Meeting Minutes: Regents Advisory Committee on Records and Admissions (RACRA)
March 22, 2001
The Jekyll Inn, Jekyll Island, GA
Chairperson Mollie DeHart (Coastal Georgia Community College) called the meeting to order at 11:05am.
Welcome and Introductions
Mollie began by asking for introductions for new members or visiting guests
which included from the System Office: Barry Fullerton, John Gordon, Cathie
Hudson and Tonya Lam. Guests from the Office of Information and Instructional
Technology included: Marie Steed, Lori Jarrard, John Graham and Pam Summers.
Tommy Moore (Valdosta State University) RACFSA liaison and Charles Gilbreth
(Columbus State University) were also present. Gary Moore (University of
Georgia) introduced Martha Reynolds as the new Director, Undergraduate program,
Terry College of Business for UGA.
Approval of Minutes from Previous Meeting
Donald D. Avery (East Georgia College) presented the minutes from the November
15, 2000 meeting for approval. Carl Wallman (Columbus State University) asked
that the reference to John Grant, under the Additional Introductions heading,
be changed to John Graham. The minutes were approved pending this correction.
RACRA Financial Aid Liaison Report
Lynn Bacon, RACRA liaison to RACFSA, reported RACFSA had not met since the
last RACRA meeting. Mollie remarked that the meeting tomorrow would be the
first joint meeting held between RACRA and RACFSA.
SIRS Committee Update
Carl Wallman reported the following from the SIRS Committee meeting
- The implementation of the new Student Data Element Dictionary (SDED) will be delayed until Summer 2002, with the exception of the following which will be implemented Fall 2001: additional CPC Math unit requirement, GPA count hours attempted and HOPE GPA hours collected.
- Fields have been added to the new SDED to collect CPE, Compass, LS, Regents', MCAT, GMAT, and MAT test scores.
- Cathie Hudson indicated the new SDED would be placed on the web and asked RACRA to review it for field ambiguity. She stated RACRA would have four weeks to comment.
- The SIRS Committee recommended the Term Code continue to be reported in fiscal year format via translation tables in Banner.
- The SIRS Committee made a recommendation to RACRA that it should support the use of grades earned in CPC deficient coursework in the calculation of transfer gpa.
- (RACRA approved this recommendation)
- Standard test codes are to be developed for Praxis test score reporting.
- Discussion is still taking place concerning admit type and joint enrolled reporting.
- Means to report Pilot Admission Program students via campus code are being considered.
- The development of a new degree level code, CER0, for purposes of identifying Certificate programs of less than 20 hours.
- New fee assessment procedures will be needed to accommodate the implementation of the new PeopleSoft software. Tonya Lam stated there would be a workshop offered to assist in the implementation of these new practices. Information concerning this workshop will be distributed via the listserv.
- Discussion on using the SSN as student id is taking place at the System Office.
Gary Moore brought to everyone's attention that Carl Wallman was stepping down as SIRS Committee chairman and wanted to publicly acknowledge his fine work while in this position.
System Office Updates - Barry Fullerton
Barry reported the Georgia Legislature had not finalized the system's budget.
A letter concerning the migration to Banner 5 was directed to each institution's president.
The System Office is restructuring the Banner Project and each campus will be asked to identify two people: one functional and one technical to serve as campus contacts.
The state Audit Office is currently conducting a Banner Implementation audit.
The search for Vice Chancellor for Fiscal and Academic Affairs has concluded and Frank Butler from Armstrong Atlantic State University is to fill that position.
System Office Updates - Tonya Lam
Tonya presented RACRA with handouts concerning:
- Banner 5 migration.
- Inter system admission referral recommendations.
- Mini Core update.
- Additional Academic Units - discussion ensued concerning whether or not the additional academic unit requirement would remain as it has been proposed.
- Draft of the new Student Services webpage.
- SACS Reaffirmation status report by institution.
