AUGUSTA STATE UNIVERSITY
March 1, 1999
9:00 a.m. Skinner Hall, Dean House Conference Room
Present: Bill Bompart, Richard Bramblett, Mark Fissel, Rob Freeman, Carol Giardina, Steve Hobbs, Bob Johnston, Joyce Jones, Jackie Stewart, and Gwen Wood.
Old Business: NONE
New Business: Richard Bramblett read from section 4.7 of the "SACS - 'must statement' assignments", compiled by the Institutional Effectiveness Committee. Particular attention was paid to 4.7.B which reads, "The institution MUST have policies concerning what constitutes the permanent record of each student, as well as policies concerning retention and disposal of records." The Council then deliberated upon the components of permanent records. These consisted of 1) original application, 2) letter of acceptance filed with the Registrar for deposit in the vault. Part of the solution proposed was to maintain in addition to the permanent record some working files to assist the Colleges. (Entrance exam scores should be part of permanent record, as was explained by Jackie Stewart).
Discussion regarding organization of records and duplicates was lead by Steve Hobbs. Gwen Wood then addressed "completeness of records", especially the matter of closure of student records as "degree completed" and conversion to a "closed" file. Current procedures were explained by Carol Giardina.
The Council's consensus was that it is important to keep a complete set of records for Graduate Students. Graduate coordinators need to keep an up-to-date file. A file of originals housed under the Registrar needs to be created. Then, copies of original transcripts and current documents can be kept in departments by Graduate Program Coordinators. A dual filing system was recommended.
A procedural question was raised regarding students that are denied admission. Where should "negative decisions" be recorded? Should there be a "denial file"? Denials currently are kept in the Admissions Office. Is there a procedure for denied undergraduates? Maintenance of "inactive files"; denials are kept.
It was queried if SACS will ask how many applications were received and how many were accepted? This data is important. The question also raises the issue of BANNER data. Is SACS more interested in coursework accomplished at ASU? Records from other institutions are instructive for seeing how students met requirements.
Subsequent group discussion revolved around what MUST be included in a student's official record. It was argued that official records must be collected in a central location. The Graduate Council must determine what constitutes an official record within the context of the Graduate Program. Representatives of each of the graduate programs will meet the with Registrar to find a solution to this.
Mark Fissel closed the meeting by reminding the Council that once the issue of student records was addressed, we will move on to settling the composition of the Council and to formulate a Policy Manual.