In Attendance:
| College/School | Representative(s) |
| Natural Sciences | Kim Williams |
| Fine Arts | Rachel Martin |
| Nursing | Vinh Nguyen |
| Undergraduate Studies | Jen Morgan |
| Business | Leah Miller |
| Liberal Arts | Delisa Lee, John St. Lawrence |
| LBJ School | |
| Architecture | Tomi Yamamoto |
| Engineering | |
| Pharmacy | |
| Education | Daniela Kaufman |
| Geo Sciences | |
| Communications | Noe Gonzales, Lauren Brown |
| Registrar | Sara Gore, Glen Wadleigh, Shan Evans |
Overview:
- Demonstration of the Minors Application system, both from the point of view of the student and of the advisor.
- Keeping in mind what the colleges want to see from this system; what do the colleges need?
Demonstration:
- Student and advisors will have a similar format of the system. Advisors will have more options and information for their part in order to serve the students.
- Advisors can only reject a student by going into the application listing screen, clicking reject, and typing out a reason as to why the student is being rejected.
- If a minor/certificate is set for automatic approval (an open minor), then the student is automatically put into the minor.
- If a minor/certicate is set as restricted and a student applies for the minor/certificate, they must be approved by the college to be put into the minor.
- This is going to be a work in progress through about December but the bulk of it will be done by September.
Decisions:
- Any certificate prior to the 2016-2018 catalog will go into the existing Credential Awarding system; any certificates issued after the 2016-2018 catalog will go into the new minors/certificate system.
- The college with the major will be the one responsible for adding the minor to the profile. (EX: Fine Arts student in a Studio Art major with an English minor. Fine Arts will be the one to add the student's English minor to their profile.)
- If a student applies to a restricted minor, someone in that college and/or field of study has to approve the student for the minor.
- The registrar’s office will create an administrative page for the colleges with all of the links and information you will need to process minors.
- On the student's profile, the last person who updated the profile will be linked to their email. If a student is removed from a minor, it will provide an easy way to contact the person who removed it simply by clicking on the name of the person who last updated it.
Questions/Concerns/Issues:
- Reporting:
- What should be in the report? What information do the colleges need from these reports?
- The number of students for each minor.
- A list of students with GPAs, majors, hours complete.
- How will students get a minor rejection notification? SAN?
- Currently they will receive an email. A SAN may be phase 2.
- Who is going to be the person or people approving students for minors in the colleges? How does it get routed?
- For testing purposes, it will be the minors meeting representatives. Each college will determine their routing preferences. They can choose routing based on college or college/FOS. This will be entered into the eDocs system for the minors documents.
- Can Spanish and French have different approvers?
- Yes; now it is based on the field of study but it can be changed based on what the colleges want.
- For the approvers, what will they like to be reported and and how?
- Approved, pending, and rejected students for each minor in an Excel spreadsheet.
- A listing of students and all of their related information.
- Will there be enrollment limits for minors? If so, what are they and what are they based on? Semester based?
- They are based on total number of students approved for a minor/certificate.
- Will there be a way to send out a generic rejection message? For example, if the minor is full or the student's GPA does not meet the requirement.
- This can be part of phase 2.
- What about selecting students based on eligibility? GPA? Major?
- This will depend on the college. Right now, we do not have enough information about who will be applying to the minors so this would have to be a later enhancement. We can set restrictions based on eligibly in the future.
- How will the new system impact registration slotting?
- Depending on the when the student adds a minor it may change their registration slot. For example, if a senior who is 95% complete decides to add a minor for their last year, it could change their 95% completion status because they will have new requirements to complete for their minor.
- How much control will colleges have on approving students with 60+ credit hours toward their degree?
- It will be up to the colleges to determine this. Colleges may want to bring this up in legislation. Colleges will also look at the impact of the 4 year graduation rates.
- What are colleges wanting to see on student profiles when they are applying to minors?
- Number of hours completed, GPA, college(s).
- Will there be a generic rejection notification that can be sent out?
- Not currently. If implemented it will need to be generic enough for it to apply to all colleges.
- Will students be able to drop a minor or will they need to talk with their advisor first?
- Students may not drop a minor without first seeing their advisor. Only an advisor may remove a minor from the student’s profile record.
- Is the approver of the minor the one who can delete a minor from the approval system or will that go to the advisors?
- Only the owners of the minor/certificate may remove a student from a minor/certificate that the student is already approved and has not met the ‘not used within a year of approval’ automated removal.
- To remove a minor, it must be removed from their profile first and then the student can be removed from the minor.
Upcoming items and Next steps:
- IDA, demonstration in August or September. Trying to incorporate the new minors system into IDA.
- We will send the colleges a testing checklist of everything needed for the minors system.
- Any reporting ideas and/or suggestions should be sent to Shan Evans.