MINUTES Datatel Meeting

Present: Team Scientia Absent: Date: November 18, 2010 Dr. Michael Foley Ms. Meghan Cruciani Mr. Collier Parker Place: LRC 319 Dr. Mary Anne Fedrick Ms. Bev Mizanty Mr. Gregory Hunt Time: 10:00 a.m. Dr. Lloyd Lyter Ms. Patricia Baldan Dr. Chaogui Zhang Chair: Dr. Michael Foley Ms. Rosemary Burger Ms. Melanie Mohila Ms. Barbara McNally Administrative Secretary: Bev Mizanty Ms. Rima Anescavage Ms. Jamie Strong Ms. Jennifer Washicosky

AGENDA ITEM DISCUSSION AND MOTIONS RECOMMENDATIONS AND ACTIONS

CALL TO ORDER

I. Approval of Minutes The minutes of the November 2, 2010 meeting were reviewed. The minutes were approved with one change noted on page one, section II. Program Naming Conventions, 1st paragraph, delete portion of last sentence, “coded as inactive.”

II. Program Naming Ms. Rosemary Burger stated that the Admissions Office is ahead of the Convention Discussion Registrar’s Office so the naming convention and programs need to be in place in order for Admissions to move on.

Ms. Burger sent each dean their entire roster of open programs. Dr. Ms. Burger suggested that each dean look at Foley suggested that all deans distribute this document to their their programs, checking for consistency and department chairs to approve the naming conventions. Ms Burger then look at the entire alpha sheet to see how it stressed the time element and suggested the turn around time be very looks. strict as to move forward quickly. Ms. Burger also stressed that there is not a lot of flexibility with the program titles. We need to make a Deadline to complete these naming conventions decision about the coding of the programs. We decided at the last should be set by Mr. Mike Gibbons. Ms. Burger meeting to start with the discipline and then the degree. A handout was will ask Mr. Gibbons when the deadline date is disseminated to all present. Once the naming conventions have been put and notify the group. in place, it will be very difficult to initiate changes, announced Ms. Burger. Also, the coding is behind the scenes, the “Accounting.BBA” is POLICY AND OPERATIONS COLLEGE OF LIBERAL ARTS AND SCIENCES

AGENDA ITEM DISCUSSION AND MOTIONS RECOMMENDATIONS AND ACTIONS

what we will see on web advisor, noted Ms. Burger. She stressed particularly that the colleges of CCPA EHD should closely look over their listings, as they have many certifications and minors. Programs, minors, etc., that are no longer active need to be decided upon. Ms. Burger noted there are a lot of programs that need cleaning up. She also stated that there are other areas that she needs to code – e.g. admission in process and ad hoc, among others - but she will handle those coding issues as time allows. Dr. Lloyd Lyter stated that his listing (CHHS) looks good, but he will check with his chairs to ensure there are no changes.

III. Continue VAL Code File The decisions on the code files continued. Decisions CTYP – Credit Type Codes Questions for Doug VanDenBerg were asked: Ms. Burger put into the test environment, institutional code and a transfer code, as we already talked about credit types with Doug VanDenBerg. How do we handle transfer credit? Where should “Advanced Standing” be located? How transfer credits are to be handled remains confused. Presently, we What do we need for this credit type? have 5 categories of transfer credit codes. Ms. Burger gave a brief listing What is a “non-course?” of what we currently have. She also had a question regarding advanced standing and where that should be located. We need to ask Mr. It was decided to keep “life experience, no high VanDenBerg what we need for this credit type. school.”

DEGR – Degrees Ms. Burger recommended that everything that is currently offered or offered historically will be used.

TRGR Transcript Grouping (DA-Degree Audit) The group The team decided to keep UG, G, CE questioned what this actually is. A look up was attempted on the Datatel training site. Ms. Burger read the definition of TRGR to the group. This is for the degree audit transcript and we are unclear on what to build upon, beyond UG, G and CE

CTLG - Catalog year At present we have three cores, “prior, current Questions were noted for Mr. VanDenBerg: and new.” There are a handful of students who are still under the “prior” core. A discussion ensued. How far back do we need to go with regard to

2 POLICY AND OPERATIONS COLLEGE OF LIBERAL ARTS AND SCIENCES

AGENDA ITEM DISCUSSION AND MOTIONS RECOMMENDATIONS AND ACTIONS

the past catalogs? Do we build from the most recent catalog? What about the students that began in 1980, do we account for them on an individual basis. What is the recommendation on how far back we go?

