Meeting Minutes
“Making Systems Work”
DBS, WBS, ATS, Registrar, DCS
10/12/11
In Attendance: Sandy Miner, Doug Meneke, David Hamilton, Bob Ryan, Scott Payne, Paul Chapin, Kathleen Goff, Miodrag Glumac, Paulette Leukhardt
I. Number of Faculty (or courses) currently on Moodle (LMS)
a. There are currently 8 faculty using LMS
II. Number of Faculty (or courses) for spring 2012
a. Approximately 50+ faculty will be using LMS for the spring term
III. By what date is that happening?
a. All data must be available when CMS and ACDATA feeds are open to campus, October 24, 2011.
IV. What courses will be available to faculty in LMS?
a. Current courses as well as archived going back 3 years
i. LMS must be able to address the idiosyncrasies of the two digit system:
1. Course sections were treated as courses, (e.g., ENGL 95-01, 02, 03) faculty assigned year to year might change, titles of sections might change year to year using the unique Datatel course ID as the key will be how mapping courses to courses should be determined.
2. DBS and Registrar and WBS have worked out the feeds to those systems, functionality can be fed to those systems by coding entered by the Registrar. LMS should use those protocols for LMS so there is consistency in the feed, when there is a problem, should contact Registrar and Paulette to determine best ways to code to accomplish the appropriate outcomes.
V. Some old courses no longer active, and do not have 3-digit number)
i. Some old courses will have course pages from the past but are no longer offered and will not have a three digit number until the department goes back through CEP. All other courses have been renumbered and equated in Datatel. Paulette has this coding.
VI. How does the data feed to LMS?
a. Co-requisites
i. These are courses that are connected to another course. They can be required or non-required, they can have course pages or not. Coding done by Registrar as directed by the departments. Feeds use this coding to indicate when courses should be listed, and have course pages.
b. Cross-listings
i. Departments determine parent course (where the course page should show up in CMS, LMS) Registrar codes based on the entry in the catalog editing tool. Departments should inform the registrar if the coding needs to be changed.
c. Petitioners
d. Students may place a course in their preferred course list during advising, pre-registration and add/drop periods. This gives them “petitioner-AC or Petitioner-5C” in CMS and LMS. Students will have access to course pages until the Registrar purges the preferred courses and the 5-college petitions. This is done in cooperation with the Dean of Students, Faculty Policy and Federal Regulations and is managed by the Registrar. No one should be able to override that responsibility.
e. When will refresh of systems happen
i. CMS,LMS and Course Scheduler will be updated on the same cycles. Paulette will send calendar reminders. Calendar of all dates to be set up on webpage for IT and Registrar purposes.
f. How and why would data look different than ACDATA?
i. Faculty policy (add/drop, course load, enrollment status, clearinghouse, grading)
1. Student this semester was not “officially” registered. IT was asked to put her on roster after hours. Student’s name was incorrect, in the meantime, student had contacted Registrar and had been successfully added to course but IT could have inadvertently added the wrong name and the student still would have had issues, OR IT could have put the student in the course, but the enrollment would not have been real, no grade and no record of the student would exist. Student in this scenario could go undetected, be reported as under-enrolled, go into repayment of student loans, not be on roster for midterm warnings, final grading or be recorded on transcript.
ii. Features of LMS that need to be considered
1. If there is a function in LMS that is not working due to data issues, ACS will contact Registrar and DBS to consider possible coding options.
iii. Adding a student to roster?
1. Should ONLY be done by the Registrar for reasons stated above and more.
iv. Others?
VII. Schedule of next meeting
