Minutes of the MOCC Call

January 27, 2006

Minutes recorded by Barb Dolan

Attendees: Don Ticknor, Rose Hansen, Mike Merrill, Barb Dolan, Donna Kloppel, Sandy Anderson, Sharon Kienow and Matt Aschenbrener

Minutes of the January 6, 2006 meeting were approved.

MCR Discussion items:

MCR #20 –Immunizations

  • Review MOCC members reponses from campuses to see whether committee is still necessary.

Laura Crosley, USD Director of Student Health Services, will chair the subcommittee to address the issue of the immunization form and the standardized entry of immunization data. MOCC members need to confer with their Student Life staff to determine who should be on the committee (person who enters data). The names should be sent to Ranny Jones and Mike Merrill by Friday, Feb 3, who will consolidate the list and forward to Laura. The Committee will operate by email and teleconferences with a target date for completion of end of Spring 2006.

MCR #26 – Certificates/Certifications FINAL

  • AAC approved MCR 26 and MOCC can proceed with implementation.
  • Implementation must be completed for Spring 2006 (Discuss “Clean Up Required” in the MCR 26 recommendation.
  • See attached Certs clean up list provided by Carla for review and corrections. Responses to be sent to Ranny/Carla.

It was pointed out that the new codes needed to do the cleanup are not yet available in Colleague so the task probably can’t be accomplished by the extract freeze date of February 9. Mike will follow up regarding the necessary codes with Carla.

MCR #27 – Coding for Multiple Majors/Degrees, Simultaneous Degrees, Additional Degrees FINAL

  • The approved MCR 27 has been send to the SDA for the writing of the official procedures. Carla Reihe is still drafting procedures as of 1/26/06.

Nothing new to report on this item.

MCR #28 – Enrollment Reporting (BOR Policy 2:24)

  • This is still under review. It was discussed on AAC call. Reviewed again by AAC in Feb. No change to freeze dates.

Nothing new to report on this item.

MCR #30 - Sharing Residual ACT Scores

  • Draft of final recommendation
  • Residual ACT Procedures review
  • ACT – National ACT scores are to be recorded into student record. See attached response.

No change in MCR 30. Still working on procedural review. Mike will follow up with Carla.

MCR #31 – SD Technical Institutes Program to Program Implementation Guidelines

  • The MCR31 procedural guidelines were discussed at the November 10 AAC. Minor changes were recommended and will be incorporated into the final document which will be forwarded to MOCC soon.
  • Ranny to Dr. Turchen: I would like to request that AAC consider the approval of an additional delivery code of "027 - Technical Institute, non-term based" to use for general education sections offered by the universities on the vocational technical institute academic calendar, rather than the university academic calendar.This was deferred to the January 5 AAC meeting.
  • The Fall 2005 Program to Program Students have been coded in Colleague according to MCR 31 procedures.
  • Ranny and Carla, working with the Registrars, will begin creating the programs and the pseudo courses required for implementation for Spring 2006. Information is due from the Registrars on January 6. Delivery code of 027, haven't heard from Dr Turchen if this was approved.

Mike has not had a chance to check notes to see what has been accomplished. Sharon Kienow briefed MOCC on the email from Fred Sellars of the US DOED in Washingon, which she forwarded to the Financial Aid Module Group. He stated: “We believe that as long as the number of students taking more than 50 percent of their classes at TI sites is a small percentage of the overall enrollment of the institution, 1 to 2 percent, we would not consider the SDPUsprograms' academic calendars to be substantively altered in the near term. If the percentage of such students becomes a more substantialproportion of the student body of a SDPU, the institution will need to consider its overall academic calendar to be altered to take into account as a term all the coursework offered to studentsincluding TI courses.

Wewould note that in future years SDPUs should lookinto bettercoordinating their course offerings to assure their terms are clearly defined and programs can continue to be considered as offered on a term basis for Title IV aid purposes.” However the group still wants the 027 Delivery Code to be able to track enrollment so we can monitor enrollment increases and prepare a plan to address the issue. However, this could affect AR because of question of how to compute refunds when start and end dates are not standard. Donna will take this to the AR Module group.

