In Attendance: Matt Carlton, Rachel Henry, Brad Kyker, Kris McKinlay, Charity Romano, Cynthia Moyer, Amie Hammond, Susan Sparling, Maureen Muller, Ellen Notermann, Patricia Ponce, Shannon Stephens, Tammy Martin, Debbie Nichols, Helen Bailey, Stacey Breitenbach, Wendy Spradlin, Bonnie McKim, Kristi Weddige, Martha Caldwell, Matt Taylor
Absent: George Petersen, Peggy Smith Andersen, Tom Zuur, Katie Tool
Guests: Kimi Ikeda, Kim Marshella
Kris McKinlay brought the meeting to order at 1:10. Charity moved to approve the amended minutes. Wendy seconded the motion. The minutes were unanimously approved.
Items of Business:
Webinars
- There will be a series of webinars, which AAC will co-sponsor. The first one will be held Thursday, January 25. The topic is “Beyond White Privilege: A Professional Development Workshop for Student Services Personnel.”
- The possibility of offering an academics and career advising keys to success webinar will be discusses at the next meeting
SAS Request for Phone Numbers and Addresses in PeopleSoft
- There are three addresses in PeopleSoft: mailing, home, and billing. Official documentation is sent to the mailing address, which can be effective dated. Home is the physical location where the student resides. Billing is the address to which bills are delivered. In the data warehouse, a category will be set up call primary address. It will search first for a mailing address. If there isn’t one, it will search for a dorm address, and if there is no dorm address, it will search for a home address. AAC members can use the primary field in the data warehouse or can continue to use PeopleSoft to find whichever address they prefer.
- OAR will send out an e-mail asking students to update their address information. They can include a request to update the phone number in this e-mail. Students can set a preferred phone number in PeopleSoft but not a preferred address.
Grade Reports
- The grade report is in the data warehouse queries.
- Departments have been asking for different reporting items for advising purposes. The CMS team wants to produce one report that would work for all the advising needs and is asking for AAC’s help in setting priorities. Kimi will send future reporting requests to AAC to help her screen them.
- All AAC members will be in touch with the departments in their colleges and bring a list of reporting needs to next week’s meeting.
- CENG Advising Center is currently getting a report with the same information as an AP/DQ report for students in good standing to help track progress toward degree. Stacey will tell Kris what is on that report.
- It is now possible to modify queries in the data warehouse.
Degree Audit
- OAR needs validation packets back by February 23. Contact Maureen with all questions.
- The outstanding issues are shared courses and limits.
- OAR is currently working with Oracle on a patch to fix programming problems. If the patch works, advisors will begin receiving degree audits in April.
- Information contained on substitution forms is not necessarily in the system so will not necessarily be on the audit.
- AAC members can send tricky cases to OAR for testing.
- The audit is six pages without the transcript.
- Because PeopleSoft version 8.9 will come with a degree audit from the Chancellor’s office and will arrive in January 2008, the CMS team cannot spend any more resources tweaking the current audit.
Unofficial Transcripts
- The unofficial transcript will be a copy of the official transcript and will also include AP and other requested fields that are not on the official transcript.
- The CMS team can make the unofficial transcript available now without the extra fields. AAC unanimously wants it available now.
- AAC will discuss unofficial transcripts further at the next meeting.
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