Michelle Clifton, Datatel
(personal comments)
What can I do in Colleague and what can I do in Retention Alert – that’s the conversation.
Agenda
- Introductions
- FERPA Compliance
- Judicial AFfairs Management in Colleague
- Judicial Affairs Management Using Retention Alert
- Next Steps
FERPA Compliance
- Colleague: users will have limited access to details based on STAFF records & office code security
- need to look at creating office codes for who has access to this information
- RA: users will have restricted access based on roles & category types
- can have it locked down or wide open – up to you!
Judicial Affairs in Colleague – can be by incident – currently a paper process based on the case… probably
- CASM – Contact & Appointment Summary – Use the CASM form to view a summary of all incidents added to a student. You can detail on an incident to view further information – Is anyone else using this? This is a CORE form – can be used by other departments so you can see what other departments are doing with that specific student.. puts everything in one place – This was in a release 2 years ago and I’ve never seen it – they have a list of things that are in a Judicial MENU (WTH!!!)
- CON – Contact History: Use the CON form to record details about each incident
- MSCH – Misc Scheduling – Use the MSCH Form to schedule hearings
- Disciplinary Actions – enforce these disciplinary actions using restrictions – all of these things can be done through Colleague
- Meet with an advisor
- Log educational requirements
- apply fines
- communicate warnings & reprimands
- place on probation
- remove from on-campus housing
- suspend or expel from the institution
- NCWS – Noncourse Work Summary – Use the NCWS form to record projects, community service, or other work that must be completed by a student as a result of an incident
- MCRG – Misc Charges / Credits Invoices – Use the MCRG form to apply fines to a student’s account (I believe we are using this for judicial affairs fines)
- Communication
- IPC – Individual Pending Correspondence – Use the IPC form to add documents to send to a student (crap – this is another communications management thing – when can I find the time to do this??? *sigh*)
- IHS has all of the individuals history is kept there – this is where you can go instead of making those paper copies (but she hasn’t met my boss… *smile*)
- SACS – Student Academic Standings – Use the SACS form to apply a probation code to a student’s record
- RMAS – Room Assignment – Use the RMAS form to terminate a room assignment for a student – can TERMINATE their room assignment on an action
- SWTH – Student Withdrawal – Use the SWTH to suspend or expel a student – this can be coded to notify people
- PERC – Person Restrictions – Use the PERC form to apply a restriction to a student’s record
Judicial Affairs in Retention Alert – (I am not going to write a lot (or anything) about this because I think it is exactly what we need but I know that we aren’t going to get it… oh, and I’ve seen all this before and I like it)
Next Steps
- Sign up for the Judicial Affairs course – April / June / December – one-day course
- View Solutions demonstration
- Request a Retention Alert Presentation
- Who to contact: BusinessAdvisoryServices@datatel.com – there is a two person team assigned to support the services and software of your institution. (I don’t think ANYONE has ever asked to talk to Student Affairs – I can’t remember the last time we were included in a meeting… word on the street there was a meeting on-campus about Retention Alert but no one from Student Affairs was included – so we weren’t even at the table.
Tips / Comments
- There are web demos online that we can look at
- Can ask our client sales manager to show us Retention Alert but show it from the judicial affairs perspective
- Clients.datatel.com – look for the Judicial Affairs training class – very HEAVY in the use of Communications management so has to be a User… they will be setting up and building codes (this is why we can’t do this – we don’t have the staff to do the setup – *sigh*)
- Concern: don’t want other departments to know about judicial issues, etc. but there can be multiple cases for one person if you choose – you can code the judicial affairs cases so no one sees them but specific departments
- The second question today where someone asked about utilizing Retention Alert for counseling meetings and privacy… using it as a vehicle to track their appointments – this is definitely doable
- A student could open a case re: tutoring session – the institution was satisfied that the information was still confidential
- Q: What about a subpoena – any database where you are capturing data about that student is part of the Student Record