CR #32 – SDBOR Student email Policy

  • Draft MCR – No changes as of January 26, 2006. Still slated to go before BOR in March 2006.
  • TAC comments – Monte Kramer
  • Draft email proposals from TAC
  • MOCC response – NSU comments on draft proposal

There were no significant issues using emails to send out invoices for e-Commerce.

MCR #33 – Coordination scheduling of the calendar on ADPA, catalog on Programs and the catalog on Degree Audits.

  • Ranny has drafted a proposal for recommending coordination procedures.

Ranny is still drafting the procedures.

Future MCR Item(s):

  • Is a student who applies to SD who has only attended a non-accredited post secondary institution after high school graduation coded as a first-time freshman or a transfer? According to IPEDS, they are a transfer, NOT a first-time student. No further action required.

Resolved so dropped from future agendas.

Discussion items:

1) System Academic Dates and System Processing Calendar - Ranny will maintain

a) An updated calendar will be sent to MOCC early the week of February 7 to include the decisions made below. It will then be posted to the web site.

b) Please check the calendar for accuracy and report corrections to me

c) May Academic Calendar – The BOR action item for Academic Calendars that was

approved at the December BOR is attached. MOCC will discuss implementation.

Registrars and Financial Aid staff have been concerned about our minimum progression for summer because summer schools start the day after the end of the spring semester. These students basically get automatically re-instated even though they are technically suspended. Can’t catch them because summer enrollment and summer sessions start before the spring semester grades are dueminimum and progression is run. Universities then have to address the individual issues after the fact. This affects Financial Aid, particularly if a student is determined not qualified after the summer term starts.

d) Request from Joe/SDSU for discussion:

  • Please add an entry into the semester calendar. It could be called Commit Group Inactivation of Programs or another name that would be most descriptive of the process. It needs to go between the minimum progression/deans list and the home location updater for each semester (including summer).
  • The process is what the people in charge of following intra-system transfers must do after minimum progression/deans lists and before the home location updater is run. Primarily, it consists of inactivating programs at the ‘from’ school. If that is done properly, the home location updater will normally assign the correct new location. Of course, these people still normally need to be looked at because they can be complex.
  • Michelle estimates that 4 hours would be an adequate amount of time if it’s in the schedule and people can prepare correctly for it. Having it in the schedule also documents who should be contacted (the commitment group) if there are problems with the procedures before this. Financial aid is mostly concerned with min progression for suspended students. It is clear when to run these between fall and spring. When is it done at the end of Summer? Should we inactivate programs between spring and summer? Between Spring and Fall? For commitment, inter system transfers, this needs to be done. At the end of Spring term? End of Summer? If student enrolled for summer, how to determine home loc. Keep on the agenda for next meeting.

Action item: Check with modules, commitment staff.

e) Census date extract frozen on February 9; 19th day for administrative withdrawal Feb 10. The AR module has expressed concern on the 19th day of class for Spring 2006.

(Administrative Withdrawal Policy Attached)

  • Whether administrative withdrawals should be counted in the frozen census date extract is based on the last day of academic activity as determined in collaboration with the faculty. If the last date of academic activity is on census date or before, the student is not counted in the extract. If the last date of academic activity is after the census date the student should be counted.
  • From 12/16 Minutes: Administrative withdrawals - didn’t pay or make arrangements to pay, but has attended class. The date of the administrative withdrawal would be the last date of attendance as identified by the faculty member(s). If census date or earlier they wouldn’t in extract and no charges would be assessed due to the 100% refund period. If census date or later they would be in extract and more than likely would have a balance due based on refund period. Reminder – take this back to all modules for discussion and questions. Please provide additional input to Ranny – this is an open item.

Data extract is frozen on February 9 but administrative withdrawal date is February 10. Carla said there were only 10 students in the system affected in Fall 2005 by this so do we need to go back and make adjustments? There seems to be some confusion as to what is supposed to happen on the 10th. Usually these were all cleaned up before that date but the group decided to make a recommendation to AAC that the dates be the same in the future.

g) Removal and entry of General Education Restrictions after grades and before early registration each term – please note #3 in Discussion Items below.

