February 2017SRUG Meeting Minutes

February 22, 2017, 1:30 – 3:00 pm

Call: 701-328-1601 – Conference ID/passcode: 64989#

Inst / Attendee / Inst / Attendee / Inst / Attendee
NDUS / Ramona Breuer / LRSC / Dan Johnson / UND / Patty Dorsher
NDUS / Lisa Johnson / MaSU / Pam Braaten / UND / Ray Pospisil
NDUS / Deb Ott / MiSU / Rebecca Ringham / UND / Christina Fargo
BSC / Tom Leno / NDSCS / Barb Mund / UND / Marci Mack
BSC / Sandy Fried / NDSU / Rhonda Kitch / VCSU / Jodi Klier
DCB / April Abrahamson / NDSU / Jackie Schluchter / WSC / Crystal Hotchkiss
DSU / Johnna Douthit / NDSU / Ranelle Ingalls
DSU / Kathy Meyer / NDSU / Marie Gordon
  • Meeting minutes recorded by April Abrahamson(DCB)
  • Approval of January SRUG meeting minutes: Tom Leno (BSC) moves to approved minutes. Jackie Schluchter (NDSU) seconds.

Student Record Development Updates:

  • CTS Update (McNaughton, CTS)
  • No Updates
  • Reflections
  • Pam (MaSU) CTS should see if other systems use PeopleSoft/NSC in a similar matter as NDUS. Determine what issues other systems have with setup or how their system is setup.
  • Ranelle (NDSU) Change academic structure so campus’ have control over certain applications in PeopleSoft. Help tickets have to be submitted for changes could easily be changed at the campus level
  • Lisa (NDUS) would like a list of what kinds of applications in PeopleSoft the registrar’s group would like to see changed from CTS control to campus level control.
  • Prioritization of DRs
  • DR status updates (SR Business Analysts, CTS)
  • SIS/NSC integration update (Correll, UND)
  • No Updates
  • List of in progress DRs (SR Business Analysts, CTS)
  • NDUS transfer student transcript directive
  • Timeline
  • Lisa(NDUS) There is no set time line, lots of areas tied to transcript processing. Possible start date for this initiative could be Fall 2018.
  • Work group
  • 3 from SRUG and 3 from FUG to comprise workgroup
  • Crystal (WSC), Rebecca (MiSU), Kathy (DSU), Marci (UND)
  • Items for discussion:
  • Hold Transcripts for Outstanding Accounts – Board Policy 803
  • Do transcripts need to be shared regardless of financial holds?
  • Can other campus’ view unofficial but not have access to official transcripts if there is a financial hold?
  • How are transcripts going to be tracked between schools?
  • How are Legacy (Paper, Microfiche, etc.) transcripts going to be shared among the schools? How will schools know if there are Legacy (Paper, Microfiche, etc.) transcripts at the other school?
  • Do schools need to change the security statement on the application (or in another area) so they have correct permissions to share transcripts with another school.
  • Does there need to be an “opt out” option?
  • Comm Gen updates from CTS
  • Academic standing notification (Braaten, MaSU)
  • When students receive the email from Comm Gen they must go to their student self-service to read the communication. Why can’t the correspondence be included in the email? If there is worry about privacy the EMPL ID is already being included in the Comm Gen Communication.
  • Pam (MaSU) Makes a motion to change the Comm Gen email notification to so that the email being sent is a duplicate of the communication being placed in the student self-service. Ranelle seconds
  • Rebecca (MiSU) Discussion at last meeting questioning the security of email. CTS recommends that all secure documents should be sent using LiquidFiles.
  • Ranelle (NDSU) the student is only notified of academic standing; GPA is not included in this letter.
  • Deb (CTS) The request can be completed but significant programming is needed to complete the request.
  • BSC- Abstain, DCB- Keep the general email, LRSC- Support to change the email, DSU- Keep the general email, MaSU- Support to change the email with EMPL ID removed, MiSU- Keep the general email, NDSCS- Abstain, NDSU- Support to change the email with EMPL ID removed, UND- Support to change the email with EMPL ID removed, VCSU- Support to change the email with EMPL ID removed, WSC- Support to change the email with EMPL ID removed.
  • Send request for how each campus would like their email communication to read to Deb Ott (CTS) as soon as possible, deadline will be 2 weeks from the meeting.
  • Trace or error files for comm gen notifications (Ingalls, NDSU)
  • Is there a log or trace file that can be run to insure comm gen did not error out or stop in the middle of processing?
  • Only log or trace file is located under the run process for Comm Gen. View the Log/Trace PDF file, will tell how many communications were created. If the process is set up correctly any email’s that have an error should bounce back to the person that is sending.
  • Deb Ott (CTS) The table with communication information is COMM_VW
  • Update to Comm Gen
  • Withdrawal/Cancellation Comm Gen will require more testing in stage. Errors were found in the first test. Set-up for the withdrawal communication had to be changed to population selection rather than using triggers.

