Aooroval of Meetinq: The minutes of the September 20,2002 meeting were approved with corrections.

Transcription

1 The monthly meeting of the College Admission 8 Registrabn Procedures Committee was held at the InterAmerican Campus, Room 1381 on Friday, November 1,2002.,. MEMBERS PRESENT: Mercedes Amaya, Registrar, MC Dulce Beltran, Assist Registrar, KC Cecilia Bermudez, Registrar, HC Gerald Carley, Bursars, Dist NC Floris Giol, Int'l Student Advisor, KC Harold Harper, Comp. Applications Prog., KC Rulx Jean-Bart, Registrar, WC Samuel D. LaRoue, Secretary, DARS, WC Jocelyne Legrand, Faculty, WC Lourdes M. Perez, Registrar, IAC Tom Stewart, Col. Registrar, Chairperson, KC Ron Vorp, Institutional Research, Dist WC.. MEMBERS ABSENT: Alan Berkey, Associate Academic Dean, KC Steffi Durnberg, Advisement Director, KC Armando Ferrer, Dean of Students, NC Kenneth Lee, Faculty, MC Ana Lien Montero, Recorder, DARS, WC Jackie Power, Registrar, NC Kenneth Tague, Financial Aid Director, NC VlSlTOR IS): Norvell Holyfield, Recorder, EPPA, WC Aooroval of Meetinq: The minutes of the September 20,2002 meeting were approved with corrections. Announcements: The following annoutkments were made: Mr. Harper announced that Gabe Yanni will implement on the Web the option to change the PIN# whenever a student registers for the first time. If the student forgets their PIN#, there will be reminder questions. Special Agenda Items: The following special agenda items were submitted for discussion: Transfer Transcripts For Dual Enrollees Adding A Class To The Master Schedule Degree Audit After Transcripts Are Evaluated Student Graduating From An Inactive Program Code Graduation & Retention Reports Certificate Program In Accounting Fee Waiver for State Employee Academic Affairs Report: There was no report submitted,

2 College Admission & Registration Procedures Committee Minutes of the November 1, 2002 Meeting Page 2 Financial Aid Re~ort: Ms. Amaya reported that Financial Aid is trying to determine if it is a good idea for loans checks to be issued by an automatic system. The are also trying to create on the Web a college-wide scholarship application STAR Service Uodate: Mr. LaRoue reported there were approximately 20 to 25 error messages, which were never recoded. Mr. Stewart mentioned that Dr. Schinoff assigned Ms. Bermudez the project of rewriting-the error message text to make it more proactive. It was suggested Ms. Bernudez ask Rene Ramos if the same error messages that are used in the STAR system could be used on the Web. SEVIS 1-17: Mr. LaRoue distributed copies of the SEVIS 1-17 application to the Registrars for their review. He reminded the Registrars that the official deadline to begin using the SEVIS program is January 30, Mr. LaRoue requested from the Directors of International Student Services the list of officers who will prepare, sign and submit the 1-20s. The Registrars were also asked to review the list of officers from their respective campus. He explained that DSO officers can sign, prepare and submit the 1-20s and the ADS0 officers can only prepark the 1-20s. The cost to Submit'the application for approval is $3, The Registrars agreed with the list and Mr. LaRoue will submit,the application for approval by INS on Monday. Mr. Stewart informed the Committee that Gabe Yanni is proposing to create in-house the program that will gather the data that will be submitted to INS. It was emphasiied that the Directors of International Students on the campus need to review all information that is going to be submitted to INS before it is sent. Class Master Reoorts: Ms. Bermudez stated that she has been trying to obtain for her campus a list of mini-tern classes from the class master. On the job submission screen, she has been selecting the special designator for mini-term but the report also includes the independent study classes. She wants to know if an option to exclude special designator can be added the program,) % Ms. Beltran explained that Dl is directed independent study and I1 is independent study. Mer hrther discussion, Mr. Stewart will make the change Ms. Bermudez requested. New Edit 1189: Mr. Jean-Bart stated that Institutional Research and the Testing Department asked him to discuss with the Committee the new edit Only the Registrars and Testing Directors can override this edit. He explained that this edit was designed to keep new students from registering before taking the assessment test. This includes the EPT and CPT..s' Mr. Harper stated the system does not recognize the EPT exam. He further explained that the system is currently stopping students from registering in any courses except for EAP courses.

