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Remaining College Prioritized High+ Items Listen & Learn

Purpose: Remediation WebEx Listen & Learn session for Remaining College Prioritized High+ Items

Audience: All College Staff

Remaining College Prioritized High+ Items Meeting Information

Gap Analysis (Listen & Learn)

Topic: Remaining College Prioritized High+ Items

Meeting Date/Time: April 20, 2017 1:30 - 3:00pm

Meeting Facilitator: Amy MacNeill

Meeting Information: Remaining College Prioritized High+ Items WebEx Recording

Meeting Objective

Gap Analysis / Requirements Gathering  The goal of this meeting is to gain a mutual understanding of the identified remediation gap and to document any requirements necessary for the remediation of that gap.  

Key CS Modules Involved

  • Admissions
  • Student Records
  • Course Management

Meeting Notes and Decisions

Recruitment & Admissions

  1. RA85- Support waitlists for applicants to specific courses / programs (e.g., nursing).
    1. WA220/Betsy Abts: special select admissions groups may be interested, would like a separate meeting to get key SMEs together, confusion as to how exactly they should process selective admission program applicants  would like a discussion for how to process
    2. WA171/Erica Nacarato: effectively using Student Groups for waitlisting students for selective admissions
    3. WA172/Tamara Wittstruck: would like information regarding PRQ plan coding

Self-Service

  1. SS54- Support tracking of student documents based on user-defined criteria
    1. WA171/Jo Burchell: satisfied with Upload/Download training
    2. WA172/Karen Gower: satisfied with Upload/Download training
    3. WA220/Betsy Abts: satisfied with Upload/Download training

Transcripts

  1. SR134/ticket 8166- Support historical transcripts without building course history
    1. WA172/Tamara Wittstruck: has run into issue where class does not exist in ctcLink
    2. WA220/Cielito Lane: recently began rebuilding legacy students using QRG process; has been providing two transcripts: one from legacy, one from ctcLink; have not run into any issues thus far
    3. All FLC: agreed to CoP discussion
  2. SR136- Send and receive electronic transcripts and articulation for credentials (e.g., transfer credits) in compliance with industry standards.
    1. WA171/Heidi Campbell: Restarted sending electronic transcripts to in-state institutions 04/19/2017, previously had issues with electronic sending
    2. WA172/Tamara Wittstruck: transcripts staff was not on WebEx, but would have submitted a ticket or logged on if this was a continued issue; if further issues arise they will submit an ERP ticket
    3. WA220/Cielito Lane: have been sending and receiving electronic transcripts since go-live and have submitted tickets as issues arose; not aware of any current issues
  3. SR124- Enable online requests for consolidated System record
    1. WA220/Betsy Abts & Cielito Lane: unclear as to what the requirement actually pertains to; would like to be able to view student course history from other colleges
    2. WA171/Heidi Campbell: agrees with governance process
    3. WA172/Tamara Wittstruck: expressed concern that other colleges should not necessarily be given access to their student’s information without a release, could also cause confusion between requiring official transcripts vs looking at course history; agrees with governance process
    4. Scott Copeland: determined this is a governance decision and should be handled through that process

Student

  1. SR185- Track and maintain data on continuing education students based on user-defined criteria (e.g., student's employer).
    1. WA171/Roxanne Beloit: Continuing Ed staff not on WebEx but may have input,
    2. Scott Copeland: being handled on the Workforce side of the house, workgroup is currently determining tracking/data requirements
    3. WA220/KC Bitterman: this requirement is not something needed
  2. SR106- Set up grouping of students by funding based on user-defined criteria
    1. WA171/Jo Burchell: not aware of any issues, can work through CoP or ERP ticket if necessary
    2. WA172/Karen Gower: all issues have been resolved; will work through CoP or ERP
    3. WA220/Cielito Lane: no issues to report

Registration

  1. CR94- Display exception notifications such as disclaimers and class related information when student registers for a class prior to the confirmation of enrollment.
    1. WA171/Erica Nacarato: when students register they do not see reserved seat disclaimers or other details, individuals who could provide more input were unavailable to attend WebEx
    2. WA172/Karen Gower: individual who could provide input were unavailable to attend WebEx, not aware of any current issues
    3. WA220/Cielito Lane: had issues early on during go-live but continue to work with class schedulers to resolve issues, currently working through waitlists/combined section issues
  2. CR87-Display and notify student of drop implications (e.g., reduction in financial aid).
    1. WA171/Jo Burchell: interested in seeing the global list of messages
    2. WA172/Karen Gower: interested in seeing the global list of messages
    3. WA220/Betsy Abts: are interested in process for changing Message Catalog verbiage to include FA information, colleges would benefit having a place to review global messages, interested in repeat course messaging

Curriculum Management

  1. CR40-Create specific course codes for inquiry classes (e.g., science inquiry courses).
    1. WA172/Karen Gower & Tamara Wittstruck: unsure as to what the requirement pertains to
  2. CR68- Track dual credit classes by location
    1. WA171/Glenda Dashiell: individuals who could provide input are not available for WebEx, currently sharing dual enrolled students to necessary departments
    2. WA172/Karen Gower: individuals who could provide input are not available for WebEx
    3. WA220/Betsy Abts: have classes shared with UWT and PLU, College in the HS; currently using Student Groups or attributes to identify and track

Meeting Action Items and Follow Up

  1. RA85- Support waitlists for applicants to specific courses / programs (e.g., nursing).
    1. Will share business process diagram for selective admissions and use of PRQ for admissions training.
  2. SS54- Support tracking of student documents based on user-defined criteria
    1. Colleges are satisfied with planned Upload/Download training
  3. SR134/ticket 8166- Support historical transcripts without building course history
    1. Colleges agreed they would utilize CoP for further discussion.
    2. Resolving ticket
  4. SR136- Send and receive electronic transcripts and articulation for credentials (e.g., transfer credits) in compliance with industry standards.
    1. No issues at this time, colleges should submit ticket for any issues with electronic transcript processing.
    2. Resolving ticket
  5. SR124- Enable online requests for consolidated System record
    1. Requirement satisfied with Student Course History page
    2. Since colleges cannot agree if change should occur, college should work with governance process.
    3. Resolving ticket
  6. SR185- Track and maintain data on continuing education students based on user-defined criteria (e.g., student's employer).
    1. Workforce workgroup is currently determining tracking/data requirements.
    2. Ticket will be set to governance and assigned to Scott
  7. SR106- Set up grouping of students by funding based on user-defined criteria
    1. No issues reported, will work through CoP or ERP ticket if necessary
    2. Resolving ticket
  8. CR94- Display exception notifications such as disclaimers and class related information when student registers for a class prior to the confirmation of enrollment.
    1. Colleges have until 5/1 to provide examples otherwise this ticket will be considered resolved.
  9. CR87-Display and notify student of drop implications (e.g., reduction in financial aid).
    1. List has been posted to Reference Center http://ctclinkreferencecenter.ctclink.us/m/56654/l/727020-enrollment-error-messages
    2. If colleges want changes they need to submit ticket and go through the governance process.
    3. Resolving ticket
  10. CR40-Create specific course codes for inquiry classes (e.g., science inquiry courses).
    1. No action required, resolving ticket
  11. CR68- Track dual credit classes by location
    1. No issues raised related to tracking dual credits by location
    2. Resolving ticket

Related Concerns or Issues not in Critical Issues Lists or Remediation Tickets

  • None

Topics and Associated Remediation Tickets

  • Various

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