1.FACILITATOR: / Karen Croley / NOTE TAKER: / Dominique Benavides / NEXT MEETING: / Wednesday, March 25, 2015
2. ATTENDEES: / Karen Croley, Charlotte Smith, Kyu Lee, Teresa Chan, Roderick Fajarda, Silvia Cortez, Dom Benavides / ABSENT: / Frank Chez, Amany ElMasry, and Joyce Brown-Willis
3. REVIEW PRIOR MEETING MINUTES:
- Approved.
# / SEEIT(ISSUE): / OWNIT(ASSIGN): / SOLVEIT(STRATEGY): / DOIT(TIMELINE): / OUTCOME:
1 / Ticket 2581/Students who dropped after census but did not receive any penalty. 34 students were identified to be dropped with a W. All students dropped via self-service.13 classes were affected; all were dynamically dated online classes. Dom stated that in conversation with Amany, it was noted that on the Dynamic Dated class page, the override button had to be checked off on the Census date in order for the system to recognize the correct Census date. In addition, Kyu reviewed one student and determined the student was still enrolled in a zero unit, ungraded lab.This criterion would not trigger the custom term withdrawal process. A conversation on whether the student should be eligible for term withdrawal occurred and it was noted that management needed to determine whether students that meet this criteria should be put in term withdrawal. Charlotte Smith to discuss with AVC Adela Esquivel-Swinson. / Dominique Benavides
Joyce Brown-Willis
Silvia Cortez
Karen Croley
Amany ElMasry
Charlotte Smith /
- Due to the small population, Charlotte will review students and manually assign W grades.
- Feedback from Amany is needed to determine whether the override button on the census date of the dynamically dated class page is needed to avoid this problem in the future.
- Ticket will be closed by A&R
2 / Providing proper training for Faculty.Many issueswith roster drops are due to lack of training for faculty. A suggestion was made to have documentation about Roster submission and deadlinesbe available for new hires. A link on the PROMT for faculty members to access was also proposed. Many of the documents that exist within VPN (access.peralta.edu) are outdated. Documentation has not been updated since PeopleSoft implementation in 2008. / Teresa Chan
Silvia Cortez
Karen Croley
Charlotte Smith / Documents on VPN web portal should be updated. Teresa will follow up with Chi to find out how to update the site with updated information. A recommendation will be made to have the Office of Instruction at each college train faculty on submitting rosters. Silvia will update the documentation. / 4/1/2015 / PENDING
4 / Ticket 2582 /Term Withdrawal for F14. Based upon the query results, it has been determined that the students that are not going through term withdrawal are either because they are still enrolled in an ungraded no unit course or they have been dropped by A&R using Quick Enroll.
A request has been made to customize the withdrawal process from Quick Enroll. / DominiqueBenavides
Joyce Brown-Willis
Silvia Cortez
Karen Croley
Kyu Lee
Charlotte Smith /
- Charlotte will request clarification from Adela on whether a student should go through term withdrawal if they have dropped all of their courses but are still enrolled in a non-unit ungraded lab.
- Kyu will need requirements from Charlotte with a new ticket number.
5 / NSC Report. Amany worked on a CIP code update with Roderick. Once migrated to production, Dom will run NSC report and submit allowing for 1 week workingthe error report. It was also noted that Dom will update the reporting configuration to not exclude W grades from the reporting as it was explained to a smaller group by an Oracle rep that this would lead to an inaccurate academic load reported. / Dominique Benavides
Teresa Chan
Amany ElMasry
Kyu Lee
Charlotte Smith /
- NSC report to be run and submitted after CIP code update occurs in prod.
- Team will then resolving errors on NSC report.
- Suggestion to create AP language addressing how we report to NSC and NSLDS.
- The ticket with Oracle will remain open for further reporting questions.
6 / Ticket 2770/1648. In order to update IM majors, Silvia worked with Frank to create a pop up window in Quick Enroll (the survey) so that the staff can update the student’s plan. Silvia tested using specialist and technician access. Charlotte noted that the effective date is critical in ensuring that FA data synchs with program data. A discussion on whether the current date or a pre-determined date of 1/1, 6/1, or 8/1should be used. A decision was not reached. / Frank Chez
Silvia Cortez
Charlotte Smith /
- Silvia will continue testing using her access and clerk access.
