Implementation Minutes

Student Team

Meeting let by Linda Phillips

May 29, 2009

Registering Students

Facilitator / Linda Phillips
Note Taker / Renee Roach
Attendees / Brenda Dally, Linda Phillips, Renee Roach, Julie Kendall, Shelley Lytle, Dawne Massey, Jennifer Holland, Mandy Husak, Stacie Bain, Frank Myers, Sherry Hendrix, Carol Claiborne, Robin Lee, Vicki Henson, Julie Duncan, Kelly Simon, Zoe DuRant

Internal Student Team Meeting

Relevant Training/Discussion Highlights:
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and Concerns:

Action Items / Assignments

Description / Owner / Deadline
  1. Time logs – everyone needs to provide an updated time log file/sheet to Linda before June 15, 2009. Please check email correspondence/outlook calendars, etc for data to use.
  2. Placement – we can code pre-requisites on banner, but we do not have a way to show advisors what to enroll in as we currently do in MyCU on the advisement screen. Julie Duncan has a recommendation on this capability possibly through SSB. Linda, Dawne, Kurt & Renee will meet to set up access for SSB because currently, access is only given to those who are coded as faculty. Linda sees the entire campus needing to access “some” portion of SSB at one time or another.
SSB – “view test scores” is where we can look for advisement information. We can turn placement into an actual test code. Use XX for the score. There are only 30 characters in this spot to use for the description.
Example:
Description Code Date
ENGL 0103/0403 XXXX Sept 7, 2008
Enroll ENGL 0113 XXXX Sept 9, 2008
English Def Cleared XXXX October 1, 2008
This field in SSB does sort alphabetically so we would have to code all like descriptions together. Vicki mentioned that she has to have the history of ALL CPT scores. Julie said we will still store all the scores on this screen for her to access.
Linda and Mandy think the HIST/PS course deficiency information should not be included on the “view test scores” screen in SSB. It would be too confusing for the advisors. We can print this page for Gold Rush enrollment as we currently do in MyCU (advisement screen). We will have to code most staff as faculty in order for them to have access to most forms in SSB. Vicki states that she currently has student workers print an advisement sheet for all of her VA students and include in their file for auditing purposes.
IT staff say they have not received any training thus far on SSB. A request was made to have Debbie visit with Lorene to see if there will be any IT training on SSB. Sherry says she will take care of this.
There is a clause on the “view test scores” page that states that test scores will show only if the student is registered for the term. This is a problem that we need to ask Sandra about in our next training session.
We want to start adding CLEP and AP credit to the SOATEST form in BANNER. This will be simpler for all staff/faculty to determine if we have received their scores.
Julie is requesting who will come up with the 30 character coding schema to use in the free form field for viewing test scores. Mandy Husak volunteers to come up with the methodology for this.
  1. TVAAUTH – this is the form where FERPA will be indicated. Julie is asking Jennifer Holland how this currently works. The FERPA waiver may also be indicated on SPACMNT (as long as we remember that EVERYONE can see the comment that is indicated in this field). Julie indicated that at SUMMIT, discussion was that some used the SPACMNT form and others simply used the SOAHOLD form. Our first inclination is to use TVAAUTH and include a hold for those who are requesting directory information be released and no hold for those who don’t. This will not be a hard hold and will not prevent registration or other functionality. Jennifer Holland says they may look at their process and change a few procedures to make this more effective in BANNER. We currently use SPAIDEN to indicate whether they would like privacy on their records. This is a separate issue from the FERPA release. The cashiers can see TVAAUTH & SOAHOLD. The student would have a hold if they have a waiver. We would not release the information unless we see the additional FERPA form indicating what information we are allowed to release and to whom.
Brenda is trying to create a scenario where in STVHLDD a FERPA waiver is indicated on file. This will not restrict registration. Julie says we will include this in the second round of conversion in June. The origination code is not on the metadata file. We need to ask Sandra about this.
  1. GUITINH – the SSN history change form. Any time the SSN is changed, it will be indicated here. We need to add this to our departmental desk manuals. Advancement and alumni would want to be able to see this information as well. Dawne thinks she could just run a report directly from this screen to send changed to the OSRHE (Oklahoma state regents for higher education).
