A&R Audit Findings Work Team Meeting Minutes
dDATE: March 25, 2015
IT Conference Room
TIME:
1:30 P.M.
LOCATION:
1. FACILITATOR: Karen Croley
NOTE TAKER: Dominique Benavides NEXT MEETING: Wednesday, March 25, 2015
ABSENT:
Frank Chez, Amany ElMasry, and Joyce Brown-Willis
2. ATTENDEES: Karen Croley, Charlotte Smith, Kyu Lee, Teresa Chan, Roderick
Fajarda, Silvia Cortez, Dom Benavides
3. REVIEW PRIOR MEETING MINUTES:

Approved.
4. ACTION ITEMS/OPEN ISSUES: THE FOLLOWING ACTION ITEMS AND ASSIGNMENTS WERE DISCUSSED ON WEDNESDAY, MARCH 25, 2015
#
SEE IT (ISSUE):
OWN IT (ASSIGN):
SOLVE IT (STRATEGY):
Ticket 2581/Students who dropped after census but did not receive any
penalty. 34 students were identified to be dropped with a W. All students dropped

via self-service.13 classes were affected; all were dynamically dated online
classes. Dom stated that in conversation with Amany, it was noted that on the
Dominique Benavides
Dynamic Dated class page, the override button had to be checked off on the
Joyce Brown-Willis 
Census date in order for the system to recognize the correct Census date. In
Silvia Cortez
Karen Croley
1 addition, Kyu reviewed one student and determined the student was still enrol led
in a zero unit, ungraded lab. This criterion would not trigger the custom term
Amany ElMasry
withdrawal process. A conversation on whether the student should be eligible for
Charlotte Smith
term withdrawal occurred and it was noted that management needed to determine
whether students that meet this criteria should be put in term withdrawal.

Charlotte Smith to discuss with AVC Adela Esquivel-Swinson.
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within VPN (access.peralta.edu) are outdated.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. Based upon the query results, it has been
determined that the students that are not going through term withdrawal are either
because they are still enrolled in an ungraded no unit course or they have been
4 dropped by A&R using Quick Enroll.
A request has been made to customize the withdrawal process from Quick Enroll.
Teresa Chan
Silvia Cortez
Karen Croley
Charlotte Smith
Due to the small population,
Charlotte will review students and
manually assign W grades.
Feedback from Amany is needed to
determine whether the override
button on the census date of the
dynamically dated class page is
needed to avoid this problem in the
future.
Ticket will be closed by A&R
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.

Dominique Benavides
Joyce Brown-Willis
Silvia Cortez
Karen Croley
Kyu Lee

Charlotte Smith
Charlotte will request clarification
from Adela on whether a student
should go through term withdrawal if
they have dropped all of their courses
but are still enrolled in a non-unit
ungraded lab.
Kyu will need requirements from
Charlotte with a new ticket number.
DO IT
(TIMELINE):
OUTCOME:
Update on
4/1/2015
PENDING
4/1/2015
PENDING
Update on
4/1/2015
PENDING

NSC Report. Amany worked on a CIP code update with Roderick. Once migrated
to production, Dom will run NSC report and submit allowing for 1 week working
5 the error report. It was also noted that Dom will update the reporting configuration
to not exclude W grades from the reporting as it was explained to a smaller group
by an Oracle rep that this would lead to an inaccurate academic load reported.
Dominique Benavides

Teresa Chan
Amany ElMasry

Kyu Lee
Charlotte Smith

Ticket 2770/1648. In order to update IM majors, Silvia worked with Frank to
create a pop up window in Quick Enroll (the survey) so that the staff can update
the student’s plan. Silvia tested using specialist and technician access. Charlotte
6
noted that the effective date is critical in ensuring that FA data synchs with
program data. A discussion on whether the current date or a pre-determined date
of 1/1, 6/1, or 8/1 should be used. A decision was not reached.
# CLOSED IT (ISSUE):
1
2
3
4
5
Ticket 2365. The request was to update all the invalid majors.

Frank Chez
Silvia Cortez
Charlotte Smith
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
attendance verification day and for seven days after. There is a nightly drop
Joyce Brown- Willis
process that drops students each night. The process backdates the drops to the date
Karen Croley
before the deadline. This causes drop date errors which in turn cause incorrect
Kyu Lee
grades and fees to be applied to student records.
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.
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.
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

NSC report to be run and submitted
after CIP code update occurs in prod.
Team will then 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.
Silvia will continue testing using
her access and clerk access.
More research on which date should
be used as the effective date will
occur.
SOLVE IT (STRATEGY):
Update on
4/1/2015
PENDING
Update on
4/1/2015
DO IT
(TIMELINE):
OUTCOME:
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
now drops are posted in real time.
CLOSED
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
Ticket was closed on March 6.
COMPLETED
8
9
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 students
Amany ElMasry
are not eligible for financial aid. A&R
who do not want to declare a major. IM majors are causing issues with data
Dominique Benavides
will test these new codes before they are
integrity in PeopleSoft and should no longer be used.
put into production in CCCApply and
the survey.
Karen Croley
Ticket 2702 – Drop Error Report. Ticket must be closed as it has been
Close ticket.
Charlotte Smith
determined that the information requested originally will not be needed.
Kyu Lee
COMPLETED
CLOSED
Other discussions/ issues:
A dialogue regarding the HEUG Nashville conference occurred.
Silvia reported on the discontinuation process. It her understanding that process is only supposed to be run once per academic year. Any
student who has not attended Fall 14 and Spring 15 will be discontinued. Students lose their catalog rights if discontinued.
If was noted that if criteria has changed then written policy needs to be reflected. More clarification regarding the criteria will be researched
by A&R.