Notes Recorded by Don Ticknor in Red

MOCC Meeting October 13th, 2006 10:00 am to 12:00 noon, CST 605-773-2307; Password: 4625# Notes recorded by Don Ticknor in Red

Main Agenda:

1. Role call - On call: Trudy Zalud, Sandy Anderson, Matt Aschenbrener, Barb Dolan, Rose Hansen, Sharon Kienow, Sharon Sopko, Pam Thomas, Don Ticknor

Carla Reihe was on the call for Minnesota Reciprocity, Postal addresses, and Gen Ed restrictions.

2. Agenda modifications - None.

3. Review and approval of minutes from September 29th meeting - Approved with no changes.

4. Minnesota reciprocity: Carla Reihe - New process effective 2006FA. Previously Minnesota sent us a roster of students who qualify for Minnesota reciprocity. The new process is SD campuses determine who qualifies, and we send Minnesota a roster of students we qualified.

The procedures for determining MN reciprocity is very similar to the procedures for determining adjacent state or WUE. Check permanent address and high school. Carla will send us the current procedures from the admissions manual.

Biying will create the roster to send Minnesota. She will use the mid term extract for fall terms, and the census day extract for spring terms.

5. Postal addresses: please refer to attachments (2): MOCC recommendations approved on April 21st and current Colleague Procedures for entry of street address

a. Disparity between current and recommended procedures b. Ramifications of proposed changes c. Next step We discussed how addresses should be entered in Colleague when there is a PO Box and a street address. We reviewed current procedures, the MOCC recommendation, the Admission Module recommendation, and the Postal regulations. The key issue is should the street address be entered when there is a PO Box, and if so how should it be entered. No one was sure what the Postal regulations are.

The other issue is once we decide on procedures, do we need to clean up historical addresses. Don reported there are 1689 addresses with the word "BOX" in address line 1 and something in address line 2. Of these 100 belong to current students. Rose suggested we do not need to clean up all historical addresses. Historical addresses could be cleaned up if/when they're identified. Mail returned as undeliverable could help us identify addresses that need cleaned up.

Discussion item from Carla - we discussed changes suggested by the Registrar's module as to when Gen Ed and Pre Gen Ed restrictions are ended and applied.

Sandy - the Registrar's module suggested changes to how this process works because there is a lot of manual work to review, add, and remove these restrictions. Some campuses have many exceptions. The Gen Ed process causes more work than the pre Gen Ed. The Registrar's understand the need to end and re-add due to students changing majors or catalogs.

Carla and Don responded that it is possible to make the changes, but it would require a substantial amount of resources.

Kathy Crawford will talk to JoAnn Pomplun to see if the current process can be modified to better handle exceptions.

It was agreed to change the date for the end of term process for Gen Ed and Pre Gen Ed to occur after the home location update. The current date in the processing calendar for home location update is Saturday, 1/6. Carla will change the date to Friday, 1/5.

6. Mumps compliance:

a. Relevant timeline information: 1’. October 12th: established deadline for students to demonstrate immunity to mumps 2’. October 13th: final day for universities to enter student immunization information into Colleague 3’. October 13th after 10:00 pm: generation of final report of non- compliance; distribution to campuses will be accomplished via Data Administrators 4’. October 16th and 17th: time frame afforded to universities to review report, resolve discrepancies, and process Administrative Withdrawals 5’. October 17th after 5:00 pm: creation of final report that delineates AW; subsequent submission to Dr. Shekleton and Dr. Perry We discussed the timeline. Campuses will review those students not in compliance and not withdrawn next week on Wednesday, Thursday, and Friday with Dr. Shekleton and Dr. Perry.

b. Inclusion of timeline information in academic processing calendar Carla added the timeline to the processing calendar.

