May 2017SRUG Meeting Minutes

May 24, 2017, 1:30 – 3:30 pm

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

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

Student Record Development Updates:

  • Review and prioritization of DRs/DR status updates (SR Business Analysts, CTS)
  • Mona (CTS) new translate values have been added to the catalog and moved to production for use.

NDU_SR_0289 / Add values to translate table for SSR_COMPONENT /
​Add 2 new translate values and modify one existing value
​​
  • Next DR prioritized is No Active Address DR

NDU_SR_00H2 / Enrollment Reports and History Load /
​Modify the history load to pick up an inactive address when no active addresses exist in the address usage order.
  • DR request to develop query to show enrollment for past five years (approved; need to prioritize)
  • Query – Report for 5 Years of Enrl DR MISU 8-26-16
  • Table until June Meeting
  • DR request from Prior life experience credit entry work group (Braaten, MaSU)
  • Other Credits Manual
  • Mona (CTS) stated that this DR would not take long to complete
  • Pam (MaSU) moves to add this DR to the table of DR’s that need to be prioritized. Crystal (WSC) seconds. All approve
  • DR request to auto place enrollment hold on suspended students
  • C-ND process placing Enrollment hold for suspended students
  • Campus’ are currently using the Mass Assignment of Service Indicators for this.
  • Pam (MaSU) withdraws this DR request, will revisit next fall or spring.
  • DR request to update minimum units’ fields
  • Carterm Min Units
  • Ray(UND) This DR would allow students to drop to 0 credits until the 1st day of class. On the first day of classes a process could be run by CTS or the campus’ to update the minimum credits to 0.1 so students would be unable to withdraw themselves from classes.
  • Crystal(WSC) would need a query for residential life so they knew who withdrew before the term. NDSU already has a query written that provides this information.
  • Rebecca (MiSU) move to add this DR to the table of DR’s that need to be prioritized. Scott (UND) seconds. All Approve.
  • Prioritization of DR’s
  • Pam (MaSU) requested that a time estimate be added to the DR spreadsheet, this way the group could know which requests are difficult and which are easy and be something that could be moved up on the DR list. Mona/Tom (CTS) there is not a short, quick or easy way to get these estimates. There is a considerable amount of time put into determining how long a request would take to complete.
  • Pam (MaSU) move that Other Credits ManualDR move to the top of the prioritized DR list. Crystal (WSC) seconds. All approve
  • Carterm Min Units- Added to spreadsheet but needs to be prioritized
  • NDUS transfer student transcript directive
  • Scott (UND) UND was going to be piloting the program but was recently told not to do anything. No additional updates at this time.
  • CTS Update (McNaughton, CTS)
  • ND HEUG 2017
  • Will be Sept, Oct or Nov 2017 in Bismarck
  • Would like to have 2 sessions for each user group
  • If there are any sessions would like to see or would like to present, contact Tom M (CTS).
  • Consolidated Statistics Update
  • Mona (CTS) is setting up training documents but will not be disseminating until after Summer. With changes being made to the report and how collaborative students are being reported wants to wait until the changes are made to the report. Hope to have this all completed before 1st fall report is due to NSC. Campus’ should be able to do their own fall consolidated statistics.
  • Comm Gen updates
  • Prioritize remaining comm gen at June meeting.

Rank / Communication Description / Votes / Notes
1 / Graduation Application Received/Processed / 5 / Use Advising Notes
1 / Academic Standing / 5 / completed
2 / Withdrawal/Cancellation / 4 / completed
2 / Transfer Credit Posted / 4
2 / Degree Audit / 3 / Use Advising Notes I think the Degree Audit & Potential Graduate ones might be the same.
2 / Potential Graduate / 3 / Use Advising Notes
2 / Major Changes / 3 / Use Advising Notes
3 / Readmit/Reactivation / 2
3 / Midterm/Final Grades / 2 / Deb working on converting midterm to comm gen
3 / Incomplete Grades / 2
4 / Graduation Rejection / 1 / Use Advising Notes This might be the same as a grad status email, too.
4 / Residency Changes / 1
4 / Changes in Meeting Times/Places / 1
4 / Deadlines & Dates Reminders for Students in Specific Terms / 1
4 / Congratulations Letter to Graduates / 1
Honors standing (Dean’s List, President’s List)

Old Business:

  • CCUG updates (Hotchkiss, WSC)
  • Meeting minutes from CCUG meeting emailed.
  • Bio-Demo Handbook
  • Citizenship status – I asked the BSC staff (Tess, Karen and Sandy) to edit the citizenship status of the Bio-demo handbook to make the changes they believe are needed. Once I receive them, I will make the changes to the draft Bio-demo handbook;
  • Bona fide gender changes – This issue was discussed at the CC meeting with Tom present. Rebecca’s concerns most likely need to go to a much higher authority than the CC user group (or the CS BA’s). I believe it is now on Tom’s radar and hopefully he will take it forward with the next item(s);
  • Including copies of the SSN card in Image Now. This also is on Tom’s list of things to discuss with those higher up.
  • Inactivating addresses also was discussed and a decision must be made on how to handle this that both the CS and HRMS users can agree to.

New Business:

  • NDUS Program Inactivation communication after final approval (Hotchkiss, WSC)
  • Table until June meeting
  • NDUS Collaborative Process with Perceptive Content (Hotchkiss, WSC, Abrahamson, DCB, Klier, VCSU, Meyer, DSU, and Braaten, MiSU)
  • Request that Registrar’s speak to collaborative contacts on their campus. All campus’ are implementing workflow and with workflow being implemented the collaborative process could become more automated. With documents being processed in Perceptive Content.
  • Pam (MaSU) emailing Transform document received from NDSU. This form, or a variation of this form, could be implemented for use by all campus’ with Perceptive Content.
  • NDUS Reverse Transfer Process with Perceptive Content (Fried, BSC)
  • Table until June meeting
  • Dual level coursework on electronic HS transcript (Correll, UND)
  • Christina (UND) when fetching the HS coursework all courses are coming in, UND is having to remove the extra courses. In addition to the HS Transcript UND is also receiving the college transcript.
  • No other school is using the Fetch process with the high school transcript.
  • Questions on why UND is still requiring College transcript as college coursework is on the HS transcript. Most institutions understood that NDUS directed institutions to use coursework being included on the HS transcript as official college credit.
  • Transcript notation for Student Code of Conduct violations (Hotchkiss, WSC)
  • Table until June Meeting

Ongoing status updates:

  • Complete PERC set up (Kitch, NDSU)- No update
  • PeopleSoft graduation process (Ingalls, NDSU)- No update
  • Ad Astra optimizer (Kitch, NDSU)
  • Rhonda (NDSU) contacted Ad Astra, will be going ahead with Optimizer
  • Fee was $3500 for Ad Astra to build/program/run the program
  • Expected to start late June.
  • CourseLeaf PeopleSoft bridge (Kitch, NDSU)
  • Forwarded to Tom M (CTS)

Future meetings:

  • June – Bismarck
  • Rhonda will not be at meeting, agenda items should be sent to Ranelle, Jackie, or Marie.
  • Starting July 2017 – 4th Tuesday at 1:30 p.m.

Future agenda items:

  • Topics/discussion for June face-to-face meeting
  • Review and update “Registrar Resources” document
  • Comm Gen list review and prioritization
  • Clean up of CCN list (Hotchkiss, WSC)
  • Ad Astra overview
  • Invite admission user group to provide a step-by-step of entering an application