3 College Admission & Registration Procedures Committee Minutes of the November 1,2002 Meeting Page 3... Ms. Bermudez suggested that since the registration program does not recognize EPT scores, EAP courses should be excluded. Mr. Stewart explained that would not be a problem. Mr. Harper willfix the program to exclude anybody who is not first time in college and also anybody who is taking EAP courses. The suggestion was made by Mr. Harper to invite Silvio Rodriguez to the next meeting. Admission Policv - Non Hiph School Graduates: Mr. Stewart mentioned that the state law has changed. Ten years ago the law stated that a student could not be in an AA degree program without a high school diploma or was a transfer student from an accredited higher education institution. The law was modified five years ago and now states. that students must have either a high school diploma, be a transfer student, or proof that they are capable of doing college work. This means that if a student proves that can do college work, they can be admitted into an AA degree program. Some of the other community colleges are currently accepting transfer students; even though, the student did not have a high school diploma. Also if the student has 30 credits of CLEP, they are assuming he can do college work. Another option they are using is when a student comes in as a non-degree seeking and shows that they can do college work, they are not asking for a high school diploma. Ms. Beltran asked the committee if those students,, -- could also get into theba programthatthe c0llege.i~ going to.offer in the Fall Term. The -.. Committee agreed. Mr. Stewart stated that he never mentioned anything before because he believes it is very hard to manage and can bring all kinds of problems. One of the problems that he foresees is financial aid. For a student to qualify for federal financial aid, he must havelproof of high school diploma. I After further discussion the proposal was made to allow adult non-high school graduate students to enroll on a non-degree basis for a limited time. If the students complete certain number of credits with good GPA, they could be granted full admission and change their degree. No recommendation was made at this time until further research is done to determine of these students could qualify for financial aid. Mr. Stewart will speak with Mr. James McMillan. TBA Courses and Saecial Designators: Mr. Vorp mentioned that he found many classes with many students enrolled and no classroom assigned. The recommendation was made for each Registrar to review the Fall and Spring term schedules and to either assign rooms to the classes or cancel them. Four-Year DeareelAdmission ADplication: Mr. Stewart mentioned that the Admission Depattment should begin accepting applications to the BA program by January The applications should be processed manually in the AD SO PR screen. These students will be charged an additional admissions fee, which has not been determined by the Board. The Consortium will program Odyssey to create an obligation in the finance system as soon as the student applies for the program. By then, the District Office of Education should have added the programs into Odyssey. The award type will be Bachelor of Arts and the programs will all begin with the letter 'U' for upper division.

4 College Admission & Registration Procedures Committee Minutes of the November 1, 2002 Meeting Page 4 The requirements for admission to the program are an AA degree, a 2.5 cumulative GPA on all work attempted, the CLAST exam, and 2 years of foreign language. ODYSSEY REPORT: Mr. Harper submitted the following Odyssey report: The residency report and the un-coded schools report are currently being worked on. The report requested that has to do with diplomas received but not mailed will be available next week..... The orientation hold that Ms. Bermudez requested is 95 percent ready 'and is going to be set for all campuses. The hold can be removed physically by going to AD HO HO. They are currently making changes to support the FASTER requirements, which are going into effect November 22,2002. There is a new report available called the ranking report which will list all the AA graduates for a range of terms and GPA and rank them in the top 10 percent and 5 percent. They are currently working on the process to do automatic graduation applications again for.-- the. 100 percent completers and potential graduates....."...,. Degree audit is going to be run for the primary and non-primary objectives.. - They have been running the report STS917 in a test mode. The report runs vevlong and they have not been able to figure out why. This report changes "I" and "NR" grades to "F". Mr. Stewart announced that the Consortium is going to have a tyo-day meeting next week and anyone interested is invited. Degree audit is going to be addressed for two hours on Thursday morning. Dates for Awardina Dearee Durina the Term: Mr. Stewart discussed that at the last meeting with the community colleges registran the issue on the awaming of degrees during the term was addressed. He gave a brief update. Afler further discussion; the Committee agreed to allow the awaniing of degrees anytime during a term if requirements were met. The graduation term would be the current term but the date of graduation would be changed to the date of the last requirement was met. SPECIAL AGENDA ITEM: Student Graduating From An Inactive Prowam Code - Ms. Power shared with a committee a situation that occurred at her campus. Apparently, three students from the North campus were graduated as of but the program code effective term did not start until the Fall Ms. Power is suggesting having some kind of restriction in the system that would prevent this from happening in the future. Mr. Harper will do some research to find out what allowed that to happen and also how to prevent it in the future.

