Meeting Minutes 5-1-09 Complete

USC Undergraduate Advisement Database Committee May 1, 2009 Attendance: Chris Noll, Christina Aumann, Christopher Mattson, Deri Leong-Miller, Diana Jaramillo, Elizabeth Erickson, Enrica Hodder, Faye Cameron, Heather Cartagena (Ex-officio), Ian Keil, Jason Pappas, Jeanne Herman, Jennifer Gerson, Jim Feigert, Kenny Eng, Michael Kurland (Chair) Meeting started at 11:07am Introductions were made. Name and department. 1. Purpose of the Committee • Go through and suggest which updates are top priority for the limited budget. • Create helpful guides and learning tools for the rest of the advisors • Liaison between Advisers and Provost office for Advisement Database. 2. Recent updates to the Advisement Database a. Mid-term grades – Now shows date assigned, % of final grade, and there are search fields for mid-term grades by term(s). b. Degree information– Graduated students will show when they got their degree and will disappear from the AD unless contains an open post. c. Separation of graduate programs – if the student is pursuing a progressive degree, etc. that it would be pulled away from their undergrad program and that the grad degree names would be in place so that it does not show up for a department unless you look for the grad name.

d. Enrolled and/or Unenrolled– Possible to search by enrolled, not enrolled or both, and graduated or not. (Shows by current and next semester) e. STARS Data– Snap shots are taken weekly from STARS that will show up on the course tab that shows OK/NO completed university requirements. GPA of the lowest major for the major GPA will show. Will be possible to search by these characteristics. NREG questions: • NREG is manually updated by Heather so students who register will eventually disappear from the list. • Tracking from fall to spring had the highest retention of 99% of students. • Overseas studies registration was given early this year so not as many NREG students. (Unit for study abroad on STARS report show the maximum possible units the student could get from the program). 3. Review Feature Request List For May $3,000 or roughly 20 hours of work can be done. 1 Michael Kurland – CAA Advisement Database Committee

TASK: Please select your top 10 or less priority updates and submit them with any reasons you may have to Michael Kurland, [email protected] so that we can further discuss them at the next meeting. TASK: If you know of any helpful short cuts or ideas to get out to the rest of the AD users please email those to [email protected]. Suggestions: • All programs tab – everyone has one shared tab • Filters (course plan, comments, advisement, special emails) • Marking emails as announcements or advisement • Labeling course plans/advisements – (study abroad, 3rd semester audit, etc) • Adding a disclaimer on course plans that states something like: review your official stars report, open to adjustments, for guidance purposes only. • Creating fuzzy logic for */2009 for any number. • Changing that of original course plan creator stays even in new course plans by other people. • Have a mechanism in the course plan that would generate a list of the remaining requirements a student has. This would provide a check of sorts that can be used when creating the course plans and verifying that all requirements are represented. 4. Next meeting… Set for the week of May 18th or May 25th. Meeting maker will be sent out to everyone. TASK: Please respond to the meeting request before May 8th

2 Michael Kurland – CAA Advisement Database Committee