Semester Conversion Policy and Procedures Sub-Committee

Semester Conversion Policy and Procedures Sub-Committee 545 University Pavilion November 25, 2009

1. Welcome

a. Called to order at 8:40am

b. Present: Adrianne Lane, Cindy Hedrick, Fran Meyer, Tina Whalen, Leigh Jackson, Jill Collet, Mark Bowers, Michael Southern and Cecily Goode

c. Absent: Wendy Lambing, Charlie Scruggs, Rich Robles, Krista Maddox, Jean Griffin, and Cheryl Cates

2. Review of past minutes

a. Minutes from November 10th, 2009 meeting were approved.

3. P & P Summary Form Update

a. Adrianne reported that she spoke with Kristi N. regarding the possibility of the creation of an electronic data collection tool by UCit (at best) or a dedicated email address (at least). Kristi advised Adrianne to speak with Pat. K.; Pat indicated an electronic utility that would allow data to be downloaded into a database was not possible at this time. She added that the SC Taskforce would be billed $1800 for such a utility. However, a dedicated email address would only cost $50. Adrianne proposed the following email address name: [email protected]. Cecily shared concerns about our capacity to collect the massive amount of data from our various sources and the ability to manipulate the data without an electronic utility. Adrianne confirmed that she doesn’t believe our task by the SC Steering requires the manipulation of data but is more to serve as a clearinghouse and therefore there is no really no need to have a database. Adrianne spoke with MB Reilly about the possibility of a web utility that would reside on the SC website under the “Faculty/Staff” link (2nd option). It would enable us to distribute an electronic tool to all relevant sources and have the data collection occur at our dedicated email. Review of this data would be completed by our committee members. Benefits: We could have the Summary Form Tutorial added to this site. Limitations: This utility will accept cut and paste text, but does not permit formatting. The third option would be to distribute the Summary form as a Word document. The committee endorsed the 2nd option.

4. Review of P& P Spreadsheet now called PPSC Workflow chart—version 2.0

a. We reviewed the contents of the Summary Form. There was lots of discussion about the wording of the approval levels section. We changed text to “Has this change been approved by…with answer options of “Yes or Not Necessary”.

Fran recommended perhaps the committee’s approval of unit policy changes could be a “behind the scenes” process transparent to the individual units.

b. Distribution of the Summary Form: The committee agreed that given the Gantt Chart timeline, we should distribute the Summary form to all units asap and then receive the form from the Admissions and Registrar Offices by April 1 (10S); and from all other units including the Financial Aid and Bursar Offices by June 1.

c. Jill and Adrianne will meet with MB Reilly to further discuss development of the web utility.

5. Update from P&P Sub-Committees:

a. There were no updates.

8. Next Meeting: December 8, 2009. Goals for next meeting: 1. Finalize Policy Form, Review Email communication to units, Begin work on submission timeline.

9. Meeting adjourned at 10:05am

10. Minutes submitted by Cecily Goode