A&R Corner

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

Please remember that our PSR (now called “Application for Admission") cards are scanned and archived digitally. As a result, using ink colors other than black or blue make the card difficult to scan. Red ink, pencil and gel pens do not scan at all. Using blue or black ink helps us tremendously. Thank you for your cooperation.

1. “Creating Outstanding Customer Service” workshop presented by EdFund.
2. Reference Manual
   - The Reference Manual is available to all staff at the following link: www.sce.edu/referencemanual
   - A link to submit suggestions is located at the bottom of the index page. Staff is encouraged and welcomed to submit suggestions for improving the manual, or to suggest including information they feel is relevant to serving our students.
3. New PSR Card – Application for Admission – Thank you to Leslie Livelo for working so hard to fit all the necessary fields on one page, while keeping the form looking professional and polished. Also, thank all of you for your input at our last registration meeting.
   - The new form will be distributed in late January after our current supply is depleted.
   - Our hope is that the new card will help collect important data from our students.
4. How is collection of student data and MIS related to you and your function within SCE?
   - You have the privilege of speaking to many of our students and explaining why we need the information asked for on our admissions form.
   - You create the records that are sent to the state.
5. Why is the student record you create important?
   - An assembly bill was pass that mandated a new performance measurement system called ARCC- Accountability Reporting for Community Colleges.
   - The bill requires colleges to analyze the data we send to the state, the data being the student record you create in Banner.
   - The bill also requires that we respond with a report explaining the data. The outcome of the report is directly related to the accuracy of the data, which is a direct result of the data entry into Banner.
   - Due to ARCC, it’s imperative we collect as much student data as possible. This is the only way we can have accurate Performance Indicators (SSN and number of hours attended).
6. Why is the ARCC report a good thing?
   - It presents an opportunity to create processes that ensure accurate data is submitted.
7. Who looks at the data compiled from the student records you create?
   - The state legislator reviews the data resulting in decisions about how we are funded and the programs we offer.
8. “You Count” campaign
   - CDCP classes – Career Development and College Preparation classes/or classes receiving enhanced funding (more money) will be the focus for Phase I of the campaign.
   - Registration staff will assist by showing the students the “You Count” graphic and answering any questions.

The SCE Registration Hold Information sheet has been updated. You can download a copy of the SCE Registration Hold Information Sheet. This information will also be added to the SCE Reference Manual. Special thanks to Melda Lara for updating the sheet ! :)

Please use the following link to download a copy of the Lost Check Statement Form. This form is completed when a student does not receive or loses a refund check issued by Fullerton College bursar on behalf of SCE. You can print this out as needed and it can be mailed to the student if necessary. Please feel free to contact Melda Lara at extension 29522 if you have questions.