  1. Xap application vs. Banner online application – the decision is still on the table as to which application will be used. A final decision should be made by next week. The decision is still up in the air about how to handle pin numbers and how to keep track of them without creating a new number.
  1. We need to use the error tracking document if we encounter any areas of errors in BANNER. This is critical. Please let IT know if we have added items to this list and they will pay special attention to them.
  2. Sherry will be creating a new form to track time and what we are practicing on in Banner. There will be additional columns for research, meetings, status of desk manuals, processes and end user training. We all need a plan for end user training. Once we have this new form, we will need to send it to Sherry on a monthly basis. Sherry’s friend at TCC indicated that one of their worst mistakes in the conversion was that there had not been enough end user training and he suggested a much earlier plan of action for training our faculty/staff. The new log will take the place of the log that Linda has provided previously. We have been advised to use the new form as of July 1, 2009.
  1. Linda provides a reminder that the Banner website is a central location for all Banner information and has resource materials for us all to utilize. She encourages us to sign up for list serves to obtain the most recent data about issue from other institutions. We should also search in the user’s manual to determine solutions to processes. We all need to be more familiar with the end users manual. Please read all of the minutes regardless of the module so we are familiar with each others areas.
  1. What is the procedure for adding high schools that are not in STVSBGI? We need to create a procedure for notifying each other when the coding changes. This will affect our institutional tracking. Admissions received a number of these types of changes each month. Kelli Peterson is currently working on data clean-up of the high school/college information. There are about 6,000 entries on this list. D.O.D. high schools – is it acceptable to make changes to these names. We need to ask Sandra if this will affect our academic history. Marcella looks at this information as well. If we currently do not have access to STVSBGI & SOBSBGI, we need to request it through Linda. SOBSBGI is the table that includes the address information for all institutions on STVSBGI. We also need to add this function to each of our desk manuals once we have clarified through Sandra.
  1. Converting IQ’s & QZ’s (inquiries from recruiting & financial assistance). Brenda thought the original discussion was that only 2 years of inquiries would be converted over. She is receiving multiple lists from Kelly Simon that include an excessive amount of data clean-up. Kelly states that in the scope of services, we would roll two years worth of inquiries. Currently, there are 5.033 entries that have a term of 1011. Kelly mentioned that she would pull them on create dates as opposed to term to eliminate some of these. Jamie Glover’s approval will be needed for this decision to determine how many years of inquiries will need to be retained.
  1. Will a FAFSA be downloaded for people who have not applied? Brenda/Frank speak on behalf of Jamie stating that they feel she would want this information kept as recruiting data. There are positive reasons to keep it. We should ask Sandra for her input.
  2. GOAMTCH – When we look at GOAMTCH it doesn’t always pull the entire set of possible matches. It appears that the rules are too stringent. We remember Sandra talking about a “sounds like” function that we could use. It was mentioned that we should probably have a separate meeting to cover the GOAMTCH and duplicates process.
A question was asked as to whether we would be able to track our current “unmatched” transcripts in the system. We think we can do this in SPAIDEN. Currently, a list is kept by Jennifer Castricone in Admissions and she updates as needed. We hope this will help eliminate “searching” for transcripts.
  1. Title of ACT in validation tables – Brenda wants to know if we can change the names to something else in the tables. Linda says yes, we can change the titles of these. Brenda will need access to these validation tables in order to do so.
  1. Linda requests that everyone provide a listing of reports needed for conversion. Tom Sutherlin needs this to update the listing he has created in the data standards committee.
Kurt, Dawne, Linda & Renee meet after the meeting to discuss access to SSB. The issue is that most of the entire campus will need access to some part of SSB and unless the person is set up as faculty, they will not be able to see most portions of SSB.
Dawne mentioned that possibly we could include everyone and they exclude certain portions of SSB depending on level of functionality. We will need to ask Lorene about this for certain. Currently, Rick keeps a listing on user management access and this will be beneficial for setting up SSB.
SunGard Higher Education – Confidential & Proprietary
5-29-09 ST Notes.doc / Page 1 of 5
10/31/2018