Bobetta Burns, Andrew Christie, Cheryl Coe, Kathleen Dinse, Marie Fofi, Kathy Galaviz, Vanessa Garza, Theresa Harkins, James Malmros, Linda Terry
Guests Present
No guest attendance has been recorded.
Item # 1:
Review of August, 2010 Minutes
Presenter
Andrew
Discussion
Minutes approved.
Item # 2:
New Sub-Committee: Creating Person Records in Datatel
Presenter
Linda Kluck
Discussion
The sub-committee has not yet met. A meeting is promised for mid-October.
Item # 3:
Update on INSTITUTIONS CleanUp
Presenter
Kathy Galaviz & Linda Kluck
Discussion
The estimated amount of time that has gone into the cleanup of high school INSTITUTIONS records is in the thousands of hours. There are still two cases that require further work, but, apart from that, the cleanup is complete. However, diligence will be needed on an ongoing basis to ensure that the INSTITUTIONS file does not undergo the proliferation of multiple records as it has done in the past.
Item # 4:
Department Name Change Requests: Financial Mgmt --> Finance, and a CE subsidiary
Presenter
Andrew
Discussion
Clarification will be sought as to whether Financial Management is to be changed to Finance as of September 2011 (rather than 2010). No objections were raised regarding a name change for the department.
The other department name change request was a department within the ''Continuing Education'' department. A request was made to change the ''Customized training department'' to ''Corporate Training Solutions''. But ''Customized Training'' is not an official department; it is subsumed under ''Dean Continuing Education Adm''.
This raised a more general question. Why is it that CE is set up with the following list of active departments?
BTCE Bus Tech Cont Education
COBT Conference/Btce
COED Continuing Education
DEBT Dean Btce
DCEA Dean Continuing Education Adm
Should these be consolidated? Should they be expanded to reflect the difference in G/L accounts? Looking at Larry Russell's Invoice Module Information should be a helpful tool in answering these questions. We will take a look at this list during the November CORE meeting.
Item # 5:
QAS Visit on October 13
Presenter
Andrew
Discussion
The QAS visit in October was cancelled. Because the user interface for Colleague is transitioning from a standard desktop environment to a web-based one, implementation of QAS Pro into Colleague called into question some compatibility issues. However, on October 29, QAS agreed to assist ACC, along with Cape Fear Community College, in weaving QAS Pro Web into the UI 4.1, 4.2 (web-based) interfaces.
Marie reminded us that incorporation of QAS Pro Web into Colleague's Instant Enrollment for Continuing Education is desired by CE. Bobetta reminded us that incorporation of QAS Pro Web into the ACC-customized Employee Change From in Web Advisor is desired by HR.
Item # 6:
Faculty & Staff Email Conversion & Communication Mgmt
Presenter
Kathy Galaviz
Discussion
Using ''Communications Management'' as a communication methodology with students is gradually replacing the standard ''mailers''. The sponsoring department creates a standard document, acquires approval for the communication with students from Mary Hensley, and then has a standard document ready for regular use. The upcoming conversion of faculty and staff email to Google affects the way student email addresses will be updated and maintained, but these changes will not affect the way Communications Management operates.
Item # 7:
Work Study students & Email accounts
Presenter
Andrew
Discussion
A wide-ranging discussion took place over policies regarding the use of email accounts for student employees. That is, should students, who are also employees (primarily work-study students) have emails sent to their 'ACC'-type email account (i.e., their employee account; e.g., gstudent@austincc.edu) or their 'INT'-type email account (i.e., their student account; e.g., johnny.student@g.austincc.edu). The consensus appeared to be that despite a hypothetical hierarchical ''priority'' of 'ACC'-type over 'INT'-type, student-related emails (e.g., Blackboard for students) should go to the student email account and employee-related emails (e.g., eTime reminders) should go to the employee email account.
Item # 8:
ODS Update
Presenter
Andrew
Discussion
The Operational Data Stores (ODS) are constantly being updated. While IT maintains the list both on a shared file drive and on the internal IT wiki, a method for making this information available outside of IT is needed. IT hopes to get this information on an intranet page within the revised IT website that is ''in progress''.
Item # 9:
Added Agenda Item: RRC & Hold & Shelter Codes
Presenter
Andrew
Discussion
A brief discussion took place regarding (a) the fact that hold and shelter codes have not yet been requested/created for the new Round Rock Campus (RRC), and (b) that the current coding screen is limited in its flexibility to handle many more campuses -- or at least ones beginning with the letter 'R'.
Item # 10:
Departmental Updates/Round Table
Presenter
Everyone
Discussion
Vanessa reported that the new functionality that allows students to accept/reject financial aid awards is working well.
Vanessa also reported that the Datatel-delivered software for year-round Pell Grant processing will need to be customized by IT because ACC, unlike most institutions, treats an 'F' as a completed course. Federal regulations require that an 'F' not be treated as a successfully completed course.
There have been complaints from some that GLBR is not working since the fiscal year ''roll over''; others have reported GLBR is working fine. What is happening is that the utility that creates the new file for the new fiscal year does not create many of the previous year's virtual fields (i.e., i-descriptors). This is at least the second consecutive year where this has been a problem. As specific virtual fields get identified as missing, IT has created them. However, it is probably worth the effort of contacting Datatel to ask if there is an intent to fix the utility.
IT Support Services reported that UI 4.1 training sessions are taking place. The Desktop UI will stop being supported by Datatel at some point in the future.
Austin Community College
5930 Middle Fiskville Rd.
Austin, Texas
78752-4390
512.223.4ACC (4222)