Old Business:

  • Student teaching course component definition (Klier (VCSU), Ringham (MiSU), Kitch (NDSU), Fjeld (CTS))- No update
  • CCUG updates (Hotchkiss, WSC)
  • Delegated access- No update
  • Address inactivation
  • DR for F report (Hotchkiss, WSC)
  • Rebecca (MiSU) makes motion to approve, Jodi (VCSU) seconds- All institutions approve
  • CCUG requests SRUG approve the following updates to the SrvcIndRpt
  • Add prompts for:

Email Type (campuses needing to email students with certain holds)

Address Usage (some campuses send postcards to students with certain holds)

  • Add fields:

Email (based on prompt)

Address (based on prompt)

Enrollment status (so can filter report to just enrolled or not, etc.).

  • Rebecca (MiSU) makes motion to approve, Pam(MaSU) seconds- All institutions approve
  • Prior life experience credit entry (Breuer, CTS)
  • Mona (CTS) Recommends creating a workgroup to create 1 agreed upon process for all campus’ to follow when entering prior life experience credits
  • Workgroup
  • Claire Gunwall (BSC), Melissa Cantone (MiSU), Marie Gordon (NDSU), Pam (MaSU)
  • SBHE procedure 403.7.5
  • Effective no earlier than Fall 2018, For students who first enroll in the fall 2010 semester or later,institutions must enter into the student administration system as individual courses all undergraduate courses in an undergraduate career, including all upper and lower division courses,and transfer courses including courses with grades of F and non-permanent incompletes, and courses with grades of W, I, and Fwith the exception of collaborative student academic records. Collaborative students must have all attempted and completed courses entered by their home institution.
  • Unanimous approval from Financial Aid user group for changes
  • Lisa(NDUS) willrequest that the updated languagebe added to the March AAC meeting. This will be the first read for the updated procedure.
  • It will also be added to March SAC meeting as a courtesy.
  • Record retention of enrollment verifications and transcript requests update (Ringham, MiSU)
  • Request a change in the records retention policy for enrollment verifications and transcript requests
  • Pam (MaSU) recommends 1 year, have never had any problems with only keeping 1 year
  • AACRAO recommendation is until administrative need is satisfied
  • Rebecca (MiSU) will send recommendation on for change to 1 year.

New Business:

  • Joint IR/SR enrollment report meeting (Hotchkiss, WSC)
  • Per email after the meeting, request to set up a meeting between SRUG and IRUG on June 6th, this is the day before NDACRAO starts.
  • IR meeting is at 1:00pm- 4:00pm, SRUG/IRUG meeting could be towards the end of the IRUG meeting to allow campus’ to travel.
  • DCB, DSU, MaSU, and NDSU have all supported this meeting on June 6th.

All agenda items below will be moved to March meeting:

  • Communicating OERs (no book purchase required) to students (Klier, VCSU)
  • How are campuses currently letting students know?
  • What Class Search functionality has been explored?
  • Perceptive Software (Ringham, MiSU)
  • Retention of records and purging records
  • Solomon Report (Ringham, MiSU)
  • Students included in report
  • Blackboard integration (Ringham, MiSU)
  • SSRC error reports in NSCH (Schluchter, NDSU)
  • Best practices re: letters requesting information from attorneys representing students (Ringham, MiSU)
  • Continuing Education/workshop catalog number change (Ringham, MiSU)
  • NDUS Program Inactivation communication after final approval (Hotchkiss, WSC)
  • NDUS Draft Residency manual (Kitch, NDSU)
  • See attached draft
  • Who is responsible on your campus for WUE/WICHE reporting?
  • How are you querying results?
  • Is your campus reporting SD and MT students?
  • Do campuses code as Contiguous, in order to mitigate errors – but pull SD and MT into the WUE report – or do we make the move to code as WUE so that the existing WUE report pulls them in? Or should we be reporting them to WICHE at all?
  • Next steps?
  • Summer and beyond SRUG meetings – consistent scheduling (Kitch, NDSU)

Ongoing status updates:

  • College Scheduler (Kitch (NDSU) and Correll (UND))
  • Complete PERC set up(Kitch, NDSU)
  • Ability for departments to review and determine drops, records office reviews/performs drops and communication sent to student
  • PeopleSoft graduation process (Ingalls, NDSU)
  • See attached email
  • Ad Astra optimizer (Kitch, NDSU)
  • CourseLeaf PeopleSoft bridge (Kitch, NDSU)
  • Seven NDUS institutions have implemented CAT; six have implemented CIM
  • NDSU and UND attending CourseLeaf’s conference next week; update at March SRUG meeting

Future meetings:

  • March 22nd
  • Change March meeting from 1:30pm – 3:00 pm to 1:30pm to 3:30pm
  • April 26th
  • May 24th

Future agenda items:

  • Ad Astra overview
  • Clean up of CCN list (Hotchkiss, WSC)
  • Invite admission user group to provide a step-by-step of entering an application