She reported a committee had been formed to develop a business model for Transfer Articulation, HOPE gpa, and SAP hopefully by July of this year. A workshop will follow to assist in implementation.
The Georgia Student Finance Commission has created an on-line HOPE application process called E-HOPE.
System Office Updates - Cathie Hudson
The System Office was in the process of a program review for each institution.
Institutions were been asked to provide a list of programs currently offered
which was compared to what was currently on file and now that list was being
returned to the institutions for final review.
A sub-committee was being formed to review the practice of assigning an identification number to pre-k students which would follow them throughout their educational process.
Performance Assessment for Colleges and Technical Schools (PACTS) Walter Peacock (Valdosta State University) stated PACTS is an attempt to ensure high school graduates are educationally ready for post-secondary education. As a part of this assessment, a PACTS transcript would be completed at the high school level including content and performance standards. Georgia Perimeter, GA St., VSU, ABAC, Middle GA, Ft. Valley, Sav. St., and Armstrong have volunteered to participate in a pilot program.
Calculation of Limited Admissions
Linda Costalos (Kennesaw State University) asked if Limited Admission students
represented admitted or enrolled students. Cathie Hudson confirmed the number
to be used was 'enrolled.'
Non-traditional Transfers
Walter Peacock asked if exceptions were going to be made to the new Non-traditional
admission policy which requires these students to have less than 30 hours,
less than 2.0 gpa, and out of school 10 or more years. He suggested the customary
5 year period might be more appropriate.
Cathie Hudson stated this policy interpretation was in limbo for Fall 2001, non-traditional students would not be counted against the institution's limited admits and each institution should use their professional judgment.
RACRA suggested that for the time being, 5 years be the recognized standard.
RACRA Listserv Procedures
Susan Daniell (Gainesville College) asked whether the RACRA membership wanted
to limit those who can post to the RACRA listserv to only those within the
University System.
RACRA chose to limit the posting.
GACRAO
Jerry Wright (Valdosta State University) stated GACRAO would be held at Callaway
Gardens GA, July 15-17. The inn rate would be $99 a night and you could call
800-543-7121 for reservations.
Tom Call (Abraham Baldwin Agricultural College) stated that the early registration fee would be $85 prior to May 15 and then $95 thereafter.
John McElveen (Middle Georgia College) asked RACRA for any additional updates to the GACRAO directory be turned in by no later than a week following this meeting. Updates received afterwards would be made if time in the publication process allowed.
Old Business
Larry Peevy (Georgia College & State University) stated that the Chancellor's
request for policy updates had been forwarded from RACRA to the Central Office.
GA Easy is growing in popularity. GCSU has successfully downloaded admissions information and this process will be introduced to all institutions following completion of successful testing.
CAPP at GCSU would be moved to production in the near future. The system works well with data Fall 98 or later. A journal and guidebook would follow implementation.
Tonya Lam referenced a handout concerning use of electronic signatures. This document reported that a 'pin' number was appropriate for securing retrieval of confidential information to the appropriate individual.
New Business
None.
RACRA Summer Meeting Date
Mollie DeHart asked if RACRA wished to hold the Summer meeting following the
GACRAO Annual Conference as it had in the past.
RACRA responded yes.
Susan Daniell asked that it be noted that due to the timing of GACRAO some institutions would not send representatives to GACRAO this summer and therefore they would not be present at the RACRA meeting to follow. She also asked that approval of the minutes for the meeting be handled via email in as time conscious a manner as possible.
Mollie DeHart adjourned the meeting at 1:45 p.m.
Respectfully submitted by Donald D. Avery, RACRA Secretary.
