement of Concern to AAC - **Reviewed document; Ready to send to AAC.
5. Admissions – First Time Freshman/Non-Accredited – IPEDS impact – MOCC Comment draft by Registrars and Financial Aid, Mike/Rose, lead
6. Post Office Box # versus Address
o Admissions Module Recommendation
o Postal Regulations
7. Transcript comments approved by AAC
8. South Dakota Opportunity Scholarship
a. 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) This will be addressed by SDOS Committee at Feb 24 meeting.
b. SDOP AP/CLEP credit
c. 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):
· None.
FYI Items:
System Processing Calendar
· Ranny sent the folders with all the data to Michael.
· Submit all recommended calendar changes to Mike, Suzanne and Carla.
· Review System Academic and System Processing Calendar
** FA reviews calendar on monthly basis;
** Mike – when modules feel information needs to be submitted please remember the impact on other modules and RIS for their review. With adding new modules (i.e. e-advising and e-commerce) please send updates/changes in a timely manner.
Course Change Data Input
· Send those to Ranny.
· Ranny sent the duplicate courses that Carla ran to Lesta so AAC can begin cleanup. Ranny still working on cleanup.
SDOS Procedures
· SDOS committee will be meeting within two weeks to review updates and new legislative changes to complete draft and then reviewed by legal counsel.
Information Updates:
1. UDA Update – Don Ticknor
** Class-level in Spring 2006 extract were wrong. Those changes have been made. Around 500 students system-wide assigned wrong class. Noticed after extract was frozen.
** March 25 several updates including operating system, memory, etc.
** Release 18 of Colleague coming next fall requires moving from text-based to User Interface (GUI). Over summer migrating pilot group. Will be a major change.
2. Residency Policy and Residency form – Rose Hansen/Admissions Module
** Take off the agenda. Have made adjustments to policy and will use up remaining copies.
3. High School Electronic Transcript Update
** Mike: Still testing.
4. Document Imaging Update
** Mike: Moving ever closer. Testing this week and next. Going live week of April 24-28. Will have end-user training for Keyfile system.
5. e-Commerce Update
** Mike: In holding pattern until Refund Management Module is available. More detailed account activity should be available in the near future. Also looking for sole on-line payment plan for BOR system.
** Pam: challenge that students don’t realize we are paperless for bills; also
6. e-Commerce Transcripts Monte Kramer on 1/23/06 assigned Mike Merrill to work with Shelley Brunick and committee to review enterprise nodes and follow up with e-Commerce.
** Mike: Still on hold until other e-commerce items are resolved.
Added Agenda Items:
** Pam: Discussed electronic check-in process in place for Fall 2006 from Monte during call on 4/6/06. Also need to develop on webpages and timeline for this.
Next Meeting:
** Mike: The next MOCC meeting and call will be April 21. Also scheduled for May 5 and 19. Minutes to be taken by Matt Aschenbrener @ 10:00 to 12:00 CDT 605-773-2300, Conference ID: 1118#, Conference PW: 2622#.
M. Merrill Page 3 4/7/2006