Meeting & Agendas

Minutes were reviewed and no changes or additions were needed.

Reminder, The Daily Registration Dashboard can be found on the OIRA website and it's a great resource to utilize. Department of Education Transcript Release Updates (Review in progress) Provide that an institution may not withhold official transcripts or take any other negative action against a student related to a balance owed by the student that resulted from an error in the institution’s administration of the title IV, HEA programs, or any fraud or misconduct by the institution or its personnel. Require an institution to provide an official transcript that includes all the credit or clock hours for payment periods in which a student received title IV, HEA funds and for which all institutional charges were paid at the time the request is made There isn't a way to print out on the transcript courses or semesters which were paid by other funds vs other funds. That thing is number 1. I think is relates to times where there is a hold on a student's record or amounts owed and not holding a transcript due to that. Over time there have been fewer and fewer restrictions on transcripts. I don't think we would release transcripts if the student was in default with financial aid or a loan and we would still be in compliance with the new regulation.

Registration Rally Saturdays for the summer and fall will be on May 18, Jun 15, Jul 20, and Aug 17, 2024 at HLC, RRC and HYS from 10am - 2pm. Departments include: AGT, Financial Aid, Enrollment Mgmt & SASSR. Point of contact is Kendra Singletary, Director of Advising Support from EDS and SA Deans. Adrianna Lomas: There will be a virtual registration event on May 17 from 9am - 1pm due to graduation.

A number of new laws were passed by the Texas legislature, designed to support the success of pregnant and parenting college students. The related, amended Texas Education Code includes the following sections: Section 51.9357: Designation of Liaison Officer to Assist Student Parents Section 51.982: Protections for Pregnant and Parenting Students Section 51.983: Early Registration for Parenting Students There will be information shared later this week. We need to survey these students and we need to do it annually. How do we do this, track it, and collect the information, and put it in Colleague on the student’s record because we have to report it to the Coordinating Board annually. For current students we are going to query Colleague to get a list of students who have been here in the last 3 years. This includes all academic levels - UG, Continuing Education and Adult Education. We will place a newly created level-6 alert/hold on their records. This hold contains the link to the student survey, in their MyACC portal in their My Profile section. We will be sending an email to all of these students, with the link to the survey form, explaining what it’s for and providing them with links to ACC support and resources. For new students we have defined programming from Salesforce to Colleague in the RCC stage, the hold will be placed on their records at that time. We have the same time of programming in the works for the Adult and Continuing Education application. They will also have this new hold. The new hold is called ENS (Essential Needs Survey) because we intend to use this placeholder to grow our survey and outreach and other activities and all students about all essential needs and not just parenting students. The first question on the survey is are you the parent or legal guardian of a child under the age of 18? The values here are Y (yes), N (no), and X (prefer not to answer) If they answer yes it will open up additional questions and responses will be stored in Colleague on the newly-created XBND (Basic Needs Data) screen. Access to this screen is determined by job function. This will include limited student-facing A&E staff and other college staff who are designated to support these students. The second field on the screen is a detail-in field that will take staff with approved security to view the additional, more sensitive survey form responses on XBND2. If the student answered yes, we have also taken that response we have reconfigured our registration eligibility rules programming. So, we can meet the legislation’s new law that ‘if an institution of higher education provides early registration for courses or programs for any group of students, the institution shall provide early registration for those courses or programs for parenting students in the same manner.’ ACC does not have any early registration. However, in the spirit of the law, ACC is opening registration for certified parenting students starting with the first day that registration opens for current students with 60+ credit hours. There will be a lot of communication going to all our students to do the survey. We are working with the SA Comms to look at the communication journey to highlight about the parenting student survey. When the student submits the survey form, it will automatically end the ENS hold on their record in real-time. It will also automatically start a new, future-dated hold (365 days start date out) at the same time. This is to ensure that ACC presents the student with the request to complete the survey annually. The survey will be open to students in their ACC My Profile should they need to update their responses. This will go live on May 18. This will take effect for Fall 2024 registration. Here is the website link for students to refer to: https://offices.austincc.edu/equal-opportunity-compliance/pregnant-and-parenting-students/ Marc Jimenez asked if the hold and removal will be automatic. The answer is yes in real-time. The new hold will be added once the old hold has ended automatically and will be future-dated for 365 days. Adrianna Lomas asked what level of hold it is. The answer is level 6.

The website gives the most details about the program. Multiple implementation groups are working on this. A&E feels the website’s wording modification for the audience to understand and not misconstrued. For example, students need to graduate from one of our service area high schools not any high school in our service area. They have 3 years starting in the Fall of 2024 to take advantage of this incentive. There is no stopping the clock once the program goes into effect. If students get accepted into one of our ACC bachelor’s programs, they will receive 2 more years of free tuition. It does not cover international students’ tuition, it does not cover out-of-state students’ tuition. The college will be continuously sending out updates and communications as this becomes about. There is a discussion about having the students sign something. One of the board of trustees wanted students to sign acknowledging the terms and that they were fully informed and they couldn’t come back saying well you never told me this. Mike Acosta’s area is working on a module that is part of a new system of new student orientation. The module is going to be about the free tuition information and click acknowledgment. It is not required for these students to click acknowledge before they are eligible. Once they click acknowledge it will be stored should they need to show the student they agreed to. They are trying to keep it simple and accountable and assume good intentions. Susan has a question about out-of-state tuition. Linda answered it covers in-state tuition. In-state tuition is the same for in-district or out-of-district students. Out-of-district students pay a fee. It covers the in-state tuition. It does not cover out-of-state tuition or international tuition. This program’s intend is to increase direct-to-college enrollment for students in our service area. Erica commented that if a student moves to Texas their senior year who doesn’t meet the 3 years leading up to graduation requirement that’s probably the only time, we will see it as much. That’s why we had to reference out-of-state because we have students who graduated from a Texas high school who would technically be Texas residents. Linda commented that in those cases once they become Texas residents, they will be eligible for the tuition benefits. Their clock starts once they graduate though. They won’t get the benefits until they meet the Texas resident criteria. We are in the implementation process and there are nuances but we want this to be successful. If it was free tuition for everyone it would be the easiest marketing campaign ever.

There as been a big pause with Workday but internally there are a number of teams still working on the system review, the process review, how to get things up to par to steamline. SIS/CORE members not present in meeting for any updates.

Matt Figg OIRA has added a couple of items to the Daily Registration dashboard. We added a summary table and a de-registration report. Jason Briseno we are starting to get icers for 2024. We haven't awarded for 2024. Many received were incorrect not on our end but from Education glitches in the system. There hasn't been a single person awarded for 2024-2025 yet as well as other institutions because of incorrect FASFA. Susan - Adult Ed courses are not enrolling right now only the career pathway programs like Phlebotomy. Bonnie - working on the Free Tuition and all the little particulars that come with it. We are preparing to launch all our new Marketing campaigns for Fall Enrollment Week.