Campus Systems Users Group (CSUG) Notes

November 10, 2009 Meeting Notes

Members Present: Jim Bersig, Danielle Brinney, Janice Brown, Constance Chambers, Brian Cruz, Donna Cruz, Yuki DeSoto, Adria Edwards, Daryl Evans, Merry Eyman, Michael Galant, Tracey Haney, Katrina Hermoso, Dan Joseffini, Michael Kelley, Delores Lee, Robert Masuda, Brandy McLelland, Timothy Mozia, Gayle Parker, Evelyn Pegues, Imelda Quintanar, Denice Roberts, Gentry Robertson, Robert Ronquillo, Ormond Rucker, Ken Simms, Marion Smith, Lisa Stallworth, Elcee Teng, Frances Twillie, Yvette Velarde

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

System Updates

HR - Adria Edwards

  • Version 5.07 of HCM is in the process of being launched. Review sessions are going on at the Chancellor's Office (CO).
  • A new field is being added to PeopleSoft (PS): Working Titles.
  • Adria and Elcee have heard of a student assistant whose name was changed in a department other than payroll. This can create problems in both payroll and student records (e.g., name on diploma). Please be sure to make all employee (including student assistant) name changes at the Payroll Office.
  • Maintenance pack 6.01 has been applied.

Finance - Robert Masuda

  • Departments can expect to see slight changes in the way requisitions are handled in the future.

Admissions - Gayle Parker

  • We are receiving Fall 2010 applications now. There are a few Spring 2010 openings for freshmen and transfer students, having a November 15 deadline.

Course Catalog - Tracey Haney

  • Tracey is in the process of confirming rules for repeatable courses with faculty. The CO now restricts the number of times that a student can repeat a course in her/his career. However, we have some courses that can be repeated many times.
  • Tracey requests changes for the 2009-11 online catalog by tomorrow.

Class Schedule - Yvette Velarde

  • The Spring 2010 class schedule is now online. Yvette is working on the summer and fall 2010 class schedules. Note: You don't need a password to see the class schedule via this link.

Student Records - Danielle Brinney

  • Spring 2010 registration started yesterday.

Financial Aid - Constance Chambers

  • Financial Aid (FA) is wrapping up October files.
  • The federal government now requires that we verifiy the status of 30% of members of a list they send us, and this verification is now done.
  • FA is working on future awards.
  • FA is getting ready to accept evaluations of current awardees.

College of Extended and International Education - Timothy Mozia

  • Timothy asked about financial aid for Winter 2010 and the status of quick-admit. Brandy indicates that most campuses are not using quick-admit, and the feature may not be present in 9.0 at all.
  • Note from Brandy: We are welcome to listen in to [but not participate in] CO conference calls.

Hershey - Ken Simms

  • Ken is setting up a scanning station before a 2 p.m. meeting today.
  • Testing and FA offices also scan files.

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

  • IRAP is finishing reportig for the fact book. IRAP is required to send monthly enrollment updates to the CO.
  • New ethnicity and race reporting (ERS) includes new codes, requiring some modification of existing records.

Advising - Daryl Evans

  • Inaccurate records for remedial math and English for the Fall 2008 semester are causing lots of work; the records have to be updated manually. Brandy notes that part of the problem is a business process in PS that says that these records can't be updated after the census.
  • In response to Daryl's request for access to the batch release job, Brandy referred him to the Records Office.
  • Daryl also reports that there were egregious errors on the transfer evaluations. Brandy told him to take the problem to the articulation committee.
  • Daryl requests a time certain for evaluations of Fall 2009 transfer students. Gayle indicates this will be done this week or next. Admissions is handling financial aid students first. If Daryl has an emergency case, send that directly to Gayle.

Educational Opportunity Program (EOP) - Katrina Hermoso

  • One hundred fifteen applicants have completed the EOP application, close to the department's target of 120. Applicants have until January to apply for EOP.
  • EOP students for Spring 2010 had priority registration starting yesterday. The shopping cart is not working.

Technical - Michael Kelley

  • Two small patches for SA are coming up.
  • Brandy requests: Please let her know if you have PS issues. Don't assume that you "just have to live with them." You may be experiencing something that needs to be fixed for everyone.
  • If you have complaints about speed, report them to Gary Lo. Jim points out that the CO has a dedicated performance team that needs to know about this.

Knowledge Transfer - Hobson's - Gayle Ball-Parker and Donna Cruz

  • Outreach is using Enrollment Management Technology (EMT) Connect heavily. It's Web-based customer relationship management (CRM) software. With EMT Connect we follow a person from prospect through admitted stages: prospective student --> interest page [formerly myToroSpace] --> CSUDH VIP, at which point the person can request a campus tour.
  • We can specify a communications plan and a calendar for a prospect. E.g., for Fall 2009 prospects, they received e-mails about new student orientations before the brochure was mailed to them. An "apply now" e-mail is currently going to Fall 2010 prospects.
  • With EMT, Outreach can see who has opened the mail and who has gone to the Web site. We can also see who forwarded and/or replied to the e-mail.
  • Applicants under 25 are being encouraged to look at University Housing. (Our student housing is not equipped for families, so 25 was chosen as an age under which many applicants are still single.)
  • Sources of contacts: high school visits, Day at Dominguez, CSU Mentor
  • With new University branding, advertisements on buses and bus benches have a consistent look.
  • EMT can create a variety of reports for staff.
  • Though EMT is primarily focused on undergraduates, Tracey is interested in knowing how the software can be modified and used for graduate admissions.

Next meeting: Tuesday, December 8, 10:30 a.m.-12 p.m., LUSU

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