MOCC Meeting

August 18, 2006

10:00 am to 12:00noon CST

Minutes to be recorded by Matt Aschenbrener

(MINUTES IN RED AND BOLD)

On call: Trudy Zalud (TZ), Matt Aschenbrener (MA), Sharon Kienow (SK), Sharon Sopko (SS), Ranny Jones (RJ), Barb Dolan (BD), Rose Hansen (RH), and Pam Thomas (PT) late.

Main Agenda:

  1. Requests for agenda modifications – NO ADDITIONS
  1. Review and approval of minutes from August 1 meeting – NO CHANGES
  1. Discussion items:
  2. IP grade project: refer to attachments (2) – emails from Carla Reihe and Carmen Howard
  3. Needed analysis: IP grades granted for F05 and S06 against IP grade criteria in BOR Policy 2:10
  4. PUT ON HOLD PENDING REGISTRARS’ DISCUSSION; THE ANALYSIS OF DATA WILL INVOLVE A CLOSE LOOK AT I, IP, AND NP GRADES.
  5. Change in regental core curriculum – technology proficiency: refer to attachment (1) – email chain originated by Joann Pomplun
  6. Implementation at university level
  7. Confusion identified by Joann prompted communication with Academic Affairs; response from Dr. Gingrich to Ranny –“As you outlined, I agree that AAC needs to review this because I believe the section should be moved to section 2.7 since this clearly appears to be a placement/remedial policy.We will discussthis during our September meeting.”
  8. RJ: FAILURE TO COMPLETE REMEDIATION REQUIREMENT FOR COMPUTER LITERACY WILL RESULT IN REGISTRATION HOLD AFTER 42 ATTEMPTED CREDITS; IS A REMEDIAL REQUIREMENT, NOT ADMISSION REQUIREMENT,AND CAN BE MET WITH HIGH SCHOOL COURSES; READY TO GO FOR THIS FALL.
  9. RH: ESC ENTERS AND ADMISSIONS STAFF WORKS WITH IT. WILL STOP ENTERING IF NOT AN ADMISSIONS REQUIREMENT.
  10. RJ: ESCAND UNIVERSITIES WILL NEED TO CONTINUE TO ENTER THE HS.CS NONCOURSE IN THE H. S. UNITS IF THE STUDENT HASMET THE REQUIREMENT THROUGH HIGH SCHOOL COURSES.IF THESTILL NEED TO ENTER NON-COURSE @ ESC.
  11. RH: WILL CONTINUE DOING CURRENT PROCESSES.
  12. SS: WILL CSC 105 MEET THIS REQUIREMENT?
  13. RJ: AAC WILL DETERMINE @ SEPT 7TH MEETING.
  14. TZ: ALSO AN ADVISING ISSUE. WAS THIS ADDRESSED AT EACH OF THE VARIOUS INSTITUTIONS?
  15. MATT/SHARON/BARB: WILL CHECK TO SEE.
  1. MCR #20 (Immunizations)
  2. Dr. Shekleton has submitted changes to BOR 2:3 to be considered at the August BOR meeting; refer to attachment (1)
  3. ASCC is working on coding issues
  4. Procedural discussion
  5. TZ: AS DETERMINED AT THE AUG 1 MEETING IN PIERRE, A 35-DAY GRACE PERIOD WILL BE AFFORDED TO STUDENTS; FOLLOWING THIS CRITICAL PERIOD, NON-COMPLIANT STUDENTS WILL BE SUBJECT TO ADMINISTRATIVE WD. SAC PREFERRED A CONCRETE DATE OF OCT 12, WHICH JIM SUPPORTS.
  6. DISCUSSION POINT: HOW DOES EACH CAMPUS USE WAIVERS?
  7. SK: USED FOR MEDICAL/RELIGIOUS/TEMP MEDICAL.
