A&R Corner

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Registration Newsletter Winter 2010-2011!

Retail Meatcutting Apprenticeship Classes - Diane provided an overview of the retail meatcutting program.

Medical Assisting Classes - Students are encouraged to call the CTE office prior to visiting at (714) 808-4951. As a reminder, students must be eligible to work in the United States to be eligible to register in grant funded CTE classes.

Access Card Implementation Review - Feedback was solicited from staff regarding the new access card process. Many of the questions fielded pertained to the forms of Identification accepted by the School of Continuing Education. Additionally, A&R staff have been provided access to previously uploaded student images in Banner. They can access this in any student screen by entering the ID and then clicking on Help, then Display ID Image.

Beverly Heasley and Diane Mendoza will be visiting each campus next week to answer any other questions related to the Access Card implementation as follows:

Anaheim - Wednesday, November 3, 10:30 am - 11:30 am

Cypress - Tuesday, November 2, 2:30pm-3:30pm

Wilshire - Thursday, November 4, 2:30p-3:30pm

WASC Accreditation - Staff were provided a copy of the Mission, Vision and Core Values Statement in preparation for the upcoming WASC accreditation visits.

Special Admit Update - Beverly Heasley provided an update to special admit processing instructions.  A&R staff may continue to enroll students with approved forms provided by the dean. As reminder, staff are asked to forward a copy of any special admit forms approved and processed to either Diane Mendoza or Beverly Heasley for follow up.

Introduction to KIDs’ College FERPA and Safety Issues - Rita Pierce responded to some staff questions regarding Kids’ College.  The new Kids’ College Emergency form was distributed to the campuses.

Spring Registration Meeting - Mark your calendar for the Spring Registration meeting on February 16, 2011.

Below please find a recap of the registration meeting regarding the new access card implementation…

Background
• What is an Access Card? (A card that provides all students access to instruction in an open lab or library, should they have a need.)
• How did we get here? (Compliance with FERPA regulations, need for a tracking system for authenticating the identity of students, create consistent policies at each campus, ensure access to instruction for all students)

What is considered Non-Directory Information (information that cannot be released without written student consent) by FERPA?

• Student Identification Number
• Social Security Number
• Date of Birth
• Address
• Email
• Phone
• Grades
• Test Scores
• Other information not explicitly defined as DirectoryInformation in Board Policy 5040

What is defined as Directory Information (information that can be released without student consent) by our board policy?

• Student’s name
• Major field of study
• Dates of attendance
• Degrees and awards received
• The most recent previous public or private school attended by the student
• Any other information authorized in writing by the student.
(NOCCCD BP 5040 effective
April 2009)

• EZ Badge System/Cost of associated with upgrades/maintenance/supplies

• Review of the Student Identification Guide (Identify changes)

General Process for an unverified student:

1. Asking for a valid photo ID
2. Assigning an “I” access number
3. Printing Access Argos Schedule Bill

a. Demo adding reports to Quick Launch
b. Check for Confidential indicator on SPAPERS - If record is marked confidential, you may not release any information, including the Access/Schedule Bill, without an ID.

4. Taking a photo
5. Printing an Access Card (if needed)

General Process for a verified student:

1. Asking for a valid photo ID
2. Printing Banner Schedule/ Bill
3. Taking a photo
4. Printing an Access Card (if needed)

KIDS’ College Process
Process for an unverified parent:

1. Asking for a valid photo ID
2. Printing Access Argos Schedule Bill

3. Populate Emergency Tab on SPAIDEN
4. Populate SPACMNT if necessary
5. Distribution of Emergency/Medical Release Waiver Form

Process for a verified parent:

1. Asking for a valid photo ID
2. Printing Banner Schedule/ Bill
3. Populate Emergency Tab on SPAIDEN
4. Populate SPACMNT if necessary
5. Distribution of Emergency/Medical Release Waiver Form

Process for an adult other than parent or legal guardian:

1. Printing Access Argos Schedule Bill
2. Provide Emergency/Medical Release Waiver Form

Review of the Access Card Q & A Reference Sheet

Access Card Q & A Reference Sheet (Full Page)

Student ID Notice

Contact Information:
Login issues with Argos – District IS Helpline x84849
Login issues with iTendance – Bev Heasley x29514
Other technical issues- Submit an SCE Helpdesk Ticket
Other issues/concerns- Diane Mendoza x29502 or Bev Heasley x29514

Winter Registration Meeting
October 27, 2010
1:30-3:30 Anaheim Campus Board Room

Effective on the start of the Summer term, June 29th, the DT drop code will be required to drop students from courses in a 3CM or 3CT part of term. All other courses require a DC drop code as usual. This change was implemented for the new CDCP grading policy reviewed at the Summer 200905 Registration Meeting on May 27th. Please feel free to contact Bev Heasley (X:29514) or Diane Mendoza (X:29502) if you have questions. Instructions are provided below for your reference.

CDCP Withdrawal/Drop Training

It appears the issue of admitting credit students to SCE is persisting and resulting in many credit students losing their permission to register, or in the case of international students, losing their residency status. It’s been a while since we’ve had a reminder of the policy that was established when Banner was implemented in 2001 related to admitting credit students at SCE.

Our policy is as follows: When registering a student with a Fullerton or Cypress College SGASTDN record that is within the last five years (2004 or more current), do not admit the student as an SCE student. Simply proceed to SFAREGS and register the student in the SCE class they have requested. If the student has a SGASTDN record dated 2003 or earlier, you may admit them as an SCE student and register them as requested. Should you have the student in front of you, you may want to ask them to confirm they are no longer attending Cypress or Fullerton College.

It is imperative those admitting SCE students are aware of and adhere to this policy. This along with other important items will be reviewed at the Fall Registration meeting scheduled for August 19th at 1:30pm. In the meantime, if you’re unclear of the process please don’t hesitate to call Diane Mendoza and she will be happy to provide further explanation and guidance.

The first day of Fall 200915 registration has been changed to begin Tuesday, August 25, 2009. This later date will permit Provost Staff and Program Managers more time to prepare the schedule to reflect the changing budget situation.