A&R Audit Findings Work Team Meeting Minutes
DATE: March 11, 2015
TIME: 1:30 P.M.
1. FACILITATOR: Karen Croley
NOTE TAKER: Silvia Cortez
2. ATTENDEES: Karen Croley, Kyu Lee, Amany Elmasry, Joyce Brown-Willis,
Roderick Fajarda, Silvia Cortez, Dominique Benavides, Tom Wong
LOCATION:IT Conference Room
NEXT MEETING:Wednesday, March 25, 2015
ABSENT: Frank Chez, Teresa Chan, Charlotte Smith
3. REVIEW PRIOR MEETING MINUTES:

Minor changes made to minutes – approved with changes.
4. ACTION ITEMS/OPEN ISSUES: THE FOLLOWING ACTION ITEMS AND ASSIGNMENTS WERE DISCUSSED ON WEDNESDAY, MARCH 11, 2015
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SEE IT (ISSUE):
Ticket 2581. Students who dropped after census but did not receive any
penalty. Joyce has determined that there are no students with a “W” grade. Will
1 talk to Dominique or Amany. Cases are related to the date. Dominique to provide
a list of the students.
Providing proper training for Faculty. Many issues with roster drops are due to
lack of training for faculty. A suggestion was made to have documentation about
Roster submission and deadlines be available for new hires. A link on the PROMT
2 for faculty members to access was also proposed. Many of the documents that exist
within VPN (access.peralta.edu) are outdated. Documentation has not been updated
since PeopleSoft implementation in 2008.
Ticket 2582 - Term Withdrawal for F14. Some students dropped all classes but
were not term withdrawn. Drop has no W, Withdrawn requires enrollment. Dropped
4 students will get a W only if the Enroll Status is E. Drop date is the actual date
available before penalty days. It will expire before penalty day.
Ticket 2702 – Drop Error Report. Request for the Enrollment Error Report to be
5 emailed to a group of people.
OWN IT (ASSIGN):
DO IT
(TIMELINE):
OUTCOME:
Update on
3/25/2015
PENDING
Documents on VPN web portal should
be updated. Teresa will follow up with
Chi to find out how to update the site
with updated information. A
recommendation will be made to have
the Office of Instruction at each college
train faculty on submitting rosters.
Silvia will update the documentation.
3/25/2015
PENDING
Dominique will work on querying entire
population affected. Original search only
detailed FA students. Kyu suggested
recreating the error to see if term
withdrawal is prevented by the hold.
Update on
3/25/2015
PENDING
Kyu will add the reason why the request
failed and might need to check how the
message field is attached to the report.
Update on
3/25/2015
PENDING
SOLVE IT (STRATEGY):
Dominique Benavides Testing and root cause must be
determined. Dom to provide more
Karen Croley
Joyce Brown-Willis examples.
Silvia Cortez
Karen Croley
Charlotte Smith
Teresa Chan
Dominique Benavides
Silvia Cortez
Charlotte Smith
Joyce Brown-Willis
Karen Croley
NSC Report.
All reports for Spring 2015 have been submitted. Future reports will be submitted
a week before the deadline to allow for time to fix any errors. Dominique will
follow up with Ranell in order to setup a reporting calendar.
CIP codes and credentials levels have been fixed. Dominique will show Silvia the
report errors in order to transition this report to A&R.
Dominique recommends setting up a meeting with Oracle, as part of the existing
open ticket, to go over all the settings. This meeting should be scheduled after the
Alliance conference.
The IM conversion to UM needs to happened because the programs are now
attached to plans. Silvia will need to identify all students currently attached to
IMs. Kyu recommends asking students to update their majors instead of using a
6 mass batch process. Silvia will open a ticket with specifications to force students
with IM majors to update to a valid one via the survey.
Dominique Benavides
Teresa Chan
Charlotte Smith
Amany ElMasry
Kyu Lee
Continue resolving errors on NSC report.
Suggestion to create AP language
addressing how we report to NSC and
NSLDS. The ticket with Oracle will
remain open for further reporting
questions.
3/25/2015
PENDING
DO IT
(TIMELINE):
OUTCOME:
Karen also mentioned that effective date on the survey has not been updated.
