May 10, 2011 Meeting Notes
Members Present: Jim Bersig, Constance Chanbers, Yuki DeSoto, Diane Davison, Adria Edwards, Merry Eyman, Michael Galant, Tracey Haney, Michael Kelley, Delores Lee, Ed Liao, Brandy McLelland, Benjamin Mendez, Timothy Mozia, Gayle Ball Parker, Cecelia Patz, Helen Remigio, Gentry Robertson, Robert Ronquillo, Ormond Rucker, Martin Simpson, Marion Smith, Lisa Stallworth, Michelle Taylor, Elcee Teng, Brian Thiele, Frances Twillie, Yvette Velarde
The meeting was chaired by Brandy McLelland, Interim Director, Student Records and Student Information Services.
Admissions - Michelle Taylor
- Admission for Fall 2011 is now closed for freshmen but remains open for transfer students for a short time. There have been no surprises.
- The number of admits indicating an intent to enroll is high.
Advising - Merry Eyman
- Makeup mandatory workshops will be offered once a month during the summer.
- Seven workshops have been offered for undeclared sophomore students. These workshops are voluntary, and Merry is pleased to report that over 60 students have attended them.
- Students who were on probation in spring 2011 because of fall 2010 grades AND do not bring their GPAs up to at least their class level minimums by the end of spring 2011 will be receiving notification of disqualification. Class level minimums are:
Frosh – 1.5
Soph – 1.7
Junior – 1.85
Senior – 1.95
Such students can file appeals for reconsideration by a July 1 deadline.
- Students needing remediation for two semesters who have not completed their mandatory workshops have the July 1 deadline also. They need to show at least a 2.0 GPA.
- The University Advisement Center (UAC) offers online advising.
- The first New Student Orientation (NSO) happens this coming Friday. The UAC is awaiting approval to launch an online tutorial that they designed for transfer students.
- Steps makeup workshops will be offered during the summer.
Class Schedule - Yvette Velarde
- Yvette is releasing the Spring 2012 production timeline tomorrrow.
Course Catalog - Tracey Haney
- The 2011-2013 catalog underwent final edits yesterday. The Web version will be available a week or two after the hard copy goes to the printer. The printed catalog should be in the bookstore in June or July.
CEIE - Timothy Mozia
- CEIE will begin work on the Summer 2012 schedule soon.
FIN - Robert Ronquillo
- Common Financial Systems (CFS) is completely rolled out now.
Financial Aid - Delores Lee
- Grants for 2011-12 have been awarded. May 19 is the cutoff date for students to accept awards and submit documentation. By last Friday, awards had been made to 6,494 students. One thousand application files await review.
- About 1,400 students have requested summer funding.
Hobson's - Gayle Ball Parker
- April 25: Intent to enroll reminders were e-mailed to admittees.
- April 28: A reminder to file an EAP math exemption or take the ELM was e-mailed to admittees.
- 5/16: Intent to enroll reminder postcards were sent to admittees.
- Hard copy reminders about completing Financial Aid forms were mailed.
HR - Robert Ronquillo
- The HCM upgrade is in progress--undergoing testing.
IRAP - Lisa Stallworth
- IRAP has hired a part-time analyst, Monica Sepulveda. She will take over some reporting duties for Lisa, who is moving to a three-day work week next week.
Student Financials - Brian Thiele
- Fall 2011 payment plans are now available, and starting May 31, parking permits can be purchased online.
- On July 1, a student will not be able to enroll if s/he has a past due of $500 or more, unless s/he is covered by Financial Aid.
Student Records - Brandy McLelland
- May 1 was the deadline for an admittee to declare an intent to enroll. By last Friday, 5,500 admittees had declared the intent to enroll.
- Grade rosters are out, and completed rosters are due May 25. Thereafter, processing to determine if a student needs remediation, etc., will be performed.
Transfer Credit/Advising - Diane Davison
- Diane continues to perform PeopleSoft V9.0 testing, and she is trying to build more minors.
Technical - Yuki DeSoto
- V9.0 is now in a code freeze, accepting no new mods unless they are required by new regulations.
Personnel Changes - Jim Bersig
- With the pending retirement of CSUG notetaker Marion Smith, CSUG notes will be recorded by Toni Haley and posted on the Web by Gentry Robertson beginning next month.
Knowledge Transfer: PeopleSoft Version 9.0
Yuki DeSoto described the mechanics of the upgrade from V8.9 to V9.0.
- It will be completed by April 1, 2012. Goals are to maintain or improve upon existing functions while incorporating any upgrades to V8.9 that come up before April 1.
- Three test passes and one production pass will be completed by April 1. We are in pass one now, looking at all DH mods and business processes to see if they need to be continued and/or changed. Concurrently CMS at the Chancellor's Office is upgrading the database. Pass two will happen in August, and pass three will essentially be a dress rehearsal for the production pass, just before the April 1 launch.
- V9.0 will be online before Fall 2012 registration begins. Delores Lee is concerned about the impact of the launch date on financial aid processes. Timothy Mozia points out that intersession registration will begin at about the time of the launch.
- V9.0 offers a different look and feel, so that accompanying documentation will have to be updated.
Helen Palad provided a preview of Admissions, Campus Community, Student Groups, External Organizations, and the new Self-Service Setup pages.
- The transcript page has a new status--not desired [i.e., transcript is not necessary]. It's also possible to delete an application by its transcript status.
- The Campus Community page offers new service indicators and features. It also offers mass assign and mass release features.
- Security is added to the Student Groups page.
- The appearance of the External Organizations page doesn't show change, but there are changes underlying the page.
Martin Simpson previewed student records pages.
- A student groups page allows one to view, track, and assign students to a student group.
- Effective date or term have been added to remediation service indicators.
- Class permission pages offer new features.
- The Student Self Service page offers new tabs, including enrollment and term information.
- The Faculty Self Service page offers new tabs, including class roster and student roster tabs.
Diane Davison showed Academic Advisement pages.
- Advisor functions have been moved from the Faculty Center to the Advisor Center.
- The Student Center has a new look.
- The new Campus Academic Advising Report (CAAR) includes a complete course grid and new icons. The grid includes courses taken, courses in progress, and planned courses.
- The new Academic Advising Enrollment Backpack lists courses planned and their terms. (They are shown in CAAR also.) When the term arrives, associated courses are available in the student's shopping cart. The intent is for the enrollment backpack to serve as a roadmap. Brandy points out that implementation of the backpack requires the development of academic calendars two to three years in advance. Every April the most recent year would be swapped out for the newest year.
Next meeting: Tuesday, June 14, 2011, 10:30 a.m.-12 p.m., LSU