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Meeting Minutes: Regents Advisory Committee on Records and Admissions (RACRA)

Date: April 13, 2005
Location: Macon State College

John Brown, RACRA Chair, called the RACRA meeting to order at 2:52 pm.

The minutes from the November 12, 2004 meeting were approved.

Two year and State College Pilot Admissions Program

Tonya Lam stated that this is a pilot program and many questions/procedures remain to be resolved. Discussion centered on the use of the ISAT in exempting certain students from Learning Support course requirements.

Tonya called on Dee Minter, a member of the Two Year and State College Admissions Policy Implementation Team to report of the Implementation Team's recommendations for change to the initial Pilot Program policy guidelines.

Dee Minter stated that the Implementation Team made the following suggestions:

  • Institutions should be permitted to use the ISAT for fall 05 applicants. The national SAT will be used thereafter.
  • For the first year of the pilot program, institutions should be held harmless for the Presidential Exceptions target of 20%, as well as for the 20% limit of University College admissions. In addition, the 20% limit for Presidential Exceptions should be reviewed annually, particularly for those institutions which are experiencing rapid growth in their enrollment.
  • Presidential Exceptions should be allowed up to 20% for the first-time freshmen enrollment comparative term for the previous year, i.e., fall to fall and spring to spring.
  • Presidents may grant admission through a Presidential Exception for students who do not have the minimum HSGPA requirement.
  • Institutions should implement the new admissions policy no later than June 1, 2005, assuming that the policy is approved by the Chancellor and the Board of Regents.

Electronic Transcripts (College and High School)

  1. College Electronic Transcripts

    Tonya Lam reported that XML software for exchanging college transcripts will be delivered to OIIT in late May for testing. Goal is to deliver XML to college campuses in September after testing is complete.

    EDI colleges do not need to change to XML to exchange transcripts. There will be a "crosswalk" for exchanging EDI transcripts from out of state colleges. The same functionality will apply to Graduate School transcripts.

  2. Georgia High School Electronic Transcripts

    Tonya stated that at first, Georgia high school transcripts may have to be downloaded in PDF format, print copy of transcript, then enter into Banner.

    Question was asked: How will high school transcript data be delivered? Can data be downloaded directly into Banner file? Tonya did not know the answer to these questions/concerns and promised more information at our fall RACRA meeting.

    The following colleges were identified as piloting the USG high school transcript exchange project: Georgia College and State University, Kennesaw State, Macon State, ABAC, Georgia Tech, and UGA.

Coding of Students Returning for a Second Degree

Now, SIRS treats second degree students as Transfer. It was recommended that a standardization of coding needs to be established.

Glenn Fernandez from OIIT asked if this item needs to be revisited and form a Committee to make a recommendation. Glenn stated that we need to fix this problem for the Academic Data Mart and not for our Legacy system.

The following were appointed to review current procedures regarding coding of students seeking a second degree and to make a recommendation to SIRS Committee:

Lori Urbani, Walter Peacock, and Bonnie Stevens.

FY 06 RACRA Officers

John Brown noted that Diane Weber, Vice-Chair, was leaving Georgia State and would not fulfill her expected role as RACRA Chair for FY 06.

The following officers were selected for FY 06:

  • Chair: Mark Taylor, University of West Georgia
  • Vice-Chair: Robert LaVerriere, North Georgia College and State University
  • Secretary: Ana Edwards, Georgia College and State University

Old Business

  • Tonya reminded everyone that Joint Enrollment students taking Economics must take the high school Economics end of course exam. This end of course exam counts as part of a student's high school grade in Economics.

  • GAcollege 411 and XAP--- Tonya announced that three contracts were being mailed to all campuses the week of April 18.

  • Tonya reminded all institutions that have contracts for the "Premier" services of CollegeNet, that effective July 1 these "Premier" CollegeNet services will not be free. An institution may sign an individual contract with CollegeNet for "Premier" services.

  • Thirteen (13) institutions now have contracts for "Premier" CollegeNet services. Please let Tonya know what "Premier" services you may be using.

  • Tonya announced that CollegeNet will be free for one more year for applications only!

  • Tonya stated that XAP download will be delivered to campuses in July.

  • XAP will allow an institution to set up on line admission application whereby applicant can: 1) Pay required application fee when applying, then application will be downloaded, or 2) applicant may not pay required application fee and college can still receive/download application.

  • Each institution will receive the full application fee payment for XAP applications unlike the current CollegeNet policy whereby CollegeNet receives $5 processing fee for each application.

  • USG/BOR has contracted with TouchNet for processing payment of required application fees for XAP on line application.

The Spring 2005 RACRA meeting was adjourned at 4:01pm.

Respectfully Submitted,

Mark Taylor, Secretary
RACRA 2005-06

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