Meeting Minutes 6-9-09 Complete

ADVISEMENT DATABASE COMMITTEE MEETING NOTES: 6/9/09 In attendance: Michael Kurland (Chair), Heather Cartagena (Ex-officio), Enrica Holder, Christina Aumann, Russ Sommer (Note Taker), Diana Jaramillo, Elizabeth Erickson, Kenny Eng, Deri Leong-Miller, Josephine Le, Jeanne Herman, Ian Keil. Discussed: Concern of redundancy between Advising Database and available resources on campus using SIS via (Degree Progress/Academic Records and Review/Ray Gonzales). Agreed primary focus should be on items that are not available via alternative forms, keeping in mind limitation on Ray’s time. Status on updates: – Can now search names with hyphens and apostrophes – Can now search Expected graduation date based on month and year, w/o specific date – “≤” will now reference mid-term at risk reports and will be cleared each semester – Referral activation bug is now fixed Currently in progress: – New SAP form – Degree to graduate report (entry major to graduation major changes) Future update dissemination: – Updates to all advisors via newsletters w/more frequent bulletins to committee members – Noting – the “HELP” tab and “Training Videos” already available to learn about AdvDB functions Most – – – – – –

important functions: Reorganize/view advising history (item currently in the works) Inc. system speed (will wait for new hire) Search filters for advising items Save draft/add time to functions (ie. course plans, advisement sheets, emails) Search criteria via graduation term NOTABLE points from before: Course Plan fine print / Student access to course plans / Audit functions

Ian will help enforce timelines Other topics of discussion – Full-time permanent IT support: 5 interviews so far. Plans for more interviews in June, second interview in July, with a start date at end of summer – Ability to delete items: priority will take place when new person begins and option should only be available at Provost level or high administrator? – Database views: will wait for developers proposal and may have access via staging server before it goes live Next meeting: – In 2-3 weeks time – Plan for 1.5 hrs

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Focus will be on “Save as Draft” functions, longer edit times, and possibly course plan options/audit