Meeting & Agendas

XDFI screen has been updated. This screen is used to document degree of each faculty member by course and can ultimately be used to certify teaching eligibility. Department chairs enter the course information from transcripts. • Gail Spears and her team are inputting fall 2011 and spring 2012 information for faculty assigned courses. Training will be conducted this month for deans on how to do this process.

New Datatel patches were put on live October 28. A few problems have been reported as a result of the patches. The accept/reject feature on the Financial Aid electronic award letter has reported a problem and IT is looking into it. Admissions also submitted a remedy ticket t review the Clearinghouse report processes. • Most X processes have been fixed due to compatibility issues with the new UI conversion. IT has less than 15 X processes to fix, however, there will probably be a few more as departments begin using reports in the new system. • IT met with Continuing Ed in regards to CE website and the problems with search capability not working. IT is considering this issue as a high priority on their project list. • IT met with College Connections staff to work on a project plan. Scheduling is one project that was discussed. The Datatel activities module is one consideration to use, however, some things may also be accomplished using Google. • Wait list is expanding in Math and Sciences. IT is working with departments in regards to issues with co-requisites and how to deal with them. • Colleague test will be refreshed November 3.

WAC is continuing their work on cleaning up the old web pages. Old websites that were empty have been deleted. There will be a three tier level with faculty and staff each having their own domain. • A sub- committee is working on the redesign of ASK ACC.

Hourly employees can get an ACC email if they want one. All hourly employees need to activate an email account. IT is no longer doing this for them due to costs. The supervisor needs to ask hourly employees to get an email account and activate it so they can get the timesheet reminders. • IT is working on interface to assist with accessibility of Datatel for visually impaired. Datatel is hoping to have this available first quarter of 2012. • Datatel is working on a separate gateway to get credit card information to meet the new E –commerce regulations. • November 10 from 7 p.m. – 2 a.m. the Datatel system will be down to test the system. Mass effort to coordinate ACC NET, PayPal, Datatel and IT staff. • CE instant enrollment can now accept ACH payments • Financial aid asked about the timing of when students receive their email account. Theresa H indicated that email accounts are received once student is advised and moved to student. This process is changing so that students can request their email account once their application is loaded. Students receive their E-ID once their web application is loaded and all errors are corrected.

AE continues to enter students into Datatel system. New funding grants are mandating that the college use a different ID instead of social security numbers, so this process is helping with that requirement.

No report.

E commerce instant enrollment process is working well. • Remedy ticket will be submitted to make personal information a required field. • New meningitis requirement for programs that are 360 clock hours or more will be a new challenge for CE. Health science certificates will be the main programs affected in CE.

OIEA implemented CurricuNet software so it is up and running. Departments are beginning to use it and are finding that certain CMS fields need to be corrected. • Screens for the Assessment module are being developed. • Four days of training were negotiated as part of the purchase contract. Core module training is online. Onsite training will include assessment module and others. • Gainful employment report is due to Department of Education by November 15. Datatel has a new module to deal with Gainful Employment and Connie Wall has been working on this. • Student Profile Report is now available in TIPS. This is a report that is a two year comparison of enrollment that can be broken down by different variables such as, declared majors, race ethnicity, campuses. The capability to disaggregate by the Student Profile data by student characteristics will be available in a few weeks.The filters are currently being built. • ACC is doing research on the possible purchase of career coach software. EMSI is the company that is being considered. Website to view the software is http://otc.emsicareercoach.com/ccindex.php. • OIEA is working with IT for mandatory student orientation data. OIEA is working on getting the First Time In College (FTIC) students who were mandated to take orientation for Fall 2010, as pulled by IT, for statistical reporting purposes.

• Admissions – Admission Office is making progress on the online withdrawal process. Proposed reason codes for withdrawal are being reviewed by the various shared governance committees. o A& R is also progressing on the Degree Audit Module. Dorado Kinney is also assisting with this module. Graduation piece to automate the evaluation process is also progressing. Formatting changes have been made from HTML version to produce a PDF file. • Student Recruitment is currently doing a courtesy call out to all currently enrolled Hispanic and Early Alert students to advise them of all services available to them as students. • Financial Aid- Financial Aid Office will be going paperless for summer awards. The office will no longer send hard copy award letters to students. Starting now for summer awards, students will receive an email alert about their award notice. The student will be instructed to go to Online Services to accept/reject their award on the FA status page. Students will also receive email alerts instead of a hard copy incomplete notice. Students will be informed that emails will be the official mode of communication. Next meeting date: February 7, 2012 No meetings in December or January.