Jim Dolgonas (OP), Chester Ferguson (BK), Jann Fong (BK), Debbie Lauriano (DV), Kathy Keller (OP), Helen Lee (BK), Dan Maria Cui (SF), Bob Merryman (SD), Benny Min (OP), Caroline Rider (IR), Michael Strizich (SF), Vance Vaughan (BK), Jerry Wilcox (OP)

Student Interface Issues:

• the January Student Registrars letter (signed by seven campuses) citing concerns with the student interface process was referenced and it was acknowledged that there was still a need to work through the issues; however, progress was being made in those discussions
  
  
• BK reported that their instructions were not to proceed with processing the student data yet, but it was reiterated that none of the campuses were to start submitting data until the student interface specs were officially disseminated and that that would have already required sign-off from the Student Registrars Offices
  
  
• a proposal to implement an encryption of the Social Security Number (SSN) to improve security of this data element was raised again and if implemented, the IR Student Registrars Office would be willing to approve proceeding with the student interface; it was then agreed to update the student interface specs by including a "one way hash" algorithm for the SSN
  
  
• SF raised questions about possible student interface implementation timelines, but as discussions with the Student Registrars Offices are on-going, no specific dates were cited

Telecom (formerly "directory") Interface Issues:

• per an informally raised campus request, the "directory" interface specs are now being referred to as the "telecom" interface specs; this should clarify subsequent discussions, given that the data repository is already referred to as the University "Directory" as well as for distinguishing it from the hardcopy or web-based "directories"
  
  
• the Employee Location Code field needs to have its list of valid codes updated to include all the appropriate values, e.g., value for OP
  
  
• the next draft of the telecom interface specs should include an initial proposal for "Release Flag" values based on the basic model developed for the student interface specs
  
  
• discussions focused on changing the following "ID" fields to be optional on the interface:
  • Employee ID
  • Social Security Number
  • Campus ID
  • Net ID

    note: however, it was then concluded that not all of these "ID" fields could be made optional as that would all but make impossible cross-referencing with other data input sources to the University Directory; thus, the next draft specs should take this into account

  
  
• the following fields were also changed to be optional on the interface:
  • Working Title Begin Date
  • Working Title End Date
  
  
• BK, DV, IR, SD, and SF campuses reported that with some general caveats, e.g., reviewing the proposed release flags on the next draft specs, providing the telecom data seemed basically feasible as discussed during the conference call meeting; coordination with the remaining campuses should be effected to gage their perspectives RE: implementation feasibility
  
  
• possible implementation timeline discussions were deferred until the telecom interface specs were further along; however, campus concerns were expressed which suggested that it would be unlikely to implement the telecom interface in time to utilize the data as the data source for the hardcopy University Directory generated in calendar 1999; it was also reiterated that campus telecom units that currently provide this data for the hardcopy University Directory be kept abreast of the latest developments of this project

  note: this hardcopy University Directory is currently generated via an annual interface process; the layout for this interface does not include any "ID" fields, e.g., SSN, and at least some campuses have cited the difficulty in generating this interface each year, in part due to not having data sources that house such "ID" fields which could be used to cross-reference other campus data sources, e.g., cross-referencing the Payroll system

  it was further suggested that the data passed by campuses on the current hardcopy University Directory interface be reviewed to uncover potential complications that could arise with the change in data source to the telecom interface

  as an example of such a complication, the issue was cited (and not yet answered) of how to administer Net IDs for those records to be included in the hardcopy University Directory who are not UC employees

• distribute updated draft for proposed new telecom interface specs and meeting notes (proposed dates/times for next conference call to be determined later)



• distribute powerpoint presentation from earlier Registrars meeting



• additional policy documents still need to be written and distributed to clarify usage of student interface data elements

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