+1 (740) 420 5907 blazertech@ohiochristian.edu

Attendees:

  • Cynthia Tweedell
  • Donald Glenn
  • Abbie Ailes
  • Tera Kuehne
  • Michelle Blanton
  • Carlie Riffle
  • Rachel Sones
  • Cindi Celske
  • Ryan Noble

 

Process Discussions:

  • Verifying the identity of new online students. What do we currently do? Is it enough?
    • Rachel mentioned that FA gets a copy of the student’s driver’s license and collects other documentation to verify the student’s ID.
    • Carlie stated that upon the first call, they verify the student’s identification through the last 4 of their social, their birthdate, notarized paperwork (as deemed necessary), and they verify lots of other information before they allow the student to get very far in the process of becoming a student.
    • Rachel, upon returning to her desk, sent an email to Brandon Ritchey and Jessica Roaden for further confirmation of their practices where student verification is concerned.

 

  • What processes are causing duplicate educational records?
    • Tera first brought this to my attention when she noticed multiple OCU educational records. She asked if it’s possible that this happens when a student submits a new application with a different entry date. Since our applications are an OCU customization, I’ll need to look into this theory further.
    • Michelle stated that she also notices where there are multiple incomplete OCU educational records.
    • I asked each of them to send me examples (student IDs) as they find them, so I have examples to dig into.
    • We may discuss this further in the next SUG meeting.

 

  • “Exclude from Mailing” checkmark – what process is causing this?
    • None of the attendees had any ideas or theories, so we will have to continue to dig into this to find out who, what department, or what processes are causing so many to be marked as “exclude from mailing”.

 

  • Military field on Student Bio page – how is it used? Who populates it?
    • Recruiters update the military information in the billing estimates area, but don’t touch this field.
    • Rachel mentioned that military discounts apply to family members of the military member as well, so those are not a viable criteria to use for determining how many members of the military we have attending OCU.
    • Rachel mentioned that she doesn’t know whether FA populates this field or not, but it’s possible. We didn’t have any members of FA attending (since they were at a FA conference this week), so I will ask them later.
    • I will bring this up in the SUG meeting for next month – we need to know who populates this field/oversees that this is accurately kept.

 

  • Changing default date ranges for reports (instructional document)
    • I showed the group this function and how to use it.
    • I built an instructional document. This is the link to the KB article: https://test-ocu-it.pantheonsite.io/kb/updating-default-date-ranges-for-sonis-reports/
    • I told the group, if they have access to this function, they can update the date ranges for their own reports. If they do not have access, open a helpdesk ticket to request the date range be updated for them. Alternately, they can see to have permissions to this function added to their profile.

 

  • Standardized Anticipated Grad Date (Clearinghouse and Graduation processing) – Are updates made? How are these determined?
    • We discussed how critical this field is.
    • I showed some examples of anticipated grad dates that were earlier than the entry date for that program.
    • I mentioned how the developers have to try to code around the bad dates because these are required for some of our governmental reporting.
      • Michelle mentioned that Trad programs should be, at least, 4 years and that they try to keep the anticipated grad date as accurate as possible. The University Registrar regularly sends out requests for these to be fixed when they are not accurate.
      • Michelle also mentioned that for AGS programs, some finish in 2 years but most finish in 3 to 4 years.
    • Tera stated that her team are to live in the student educational records and constantly check those to ensure they are correct. She asked that we let her team know when we find issues and she will ensure they are fixed.
    • Rachel asked if we could possibly make this field auto-populate a default date based upon the program/degree chosen. I explained that wouldn’t be possible since it’s different for each student based upon transfer credits they bring in and other factors that may have them completing their requirements before someone else in the same program and with the same entry date. But, it was a great suggestion.

 

Data Issues:

  • Data issue: Lead faculty was wrong on a course section record. Instead of fixing the issue, a staff person added a note in the admin memo field. Then, later, after the semester ended, someone decided to fix the lead faculty member in Sonis. But, by then, it was too late. After a semester has ended, the lead faculty field is disabled and that faculty member becomes “fixed” in that record (and cannot be changed).
    • This turned out to be a non-issue. Cindi mentioned that this was a rare case (Sean Tolentino was replaced mid-course and Randy Savage took over the course). The Admin memo is printed on the report they use for calculating the faculty pay. The course in Sonis was handled this way so her team would be flagged and know how to handle this when they see it. They fixed the course in e360 to reflect Randy Savage as the professor, so all is well with this course. Cindi also mentioned that “Lead Faculty” is Randy’s title at OCU – so that is kind of confusing at times since Sonis refers to the main faculty member as the “lead faculty” member.

 

  • Data Issue: Pay close attention to all the demographic/biographic data in Sonis. It is used for accreditation reporting. Also, the anticipated grad date field is a critical field that is often wrong. See examples below:

 

I opened the floor for other discussions:

  • Ron Blue and Lumerit Students:
    • The examples above prompted discussion about how to best handle Ron Blue students. I mentioned that we found these examples this morning while pulling a report for Cynthia – which is why I brought them up. We discussed whether dual credit students (high school students taking OCU courses for dual enrollment) should be included in reporting. For the sake of Cynthia’s report, we will exclude Ron Blue and Lumerit students. I will talk to the development team so they know to ask whether to include these students or exclude these students when pulling reports.
    • These students are also in cohorts beginning with a “X” (except for those beginning with “XO”), so this is another way to identify them.
    • There are two campuses that were added – that should have been Ron Blue. I will pull a list of students in these two campuses so they can be changed to Ron Blue and I will delete these two from Sonis so they aren’t used again. This has been completed.
      • Portage Christian High School
      • Blackhawk Christian High School
    • I investigated whether any students were in either of these two campuses. I did not find any so I deleted these from Sonis.
    • We will evaluate who has access to add campuses in Sonis and possibly lock it down to only those who should be allowed to add campuses.

 

  • Departments
    • Cindi brought up that she would like to have some departments added to Sonis. I told her that the group discussed this previously and decided that we could use this field as intended.
    • We discussed what departments we needed. Initially we were going to add a prefix of AGS or TRAD but, after discussion, we determined that some of the departments would/could be used by both divisions (Michelle brought up that some faculty teach for both divisions), so we agreed upon the list of departments to add. They are as follows:
      • Business
      • Ministry
      • Humanities & Social Sciences
      • Nursing
      • General Education
      • Music
      • Teacher Education
    • I added these departments this morning (thank you, Cindi, for sending in a helpdesk ticket).

 

  • Bulk add for Honors, Probation, and Dean’s List
    • Tera asked about a previous request that she submitted – whether there is a way to bulk add honors, probation, and Dean’s list to student accounts. I told her that I would look for this request and see where it stands.
    • I know that there is a function that she can use, built into Sonis, but I need to test it and document it. I will develop an instructional document on it and post it to our knowledge base (and send her the link).