A&R Corner

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.

Dr. McGuire received a warm welcome with party horns and hoopla in honor of his retirement. Dr. McGuire gave a heartfelt thank you to all of the registration staff for being instrumental in building a positive image for SCE, for helping SCE grow, and for staff involvement in contributing to the list of SCE accomplishments.

Medical Device
Sharon Dalmage shared information about the grant funded Medical Device program which has been in place for approximately 2 years. The program requires no pre-requisites and is geared to help people with little work experience looking for an entry level job. Medical devices include items such as pacemakers, tongue depressors, contact lenses, crutches, items used in areas of diagnostics and manufacturing.

MIS Reporting
Venette Koumbis, SCE researcher, indicated that for non-credit courses there soon will be an increase in accountability levels to make sure the SCE course offerings are serving students in the best possible way. This is determined by data that is pulled from Banner and is tracked by student Social Security numbers. On the credit side 95% of students report their SSN while on the non-credit side only 40-45% reveal their SSN. Because MIS data is linked to funding, it is vital that an effort is made to encourage students to give their SSN, and to insure students of our security measures. It was also stressed to never put an SSN in an email.

Searching/Passwords
Erin Ridley went over Banner Data Standards and stressed the importance of being consistent and to reference the standards when in doubt. She displayed bizarre entries that currently reside in Banner and emphasized using the % sign in various places when searching in SOAIDEN.

A&R Blog - http://www.sce.cc.cc.ca.us/ar
Beverly Heasley displayed the new A & R blog website which was developed to keep A & R staff informed and to have a centralized placed for current information postings. The blog is currently active and will offer information from programs in a timely, permanent, searchable, fashion. The A&R blog has links to iTendance and myGateway blogs and can be easily updated by sending information to either Diane Mendoza or Beverly Heasley.

Reference Manual
Beverly Heasley showed the online reference manual that has been developed using GoogleDocs. This manual will replace the cumbersome binder of the past and will contain current consistently updated program and reference information. Key staff will be responsible for keeping program information current and Beverly will provide training in July to show how easily this can be done. The reference manual contains an index and search feature to quickly find information and is available for employees only. It will also contain forms and procedures. The completed online manual will be showcased at the next registration meeting in August.

Giving Students Directions
Staff were cautioned about giving specific directions to students as it could become a liability issue. It is best to give students the address to our sites and to let them look up the directions, or to give general East/West type directions.

Student ID Cards
Staff were also reminded about the importance of verifying that the student ID number is correct when printing ID cards.

FERPA Review
FERPA regulations need to be kept in mind when giving information out about students. Staff should not to hesitate to refer students to the Records Department. Staff were also cautioned to always verify the student ID and to take precaution in leaving student information unattended on desk.

Banner Updates
Banner currently has a clean address feature that is connected to the postal system. To check if a person is an employee in Banner, use the form GUASYST.

Customer Service
The meeting ended with a video, “Johnny the Bagger” that emphasized ‘it’s the little things’ that make a difference.