Welcome to the 2009-10 Academic Year!

MOCC Agenda Thursday, September 17th, 2009 1:00 to 3:00 pm, CST 605-773-2327; password = 5502# Minutes to be recorded by Rose Ann Lennon (Back-up = Matt Aschenbrener)

Main Agenda:

1. Introductory items:  Roll call  Agenda modifications  Review of minutes from our August meeting

2. Technology Report: Don

3. Registration Confirmation/Collection of SSN: Suzanne asked us to write a brief proposal which includes an indication of whether entry of SSN should be required. She will then discuss the matter with the Technology Module and Registration Confirmation Task Force; following these discussions, Suzanne will ask Datatel for a time/cost estimate.

4. New delivery method code: 098. Please see AAC agenda item:

http://www.sdbor.edu/administration/academics/aac/documents/09- 09AAC_6.N_dist_educ_coding.pdf

5. Open Records Law meets FERPA: please see attached email from Dr. Shekleton and determine what questions you have. We will compile a list and submit to Jim for clarification.

6. Program Clean-Up: our assignment is two-fold:

 Inconsistent use of descriptors. Insignificant differences in program descriptors cause some reports to appear as if the system has an inflated number of programs. For example, the system has 1964 students classified as “Non Degree Seeking” and 876 students classified as “Non-Degree Seeking”. In fact the range of descriptors used for undeclared students associated with programs identified by the 240102 CIP code probably is the best example of data issues in the merged environment. While each campus probably had a small set of descriptors used to code this cohort of students, it is clear that all campuses now have a broad array of “programs” for undeclared students. Programs linked to the CIP code identify another related problem. There are separate lines for “A.A. in General Studies”, “Assoc. of Arts in General Studies”, and “Associate of Arts in General Studies”. Clearly, these are one in the same and a common descriptor should be used. While it can be argued that these differences can be easily handled by the staff member generating a report, unfortunately that does not always happen. It was noted that approved “guidelines” for these descriptors were generated but these were not fully implemented. It is suggested that this be referred to MOCC (and probably from them on to the appropriate coordinating committee(s)) for resolution. All immaterial differences should be eliminated and guidelines should be (re)established.  Use of “tracking” majors/programs. Within the system, student interest in any number of professional careers is being tracked using major/program codes. While it is important for the institutions and the system to be able to identify and track these populations, using academic programs to do this may not be the best solution. For example, a student planning to attend medical school can complete any number of undergraduate programs; while there is a set of course requirements that must be completed for admission to medical school there is no proscribed pre-medicine curriculum that these students must complete. Rather than using majors/programs to track these students, it may be possible to identify other options within the student information system. It is suggested that this be referred to MOCC (and probably from them on to the appropriate coordinating committee(s)) for consideration. If alternatives are identified, these would be referred to AAC for consideration.

Let’s review module discussions and determine logical next steps.

7. System Processing Calendar: please see attached email from Sandy;

 Registrars – Sandy  Financial Aid – Sharon  Accounts Receivable – Pam  Admissions – Rose  Technology – Don  Campus reports?

Supplemental Agenda:

1. Pre-registration: at their meeting last Thursday, AAC members reviewed the proposal crafted by Suzanne (a collaborative effort involving RIS and the Technology Module). Ultimately, the group decided to maintain the established three-week time frame for fall pre-reg and transition to a two-week time frame for spring pre-reg.

2. ESC: the Steering Committee plus the four functional group leaders will meet in Pierre on September 30th.

3. Immunization Update:  H1N1: At this point, the CDC does not recommend exclusion procedures (that is, excluding the non-vaccinated from campus during an outbreak); consequently, tracking immunizations is not merited.  MMR: As of Monday, there were 329 non-compliant students. Additionally, I am working on the first audit of waivers and exemptions. 4. Reduced Tuition Programs: Pam and I will meet at BH on October 1st to construct a proposal. We will present to MOCC at our October meeting.

5. Next meeting: LIVE at Cedar Shores Resort in Chamberlain – Friday, October 16th (10:00 am to 3:30 pm CST).