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Counseling Functionality Meeting Minutes

9 November 2011

Action Items

1. SARS Reason Codes

PASSPORT will soon begin to automate SARS Orientation to the matriculation screen for MIS reporting. The group discussed data input for SARS. Orientation should only be a “reason” attached to the assessment location. Also, all counselors should be using the SARS Reason codes  decided and defined three years ago. CFT members should make sure all counselors are using these.

2. Implementation of Holds/process for Probation/Reinstatement from Dismissal

  • As soon as possible (was supposed to have been done on October 14.)

Message in Student Center: You are on academic or progress probation. Before enrolling in courses for Spring 2012, go to

This message is to be sent to all students in this status district-wide (i.e., not by college)


  • November 9, 2011

The consensus of options: i.e., individual drop-in or appointments, workshops (Coun 501), and an on-line option have been recommendedfor clearing probation holds. The on-line option should be completed by the end of January 2012. The CFT will develop the language of the new process (to be implemented in February 2012, enabling clearing holds well before the high peak of early enrollment period.

The District Matriculation Committee decided to retain district policy on completing the Academic Success Contract or the Reinstatement from Dismissal petition at any collegeby appointment with a counselor.


  • November 9 – December 16, 2011

Counseling department chairs will continue to develop the two new interventions, i.e., the workshops and the on-line option.


  • February 1, 2012

Message in Student Center (with a hard hold):

You are on academic or progress probation.  You will not be able to enroll for Summer 2012 or Fall 2012 until you contact the Counseling Department for information on clearing your hold.You may also access information at

In the future expand clearance of holds to include enrollment in COUN orientation classes, e.g.: 200A, 202, & 224.

For this and other issues that require communication with the student, the student e-mail system must be available. Two years ago the Passport Implementation Team (with Dr. Bracy as the lead) reached consensus that Peralta could and should mandate the use of the e-mail system for all college communication. Students could have instruction on the forwarding capability (to their personal e-mail)  and reminders of official communication by Peralta e-mail could be made. The CFT recommends a strong media campaign.


3. Transcript Summary

JoAnn has completed the addition of unitspriorto F’88 and probation/dismissal status to the Transcript summary.


4. Academic Advising Report – None of these have been started or completed.

  • Degree-applicable classes from cross enrollment within the PCCD District for the AA/AS degree majors, Certificates, IGETC, and CSU GE/Breadthrequirements to be added to the report.
  • Information in red will also be underlined on the report to increase ease of reading.
  • Instructions on using the Academic Advising Report will be clarified. Future training will be scheduled.
  • A&R Evaluators will use the Academic Advising Report for evaluationsand report any problems.
  •  Process for requesting outside transcript evaluations will be confirmed, changed, or clarified by A&R and referred to the District Matriculation Committee for discussion and input, (eg: when appropriate/how counselors request an initial transcript evaluation, procedures in A&R to approve “transfer in” coursework and input into Academic Advising/Degree Audit system, etc).
  • Headings on the report will be changed as per discussion, (removal of the list of courses).
  • The list of courses developed to date from colleges outside the district,that are articulated as equivalent will be placed on the “Wdrive”; and will be updated as expanded. VC Budd will convene additional meetings of the counselors/articulation officers to add additional classes.


Next Meeting: December 14, 9:30, IT conference Room

Filed under: Counseling Functionality Team, Meeting Minutes

  • Peralta Community College District

    The District comprises four colleges serving northern Alameda County.