  8. SS: WAIVER USED IF ONLY 1 SHOT; STUDENTS REGISTER LATE AND HAVE TO WAIT FOR 2ND SHOT.
  9. BD: NEW STUDENTS GIVEN TEMP WAIVERS SINCE ORIENTATION WAS DONE SO EARLY. RUN LISTS TO MONITOR IF COMPLETED OR NOT.
  10. TZ: HOW IS COMPLIANCE WITH IMMUNIZATION POLICY MONITORED?
  11. SK: DUTIES SPREAD ACROSS CAMPUS. ACCOUNTABILITY IS UNCLEAR – ADMISSIONS, REGISTRAR, OR STUDENT HEALTH? EACH PARTY LOOKS TO ANOTHER.
  12. TZ: DEVELOP A STANDARDIZED FORM? WHAT DO YOU THINK?
  13. MA: HEARD FROM OUR VPSA THAT SAC RESOLVED TO LET EACH CAMPUS DECIDE. TZ: WILL DOUBLE CHECK THIS WITH JIM (NOTE: SUBSEQUENT CONVERSATION WITH JIM SUPPORTS THIS ASSERTION).
  14. SS: ALLOW TO REGISTER AND SIGN STATEMENT TO PROVIDE DOCUMENTATION WITHIN 35 DAYS.
  15. BD: COMBINDED EFFORT ON OUR CAMPUS DEFINING ROLES.
  16. TZ: FORMS DEVELOPED BY MINES & USDSU (SS AND BD WILL MAIL TO THE GROUP).
  17. SS: MUST HAVE CAMPUSES SEND INFORMATION TO US.
  18. TZ: JIM SUGGESTED THAT ADMINISTRATIVE WD FOR NON-COMPLIANCE WITH MUMPS IMMUNIZATION COULD RUN LIKE ADMINISTRATIVE WD FOR NON-PAYMENT. WHAT DO YOU THINK?
  19. MA: PLANNING ON DOING THAT.
  20. RJ: NON-PAYMENT IS A MONEY ISSUE; MUMPS IS A HEALTH ISSUE; SHOULD USE OCT 12.
  21. MA: USE ROLLING DATE FOR VARYING START OF CLASSES…WHAT ABOUT EXCLUSIVE ENROLLMENT IN COURSES THAT RUN FOR THE SECOND HALF OF THE SEMESTER?
  22. RJ: WENT 35 DAYS(OCTOBER 12) FOR EVERY COURSE DUE TO VARYING REGISTRATION DATES.
  23. SK: NO IMPACT ON FA IF ADMIN WD. PRORATA PORTION RETURNED. RETURN OF TIV FUNDS BASED ON DATE OF WD AND RETURNED TO DOE. PROBLEM TO REINSTATE AID IF STUDENT GETS SHOT AND WANTS TO RETURN.
  24. MA: STUDENTS WOULD GET W GRADES
  25. SK: COURSES WOULD IMPACT ATTEMPTED COURSES
  26. SS: OK TO OFFER FORM? (RJ: SHOULD READ OCT 12)
  27. TZ: RANNY AND TRUDY WILL DRAFT PROCEDURES TO FIT BOR POLICY; THIS DOCUMENT WILL BE SUBMITTED TO JIM FOR HIS APPROVAL AND THEN TO THE MOCC FOR GROUP APPROVAL. ADDITIONALLY, JIM WILL SUBMIT TO SAC.
  28. TZ: ANY PROBLEMS FOR BA MODULE, PAM (arrived late, comments added later)?
  29. PT: WD THAT DATE, NOT BACK DATED WITH APPROPRIATE CORRESPONDENCE. IF BACK DATED, MANY OTHER ISSUES. PRO-RATED REFUND AS APPROPRIATE. REFUNDED UNUSED PORTION. MAY BE COLLECTION ISSUE IF STUDENT HAD NOT PAID.
  30. (RJ) THE DATE OF ADMINISTRATIVE WITHDRAWAL WILL BE OCTOBER 12 FOR ALL STUDENTS THAT ARE NOT IN COMPLIANCE WITH THE MUMPS IMMUNIZATION POLICY.
  31. Winter interim
  • Next step: AAC review on Sept. 7
  • Progress report on inquiries: Sharon, Sandy, and Matt
  • MA: WILL SEND INFORMATION ON THESE COURSES. ONLY 1 COURSE MEETS WINTERIM GUIDELINES, A 1-CREDIT COURSE TAUGHT BY SDSU @ CUC (PIERRE)
  • TZ: PLEASE CONTACT LISTSERVES
