Campus Systems Users Group (CSUG) Notes

July 14, 2009 Meeting Notes

Members Present: Danielle Brinney, Joli Brown, Kim Carpenter, Constance Chambers, Brian Cruz, Sharon Davis, Diane Davison, Deborah Douglas, Marco Dowell, Adria Edwards, Tracey Haney, Vernesta Johnson, Susan Lopez, Lien Luong, Brandy McLelland, Juan Carlos Mejia, Timothy Mozia, Imelda Quintanar, Robert Ronquillo, Ormond Rucker, Ken Simms, Marion Smith, Lisa Stallworth, Frances Twillie, Yvette Velarde, Steve Williams

The meeting was chaired by Brandy McLelland, Interim Director, Student Information Services.

System Updates

HR - Robert Ronquillo

  • The recruitment module is being improved. Some fields are being required of applicants, so that data can be captured for future use.
  • The year-end closing had some problems, but they appear to have been resolved.

Class Schedule - Yvette Velarde

  • The CO has mandated that by July 2010 data such as textbook names and formats has to be included in class schedules so that students can see it. CSU Fullerton is already providing this information, and there will probably be a systemwide solution by next summer.

Course Catalog - Tracey Haney

  • Tracey is working on the Spring 2010 catalog.
  • Re program approval: The CO now stipulates that the window in which a new program can be approved has been expanded from 2 years to 5. With this window, the CSUDH-proposed master's in public health could be delayed.

Student Records - Danielle Brinney

  • First summer session ended last week, and grades will be posted soon. Second summer session started yesterday.
  • Kim indicates that two new grading bases are now in place: RP (A-F grades) and RP (credit/no credit).

Transfer Credit/Advising - Diane Davison

  • Diane says that we've added nine new feeder schools for articulation, so that now, 85-90% of transfer coursework is handled automatically.

Financial Aid/Constance Chambers

  • The 2008-09 financial aid year is wrapping up, and we're 45 days out from the first Fall 2009 disbursement.
  • Pell Grants went up from $4,791 to $5,340. The future of Cal Grants is iffy.

Admissions - Helen Remigio

  • Since the CO has stopped admissions for Spring 2010, we'll have new students then in only a few online programs. But Helen hopes that some exceptions--e.g., transfer students, CSU Mentor applicants--will be designated.
  • Tracey points out that the CSU Mentor Web site has confusing language, saying that the spring term is closed, rather than saying that admissions for the spring term are closed. Her office fielded several telephone calls about this yesterday.

Hershey - Juan Carlos Mejia

  • With the Hershey upgrade, Juan wonders if all old documents will be converted.
  • Admissions & Records is working on the new Version 7 upgrade.

Institutional Research, Assessment and Planning (IRAP) - Lisa Stallworth

  • Race/ethnicity coding has changed. Students who are new in PeopleSoft have the new coding, while other students do not.
  • The PS SA module is being updated tonight with patches.

Educational Opportunity Program (EOP) - Imelda Quintanar

  • One hundred ten students are in the Summer Bridge program and are expected to register for the fall semester.

New Student Orientation (NSO) - Marco Dowell

  • Learning communities are filling up.
  • About 1,000 students have been served at five recent NSOs. Four more NSOs are coming up. Nine freshmen and 55 transfer students registered at the last one. New students will be reminded to sign up for NSOs by e-mail.
  • NSOs for Spring 2010 may not be scheduled at all.
  • Tracey announced a new graduate student orientation, scheduled for Thursday, August 20. Reminder postcards will be sent to those for whom we have mailing addresses. E-mail reminders will be sent to others. There's a $15 fee for the orientation.

Technical - Brandy McLelland

  • Patches will be added to HR tonight, and an upgrade will take place soon.

Knowledge Transfer - Remediation - Brandy McLelland

A knowledge transfer will be part of every CSUG meeting. Review the knowledge transfer schedule (9 KB) for future meetings.

There are four remediation processes (71 KB) for undergraduates:

  1. English (EPT)/Mathematics (ELM) Status Assignment - Admissions runs this process when the student becomes an applicant. The applicant can be assigned one or two semesters of remediation, or the applicant may be declared exempt because of previous high school or transfer course work or the successful completion of standardized tests. The CO requires that remediation be completed within two semesters. Process 1 is run every night.
  2. Milestone/Service Indicator Update - At matriculation, the student becomes accountable for the successful completion of remediation, if required. The student will have negative service indicators and will be reminded at each login. Once at process 2, milestones have the most up-to-date information (EPT/ELM are no longer updated), and milestones are reported to the CO. Milestones are not updatable after the census. However, milestones can be updated manually after census. Milestone courses can also serve as prerequisites.
  3. Milestone Completion - The CO has specified that students have one year in which to complete remediation. However, exceptions can be made to allow a third semester. This is called an R&M hold. The advising office will create a contract with a student--that the remediation will be completed in the third semester. (Imelda would like to be able to write such a contract in EOP. Brandy referred Imelda to Marlin Oleson in advising.) If the remediation is not completed, the Records Office discontinues the student. But the R&M hold remains in the record, in case the student wants to come back later.
  4. Proficiency One Year Later - A report is run after grades are posted and forwarded to the CO. In turn, the CO creates and sends to us a one-year-later report, which we then upload to PeopleSoft. Imelda would like to see a breakout of EOP students in the report.

It's always best to let the system perform the evaluation for remediation of a student. However, we can intervene into the process if necessary, and we do at NSOs when students are likely to show up with completion certificates of testing in their hands.

It's best for students to take remedial courses in order, e.g., ENG 88 before ENG 99. However, English has developed ENG 95, a one-semester course that can be offered to students who appear to need slightly more than one semester of remediation. Math has created a corresponding MAT 195.

Imelda reports that the CO has developed an Early Start program for next summer. An EOP student would have to complete Early Start before being allowed to register for Fall 2010.

Next meeting: Tuesday, August 11, 10:30 a.m.-12 p.m., LUSU

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