Campus Community Users Group Meeting

Campus Community Users Group Meeting

Minutes

July 25, 2013 – 9:00 AM

Roll Call:

Admissions – Charlene Stenson – VCSU; Vacant position previously held by Karen Reilly NDSCS

STudent Records – Sandy Fried – BSC; Rhonda Kitch - NDSU

Financial Aid - Katie Nettell – LRSC; Betty Kuss Schumacher – VSCU

Student Finance –LaDonaMalachowski – MiSU; Crystal Hotchkiss – WSC

Finance – Allison Peyton – UND

HR-Ann McGray - NDSCS

Campus Solution – Mary Bergstrom, Sheri Gilbertson, Thomas McNaughton, Ralph Tinjum, Brad Holcomb, Janie Adam

Not present – Rhonda Kitch-NDSU, Allison Peyton-NDSU, Ann McGray-NDSCS, SueKlava-Campus Solutions.

Guest – Chelsea Larson – UND, Mary Eisenbraun - BSC

Minutes:

Additional Agenda items:

• Charlene Stenson will ask the Admissions group for a volunteer for the second representative on the Campus Community User Group

New Business Item

• “Student Services Center” view – Sandra Fried
• Sandra reported that Student Records is requesting access to Student Service Center. This would allow campus staff to see the view the students sees on their Campus Connection. This request would need approval from each user group before implementations. Mary Bergstrom reported that she had a concern about who would have access to student information. The Student Service Center view cannot be secured by institution. People given security for this role would be able to view all student information regardless of institution. It would take a lot of modification to secure the information by institution. Also a concern is that staff and faculty may miss advise students based on the information they see on the student center without a good understanding about what then information.

Old Business

• Residency Guidelines – Chelsea Larson
• The Residency Guidelines are completed and need to be posted to the data dictionary. There are inconsistencies across the system on how campuses determine student residency. There is a need for residency documentation and training. More information about training will be made available as it is determined. Charlene reported the auditor made a recommendation on how residency changes are made. They suggest that when a change residency is needed that one person accept the documentation, one person reviews and approves the documentation and a different person enters the change.

• Student Finance Global Service Indicator Request –.Mary Eisenbraun , Chelsea Larson
• The student Finance Global Service Indicator procedure is being written by Laura Glatt, NDUS. It was presented to the Administrative Affair Council and the CUSAD groups for review. She will be sending it to legal for review as well. The goal is to present the procedure to the Chancellor’s Cabinet meeting the end of July. Mary Eisenbraun explained that $300 was decided on because it was the lowest tuition rate for a 3 credit class. The hold would be place at 91 days or after so the student would be prevented from going to another NDUS campus.
• Financial Aid Global Service Indicator – Katie Nettell
• The Financial Aid Global Service indicator procedure has been drafted by Laura Glatt. . It was presented to the Administrative Affair Council and the CUSAD groups for review. She will be sending it to legal for review as well. The goal is to present the procedure to the Chancellor’s Cabinet meeting the end of July.
• The Financial Aid Group (CUSAD) requested that this procedure by separate from the Student Financial. The two Global Service indicators are unrelated.
• Veterans Data Tracking using Peoplesoft – Rhonda Kitch
• No Update

• Campus Community Status Report – Mary Bergstrom
• Nothing has changed – questions should be emailed to the group for discussion.

• Residency status on Student Center - Chelsea
• Chelsea asked the User Group representative if this topic has been discussed by their respective groups. She will forward the information to us and asked us to include it on the next User Group meetings.

• Collaborative Process review – Betty Schumacher
• Betty reported the Financial Aid User Group (CUSAD) would like to review the Collaborative Process and the NDUS Consortium Agreement to insure that the we are in compliance with the Federal Regulations for financial aid. Brenda Zastoupil, NDUS Financial Aid Director, has indicted she will take an active role in this review. Areas of concern include Last Date of Attendance for a student enrolled at the host campus and ensuring a student begins all courses considered in enrollment status. It would be helpful if the Collaborative reports included class start and end dates. Betty will contact the Collaborative User Group Chair, Joline Miller, to add this item to their next meeting.

New Business – No other new business to discuss

Future Meeting Dates: Meetings will be held 4th Thursday of each month from 9-10:30. The call in information has been arranged through the March 27th meeting. The November 28th meeting will need to be rescheduled as it conflicts with Thanksgiving.

August 22nd

September 26th

October 24th

November 28th

December 19th This is the third week because 4th Thursday is day after Christmas

January 23rd

February 27th

March 27th

9:00 am – 10:30 am

701-777-5900

Conf ID 138189#

Respectfully submitted

Katie Nettell

Campus Community User Group Chair