MELA Meeting Minutes 2003 - 2017

a. There is a new field in the file structure that will allow colleges to remove students simply. A ‘0’ can be placed as a flag in the Include/Exclude column to denote the removal of the student. Also, ‘0s’ will be placed in the columns automatically based on students’ LDAs, meaning students who withdrew will be excluded. After all files are complete, a spreadsheet will go to the college registrar to check. b. The Include/Exclude column is not to be used to exclude out-of-state students. You must include out-of-state students. If colleges do not include out-of-state students, they are creating a larger audit sample for the college.

v. Mini Terms: 1. There are three cut-off dates for (full-term, short-term I, and short-term II) but there is only ONE Date in the ET for auditing purposes. ELCs should be aware that some short-term students might have to be added/deleted because there is only one date in the ET. 2. Ive mentioned that it is a possibility for the new ET can include three audit dates so that there are fewer discrepancies. vi. No Shows: 1. David asked the group what ‘Inactive’ means in the ET. Other ELCs stated that Northwest is the only college which uses the ‘Inactive’ status in the ET, and does not use ‘Withdraw’ status when withdrawing students in the ET. 1. Audit signatures in the ET can’t be reopened. If colleges need an instructor’s signature, it is ok to let them sign by hand and date it. If the instructor is not on campus, you can e-mail them and get them to sign with initials and DOB and return. viii. Ive mentioned that the Reference Table snapshot used for audit is taken around the 10 th week. Keri asked if there is a way for colleges to get a copy of the file, so we can check to make sure everything is ok with our enrollments and courses. Ive stated that colleges have the ability to check the file in EARS, the new electronic audit system. If courses are an issue, you can let Ive know so that the file could run at a different date. This would allow that clean course files are created. A course that is not included in the file doesn’t get reimbursed. ix. Beverlin stated not to archive a course before the semester is over with. vii. Signatures: i. The new Enrollment Tool is on hold because of conversations about mini-terms. ii. Mini Terms: 1. There was discussion concerning if mini terms should include an add/drop period. Ive mentioned that the new ET could have the same structure as it does now, but more terms could be created and controls could be established for each term. 2. Ive informed the group that the cleanest way to build the new ET would be for it to be course driven, with each course having control dates. Krista LeBrun stated that it creates a lot of human error if the ET is course driven and if it were automated, it would be best. 3. David Case stated that the ET currently has one date so it doesn’t match audit files. Audra mentioned as an example that there could be 30 terms, each with a control panel, and 14 dates in every control panel. Keri reminded the group

b. Enrollment Tool (ET) – Ive Burnett

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