MOCC Agenda
Thursday, July 26th, 2007
1:00 pm to 3:00 pm, CST
605-773-2303; password: 2303#
Minutes to be recorded by Rose Ann Lennon
(Back up: Matt Aschenbrener)
Main Agenda:
1. Introductory items:
ª Role call
ª Agenda modifications
ª Approval of minutes from June 21st meeting
2. Technology Update: Don
ª Web Advisor upgrade: During a recent (July 9th) meeting, ASCC discussed the status of this project; see agenda excerpt below:
Web Advisor 3.1 – 3.1 was just released, so SD will install it instead of 3.0. Biying and Suzanne will begin work on this in the test environment this week. The goal is to upgrade in production before pre-registration next fall.
ª Regental electronic application: Monte requested the creation of a common on-line application; his formal request and introductory explanation are featured below:
BOR needs to have our own electronic application that we host. This needs to be tied to e-commerce so payment is simplified. The application will be either linked to or hosted by EMAS (enrollment management software to be used by SDSM&T, DSU, NSU and BHSU). The application will be compatible with our Automated Applications Import programs so the apps can be imported daily into Colleague. Princeton will still be allowed to use the application they have developed for AAI.
Title for ProjectCommon Electronic Application
Project Description
A common system electronic undergraduate application that can be branded by the institutions and that meets the specifications of the AAI program needs to be developed by RIS so that any electronic application received within the system can be imported into Colleague. The application would be available to the institutions to be branded and we would also have the multi-institution application that can be used for any public higher education institution hosted on the SDBOR office website. The information gathered by the online application will be imported into Colleague so it is available for follow-up by any institution(s) in which the student indicates an interest. We will need to identify where the application data needed for AAI will be housed and how often it will be imported into Colleague and by whom. We need to develop a process that gets the data into Colleague in the quickest way. We need to tie e-commerce to the electronic application so a student can pay the undergrad application fee when they submit the application. We need to revisit the required fields on the application to expedite processing and conditional admission notification. When complete, we will need to take a look at the CollegeNet contract and determine if it is still needed.
Requestor's Name / Monte Kramer
Department / VPAS SDBOR
Start Date / 06/01/2007
End Date / 08/01/2007
ª Other?
3. Immunizations: For this upcoming academic year, we will continue to align practices with established BOR policy; in July of 08, we will transition to the dictates of newly approved legislation.
ª MCR 20B (please see attached document): Procedures must be tweaked to fit fall 07. Additionally, Dr. Shekleton has requested inclusion of an audit that encompasses all temporary waivers and permanent exemptions.
ª Legislation: please follow this link to access the relevant state act:
http://legis.state.sd.us/sessions/2007/bills/SB15enr.pdf
MOCC and our immunization subcommittee will identify areas of concern and forward those to Dr. Shekleton for his consideration and resolution.
4. IP grade: Our proposal was reviewed by AAC at the meeting in Brookings; during the course of conversation, the group decided that its focus on a single grade is too narrow. Ultimately, the membership requested that we consider the grading scheme in totality and craft a new proposal. To serve as a springboard for discussion, Trudy determined grades of interest and prepared a summary of those grades assigned for spring of 07; please see attached.
5. Grades under consideration by AAC: XW and XF (these signify academic misconduct); please refer to the attached agenda item.
6. BOR request: Tracking students who are interested in health care professions! The state of South Dakota remains concerned about the rising need for health care associated with an aging population and is struggling to create a fit between the workforce and demand for services. The Departments of Education, Health, and Labor are sponsoring a Healthcare Workforce Summit on Tuesday, July 24th in Pierre. Dr. Perry has been asked to outline specific BOR strategies that will effect a meaningful contribution. Please refer to the meeting agenda at this link:
http://doh.sd.gov/Calendar/WorkforceAgenda.pdf
The BOR would like to expand the scope of data collection beyond declaration of specific majors; consequently, MOCC has been asked to construct a tracking methodology similar to that for teacher education. Anticipated start date is fall of 08.
7. Winter Interim: During our last related MOCC conversation, these issues were identified and forwarded to Sam:
Aren’t self-support courses by default non-main campus courses (except remedial ones - which are campus based)? See Recc. #3
Does setting these up as Self-Support, on-campus courses change funding for supporting services provided? See Recc. #4
If we are offering on-campus courses during this time should we recommend a cut-off date for the course to meet? If students come back to campus, have moved into a residence hall, we wouldn't want the course not to make.
The 7/10 rule does not apply to self-support courses, as I understand it. But, if state-support courses (on campus) were offered, then the 7/10 rule would apply. We may need to treat these as exceptions until they meet the rule and count them in with spring semester.
Will students want to defer payment for a Winterim course to fee payment for spring semester?
Winter Interim – Sharon K. asked about enrollment verification and would the winter interim credits be included in the number of credits for spring term even though they fell outside the dates for the term. My response was yes, they would be included. And the date of the term on the verification form would be the dates of the term taken from the RYAT screen – 1/16/07 – 1/11/07 for Spring 2007. Students can do their own enrollment verification at all campuses on the National Student Clearinghouse database and the dates of the term would be the dates from the RYAT screen.
Even though we are not counting these classes toward aid eligibility (and we have ways of preventing that),by attaching the courses to the spring term, there is no way of preventing them from being included with reporting enrollment for that term. For example, National Student Loan Clearinghouse which is where we report our enrollment information would show the students as enrolled for the spring term, even if the only class they took was in the winterim. It doesn't capture start and end dates of courses, it captures start and end dates of the term. Deferments, student health insurance enrollment verifications, etc. all would be based on winterim classes plus spring term classes.
