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.

Due to unresolved FERPA issues, SCE will not be selling SCE Gift Certificates this year.

The certificates that were previously distributed to the three sites are being collected and will no longer be available.

FERPA Board Policy Changes

• The NOCCCD Board has now included dates of attendance as directory information which can be released to third parties without student consent.
• Degrees and awards received by students, including honors scholarship awards, athletic awards and Dean’s List recognition is also identified as directory information by the Board and can be released to third parties without student consent.
• A “FERPA at a Glance ” district handout was distributed to staff and is available to students who may have questions about FERPA guidelines. A supply was made available to each site.
• An additional “What is FERPA? ” handout was distributed for staff and will be available in the Reference Manual online.

The new Application for Admission (AFA) is replacing the PSR card

• The new Admission for Application is required effective in the Summer 200905 term. It will allow for collection of multiple ethnicities and will facilitate collection of both race AND ethnicity, which is now mandated by the State.
• Staff asked to destroy remainder if half sheet PSR cards as the revised forms include the additional ethnicity question.
• The new AFA encourages students to share both an SSN and an email address with SCE.
• Several upcoming uses of the email address were mentioned, such as drop surveys, waitlist notifications with Banner 8, and targeted announcements.

Ethnicity Changes

• There are several new fields to be completed as part of the application process related to ethnicity. A training handout detailing the new processing instructions was distributed to staff.
  - “New Ethnicity” field has been added in Banner. Indication as to whether or not a student is a Hispanic or Latino.
  - At the bottom of the screen is a section for race. Enter the number associated with the race the student has selected.
  - Once this is entered, click the box just below “New Ethnicity” to confirm that Ethnicity and Race have been confirmed. The date will default as the current date.

Grading Policy Changes

• Starting in the summer term, students enrolled in CTE or computer courses will be restricted as to when they are allowed to drop a class without receiving a W (withdrawal) or a NP (no pass) grade.
• A handout titled Withdrawal/Drop Procedures for Career/Technical and Computer Classes was distributed providing detailed instructions on using the correct registration status code throughout the term.
• Bev Heasley provided a demonstration in Banner of the how to determine if a course is a graded course and falls within the new grading guidelines.
• Staff was informed of the methods used to inform students of the new grading policy; disclosure included in course syllabus, in the back of the class schedule, during the Program orientation, and an upcoming targeted announcement will be released prior to the start of classes.
• The newly created drop code of DT (drop technical education) does not have any negative repercussions as far as official transcripts are concerned.
• If a student receives a W or NP for a class they took at SCE, it will not show up on Fullerton and Cypress College official transcript.
• The A&R Blog will have dates to show which code you will use, whether it’s WA or DT.
• Effective Summer 200905, the State has mandated CR (credit) NC (no credit) grades be changed to P (pass) /NP (no pass).

Class Schedule Changes

• Class schedules are distributed to residence address only.
• The Summer schedule has been reduced 20 pages in attempt to save money. This was achieved primarily by eliminating course descriptions.
• SCE plans to continue printing a reduced version of schedule.
• Staff was reminded of the full class schedule available online.
• The Parenting, Mature Driver, and Sewing courses no longer have fees.
• Helga Struckman and Chris Hebson developed two helpful reports for the registration staff to use. This will eliminate the need for changeboards.
• Effective June 1st, changeboards will no longer be emailed to staff.
• A demonstration of the following ARGOS reports was given:
  CRN Search Box
  - Course description available in this report towards the bottom
  - Information is in Real Time
  - Instructor absences, class not meeting, dates of such needs to be noted.
  - Field trip information
  COURSE Search Report
  - Enter subject code
  -Staff can sort classes by days, times

Fees

• Melda has been working on Aging Refund Project which involves refunding money to those students with a refund balance.
• Staff was reminded to go to the payment screen (SFAREGS), if a student is registered in class, select “charge optional fees” and post optional fees, rather than posting directly on TSAAREV. This is needed for tracking and auditing purposes.
• Please confirm students address- If refund may be due, without an address, or current address, the check will come back to us.
• When a student attending the High School Lab or ESL wishes to purchase a parking permit and has not been registered in a specific course yet, they are to come to the front counter with a completed registration form. The front counter staff will register the student as indicated on the reg form and process the sale of a parking permit.

PIN Changes/Updates

• Students who apply on-line thru CCCApply will be asked to self select their own PIN.
• If they chose a PIN with less than six characters, the PIN will be supplemented with an asterisk (*) so that it equals 6 characters.
• When students apply in person, their default will STILL be their date of birth, however they will be prompted to change it once they have logged on to myGateway.
• GOATPAC may still be used to reset passwords back to the date of birth.
• Students will NOT be able to keep their date of birth as their PIN.

Pre-requisite Update

• Additional pre-requisite added:
  - Medical Terminology has been added as a pre-requisite for Pharmacology I and II.
• If a student retakes a class that they had previously failed which was a pre-requisite, Banner will still show an error message as though the class was not retaken. In these cases, refer the student to a counselor.