RACRA Attendance Roster 03-22-01 Jekyll Island Meeting
| First Name | Last Name | Institution | Present |
|---|---|---|---|
| Arna T. | Albritten | Albany State University | x |
| Benjamin | Allen | Savannah State University | x |
| C. Lynn | Bacon | Floyd College | x |
| Diane | Barlow | Middle Georgia College | x |
| Randy | Braswell | South Georgia College | x |
| Susan | Braxton | Georgia Southern University | x |
| John A. | Brown | Atlanta Metropolitan College | x |
| Diane | Burns | Clayton College & State University | x |
| Donna | Bynum | Clayton College & State University | x |
| Kathleen | Caldwell | Albany State University | x |
| Tom | Call | Abraham Baldwin Agricultural College | x |
| Kathy | Carlisle | Columbus State University | x |
| Shirley | Childers | University of Georgia | x |
| Linda | Costalos | Kennesaw State University | x |
| Joanne | Crump | Atlanta Metropolitan College | x |
| Susan | Daniell | Gainesville College | x |
| Lisa | Davidson | Middle Georgia College | x |
| Mike | Deal | Georgia Southern University | x |
| Mollie | DeHart | Coastal Georgia Community College | x |
| Gary | Fallis | Georgia Southwestern State University | x |
| Gwen | Francis | Georgia State University | x |
| Rita | Garner | Medical College of Georgia | x |
| Carol | Giardina | Augusta State University | x |
| Charles | Gilbreath | Georgia State University | x |
| Tina | Goodroe | Middle Georgia College | x |
| Angela | Harris | Dalton State College | x |
| Virginia | Head | Southern Polytechnic State University | x |
| Anita | Hobbs | Abraham Baldwin Agricultural College | x |
| Cathie | Hudson | System Office | x |
| Jerrie | Huewitt | Savannah State University | x |
| Shirley | James | Savannah State University | x |
| Jodi | Johnson | Dalton State College | x |
| Freida | Jones | Georgia Southwestern State University | x |
| Susan | Kavanaugh | Darton College | x |
| Edith | King | Dalton State College | x |
| Natalie | Knox | Albany State University | x |
| Bob | LaVerriene | North Georgia College & State University | x |
| Lisa | Lesseig | Waycross College | x |
| Bob | Losser | East Georgia College | x |
| William C. | Marshall | University of Georgia | x |
| John | McElveen | Middle Georgia College | x |
| Sarah | McNure | Georgia Southern University | x |
| Mary | Miles | Albany State University | x |
| Michael | Miller | Medical College of Georgia | x |
| Gary | Moore | University of Georgia | x |
| Gwen | Moore | Savannah State University | x |
| Tommy | Moore | Valdosta State University | x |
| Charlene | Morgan | Middle Georgia College | x |
| Pat | Neri | Georgia Perimeter College | x |
| Walter | Peacock | Valdosta State University | x |
| Larry A. | Peevy | Georgia College & State University | x |
| Patricia | Price | Albany State University | x |
| Jason | Pruitt | North Georgia College & State University | x |
| Karen | Shepard | Valdosta State University | x |
| Deborah | Smith | Georgia Institute of Technology | x |
| Teresa | Smith | Georgia Southern University | x |
| Wayne | Smith | Georgia Southern University | x |
| Bonnie | Stevens | State University of West Georgia | x |
| Katherine | Sweeney | Augusta State University | x |
| Mark | Taylor | State University of West Georgia | x |
| Liz | Travis | Middle Georgia College | x |
| Katrina | Tobin | Gordon College | x |
| Gwen | Turner | Atlanta Metropolitan College | x |
| Carl | Wallman | Columbus State University | x |
| Garth | Webb | Abraham Baldwin Agricultural College | x |
| Marsha | Welch | Floyd College | x |
| Kim | West | Armstrong Atlantic State University | x |
| Debbie S. | Williamson | Georgia Institute of Technology | x |
| Ron | Willis | SCT Corporation | x |
| Shannon | Wilson | Columbus State University | x |
| Gerald B. | Wright | Valdosta State University | x |
| Gretchen | Young | Georgia State University | x |
| Tracy | Youghn | South Georgia College | x |