- More research on which date should be used as the effective date will occur.
# / CLOSED IT(ISSUE): / OWNIT(ASSIGN): / SOLVEIT(STRATEGY): / DOIT(TIMELINE): / OUTCOME:
1 / Ticket 2365. The request was to update all the invalid majors. / Roderick Fajarda / There was a mass update to fix all invalid majors. / CLOSED
2 / Ticket 2264/2547. 64 records had co-requisites issues when attempting to drop one of the co-requisites. There were overrides that are part of the drop process that were not applied during the cleaned up process.
A new ticket (2547) was created to add the override requirement to the fix for ticket 2264. The override fix was successful. / Kyu Lee
Karen Croley / Default overrides for roster drops in production were applied to the fix. / CLOSED
3 / Ticket 1916. Teresa looked at this and it was turned into ticket 2365. The original request was to clean up all invalid student plans. At a prior meeting, it was stated that Ranell had ticket 2365 closed because an alternative solution was proposed.Dom noted that since it had been determined that a mass clean up could not occur, changes on the academic plan side would continue to resolve NSC errors. / Charlotte Smith
Dominique Benavides / Errors will continue to be addressed with Amany’s help on the Academic Plan table. / CLOSED
4 / Ticket 794. FABATCH process. Rosters are available to faculty from census and attendance verification day and for seven days after. There is a nightly drop process that drops students each night. The process backdates the drops to the date before the deadline. This causes drop date errors which in turn cause incorrect grades and fees to be applied to student records. / Joyce Brown- Willis
Karen Croley
Kyu Lee / Ticket 1442 made rosters available prior to the submission deadlines. This ticket stopped the nightly drop process and now drops are posted in real time. / CLOSED
5 / Ticket 1442- Roster Availability. Need to talk to Adela and decided that 2 weeks or less for a class, the roster will be available 2 days prior. Otherwise, roster to be available 7 days prior. / Joyce Brown-Willis
Karen Croley
Silvia Cortez
Amany ElMasry / Drop dates have been a major issue with incorrect student records. Making rosters available prior to census and attendance verification instead of 7 days after will help with this issue. / CLOSED
6 / Ticket 2553. Students dropped from census but still with the W grade. Ticket has been closed / Karen Croley
Charlotte Smith
Silvia Cortez
Joyce Brown-Willis
Kyu Lee / Enrollment requests were created and processed to remove incorrect W and F grades and drop students with correct drop date. / CLOSED
7 / Ticket 2511. Issue is related to 2553. Action date for Spring 14 can either manually fixed or depending on the count of instances of enrollment with action date of 2/5/2015. / Joyce Brown-Willis
Karen Croley
Kyu Lee / Ticket was closed on March 6. / COMPLETED
8 / Creation of 12 undeclared academic plans. Major code IM079 (intended major-undecided) was continuing to be used when importing CCCApply data for students who do not want to declare a major. IM majors are causing issues with data integrity in PeopleSoft and should no longer be used. / Amany ElMasry Dominique Benavides / Amany has created undeclared academic plan codes for Exempt students who do not want to declare a major. These plans are not eligible for financial aid. A&R will test these new codes before they are put into production in CCCApply and the survey. / COMPLETED
9 / Ticket 2702 – Drop Error Report. Ticket must be closed as it has been determined that the information requested originally will not be needed. / Karen Croley
Charlotte Smith
Kyu Lee / Close ticket. / CLOSED
Other discussions/ issues:
A dialogue regarding the HEUG Nashville conference occurred.
Silvia reported on the discontinuation process. It her understanding that process is only supposed to be run once per academic year. Any student who has not attended Fall 14 and Spring 15 will be discontinued. Students lose their catalog rights if discontinued.
If was noted that if criteria has changed then written policy needs to be reflected. More clarification regarding the criteria will be researched by A&R.