1.FACILITATOR: / Karen Croley / NOTE TAKER: / Silvia and Karen / NEXT MEETING: / Wednesday, April 22, 2015
2. ATTENDEES: / Karen Croley, Charlotte Smith, Kyu Lee, Teresa Chan, Silvia Cortez, Joyce Brown-Willis, Dom Benavides, Roderick Fajarda / ABSENT:
Guests: / Frank Chez, Amany ElMasry
Eric Gravenberg, Tom Wong
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. / GopaalChandrasekar
Amany ElMasry /
- Impacted students have been fixed manually.
- Amany worked with Gopaal to create a custom process to correctly calculate the census date for dynamically dated classes. Amany reported that the process is 90% complete but on hold while Gopaal works on another project.
- Ticket will remain open until the custom process is put into production.
Update on 4/29/2015 / PENDING
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 Many of the documents that exist within VPN (access.peralta.edu) are outdated.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 / 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. / No update / On-going
4 / Ticket 2582 /2965-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 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 and to add 501 courses to the withdrawal process logic. / Kyu Lee
Silvia Cortez /
- Silvia created ticket #2965 to provide requirementsregarding customization of the withdrawal process from Quick Enrollment and to add 501 courses to the term withdrawal process logic.
- Kyu has coded in TST environment and will move it to UAT for end-user testing.
5 / NSC Report. Dom reported that all reports have been submitted. Next reports will be submitted 3 weeks prior to deadline in order to allow for more time to work on errors. / Dominique Benavides
Teresa Chan
Silvia Cortez /
- Team isresolving 100 errors for each college on NSC report.
- 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. There was further discussion on whether the current date or a pre-determined date of 1/1, 6/1, or 8/1should be used. We need input from financial aid. / Frank Chez
Silvia Cortez /
- Silvia will continue testing using her access and clerk access.
- More research on which date should be used as the effective date will occur. A meeting will be scheduled.
7 / Ticket 2879. Update Acad Plans with the new CIP Codes– Amany is working with Roderick to update the academic plans with the new CIP codes. Amany has submitted the update to Roderick and is waiting for him to validate. No progress / Amany ElMasry
Roderick Fajarda /
- Roderick to validate.
8 / W grade but no attempted units – Dom identified that some student records showed no attempted units for students who were dropped with a W grade. / Silvia Cortez
Dom, Charlotte, Teresa /
- Team met with Oracle repwho provided information regarding grade configuration.
- Dom and Silvia will test.
9 / Ticket 2060 – Missing grades. Roderick identifiedover 60,000 student records with missing grades due to non-graded classes (501) and late grade rosters. He created enrollment requests to insert grades of NG or RD on those records.
We need a business process to assign NG to 501 classes at the end of each term. / Joyce Brown-Willis
Silvia Cortez
Roderick Fajarda
Teresa Chan /
- Silvia and Joyceran Mass Enrollment.
- Roderick needs to look for any error in the Enrollment Request Table. This needs to happen before test environment are refresh on Sunday.
- Teresa will check with Oracle about the set-up of non-graded classes.
Other discussions/ issues:
Dr. Gravenberg opened the meeting by thanking the team for the work that has been done. He asked the team for ideas and suggestions that will move our processes and issue resolution forward.
It was determined that there is nothing we can do to prevent errors regarding the withdrawal of programs (majors) in NSC/NSLDS reporting because we report as four separate institutions with different codes.
Teresa explained that ALL end-user testing MUST be done in UAT (User Acceptance Testing). DEV and TST are for developers (IT) only. If you are asked to do testing in an environment other than UAT, please asked the developer to move the project to UAT… and cc Teresa.
Parking Lot
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.
Silvia will open a ticket to provide IT with the criteria needed in order to accept CCCApply applications for a previous term that will correctly term-activate a student, as well as add a row to the program/plan (e.g. Student applies for Summer 2015, but decides he/she would like to enroll in a Spring Intersession class. At this time, the student can submit an application for the new term, but he/she does not get term-activated for Spring because they’ve been term-activated for Summer/Fall 2015). There are outstanding questions about residency.
# / 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