5 . College Admission & Registration Procedures Committee Minutes of the November 1,2002 Meeting Page 5 Transfer Transcripts for Dual Enrollees: Mr. Jean-Bart stated that Dade County Public Schools would like to start receiving transcripts at the end of each term for all high school students who were dual enrolled. After further discussion, Mr. Harper was asked to provide a report and transcripts in order by high school. Divlomas: Ms. Bermudez wanted to know if all the campuses were using the software to put honor designation on the diplomas. Kendall campus stated that they are using the stickers. Atter hrther discussion, the agreement was to use the software and also the stickers.... Adding a Class to the Master Schedule: Ms. Bermudez explained that the noncredit department is adding their classes and at her campus one individual added a class and was able to access the main classroom structure schedule. The only way she was able to get out was to press the F12 key. Ms. Bermudez asked if noncredit department staff should have access to that module. Mr. Stewart stated that was a security problem and the individual only needs to have access to browse that module. Ms.'Bermudez was asked to send a request to Jack Bar Demee Audit Atter Transcrivts Are Evaluated Ms Bermudez stated that apparently after the new port was installed the system started granting credits for humanity courses to students who - had transferred a humanity course. She mentioned that for the Associate in Science program, credits are not supposed to be granted toward humanities unless it is a specific general education courses After further discussion, the Committee felt this is an academic affqrs question. Mr. Stewart will discuss this issue with MaryAnn Miller.! Graduation & Retention Reports: Ms. Power stated that she received a request from a chairperson to obtain a report on students who had drop out of specific courses in several of the program objective that they manage. Mr. Jean-Bart suggested for her to call Cathy Morris from Institutional Research Department. Certificate pro& in Accounting: Ms. Power shared with the Committee that they have a certificate oromam. - in accounting - and that manv students could be graduated. - She wanted to know if by providing the courses needed to meet the program, a report could be generated listing the students who meet that criteria? Mr. Vorp mentioned the outcome of the report would depend on how far back the instructor wants to go. Ms. Power explained that the graduation term would be this one and it does not matter when the student took the courses. After further discussion, Mr. Harper will be asked to see if such report can be provided. Fee Waiver for State Em~lovee. Mr. Stewart informed the Committee that Mr. LaRoue sent out a memo informing the Registrars the new fee waiver for state employees.

6 ,. ' College Admission & Registration Procedures Committee Minutes of the November 1, 2002 Meeting Page In the past, a state employee was able to take courses at the college. They would pay for their classes and the state agency at the end of the term reimbursement them. The new law says that state employees can have their fees waived at the time of registration. The student must bring a form, which is provided at the state agency, and the supervisor and the head of the agency paying for the courses should sign it. They are only allowed to register on space available basis. The decision has to be made as to the dates they would be allowed to register. They would not be charged the late fee or the application fee but the waiver does not cover special fees NEXT MEETING: Next CARP meeting was changed from December 6 to December 13 at the North Campus. The meeting adjourned at 4:00 pm Submitted by,..... Ana Lien Montero IMPORTANT NOTE: & inconsistencies within the College Registration Procedures are.identified and reviewed by the College-wide Admissions and Registration Procedures Committee, items, processes, and/or functions that cannot be immediately handled and cleared with ongoing systems and procedures, or by campus management adjustments, will be identified, catalogued, and assigned to subgroups on a priority within the College. Published standard operational procedures (Technical Manual of Procedures) will govern those registration processes and functions identified as College-wide in scope and dependent upon College-wide uniform systems. DISTRIBUTION: Committee Members Student Deans Community Education Chairpersons