  • Home location for special students
  • RJ: THE PREFERENCE WOULD BE TO NOT CHANGECARLA SAID NOT TO CHANGE THE HOME LOCATION CUSTOMIZATION.
  • PT: CLASSIC EXAMPLE IS TAKING 1-CR COURSE @ DSU IN 2002; DSU WAS THEN HOME LOCATION; 2003 SUMMER 1-CR COURSE @ NSU; HOME LOCATIONWOULD BECHANGED TO NSU; 3-YR GAP; CLASS THIS FALL AT BH; NEW APP AND HOME LOCATION WAS NOT UPDATED. HOME LOCATION WOULD BE CHANGED TO BHSU.DSU HASN’T SEEN THIS STUDENT IN 5 YRS BUT MUST STILL BILL, ETC. SHOULDN’T HOME LOCATION CHANGE WITH NEW APP? STUDENTS CONFUSED WHY OTHER INSTITUTION BILLING.
  • RJ: NEED TO CHECK WITH CARLA; IF STATUS TO DEGREE SEEKING CHANGED. THE HOME LOCATION ASSIGNS SPECIALS AS FOLLOWS: IF THE STUDENT IS ENROLLED AS A DEGREE SEEKING AT ONE UNIVERSITY ANDA SPECIAL STUDENT AT ANOTHER – THE UNIVERSITY OF THE DEGREE SEEKING PROGRAM IS THE HOME UNIVERSITY. IF THE STUDENT IS ONLY ENROLLED AS A SPECIAL AT ONEUNIVERSITY, THAT UNIVERSITY IS THE HOMEUNIVERSITY. IF THE STUDENT IS ENROLLED AS A SPECIAL STUDENT AT MORE THANONEUNIVERSITY, THE UNIVERSITY AT WHICH THE STUDENT HAS COMPLETED THE MOST CREDITS IS THE HOMEUNIVERSITY.
  • SS: HAVE MORE SPEC.SPEC. I BELIEVE THEY CHANGE WITH NEW REGISTRATION. SHOULD THEY DECLARE A HOME INSTITUTION?
  • SS: STUDENTS DON’T UNDERSTAND HOME LOCATION. NOW PROBLEM IS CHANGING E-MAIL.
  • RJ: DEAN’S LIST, ETC ARE IMPACTED BY CREDITS; SOMETHING TO CONSIDER.
  • (SPEAKER?): TAKING AN INTERNET COURSE FROM BH AND DIDN’T WANT TO BE DSU STUDENT. WANTED COMMUNICATION FROM DSU.
  • SS: STUDENTS TAKING COURSES AT USDSU WITH ONLY SDSU CLASSES AND USD HOME LOCATION. WHAT IS THE DIFFERENCE?
  • RJ: NEED TO LOOK AT PROGRAMS ACROSS THE SYSTEM TO SEE THE EFFECT. FA, PROGRESSION, DEAN’S LIST. NEED TO CHECK THIS.
  • (SPEAKER ?): STUDENT SHOULD NOT BE IN CONTROL OF THIS DECISION.
  • SK: STUDENT SHOULD HAVE SAY.
  • RJ: NEED TO INVESTIGATE ALL ASPECTS – RECOMMEND GENERATION OF LIST THAT DELINEATES ALL REPORTS THAT INVOLVE HOME LOCATION.
  • TZ: [READ DON’S E-MAIL…] WILL ASK DON ABOUT THE FEASIBILITY OF SUCH A REPORT – WOULD PROVIDE A BIG PICTURE VIEWPOINT. MOCC CAN THEN CONTINUE DISCUSSION.
  • (SPEAKER?): DOES IMPACT ALMOST EVERY MODULE.
  • Status of revisions to BOR Policy 2:7
  • Will be discussed at the AAC meeting on Sept. 7
  • Change implemented for fall of 06: Restriction forincoming freshmen who must complete 30 credit hours of System General Education Requirements within the first 64 credit hours; CGE1 and CGE15 restrictions will change function: instead of holding registration, they will track restrictions (to be used by advisors).
  • RJ: DIFFICULT TO ATTACH POLICIES TO SEMESTERS – PREFERRABLE TO BASE ON CREDIT HOURS.
  1. Technical update: Don

