In Attendance: Matt Carlton, Rachel Henry, Brad Kyker, Bonnie McKim, Kris McKinlay, Charity Romano, Debbie Nichols, Cynthia Moyer, Kristi Weddige, Tom Zuur, Amie Hammond, Sarah Vernizzi, Susan Sparling, Katie Tool, Maureen Muller, Wendy Spradlin
Absent: Tammy Martin, Jessica Gibbons, George Petersen, Patricia Ponce, Shannon Stephens, Stacey Breitenbach, Peggy Smith Andersen, Ellen Notermann,
Guests: Jennifer Thoma, Jen Folz, Debbie Arseneau, Kimi Ikeda
Kris McKinlay brought the meeting to order at 2:10. Amendments to the November 2 minutes: Tom Zuur was present. The December 7 AAC/OAR get together will be in UU220. Wendy moved to approve the amended minutes. Brad seconded the motion. The minutes were unanimously approved.
Items of Business:
AP/DQ Reports
- Kris handed out a sample of what the report will look like. All the items AAC asked for will appear on the AP/DQ report except reason for withdrawal.
- The CMS team will add flags to mark athletes.
- The visual presentation of the report my change.
- AP/DQ report will not be run until grades are turned in for all colleges. Kimi will alert the Associate Deans to this fact.
- Many AAC members would like updated student address and phone information. Students update that information themselves. AAC can send a mass e-mail to students asking them to update that information.
PeopleSoft – Unofficial Transcripts
- The following data will be provided:
- Within each term:
- Term current GPA
- Cal Poly cumulative GPA (when the official transcript is modified)
- Higher ed GPA
- Earned hours
- Quality hours
- Quality points
- Summary Totals at end of Transcript
- Current GPA
- Cal Poly cumulative GPA
- Higher ed GPA
- Earned hours
- Quality hours
- Quality points
- Visual Aids
- Column headers for all data
- Headers repeated at the beginning of each term
- The following data will not be provided at this time:
- Units that do not count toward cumulative GPA marked as such, e.g. with asterisk or parentheses (Kimi will check on whether or not this is possible and what programming it would require.)
- Page break at each term for printing purposes
- Once the unofficial transcript is changed, it will be accessed via a different route, probably a channel on the Portal.
- Students will have access to their own unofficial transcripts.
- Quality points are not a piece of data in PeopleSoft, so they will be generated in a report. A tool on the Portal that calculates quality points is also a possibility.
- Official transcript changes will be finalized at the end of December.
- A message can be added to the unofficial transcript. Wording must be worked out in consultation with OAR.
Repeat Courses
- Accommodating AAC’s requests in this area would require significant modifications, and no changes will be made at this time. AAC can revisit the request to add the unadjusted GPA in January.
- Original grades can be viewed on the grade change audit. Advisors can have security clearance to view the grade change audit. Debbie Arseneau will send breadcrumb and screenshot.
Transfer Credit Report
- The following data will be provided:
- Cumulative transfer units and GPA (already available – advisors will be given security)
- External course title (available after modification)
- Term taken at transfer institution (available after modification)
- Transfer GPA at each institution (already available – advisors will be given security)
- What term transfer credit is applied (available after modification)
- The following data will not be provided at this time but will in the future:
- Distinction between Baccalaureate and non-Baccalaureate credit courses – these two types of data are not currently distinguished in PeopleSoft. It is a production change that may be accomplished by January.
- Distinction between Baccalaureate and non-Baccalaureate credit courses
- Jennifer Thoma will attend the AAC meeting on December 14 and walk AAC through the transfer credit report. She will also produce written instructions.
GE Messaging
- AAC will monitor student response to the chosen message
Advising Expo
- Katie passed out a questionnaire regarding location, dates, and co-sponsoring by the Student Success Committee.
- The only Thursday Chumash is available this academic year is February 15. No one wanted to hold it on February 15.
Administrative Details
- Winter quarter meetings will be from 1:00-2:00 p.m. because Matt teaches at 2:00.
- Agenda items for November 30 meeting: Fall dates for Advising Fair, unofficial transcript text.
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