c. Final figures We have made tremendous progress. d. Debriefing: MCR 20-A – what went well; what didn’t. Valuable insight will steer revision of MCR for spring semester. We should start on the process sooner, but it should not end sooner. Immunization requirements should be reviewed with prospective students when they apply. The process has been refined and improved. USD discovered some coding errors that have been fixed and some advising issues that have been resolved. e. Immunization subcommittee of MOCC Should there be a subcommittee? What would be its purpose? Who should serve on the committee? We agree a subcommittee was needed. The purpose would be to insure immunization data is entered consistently and in a timely manner, to review the possibility of a common form, and to create a "support group" for troubleshooting common problems. MOCC members should identify campus representatives to serve on the immunization subcommittee and send the names to Trudy by email ASAP. Trudy would like to schedule an initial meeting in November. 7. Technology Update: Don Ticknor Students can use the My Restrictions workflow in WebAdvisor to view their restrictions, including the immunization hold. When students with an immunization hold use the My Restrictions workflow they received this message: "Immunization records are not up to date." We changed the message to read "Immunization records are not up to date for on campus registrations." a. Home location: 1’. Report from DA’s 2’. Reinforcement of established procedures for readmission of special students The current process assigns home location based on academic program for degree seeking and special students. No changes are needed to existing processes or procedures. Rose will send the procedures to the admissions module and USDSU for reinforcement of existing procedures. b. Other Colleague and WebAdvisor will be down Friday evening October 20 beginning at 6:00 p.m. for about 2 hours to move the PROD Datatel servers behind the firewall. 8. Winter interim (Report from Registrar’s Module): Sandy Anderson The Registrar's reviewed a report of 2005FA classes that ended after the end of the term and 2006SP classes that started before the start of the term, and responded to Ranny's questions about these classes. There was nothing unusual about these classes. The actual begin and end dates of the class were entered in Colleague. Most of the grades for the 2005FA classes were entered after the automated minimum progression process and after the automated home location update so minimum progression was manually reviewed and updated. The classes that started after the 2005FA term ended but before the start of the 2006SP term were attached to the 2006SP term. These are mostly considered non standard and are not eligible for federal financial aid. USD has a number of programs where the start and end dates for the whole program fall outside the normal start and end dates for the term - for example Med and Law. These programs are eligible for federal financial aid. The Vocational Technical courses covered by our agreements are also eligible for federal financial aid. Most of the remaining courses are correspondence courses that are non standard and do not qualify for federal financial aid. 8. Details of next meeting: Friday, November 3rd (10:00 am to 12:00 noon CST); phone number: 605-773-2307; password: 4625#; minutes will be recorded by ? Sandy is the scheduled note taker and will be gone for this meeting. Rose agreed to take notes November 3, and Sandy will take notes November 17.

Supplemental Agenda:

1. MCR update:

a. MCR #4: Restriction codes to be used after the 19th day On October 11th, Ranny distributed the final version of this MCR to MOCC, Dr. Gingerich, and Monte Kramer; Trudy will post to the MOCC website for future reference. MCR #4 has not been finalized pending review and approval by Monte Kramer. b. MCR #26-B: Coding of BOR-approved certificate programs On October 10th, Ranny distributed the final version of this MCR to MOCC, Dr. Gingerich, and Monte Kramer; Trudy will post to the MOCC website for future reference. Done. c. MCR #33: Coordination of scheduling of the calendar to enter the new catalog on programs and add the new catalog to ADPA and WAPP On October 10th, Ranny distributed the final version of this MCR to MOCC, Dr. Gingerich, and Monte Kramer; Trudy will post to the MOCC website for future reference. Done. Posted. There was one change by the Registrars. The new catalog will be added to WAPP on 7/1 instead of 8/15. d. MCR #31: Technical institutes program-to-program implementation guidelines Trudy will attend a focus group meeting in Pierre on October 26th; the session will be directed by Dr. Gingerich. Trudy will report back to MOCC after the 10/26 meeting. e. New: MCR #35: Coordination of census date extract with administrative withdrawal for non-payment Trudy will draft and distribute to MOCC membership for review; subsequent step: submit to Monte for consideration by BAC. Trudy is almost done drafting MCR #35. She will send it out as an email attachment next week. Trudy will review with Monte while she is in Pierre for the Oct 26 meeting. MOCC will need to respond in time for Trudy to prepare for the Oct 26 meeting. 2. Other Trudy asked if it was helpful to receive attachments by email, or if just posting them to the website was enough. MOCC felt it was beneficial to receive them as email attachments for ease of forwarding.