2)Course sections (zero credit trackingcourse sections)to be graded with the new "NG" grade - will be discussed by AAC. (Using an instructional method of "Q" fortracking courses will be discussed). After the AAC decision is reached, during the spring semester, the rule for the "NG" grade will be revisited prior to Spring 2006 grading

The Registrars have just been doing what they have been doing in the past. Mike will follow up with AAC.

3) General Education Restrictions – Exception majors to the gen ed requirements being met

within the first 64 hours (Restriction CGE1) and procedures to implement. (Attachment) Registrars submitted concerns on Gen Ed and Pre-Gen Ed processes.

Transfer and continuing students are being judged on totally different criteria. The report for transfer students needs to be run separately and more often. These restrictions need to be done manually and sometimes the transfer students are not caught in their first semester. Transfer students need to be identified in the term in which they enter because they must complete their gen ed and identify the number of credits attempted rather than number of hours of credit. Group discussed the problems of putting holds on full time and part time transfer students and student athletes. It causes workload issues because of all the manual effort. It could also negatively impact retention since it doesn’t seem to student friendly. Maybe rather than holds these students could just be flagged for their advisors? Recommended that a holistic review of the use of holds be conducted to see if there is a better way to utilize holds and collaborate with counselors to help reduce work loads for both groups.

4) 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 will have a report by March 1 on the direction that will be taken in regards to providing this service to students. Registrars will be included in the review process. This is just ordering transcripts online. It does not involve electronic transcripts from high schools or from the universities.

5) SAT to ACT Conversion procedure inquiry.

  • Mike Merrill to draft procedure with Rose Hansen, still pending.

Mike and Rose Hansen will work on procedures.

6)South DakotaOpportunity Scholarship

  1. 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 2 meeting,
  2. 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.

From: Turchen, Lesta
Sent: Fri 12/30/2005 12:33 PM
To: Perry, Tad; Shekleton, Jim; Toman, Janelle
Subject: SDOS--Information needed on units and courses in database

We are working on the information related to SDOS requirements that needs to be included in Colleague and the SDOS database. Previously, we had questions about which courses students were taking in high school.Do you want the following information?

  • Include in Colleague the number of units and prefix, number and title of the high school courses used to meet each SDOS requirement.

Currently, the public universities include only the number of units in the areas required for admissions.

c. Repeat Courses for SDOS students – For example, PE courses that are allowed to be repeated, how will these be handled for SDOS?

Policy on addressing retakes will be addressed by SDOS on February 2. UDAs are discussing.

7)Deployed Students and Concern About "W" Grades – Carla provided the procedures for processing Deployed Students withdrawal from courses. Refer toattachment.

Carla shared the current procedures (since the merge).

8)PE 100 Courses.

This is more of an AAC issue. This also touches on what is considered a repeated course for SDOS.

Information Updates:

1)UDA Update – Don Ticknor

  • UDAs are working on reports related to minimum progression. May need clean up of incomplete grades that are expired. There also some graduate courses with expired grades that may need clean up.
  • UDAs decided to run XUES on February 6.
  • Also working to fix the Dean’s List queries. Degree seeking graduate students should not be on either list. For the general education restrictions, we need some additional codes based on calendar year. Problems we are having are not related to Joann’s queries.
  • Getting new patches this week – DA fixes and WebAdvisor patches.

2)Residency Policy and Residency form – Rose Hansen/Admissions Module

  • The Request for Residency Form revision has been submitted to Monte Kramer for review.

Nothing new on this.

4)High School Electronic Transcript Update

In the testing phase.

5)Document Imaging Update

All imaged documents but SDSU and ESC have been migrated to new hard drive servers. Training for Keyfile Administrators is scheduled for Feb 28/Mar 1.

6)e-Commerce Update

Initial indications are that we had a very smooth transition for students to learn and use. Still learning on the backend for how to make things better and prepare for additional services that can be provided through e-Commerce.

Added Agenda Items:

Next Meeting:

The next MOCC meeting and call will be February 10th. Minutes to be taken by Sandy Anderson.

10:00 to 12:00 CDT 605-773-2300, Conference ID:1118#, Conference PW: 2622#