Data Governance Committee (DGC) Meeting Notes s1

Data Governance Committee (DGC) Meeting Notes date 3/9/2017

WebEx; 10:30am to 12:00pm

*Highlighted = attended

Co-chairs *Susan Maxwell *Carmen McKenzie Clark College SBCTC Business Affairs Commission (BAC) Terence Hsiao *Linda Schoonmaker Cascadia Community College Big Bend Community College Human Resources & Management Commission (HRMC) *Holly Gorski *Marshall Sampson Pierce College Green River Community College Information Technology Commission (ITC) *Brandon Ray Eva Smith Lower Columbia College Edmonds Community College Instruction Commission (IC) John Martens *Tod Treat Centralia College Tacoma Public Information Commission (PIC) Katie Rose *Janelle Runyon SBCTC SBCTC Research and Planning Commission (RPC) *Joe Duggan *Hal Royaltey Edmonds Community College Peninsula Student Services Commission (WSSSC) *Dave Paul Alison Stevens Skagit Valley Everett Community College

1DGC Meeting 3/9/2017 Next Meeting: April 6, 2017 at 10:30am

This meeting will be WebX. As you sign in it may help others if you put your commission in parentheses so everyone knows which commission we represent. Once you enter your name and email you can enter your phone number and then you receive a phone call (instead of you having to dial in). If you are not at a computer there is a number to call in.

In person meeting April 21, 2017 at Olympia from 10-2 (tentative).

Meeting Notes: Agenda:

 Update on Data Quality Program  Continue course attribute discussion  Absence Leave Reasons  Charter  Terence’s Name Request

Notes:  Continue course attribute discussion. Student groups need local college data governance. Course attributes are global. All college attributes are open to all.

Proposal: one course attribute per college with schools able to add their own elements. Todd discussed the need for searchability at colleges – especially for pathways. Sections with themes. Can these be seen by students? Susan check with Melissa. Tacoma is doing targeted/contextualized classes for pathways. EG English 101 for STEM, for Social Science, for Healthcare. Dave and Todd both need this info. Do we have a “Course Keyword” search? What does that pull from? Can we use this feature to accomplish the searching? We looked at an AAR – can we add course topics here or any institutional level attributes? We need to make sure we are not eliminating the ability to allow students to be directed towards options – not just specific courses. Carmen will set up a meeting with Melissa and have a WebEx to test further.

 Update on Data Quality Program- In person training with Gartner April 21, 2017 at Olympia from 10-2 (tentative). Lunch will be provided. Carmen is meeting with staff to see where data quality issues may exist. Plan Stack maintenance is one area she is looking at and item types for fin aid. How to document – Susan would like to see this information in the QRG’s. Incorporate the data quality process into the Data Stewards day to day work.

2DGC Meeting 3/9/2017  Absence Leave Reasons o Carmen has a list of what SBCTC uses for absence reasons. They do not align well with the Tacoma reasons. Marshall has volunteered Holly to be on the team with him. They will bring it up at the May meeting (where Holly will lead). Carmen will send details. Need college with payroll that runs through finance. Linda will get some BAC reps who have payroll in their dept. WFSE and WPEA would be represented. We all have unique faculty unions. May take a while as we go through contractual process. Include Spokane and Tacoma reps from ctcLink. Carmen will get a SBCTC rep.

 Charter – wait until after Gartner, could be a summer activity.

 Terence’s Name Request – provide some standardization of people with more than 3 names (first, middle, last).

 How do we archive transcripts so that they are still available to colleges after we are completely off the legacy system. Do not need a solution right now since legacy still exists and will for a while.

 Discussed again if additional people should be a part of the DGC. How do we get information out to interested councils? People feel like it should remain small and at the commission level so policies can be made and enforced.

Data Governors to do: Carmen send absence reasons to group.

Pull together a work group for absence reasons.

Pathways options, check with Melissa.

3DGC Meeting 3/9/2017