In Attendance: Matt Carlton, Amie Hammond, Rachel Henry, Brad Kyker, Tammy Martin, Bonnie McKim, Kris McKinlay, Cynthia Moyer, Ellen Notermann, Patricia Ponce, Charity Romano, Wendy Spradlin, Shannon Stephens, Katie Tool, Kristi Weddige, Tom Zuur, Debbie Nichols, Sarah Vernizzi, Jennifer Thoma, Kimi Ikeda, Doug Keesey
Absent: Jessica Gibbons, George Petersen, Peggy Smith Andersen, Susan Sparling
Kris McKinlay brought the meeting to order at 2:15. Matt Carlton moved to approve the minutes from the retreat. Kristi Weddige seconded the motion. The minutes were unanimously approved.
Items of Business
- Matt Carlton was unanimously acclaimed co-chair.
- AAC unanimously voted to forward a request to the Provost’s Office to include an appointment (representative) from Athletics Advising on the Advising Council, to begin immediately.
- AAC reached consensus that it did not want to include a representative from Admissions as the mission of Admissions and AAC are not the same.
- Matt thanked the Retreat Planning Committee for all its work.
- Matt reported that the Provost talked with the Dean’s Council about every department having a faculty point person for PeopleSoft, but the Dean’s Council declined. This experience demonstrated that AAC’s communication with the Provost is taken seriously and acted on.
Update on the Office of Academic Records – reported by Tom Zuur
- Staffing changes:
- New staff that started on 9/25: Lindsay Gold, Bonnie Gordon, Christina Wolfe—all have experience.
- Staff Departures: Rosa Jones, Virginia Severa, Charity Romano, DeAnn Wells, Darline Lindsay.
- Maurine Muller will be the new Associate Registrar for Evaluations. She is coming from CSU Sonoma.
- Tom passed out the assignments of evaluators to colleges.
- OAR is currently recruiting to fill three more positions.
- Charity will help OAR by doing the validation for the 2005 catalog for the 15 evaluations that have been set up.
- Validation on some of CAFES and CENG for 2005 catalog is done.
- Brad offered kudos to OAR for the smooth transition between Darline and Aime as CAFES’s evaluator.
- Tom let everyone know that OAR did process some permissions after the cutoff date because the system was down for a few hours.
PeopleSoft Unofficial Transcripts
- Requests were made for quality hours, earned hours, and quality points for all three GPAs: term current, Cal Poly cumulative, and higher ed cumulative.
- A unanimous request was made for the data from SIS screen 136.
- Requests were made to remove attempted hours.
- A request was made for units that did not count toward the total GPA to be noted somehow.
- To accomplish these changes, the PS team would have to build a custom report and remove the report that is delivered with PS. The team is working on the official transcript right now, so the changes requested to the unofficial transcript may not be immediate.
- A request was made that all data have column headers, that the headers be repeated at the beginning of each term, and that there be a page break at each term.
- Multiple requests were made that GPA for previous terms not be recalculated when students repeat a course. Currently, a note stays on that term stating that the student was on academic probation. The note cannot be changed to include the student’s GPA during that term. A new process would have to be built to make these changes possible.
- Advisors would like to see how many repeat units have been used.
GE Requirement Designations
- GE requirement designations have been removed from the transcript indefinitely. The message that will show up at Registration has not yet been determined. On PASS, the students will still be able to sort by GE, which will cause similar problems to those experienced previously. In CPReg, the message now says, “This may meet a GE or USCP requirement, check the catalog.” That message is under review and can be changed. There has to be a message, and it needs to be a substantive message so that students will continue to read the messages they receive when they register. It may be changed to include GWR. David Conn will determine the final content of the message. It is unlikely that the message can be removed altogether.
- Discussion on this topic will be on the agenda for the next meeting.
Transfer Credit Report / Units
- The question was raised, were transfer credits removed?
- Requests were made for unit totals, title and prefix, and the term taken at the transfer institution.
Other issues
- Where can USCP and AP credits be found? Jennifer Thoma will send three breadcrumbs for AP. AP is included in transfer totals on the unofficial transcript.
- Where can we find Cal Poly cum right now?
Outstanding agenda items
- USCP
- Transfer credit report
- Academic Probation report
- GE messages
- Review of audits
Kimi concluding remarks
- The PS team can probably give AAC security access to the screens they want to see.
- PASS will be available October 20 for registration beginning October 25.
- The registration system will be down for one day following rotations to process cancellations due to unpaid fees.
- There is ongoing training on permissions.
Summary of AAC’s requests
Unofficial Transcripts
Repeated Courses
- Historical GPA not be recalculated if classes are repeated, but rather follow the calculation method(s) used in Legacy system of recalculating repeat GPA in the quarter the repeat was actually taken.
- Provide information on how many repeat units have been used
Transfer Credit Report
- Transfer credit report to include:
- cumulative transfer units and GPA
- external course title
- term taken at the transfer institution
- distinction between Baccalaureate and non-Baccalaureate credit courses
- transfer GPA at each institution.
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