This is not a major issue if the numbers are quite small. But, here again, are we really doing what we say we're doing? If we are going to offer a significant number of courses at some point during the interim, I think we need to address this issue and see if the way we have it set up (by folding it into the spring term but not changing the start date of the term) is appropriate.
Sam responded to several points (see the relevant excerpt from an email directed to the Winter Interim Task Force below) and has asked MOCC to brainstorm solutions to the others.
The comments from MOCC forwarded by Trudy are incorporated below. As I noted to Trudy, the self-support/state-support issue is not of concern because the proposal does not call for teaching “regular” courses. Campuses already have the authority and do teach self-support offerings on campus. Many of the other issues raised are operational or procedural in nature and specifically what we said MOCC and the functional groups would need to address in the next few months.
Reminder: the task force reached this consensus: courses offered will consist of 1 to 2 credit-hour enrichment (possibly some remedial) activities; financial aid will not be available to participants.
8. SIMS ID: Please read this agenda item from today’s ASCC meeting:
There is a state-wide initiative between the K-12 and SDBOR systems to implement a statewide longitudinal data system. At this point, our main task is to get the SD DOE common ID (SIMS) into Colleague. The larger project could be a data warehouse to which we send data for all SD high school students where we have matched the students and we have the SIMS as an alternate ID. We may also need to capture additional data elements from K-12 such as immunization records as part of the project, and there could be other data elements that we want. Getting the high school transcript in an electronic format may be valuable. So while we do not know today what information we may send to a future data warehouse, we know that we need to match the students between the two systems with the SIMS number, we would like the high school immunization record and we should get the transcript in an electronic format.
The SIMS ID is printed on transcripts that we receive from high schools that use the Infinite Campus software, which is the majority of the schools in SD. The intent at this time is for Admissions and ESC to start entering the SIMS ID into Colleague when the high school transcript information is entered. It could be put into the Alt ID field, but we’ll need a new Alt ID type.
We realize that even if we start entering the number from high school transcripts, we will still be missing the number for students who applied to the BOR system prior to this. At some time we may need to do a ‘catch-up’ load to add the IDs for those individuals. However, at this time we just need to start adding the SIMS number for new applicants. To accomplish this, we need to 1) select a new Alt ID type to be used (ASCC or UDA’s) 2) send this information to MOCC so they can discuss implementation and 3) change procedures for DADD.
The ASCC membership recommended CHSSD as the code of choice for this alternate ID (it stands for Common High School South Dakota); they have asked for MOCC’s approval.
9. Additional projects:
ª Monte – social security number usage
ª Sam – more details later
Next meeting: Thursday, August 16th from 1:00 to 3:00 pm (CST).
Supplemental Agenda:
1. MCR update:
ª MCR #27: Completion of a second major attached to a previous degree
§ AAC discussion
§ Colleague testing: please see attachment – email concluded by Joann Pomplun
ª MCR #26A: Coding of students who express interest in teacher education
§ Incorporation of relevant query into applications:
s Paper version
s Electronic version: Princeton Review, BOR, EMAS
§ Testing of new codes: TIY, TIP, TIN; Trudy entered these codes in test mode, and Carla generated a sample report.
1002754 TIP 1323756 07/01/07
1007581 TIY 1323756 07/01/07
1009846 TIY 1323756 07/01/07
1016812 TIY 1323756 01/01/07
1018857 TIY 1323756 07/01/07
1025848 TIP 1323756 06/28/07
1033243 TIY 1323756 07/01/07
1055800 TIY 1323756 07/01/07
1061685 TIY 1323756 07/01/07
1069528 TIP 1323756 07/01/07
1070265 TIY 1323756 07/01/07
1071097 TIY 1323756 07/01/07
1072985 TIP 1323756 07/01/07
1080940 TIY 1236009 07/01/07
1082219 TIY 1323756 07/01/07
1094020 TIY 1323756 07/01/07
1235787 TIP 1323756 07/01/07
1236717 TIY 1323756 07/01/07
1237193 TIY 1237568 07/01/07
1241651 TIY 1082219 07/01/07
1287336 TIY 1323756 07/01/07
1298610 TIY 1323756 06/28/07
1319253 TIY 1323756 07/01/07
1453961 TIY 1323756 07/01/07
1560703 TIY 1323756 07/01/07
1616800 TIY 1323756 07/01/07
1641580 TIY 1323756 07/01/07
1658861 TIP 1323756 07/01/07
1658952 TIY 1323756 07/01/07
1827704 TIN 1323756 06/28/07
§ Communication/training of academics
§ Meeting to revisit the entire document: August 1st (Trudy, Ranny, and Paul)
ª MCR #34: Admit Status of Incoming Students (please see attached)
This MCR was approved by AAC at the June 27th meeting; it has been posted to the MOCC website. Please distribute as appropriate.
2. BOR policy update: Proposed changes to 2:7 and 2:26 were submitted to the BOR for consideration at the June meeting; they relate to the information literacy requirement. Please follow this link to review the agenda item:
http://www.sdbor.edu/board/items/documents/fullboard0607f.pdf
The modifications were approved.
3. Articulation agreements with the Technical Institutes: This topic was discussed at the recent AAC meeting (please refer to attachment); the guidelines delineated on page 2 of the attachment were approved and will be posted to the BOR website. Dr. Perry has expressed interest in conducting another networking meeting; if scheduled, the meeting will be held late summer or early fall.
4. End dates for correspondence courses (both standard and non-standard): Carla is drafting new Colleague procedures that direct campuses to change the end date if the student either quits or completes the course in advance of the established deadline.
5. Visitor Proposal: Sharon Sopko’s task force developed a proposal which detailed operational guidelines; the group submitted this to Sam and received his feedback. Sharon will update MOCC at our meeting in August.