Student Finance User Group Meeting Agenda

September 24, 2014  9:00 AM to 11:00 AM

Ph# 701-328-1601 Conf ID: 55323#

Minutes assigned to: Mayville State University

Present: Williston, Dickinson, Lake Region, Dakota College, UND, NDSU, NDSCS, Mayville State University, Angela, Dee, Marie

Absent: Valley City

Old Business:

1)Campus Community Update

  1. Chelsea-
  2. Issues: SSN development that they are working on. Still working on pop-up development-limit to only students who are missing SSN. Hopefully will prevent from confusion for students who have accurate SSN.
  3. Joanna-thought the initial idea was that the student would just be able to see if it is wrong or right, BUT would not be able to change.
  4. Records put a hold on this because of privacy issues.
  5. Amy-what about a brief pop up and close itself out. Temporary peak for students to view SSN. Did they have any discussion on it?
  6. Moving thru student senate this fall?
  7. Supposed to be back on their agenda to see their SSN somewhere.
  8. NDSU-student senate did not want to see it visible.
  9. Maybe see what options would be available, rather than have it visible.
  10. Has to start at student senate of each campus than move up to the state level.
  11. Is there a document that has been proposed to records that can share with student senate?
  12. Yes, Chelsea will send it out.
  13. Campus community-has already developed this spent 60 hours to develop this.
  14. Chelsea spoke her concern that not everyone approved this.
  15. Where did they say it was approved?
  16. Chelsea will send out an email where it was approved.
  17. Any suggestions that we need to go forward with this?
  18. Each campus needs to go to their student senate and discuss this with them.
  19. Wither they want the SSN visible or not.
  20. Is there a report we can pull with SSN errors?
  21. Yes-there is supposed to be reporting for us to use.
  22. How often will the students get the pop-up?
  23. Tom joined the conversation:
  24. Student Finance gets fined every student who has a wrong SSN.
  25. Initial request was to have students somewhere be able to see their SSN.
  26. Records said no because it violates FERPA Agreement.
  27. Different user groups did not get approved for this process.
  28. Back in May-admissions and recruitment meeting, the suggestion was brought forward. A pop up would be there for the student to put in the SSN-if it matches they won’t get the pop up again. If it doesn’t match- they would get something saying they need to go to the appropriate department.
  29. Somewhere from May to now it was approved that we were going along with it.
  30. Miscommunication- what was moved forward was sent right to a DR rather than an idea of looking into it.
  31. The user will see the pop up when they log in if they do not have a SSN in the system.
  32. If it is wrong they will get a message they will have to go to the appropriate office to change the SSN.
  33. Discussion is still happening about those who don’t have a SSN or those who are just doing professional development courses. Also, how should the SSN be corrected?
  34. It won’t change the SSN-it is only doing a search.
  35. Joann-what should we do if we feel strong about the student seeing their SSN?
  36. Tom-hold off a little and see if this solution helps our thoughts.
  37. Bio-demo: No production target date
  38. Solution where we can see other students screen-going well. Waiting on FA office to see if they want to trial run it.
  39. Residency reports-asked for breakdown. Mary Bergstrom is going to be meeting the BSC in early October on some documentation.
  40. New address validation software-HR module only validates city, state, zip. In the process of validating the street address.
  41. Becky-
  42. Nothing to add.

2)New Waiver Procedures-updates?

  1. Amy-was wondering if it still needs to be discussed.
  2. It’s going to stay on since it’s still up in the air.

New Business:

1)Building relationships for the Total Rewards Statements – Angela

  1. HR wanted total rewards program to go on hold. Now they are moving forward.
  2. Would like to start a work group and then bring it to the user group.
  3. Becky from Lake Region
  4. Janet

2)Automatically posting Group Posts; anyone interested? - Angela

  1. Any group post would automatically post every morning-but wouldn’t get to reconcile.
  2. It would be a run control and do every morning.
  3. You can pick the group type that automatically goes thru.
  4. NDSU is interested
  5. Kim will go thru stage and see how it works

3)Review the Service Request for a query to identify students enrolled in Direct Deposit – Angela

  1. Identify students who are enrolled in DD.
  2. NDSU place holds on everyone that doesn’t have DD so they don’t get paper check.
  3. UND would like a list so they can initiate communication with those who don’t have DD.
  4. Get a work group together?
  5. If there is no complaints by September 30 then the official DR will be submitted.

4)Requesting additional access for those who have Add/Delete access for DDPs; ability to view the entire account number in order to troubleshoot student issues and for reversals through BND (see screenshot) – Kim, NDSU

  1. Right now we have no way to look at the account numbers.
  2. You can view the bank information before the payment is issued.
  3. They could develop a query so we can retrieve the information.
  4. Talk to Joe today to see if it’s available to move forward with a query.
  5. Would be helpful when working with BND but not with students.
  6. Kim will open up a service request
  7. Angela will talk to Joe about developing a query

5)Students entering DDPs-adjust their ability to look up their own bank code – Kim, NDSU

  1. Problem is students don’t know what they are picking.
  2. Like to suggest that the drop down menu be cancelled and they have to enter a routing number.
  3. Could it state the bank name and branch?
  4. Right now it’s only saying the description.
  5. No objections-Kim will put in a service request

6)Inquiring on the possibility to use Mass Assign/Remove for permissions – Kim, NDSU

  1. Nothing delivered right now
  2. Try using pop-select
  3. Can’t use from an external file

7)Would like to ask Campus Community about adding the hold-end-date and the end-term fields to the HOLD report – Kim, NDSU

  1. Right now it doesn’t have the end date or the end term for the HOLD.
  2. It’s on the list but hasn’t worked on it yet.

8)Development Request proposal to automatically remove past due holds – Chelsea, UND

  1. Have the hold automatically come of
  2. Mod put in place that the hold would come off right away or a batch process that runs every 30 min.
  3. No objection-Chelsea will submit service request.

9)Potential to auto-populate ID#s when going from Equation Variables to Customer Account and Tuition Calc.

-Could this also work in Related Content from Equation Variables? Chelsea, UND

  • Angela has worked on this and it is done.

10)TouchNet Upgrade – Dee

  1. Update that upgrade is October

11)Veteran’s Benefits Reporting - Dee

  1. Update-bundle 34-first week of October.
  2. Look at scheduling another meeting to start using this functionality.

12)1098-Ts – Angela

  1. Next year 1098-Ts they have changed.
  2. Writing up some documentation on the changes coming and how they will impact waivers.
  3. Will be able to test earlier.
  4. Refresh of stage hopefully in the beginning of November or end of October.

13)Change due dates

  1. Able to change due dates

Development Request List: Marie Lindstrom, NDUS

  • No questions
  • Collection agency extract-added a couple things to that-in stage still
  • Assign student waiver-working on this currently
  • Pending:
  • Cashier office receipts report
  • DD agreement query
  • Data archiving
  • Cash payment query and report-still working on
  • Employee Total Reward-working on

Other Items of Discussion:

Next Meeting: Oct 22, 2014  9:00 AM to 11:00 AM
Minutes will be assigned to: Minot State University

Screenshot for agenda item #4: