"BANNER USERS� GROUP--STUDENT"
BANNER USERS’ GROUP--STUDENT Minutes of Meeting December 6, 2007 Call to Order: Terri Tomblin-Byrd called the meeting to order at approximately 2:10 in Drinko 439. Members Present: Cheri Musgrave Financial Aid Nadine Hamrick Financial Aid Myke Watts Computing Services Carol Kolski Bursar Bob Walker Finance Kelli Raines Admissions Beth Chiparo Graduate Admissions (via teleconference) Roberta Ferguson Registrar Minutes: November minutes approved. Correspondence: From Residence Services. See attachment. Discussed in new business. COMMITTEE REPORTS Subcommittee on Billing: No report. Subcommittee on CAPP: No report Banner Oversight Committee (BOC): No report. OLD BUSINESS myMU/MILO: myMU will be unavailable on Thursday, December 20, 2007 to upgrade to Luminus 4. It will be a “back-end”/architectural change and not noticeable to the User. It has been a very complicated upgrade process so IT chose a weekday in case they needed SunGard Support. Human Resources/Finance: No report. Performance and Priority Issues: Roberta Ferguson mentioned their issue with the SFAREGS form. It appears that records are being left in the temporary tables which in certain circumstances, is causing the form to lock up. IT is aware of the problem and has a contact open with SunGard. Banner Student Privilege Request Form: No Report. Multiple PIDM/Person: No report. CTC Shared Service Issues: No report. Administrative Solutions Project. No report. Campus Codes. Terri had not checked their process to see if Spring 08 CTC codes were being updated or not after a concern was brought up by Nadine at the last meeting. Kelli said that Admissions has their own report running that checks for discrepancies and they have been fixing those that occur in their process. Nadine said that Financial Aid also runs a discrepancy report that she uses to alert the necessary departments when a change is needed. Roberta said they have connected the Campus Code to MCTC Program Codes and thought that might help with the problem. Concurrent Curricula: Terri stated that SunGard has committed to keeping the backfield process around longer than intended. This will allow more time to convert in- house processes and reports to using the new curriculum tables. She stated that she would like to see a standard be applied to all queries written in-house for each type of curriculum outcome. She suggested that Bob Walker take this idea back to the BUG-T group to explore. Version 7.3: No report. New Recruitment System Connect2: No report. Oracle release: Another Oracle security patch from October needs to be applied. Myke plans on doing this Saturday, December 22, 2007 in the morning. It takes about 4 hours. Carol stated that a point release for the Bursar’s Office which produces the 1098T Form needs to be put on the system. Terri told her to send the request through Footprint and they would get it done. Faculty Information: No report. Document Imaging: No report. New Hold Process: No progress. No further old business to address. NEW BUSINESS: A Residency Requirement Tracking Proposal was sent to Terri by Winston Baker, Director of Residence Services. Proposal is attached to minutes below. Basically, Residence Services wants a new Hold Code created to prevent first time freshman from registering and/or other functions for those required to live in residence halls and have not been released from the residency requirement or have not applied for housing. They also want Application Status Codes created on the Housing Application Form to show if a student has been released from the residency requirements and the reason for release. BUG-S approved this proposal with the understanding that the Residence Service Department exercise due diligence and keep the BUG-S group informed of changes made as this process develops. Carol Kolski asked the Group if she could have the capability of deleting records from the Hold Table through a process she will create and run. Her reason for this is so the Bursar Office can become more customer friendly by instantly removing Financial Obligations (AR and FO Holds) after a student pays as opposed to waiting through a weekend until Monday to get the hold manual removed. The Group approved this request. As “food for thought”, Terri would like to see Start and End dates attached to hold records as a way of activating/deactivating the hold from a student as opposed to just deleting them outright. This allows more flexibility in the creation of processes and also leaves an audit trail. Roberta stated that could cause a problem reviewing records if you have to “muddle through” all the expired hold records to get to the still active ones. She suggested that maybe they would not display on the form if they have already expired. Other thoughts, concerns, or suggestions are welcome on this idea. ANNOUNCEMENTS o The next BUG-S meeting will be January 3, 2008. ADJOURNMENT o Meeting was adjourned at 3:10 p.m. ATTACHMENT: Date: December 4, 2007 To: Terri Tomblin-Byrd / Banner Users Group Director, Databases & Enterprise Systems From: Winston A. Baker Director, Residence Services Subject: Residency Requirement Tracking Proposal _____________________________________________________________________ Proposal The Department of Residence Services proposes that codes be created in Banner to track students who are subject to Marshall University’s Residency Requirement. These codes would serve two functions. They would be used to track students who have filled out their forms and been released from the requirement. They would also be used to put holds on student accounts who have not been released from the Residency Requirement and have not signed up for housing. We propose that the new codes be set up for the tracking to begin in the Fall of 2008. Rationale The Residency Requirement states that all Freshman and Sophomore students who are not residing with a parent or legal guardian within 50 miles of campus, 21 years of age, married, have custody of a dependent child or can demonstrated other acceptable extenuating circumstances and provide documentation must live in the residence halls. At the current time the Department of Residence Services has no way of tracking students who are not following the Residency Requirement. Therefore some students just slip through the cracks unnoticed. This is not equitable to the students who are following the requirement. However without being able to track these students in Banner and place a hold on their account we have no way of enforcing the policy equally. We also believe that being able to enforce our Residence Requirement by tracking students through Banner would lead to an increase in occupancy in our residence halls. This would in turn lead to an increase in income from the residence halls. Strategy Our proposal would be to create codes in Banner that would show if a student has been released from the residency requirements and designate the reason for release. For students that do not have an active housing application or a release code in Banner, a hold would be placed on their account until this is complete. Expected Outcome Our expected outcome would be that students would be treated more equally by the enforcement of an already existing University policy. This would also decrease complaints about inconsistencies in our policy from students, and their parents, who are currently following the policy. We request your support and prompt approval of this proposal so that we can begin creating the new codes in Banner and enforcing the already existing Residency Requirement policy. WAB:my cc: Sybil Lockard Assignment Supervisor cc: Dr. Karen Kirtley Assistant Vice President, Administration