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
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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.
3. 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
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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.
4. 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).
5. 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.
6. 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.
7. 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.
8. 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.
9. 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
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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.
10. 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.
11. 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.
12. 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.
13. 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.
14. 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.
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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.
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