MCR #22 Entering Academic Programs on APPN - Finalize Discussions One Attachment

Minutes for December 2, 2004

Participants: Barb Dolan for Bill Jones, Don Ticknor, Ranny Jones, Rose Hansen, Deb Henrikson for Rosie Jamison, Sandy Anderson, Shelley Brunick for Veronica Paulson, Mark Lee, Rick Davis, Carolyn Jensen

1. MCR #22 Entering Academic Programs on APPN - finalize discussions – one attachment.

Some schools only enter one application per applicant, some enter 2, some enter as many as the student indicates an interest in.

USD enters multiple applications per applicant in order to report applications by college and program and send customized recruiting material. Why wouldn’t we want to?

Rick – easier to report, follow up, and contact students when there is only one application per applicant.

A compromise of a limit of 2 applications per applicant was proposed for the Admissions Application Import (AAI). Ranny will put the proposal in writing and send to MOCC and Roxy for review. Campuses can still enter more than 2 applications per applicant. ESC procedures should match the AAI.

2. MCR #23 Name Changes – finalize discussions – two attachments

Ranny asked if it would be acceptable to have the AAI import the name change and generate a report for Admissions and Student Records to follow up on.

The Registrars are only concerned if there is academic history.

Rick said at SDSU the reentry application is a legal document for name change. At SDSU this is a significant number of people.

How does the FAFSA import handle names? If the SSN doesn’t match – then the FAFSA goes to the unconverted records file. If the SSN matches – then name changes are loaded and reported.

Sandy – the AAI should not change names in Colleague. Name changes should be listed as errors.

Rose – Automatic emails and letters generated by communication management for missing application info will be sent with the wrong name. Student sees SD higher education as backword.

Ranny - Should the AAI mirror the name change process for the FAFSA import? Sandy - Can we put name changes in unconverted record file? Must be timely for name changes to get them into recruiting process. First contact would be request for name change.

Rose said the admissions application volume was heavier than FAFSA.

Ranny will put 2 proposals in writing and send to Universities and modules to discuss and respond to.

Deb – bring in name change with AAI, create rule requiring documentation before accepting – track with communications code.

Ranny – is it hard to check for academic history? Don – it’s not very hard.

3. MCR #20 Immunizations – proposals sent to members for comment – will finalize on December 17

Need responses by 12/14. Will finalize 12/17.

4. Spring 2005 Registration Day Contact List – please submit your university’s list to me by December 14 – MOCC will finalize on December 17.

5. SD Opportunity Scholarship – recording high school units – one attachment.

Will be reviewed on the next call.

6. Testing Web Advisor Grading Enhancements

The grading enhancements for Web Advisor are installed in test and available for testing.

7. Tech/UDA Update – Don

Coding GAs in Colleague – will use EMPL screen, will be easier to report.

In order to process refunds for internationals who cannot apply for SSNs, we will be assigning fake SSNs to a small number of internationals.

MCR 8 Summer Orientation – the rule has been added in PROD. New procedures were reviewed.

The UDAs will be defining testing procedures for moving items from TEST to PROD.

The AAI mapping was reviewed.

8. Other a. Next MOCC Call is December 17, 10:00 to 12:00 CT, number to call is 773-6154. b. MOCC call schedule for Spring Semester.

We will discuss when to have MOCC calls over the holidays on the 12/17 call.

Ranny notified MOCC that AAC and COPS had accepted the summer term recommendation and it was being sent to the BOR for approval