MELA Meeting Minutes 2003 - 2017

i. Audra Kimble e-mailed the MSVCC proposed calendar template. The template was created by the Administration Committee, which determined generic terms for the calendar. ii. Motion to accept the calendar ( with the exception of the calendar language referring to four-week terms) made by Keri Cole. Elizabeth Spooner seconded. Motion carried. b. Proposed textbook change in Policy & Procedure Manual (tabled from the October 2013 meeting) i. Most colleges talked with their Textbook Managers, and most college bookstores agreed with the proposed textbook policy. Michele Mitchell commented that PRCC’s Textbook Center stated that the language of the policy allowed colleges to opt out of accepting purchase orders from other colleges. Audra Kimble stated that the wording means that schools must accept purchase orders; however, only if purchasing from another school is needed. ii. Motion to approve the textbook change in the MSVCC Policy and Procedure manual was made by Keri Cole. Kim Harris seconded the motion. Motion carried. a. Audit – David Case i. David Case stated that currently the audit is about “a term and a half of being caught up”. Audits are finished 6-8 weeks after final exams. Audit will not happen during the same term. Right now Spring 2013 audit is taking place. There is so much elapsed time between the term and the audit – where there are discrepancies being found. ii. David deals with the Reference Table (snapshot of the ET), and doesn’t work in the ET. David sees a fixed snapshot, and it cannot go back in time. David stated that the pre- audit process (reconciliation of ET and SIS) should almost come at the end of the term rather than at the beginning of the term. The money that the institution is getting is based on the Reference Table snapshot. Dave mentioned that courses and students have been added to/deleted from the Reference table because there are usually issues each semester. He stated that colleges may have courses that impact other colleges, and making changes to the reference table is problematic, especially a year later. 1. A date was added on the calendar template to ‘pre-verify the courses file’ on the Monday of the 9 th week each semester. iii. Ive gave an example of an offered class with students in it, versus a class that was empty. The class that was offered was unchecked for Fall in the ET. If a snapshot were taken at that time, the course would not show up on audit and the college would be impacted financially. iv. NEW FILE SYSTEM FOR AUDITING: 1. In the past, there have been two files for audit purposes -- a primary file (list of

V.

MCCB Business

all students at the college that are included in the audit) and a schedule file (classes that they took). Students are often removed from the files due to admissions problems, etc. The removal of students in files has created a time delay – because the files are being edited and compared to the MSVCC side (which hasn’t been edited to remove the students). Weeks and weeks are spent on getting the files correct. 2. Starting next cycle (summer 2013 – year 2014 first term) the list of students will be created at the end of the term and any students that make it through add/drop period will be included in the files. As a result of this new procedure, tables mismatching will not be a problem anymore. This new procedure will be much easier on colleges.

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