BD: NOT ON LAST CALL

RH: NOT ON FOR THE ENTIRE CALL

  1. Details of next meeting: Friday, September 15 (10:00 to 12:00 CST); phone number: 605-773-2307, password: 4625#; minutes to be recorded by Sharon Kienow

Supplemental Agenda:(PAM JOINED MEETING)

  1. MCR updates:TZ: QUESTIONS/COMMENTS ON MCR’s?
  2. MCR #4 (Restriction Codes to be used after the 19th Day): Ranny will revise MCR 4, adding the usage of CAR, and Trudy will submit to MOCC for approval for implementation Fall 2006
  3. BOR Policy 5:7 will also need to be revised and submitted to BAC and BOR for approval.
  4. MCR #26 (Documentation of certificates and completion of teacher

certification requirements): Ranny, Carla, and Trudy will revise test and codes; MCR will be sent to MOCC for review and then submitted to AAC by August 31 for placement on the September 7 AAC agenda. Recent decisions:

  • Completion of teacher certification requirements will not be transcripted; Sharon has confirmed that this will not affect financial aid eligibility
  • All BOR approved certificates will be transcripted as degrees – problems with DegreeVerify will require evaluation

RJ: MCR 26: PLAN TO SPLIT INTO TWO PARTS: TEACHER CERTIFICATION AND BOR-APPROVED ACADEMIC CERTFICATES. PLEASE REVIEW WITH MODULE ASAP AND SHARE CONCERNS WITH YOUR VPAA PRIOR TO AAC. WILL CLARIFY CODING STRUCTURES AVAILABLE.

  1. MCR #28 (Enrollment reporting): Approved by AAC and June BOR -Ranny and Trudy will finalize MCR #28, including the policy changes and the guidelines for making changes to the extract; Trudy will forward to Carla for development of procedures
  2. MCR #31 (SD Technical Institutes Program-to-Program Implementation Guidelines): Ranny will send relevant information concerning approval of transfer credit procedures to MOCC members (previously sent to Registrars). Dr. Gingrich is planning to conduct a meeting with the Vocational Technical Institutes and Universities to review all procedures in the agreements. Ranny and/or Trudy will attend this meeting.
  3. MCR #32 (Email Policy) – Trudy will check with Mike on its status

TZ: MIKE M SAID APPROVED BUT NEEDS FINALIZATION; RANNY AND TRUDY WILL FOLLOW UP.

  1. MCR #33 (Coordination scheduling to the Calendar on ADPA)
  • Date for inclusion of catalog on WAPP – Registrars

RJ: NEED DATE FROM REGISTRARS FOR WAPP; SET DATES FOR THIS YEAR FOR EACH TO BE MOVED AND INCLUDE THAT IN THE SYSTEM CALENDAR.

RH: ADMISSIONS SUGGESTING SEPT 30 CATALOG TO ADPA.

  • Report from Admissions - Rose
  1. MCR #34 Enroll Status (First time freshmen v. transfer students from non-accredited schools and additional related enroll status issues that have been submitted): Ranny and Trudy have initiated fact finding efforts and will draft a proposal for consideration at the September 15 MOCC meeting.
  1. Procedural updates:
  2. Supplies notation: refer to attachment (1) – email from Carla Reihe
  3. Electronic check-in: refer to attachment (1) – email from AR module

TZ: TOUCHED BASES WITH LARRY, WHO INDICATED THAT PROCEDURES ARE ESSENTIALLY SET, BUT ALSO SUBJECT TO REVISION.

PT: ALL INSTITUTIONS IMPLEMENTING SOME SORT OF ELECTRONIC CHECK-IN FOR FALL 2006. ON RIS TO-DO LIST FOR FALL 2007 PER MONTY.

  1. Other:
  2. Fall calendar for MOCC meetings (updated): refer to attachment (1)
  3. Note taking responsibilities: Trudy is working on alternative arrangements
  4. Changes to academic calendar: continue to submit to Carla and/or Suzanne
  5. SDOS: a meeting addressing this scholarship will be held on August 28; details will follow

CALL ENDED 11:15