NDUS Admission & Recruitment FUGMeeting

July 15, 2015 2:00pm-4:00pm

Agenda

Call: 701-328-1601 or (8-1601) Conf ID: 56385#

Roll Call

*Voting MembersNamePresent?

  • Bismarck State College*Karen Erickson(Secretary)

Tess Gierkex

  • Dakota College at Bottineau *Robyn Poitra
  • Dickinson State University *Lyn Welkx
    Alanna Smith
  • Graduate schools representative *Laura Look (UND)x
  • Lake Region State College *Stephanie Shockx

Samantha Goeser

  • Mayville State University *Mindy O’Connorx
  • Minot State University *Meghan Stewartx
    Pennyx Erica Ziegler x

Anne Nordgaard

  • North Dakota State College of Science * Barb Lund Justin Grams x

Tammy Fogle

  • North Dakota State University *Merideth Sherlinx
    Sarah Maxwell

Melissa Ostby(Grad School)x

Karie Abrahamsonx

  • University of North Dakota*Debi Melbyx
  • Valley City State University *Charlene Stenson (Chair)x
  • Williston State College *Leah Windnaglex

Campus SolutionsNamePresent?

  • Business Analyst Mary Bergstromx
  • Business AnalystHeather Hoytx
  • DirectorThomas McNaughton
  • Programmer Bradley Holcomb
  • ProgrammerAcey Olson
  • ProgrammerSheri Gilbertsonx
  • Software DevelopmentJanie Adam

NDUSName______Present?

  • NDUSLisa Johnsonx

Old Business

  • Review and approval of June FUG minutes
  • HUEG – Tom McNaughton/Charlene Stenson
  • Civic Center, Bismarck on October 28-29, 2015
  • Topics decided on by group. Who would like to present or co-present from our user group? Sessions are 50 minutes. Lisa suggests that for lengthy presentations, split among two session times.

Process of entering an application: Stephanie may be interested Mindy at Mayville willing to present with someone (2 part)

Residency: multi-module; Which schools require proof of residency to validate; VCSU currently only institution practicing this

Process for Readmit students: joint effort with records and admission; Tess willing to present

Com Gen: Heather H will present

Mindy at Mayville suggested test rejects, hobson’s rejects

Lisa: Common app session; wishlist for common app, prioritize as a group (perhaps readmits, dynamic questions)

Life cycle of a student: multi-module, with different areas presenting.

It was decided we will offer:

  • Process of entering an application (2 part session)
  • Process for Readmit students
  • Comm Gen
  • Commom app session
  • Discontinuation of the ACT Compass program by December 31, 2016 – Lisa Johnson
  • Sent e-mail re: person who administers placement tests on your campus. Please respond so Lisa can reach out to these individuals to bring to divisions

New Business

  • Common Bio SSN – CC Users Group – Karen Erickson (attached doc)
  • Updated verbiage
  • Charlene: If a student changes existing SSN, they need to show gov’t issued ID AND SSN; what if online only student
  • Can be sent as a copy via mail
  • Mary: this way it is at least saved
  • Stephanie: are we allowed to Image SSN, etc.? Mary: Registrars say yes, Image Now installers will say no
  • Perhaps save it, but not image it. Each campus should do what they feel most comfortable with.
  • Lisa will report this concern to Mahtavi; this group recommends scanning in and retaining, as SSNs are on additional documents in student file
  • At Mayville state during registration, encourages students to bring card to verify card. Finance office has staff present to do this.
  • Concerns with taking SSN off college transcripts, as we do not know verification process at that school
  • SSN not verified at time of FAFSA, so those could come over incorrectly. It’s recommended to not take directly off FAFSA.
  • Group would like to review further, bring back to campus community with concerns; tabled until September meeting
  • Applications with only last name, no first name. Should enter just a . for first name. When name goes through bio/demo sync, it will match what student says their name is. Should not change to NA.
  • Review DR for Core GPA – Debi Melby(attached doc)
  • Will be discussed with eTranscripts to see if ND transcripts can have this core GPA, so that they will be accurate among all institutions. May still have a variance with out-of-state students.
  • Investigation re: modify current pathways report
  • Decision to add passes unanimously.
  • Gender identity/sexual orientation on application – Merideth Sherlin
  • See attachment. Discuss and raise awareness within your campus; table until September. HR will need to be included as well.
  • AY annual update – Erica Ziegler: Changed date to mm/yyyy, PS is not changing to reflect this
  • Should we verify with school actual graduation date if only month/year is listed? i.e. if transcript lists “graduated June 2015”, which date do schools enter?
  • Some 1st of month, some last day of month, some on 15th of that month
  • NDSU calls each school to confirm; international students are the exception. Require new one, not able to take over the phone.
  • Charlene will bring forward to user group
  • Hobsons merging with StarFish – Mindy O’Connor
  • Hobsons not recommending schools purchase Hobsons Retain, but have suggested utilizing StarFish
  • UND, VCSU currently using Starfish
  • Best practices – Leah Windnagle

Online only students. How are they flagged within your admission office, and do you have safeguards to prevent them from registering in on-campus courses? ie – holds, etc

All schools are coding with action reason, no holds placed.

Could build query of online only student who has registered for on-campus course

Standing Items

  • Core Technology Services Report –Tom McNaughton & Staff
  • NDUS System Office/Staff Report – Lisa Johnson
  • July 1 new Chancellor started
  • New Vice Chancellor (Interim) for Academic Affairs
  • Reverse transfer workshop had about 20 people sign up for subgroups.

Committee Reports

  • Development Requests
  • Members: Stephanie Shock, LRSC; Debi Melby, UND
  • Testing
  • Members: (Karen Erickson & Tess Gierke, BSC); Merideth Sherlin,NDSU
  • Training
  • Members: Stephanie Shock, LRSC; Debi Melby, UND

Where to store admission training documents (CS moving to a new storage location)

Update to bio-demo handbook & expand that document

Identify other areas for training & prioritize

  • Naturalized vs. Native in Citizenship Detail: How should we be coding this field?
  • Best practices on clean up in AY
  • Best practices on clean up in Connect from PS and attributes
  • Glossary of Terms

Open Discussion / Matters Arising

Future Meeting Dates

Third Wednesday of the month

August – none

September – New Chair, Leah Windnagle

Meeting Adjourns

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