Phil Lau provided a demonstration of Moodle

• Moodle is the acronym for Modular Object Oriented Dynamic Learning Environment
• Students can log into system and see all the information the instructor posts such as grades, notes, etc.
• All instructors have the option to use Moodle
• It is available 24/7 for faculty and students.
• Access to Moodle:
  - Go to SCE website
  - Go to Student Services
  - Select Moodle
  - Enter user name : Banner id number
  - Password- student’s birthday
  - If a student has misplaced their password, they can click on “yes help me login.”
  - At this point they will either enter their username or their email.
  - Students must have an email established in Moodle in order to use this feature.
• Moodle TROUBLESHOOTING TIPS:
  - NO @ sign allowed
  - Check birthdate
  - If a student has used Moodle before, then refer them to the reset password process
  - Contact SCE tech team with further questions.
• Tech Team Contact Numbers
  - Phil Lau x84918
  - Fred Rocha- x84920
  - Peter Teipe x84702
  - Quamrul Shahid x84703
  - Academic Computing- x84919

An updated Webstar Error Messages Handout was distributed and discussed. The handout includes error messages related to pre-requisites.

Staff reminded NOT to override any holds listed on the Hold List provided.

Wait List-CTE courses

• If a vocational class is full, encourage waitlisted students to attend the first class meeting.
• If a child is on a wait list for Kids College, DO NOT tell them to go to class.
• With regards to Parenting, only the 1st 5 waitlisted students are allowed to attend the 1st class meeting.

Coming soon: Banner 8 in October, 2009!

• Waitlist Automation- Students who are on a waitlist will receive an email alerting them when a seat becomes available. They will have a set amount of time to come in and register, which can be customized for each course.
• A shopping cart concept will be available to students using WebStar. Students can select classes in their ”shopping cart” until they are ready to “check out.”
• A mass add and drop feature will be added.

Telephone Training created by Customer Service Workgroup

• In February an anonymous survey was sent to staff asking to share their most challenging phone customer experience. Input from the survey identified the most relevant interactions that create a challenge to staff and provided the basis for each skit. The Customer Service Workgroup will be working to make the DVD available for viewing on myGateway. More information is forthcoming.

Save the Date!
Fall 200915 Registration Meeting
August 5, 2009

1. EdFund Workshop titled “Service Sanity; Tips and Techniques” was presented by Joel Kordis.

2. FERPA Health and Safety Regulation – The U.S. Dept. of Education published regulation to provide grater flexibility for colleges regarding disclosures of information from students’ education records in order to address threats to the health or safety of student or other individuals.

   In the case of a health or safety emergency, a college can disclose information about student without their permission. The decision to release information without student permission should remain with a Manager.

3. Kids’ College program collaborates with Science Adventures Camp
   Flyers were available for each campus. Student inquiries should be directed to Science Adventures Camp by phone at 1-888-458-1812 or they can logon to the website at www.scienceadventures.com. Parents may register for classes at any time.
4. Directions - We can now give clear and specific directions to students upon request. The change in procedures was posted to the blog on 1.22.09
5. Campus Code in Banner - Admissions & Records need to indicate a campus code of “3” on SAAADMS. A handout was given indicating the location of the campus code field. Population of this field is necessary for accurate submission of MIS data.
6. Summer Preview
   a. The US Department of Education is requiring educational institutions to collect racial and ethnic data using a new two part question. This will be discussed and the data entry will be demonstrated for staff. The staff was instructed to admit all new students into the Spring term prior to the Registration meeting on May 27th
   b. A new grading policy will be implemented in the Summer term for the CTEA and Computer CDCP courses. We will review and train staff on the specific details related to dropping students from courses.
   c. Students using myGateway will now have self-selected PIN rather than using the DOB as an identifier. Staff will be informed and trained to assist students with log-in and PIN questions.
   d. The Customer Service Workgroup will be sponsoring a “Telephone Calls Gone Bad” training session. It will include brief skits that will address issues shared in the survey responses to “It is difficult for me to response to a student when they…..”, along with other challenging experiences that are shared.

• Mark your calendars for the Summer Registration Meeting. It will be held Wednesday, May 27, 2009 at 1:30 pm at the Anaheim Campus.

As mentioned in the registration meeting on Wednesday, SCE is launching a campaign to collect accurate MIS data from our students. Below is a list of talking points to use with students when asking them to provide information:

• Our funding is provided by the State of California and it is directly related to student data
• When we provide this data to the State, we can demonstrate that SCE is a great educational resource to the community
• Based on these reports, the State sends funds to SCE to support classes, often with little or no cost to the students.
• All student records, including personal and demographic information, are maintained in accordance with the Family Rights and Privacy Act of 1974. Student records are not released to outside parties without separate written consent of the student.

Students can update their information using any ONE of the following methods:

• Fill out the “Updated Personal Information” record
• Punch in your Social Security Number (SSN) in our secure electronic keypads at the admissions and registration (A&R) desk ast each campus. Provide A&R staff with other updated information items (such as address, name, email, phone, etc.) to update in our system.
• Visit myGateway to update your information. Log onto: http://mygateway.nocccd.edu and personally update your information.