There is a reporting schedule which needs to be submitted to NSC, but Dominique
is not sure who has access to these schedules. The last submission was February
13, 2015. Clarification is needed on how other colleges are doing their reporting
and schedules need to be reviewed and corrected. At this time Dominique only
has access to the schedule for Merritt College (same as Gopaal). Judy Cohen was
probably the only person with access to the other schedules.
Amany mentioned that Roderick created a component for career plan. 1,233
students were identified without CIP code and all of them have been updated.
Now she is working on updating the CIP code table in order to update academic
plan. Amany will notify Dominique once this is in production.
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3
4
CLOSED IT (ISSUE):
Ticket 2365. The request was to update all the invalid majors.
OWN IT (ASSIGN):
Roderick Fajarda
Ticket 2264/2547. 64 records had co-requisites issues when attempting to drop
one of the co-requisites. There were overrides that are part of the drop process that
Kyu Lee
were not applied during the cleaned up process.
Karen Croley
A new ticket (2547) was created to add the override requirement to the fix for
ticket 2264. The override fix was successful.
Ticket 1916. Teresa looked at this and it was turned into ticket 2365. The original
request was to clean up all invalid student plans. At a prior meeting, i t was stated
Charlotte Smith
that Ranell had ticket 2365 closed because an alternative solution was proposed.
Dominique Benavides
Dom noted that since it had been determined that a mass clean up could not occur,
changes on the academic plan side would continue to resolve NSC errors.
Ticket 794. FABATCH process. Rosters are available to faculty from census and
Joyce Brown- Willis
attendance verification day and for seven days after. There is a nightly drop
Karen Croley
process that drops students each night. The process backdates the drops to the date
Kyu Lee
SOLVE IT (STRATEGY):
There was a mass update to fix all
invalid majors.
CLOSED
Default overrides for roster drops in
production were applied to the fix.
CLOSED
Errors will continue to be addressed
with Amany’s help on the Academic
Plan table.
CLOSED
Ticket 1442 made rosters available prior
to the submission deadlines. This ticket
stopped the nightly drop process and
CLOSED
before the deadline. This causes drop date errors which in turn cause incorrect
grades and fees to be applied to student records.
5
Ticket 1442- Roster Availability. Need to talk to Adela and decided that 2 weeks
or less for a class, the roster will be available 2 days prior. Otherwise, roster to be
available 7 days prior.
now drops are posted in real time.
Joyce Brown-Willis
Karen Croley
Silvia Cortez
Amany ElMasry
Karen Croley
Charlotte Smith
Silvia Cortez
Joyce Brown-Willis
Kyu Lee
Joyce Brown-Willis
Karen Croley
Kyu Lee
Drop dates have been a major issue with
incorrect student records. Making
rosters available prior to census and
attendance verification instead of 7 days
after will help with this issue.
CLOSED
Enrollment requests were created and
processed to remove incorrect W and F
grades and drop students with correct
drop date.
CLOSED
6
Ticket 2553. Students dropped from census but still with the W grade. Ticket
has been closed
7
Ticket 2511. Issue is related to 2553. Action date for Spring 14 can either
manually fixed or depending on the count of instances of enrollment with action
date of 2/5/2015.
8
Amany has created undeclared academic
plan codes for Exempt students who do
Creation of 12 undeclared academic plans. Major code IM079 (intended majornot want to declare a major. These plans
undecided) was continuing to be used when importing CCCApply data for
Amany ElMasry
are not eligible for financial aid. A&R
students who do not want to declare a major. IM majors are causing issues with
Dominique Benavides
will test these new codes before they are
data integrity in PeopleSoft and should no longer be used.
put into production in CCCApply and
the survey.
Ticket was closed on March 6.
COMPLETED
COMPLETED
Other issues:
Drop and Add Dates:
Amany requested some clarification as to what determines the last date to drop/add a class. The schedule for Summer 2015 shows the last
day to drop/add without a W as two days prior to census. Silvia will check with Adela and Charlotte regarding these dates. It is suggested
that a committee is setup to look at the academic calendar and how does dates are transfer over to the class schedule. This committee should
include A&R, Educational Services, Student Financials and someone from the college.
W Grade but no attempted units – Joyce has worked on this issue in the past but financial aid is still seeing this error. Joyce will provide
Silvia with the existing ticket number and/or any other information so she follow-up.
Tom reported to the accreditation team that this group is making a lot of progress regarding all the issues of the enrollment audit.