MAJR - Major codes (Required for academic programs with Mr. VanDenBerg question: degrees) Dr. Foley asked what we need beyond the program codes that Dr. Fedrick asked if we can just duplicate the were determined by Ms. Burger? The group looked at the listing in the program code name for the Major Code? training environment.

MINR Minor Codes – same issue as above.

CIPD – (CIP Codes, required for IPEDs reporting) Ms. Burger stated that is brought in through file transfer. No action is necessary.

REST – (Restriction Code) Ms. Burger can pull a list of codes we use Ms. Burger will put the list together of what is currently, but a problem with that is Financial Aid has a code for what is currently used. owed and that will be used to stop a registration. Dr. Fedrick explained what the DC “see dean or department chair” code meant in her college. Dr. Lyter inquired about “provisional” acceptance. A definition was read by Ms. Burger. We can duplicate the restriction codes we have in our system now, noted Ms. Burger. At present, we can only restrict a registration.

PTST – (Petition Statuses Codes – Instructor consent/petition The Team agreed to keep A-approved, D-denied, required on STPE) A definition of this code was offered. P-Pending.

COMT (Campus Organizations – committees/memberships of Dr. Fedrick suggested that the Secretary of the FCTY) Dr. Foley asked if we really want to enter and re-enter this University maintain faculty committee information and this is constantly changing. Ms. Burger stated that information as this position is responsible for the Student Life may handle this situation. She stressed we should be upkeep of membership currently. Student life looking at faculty organizations and/or committees. Dr. Foley should input student activities, etc. recommended taking the faculty handbook and inputting the organizations from there. Dr. Fedrick asked, what is the point of this

3 POLICY AND OPERATIONS COLLEGE OF LIBERAL ARTS AND SCIENCES

AGENDA ITEM DISCUSSION AND MOTIONS RECOMMENDATIONS AND ACTIONS

criterion? Who will enter this data and who will maintain it? It was suggested that each faculty member maintain his or her own membership on committees, etc. Ms. Burger stressed that every faculty cannot have access to this screen. Ms. Pat Baldan said in her recent training session, that this area would also have the honor societies listing for query purposes.

Ms. Burger noted that we have the portal and the listing of committees and groups, information can be routed to each member in that manner. This would include committee materials for distribution.

SCTY – (Schedule Type on COFF) The team decided to keep - D-day, N-night, W- weekend

SECY – (Session Cycle on COFF) F-fall only, S-spring only, The team decided to keep all codes in this area: If there is a course that is offered every semester the field would be left F-Fall Only, S-Spring Only, U-Summer Only, blank, noted Ms. Burger. W-Winter Only.

TOPC – (Topic Code on CRSE) Ms. Burger noted that this area is optional. She can see a use for this, but not right now.

YRCY – (Yearly Cycle on COFF) AN Every Year, El Election Year, The team agreed to keep Every Year and Every EO Every Other Year, EY Even Year, OY Odd Year. We do not have Other Year. Others can be added at a later date. this designation in our current system. We will need to track this data in the new system.

Ms. Burger stated that we need to think about the modality code, i.e., Ms. Mizanty will place the “Modality Code” on lecture, online, etc., as that information will be required. the agenda for the next meeting.

IV. Department Designation Dr. Foley disseminated the program information collected by Ms. Dr. Fedrick will send the Human Development Codes Mizanty that was requested of each academic department. Ph.D. program information to Ms Mizanty to be added to the listing. A question arose, are these program names synonymous with the listing that Ms. Burger disseminated? Ms. Burger stated they should be Dr. Foley asked that all members review this consistent. listing and we will discuss at our next meeting.

4 POLICY AND OPERATIONS COLLEGE OF LIBERAL ARTS AND SCIENCES

AGENDA ITEM DISCUSSION AND MOTIONS RECOMMENDATIONS AND ACTIONS

V. Other Business Ms. Mizanty will forward all questions to Mr. Gibbons for discussion with Mr. VanDenBerg.

VI. Next Meeting All future meetings will be held in LRC 319. It was noted that Ms. Ms. Mizanty will reschedule the December Burger and Ms. Cruciani will not be present at the December meetings, meetings so that Ms. Burger and Ms. Cruciani due to Enrollment Management meetings. can attend.

Adjournment There being no further business, the meeting adjourned at 11:30 a.m.

Respectfully Submitted,

Bev Mizanty Beverly Mizanty Administrative Secretary College of Liberal Arts & Sciences

5