MOCC Agenda
February 2, 2007
10:00 am to 12:00 noon, CST
605-773-2307; password: 4625#
Minutes to be recorded by Rose Ann Lennon
(Back up: Sharon Kienow)
Main Agenda:
1. Introductory items:
v Role call
v Agenda modifications
v Approval of minutes from December 15th meeting
2. System project for electronic check-in and refunds: Pam
Per Monte’s request, Suzanne created a task force to work on this effort; she serves as chairman. Representation from MOCC includes Pam, Sandy, and Trudy.
Background information:
In the spring of 2006, the System VP for Administrative Services Monte Kramer initiated a request for development of an Electronic Attendance and Financial Commitment process for students which would allow SDBOR to leverage technology and reduce paper processing and mailing costs. Because time was not sufficient for SD to implement a common, system solution prior to the start of the 2006FA term, the six universities developed unique electronic processes for 2006FA and 2007SP, with the target date for implementation of the system electronic process scheduled for 2007FA.
Goals for the project are:
1. A common electronic Attendance and Financial Commitment process for the system to be available in Web Advisor
2. A common Financial Aid Authorization form for payment of miscellaneous charges and for ACH refund for Title IV funds to be available in Web Advisor
3. Forms for collection and maintenance of ACH account information to be available in Web Advisor
4. Any modifications to the current Colleague refund interface program XSRV to accommodate the new processes
5. It would be advantageous to include address update workflows.
For each of the workflows, we need to define:
1. The format or presentation of the form on WA
Content of the form
Wording of the questions
Timing of the form (available all the time or during limited times)
2. The files/fields where the information gathered is stored
3. The relationship between the workflow and existing WA workflows and the new workflows included in this project
3. South Dakota Opportunity Scholarship: Sharon
Courses that are taught with a letter grade option of S/U are not eligible to be counted toward the SDOS 15 credit requirement unless they are approved by the Board Office. The courses are then approved for that institution only.
The problem arises when a course is taught at more than one institution but not all institutions request the S/U approval. In that case, the coding for allowing this must occur at the section level, not the course level. RIS would be responsible for coding the courses at the course level if all sections of that couse are approved. The registrars would be responsible for coding the sections when only certain sections are approved.
One of the issues to resolve is who is responsible for monitoring changes to the list of approved courses/sections? How often would it need to be reviewed? If institutions do not roll forward sections to the next year but rather create new sections every year, how do they remember which ones should be coded as such?
4. Minimum progression: Lolita
Excerpt from minutes of the Registrars’ Module meeting on January 24th:
Minimum progression problem w/ TR courses We discussed the problem with minimum progression when a students transfer in coursework in order to raise their GPA. With the current system, those courses are not included in the minimum progression “mix,” and as a result, students’ academic standings are incorrectly calculated, including some students incorrectly suspended. We decided this it too important an issue to rely on campus-based manual fixes and that the issue should go to MOCC requesting a search for a system fix.
5. Reading placement: Concerns pertaining to mid-year implementation were shared with Sam; AAC discussion was deferred to the February meeting.
6. Computer proficiency requirement:
v Fall 06/Spring 07: MOCC concerns relating to implementation for the current academic year were conveyed to Sam; a segment of his final response is included below.
The VPAA’s said that the campuses have taken steps to track this, and it has been dealt with this year. As I recall, it was stated that entering students this year had been evaluated during registration and that they had been advised appropriately. Further, since there was no mechanism established in Colleague to code this, it was agreed that this set cannot be tracked.
v Fall 07/Spring 08: Trudy drafted an informational letter to the Admissions Module; Rose distributed the letter, along with supporting comments, via email to the membership. Trudy will also follow up with each campus.
7. Student Address:
v Higher Education Reauthorization Act: no element of this legislation reflects the need to document physical location.
v Current status:
§ USPS regulations for mailings: PO Box
§ RIS counsel, SEVIS reporting requirements: Street address
v Discussion
v Next step
8. Immunizations:
v Progress:
§ Revamped coding structure; proposal was approved by MOCC via email in December and by the DA’s during the phone conference on January 3rd.
§ Rewrote the immunization compliance program to be consistent with current policy dictates; effort was coordinated by Suzanne and ASCC.
§ New codes and compliance program were tested in TEST mode and then moved to LIVE mode on January 11th.
§ Data clean-up – both obsolete codes and compliance formats: tremendous progress has been made; efforts continue
v Non-compliance reports: Unofficial reports were generated on January 12th and 18th. The first official report was run on January 25th.
System totals:
January 12th: 464
January 18th: 270
January 25th: 201
However, these figures don’t include the TWR code; this glitch will be resolved shortly.
v Five-week grace period for compliance: February 1st concludes week 1; four weeks remain until the March 1st deadline!
v Report frequency:
Weeks 1, 2, 3: weekly (Thursday)
Week 4: bi-weekly (Monday and Thursday)
Week 5: daily (Monday – Friday)
v Questions/issues/concerns
9. Technology Update: Don
Next meeting: Friday, February 23rd (10:00 am to 12:00 noon CST; 605-773-2307; password = 4625#) Minutes to be recorded by Rose Ann Lennon (back-up: Sharon Sopko)
Supplemental Agenda:
1. MCR update:
v MCR 20B: Immunization Compliance for Spring 2007
This document was approved by MOCC in December; the finalized version was posted to the website…along with the Executive Summary!
v MCR 26A: Teacher Certification
For purposes of assessing, planning, and reporting, all students who express interest in teacher education will be assigned a D code at the earliest possible point in time.
Formal discussion:
§ AAC
§ Phone conference: Paul, Ranny, Suzanne, Biying, and Trudy
§ Ed School Deans, Paul
Next steps:
§ AAC on February 13th
§ MOCC on February 23rd
§ UDA’s
§ Other groups as appropriate
v MCR #34: Admission Status (IPEDS Definitions)
First draft is complete; it will be distributed for review in the near future
v MCR #35: Coordination of Census Extract with Administrative Withdrawal for Non-Payment
Await follow-up from Monte
v MCR #36: Residency Appeals
Distributed this week – comments or questions? Following finalization, the document will be posted to the website.
2. Other items:
v Module minutes: please include Trudy on the distribution list – thank you!
v Other?