University Wide Impact Committee Minutes
Thursday, April 26, 2001
University Student Center, Room 207

Present:  UWIC members:  Rosalyn Amenta, Frank Harris (Chair), Sandy DiFrancesco, Megan Macomber

Guests:  Rose Cretella, academic advisement; Bruce Kalk, history, Lynn Kohrn, 
records;  Jim Tait, UCF chair;  Susan Tiso, UCF assistant; 

Recorder:  Frank Harris

Call to Order:  9:35

CPRs/Catalog
Meeting was devoted to discussion of CPR/Catalog process and coordination of efforts with the idea of addressing the issues that need to be resolved with the CPR/Catalog. 

Frank Harris presented a review of the process that has led to where the committee stands now with regard to the CPR/catalog, referring to minutes of past meetings as well as discussions.  The issues initially were that the CPR and catalogs did not match.

Lynn Kohrn reiterated what is agreed upon:  Students are held to the catalog and CPR form they enter under.  It's a contract.

She said Banner will be in effect in October, but for CPR forms, it will be in effect in Spring 2002.  Harris asked if there was any documentation that might inform committee of what Banner would enable faculty to do with the CPR form.  Kohrn said there is no documentation.  That it seems that the company providing Banner, SET Global, tends to customize each operation with the schools it works with.

Rose Cretella said the time frame with the CPRs and Catalogs is different.  Changes are made in CPR forms in late summer, whereas the Catalog prints in the fall.  What is needed, she said, is to coordinate catalog and CPR form at same time

Rosalyn Amenta suggested a virtual web page for the catalog that would keep the latest information on catalogs.  Problem though is that Kohrn needs to have a document, a hard copy document that would not be subject to manipulation.  The catalog as printed is hard to forge or alter, whereas a printout of a web page at a given time could be misused.

Jim Tait said it appears what is not needed is asking departments to update their catalogs.  He said a problem also occurring is departments' selectively eliminating AURS from their CPRs. 

Question was raised as to who updates AUR page in the course schedule book.  Rosalyn Amenta said Academic Affairs is supposed to update.   She wondered whether it should be coordinated with catalog, or vice versa (since it is printed more frequently throughout the year and therefore can be updated more regularly).

There was a suggestion to remove the AUR list from the Course Schedule Book.

Kohrn said she doesn't have IT support.

Megan Macomber said the people with power to allocate funds should attend the meetings  in which these and other issues are discussed  and that the committee should not pursue any further until the administration indicates its support.

Timeline needs to be defined for process.  Question of whether catalog needs to be started in February.  Can they be done in May to coincide with the CPR's completion?

Kohrn cannot eliminate some AUR's and courses from CPR's, even though they are not currently offered, because of their continued viability for transfer and rematriculating students. 

Kohrn said they will accept CPR form changes until May.

Different versions of CPR's are in circulation - one prepared by Kohrn  and one prepared by departments for program revision approval.  Departments do not realize that even if UCF has approved their program revision it may not be in effect for quite a while.

Other questions raised:
What is the date that catalog goes to print?  Who controls the printing of the catalog.  (The answer is Public Affairs).

An idea:
Amenta brought up an idea that might address the issue of ensuring that CPR forms can serve as sort of a hard copy.  She suggested that on the CSUSIS computer screen or the forthcoming Banner System, computer folks create a screen on a student's record that stays permanent.   This screen would contain the specific CPR form and Catalog page that the student entered under, including the date.  It would be part of their permanent file that could serve as the official individual "contract" between the student and the department and be accessed at anytime by faculty advisors.
 
Other points to note:
It was suggested that there be an undergraduate coordinator to address the entire issue of CRP forms and Catalogs.

Macomber reiterated that university must show support for accomplishing the task.

Adjourned:  10:45 a.m.