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How to we transition from a program to multiple terms?

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How to we transition from a program to multiple terms?

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What do we say to learners when they are already enrolled but want to switch to T4? (Erika/Admissions) 10/1

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What do we say to learners when they are already enrolled but want to switch to T4? (Erika/Admissions) 10/1

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Meet with stakeholders and discuss Phased approach with group (Stacy, Jack, Darci, Erin, Erika, Candice)

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What is our comms plan from when a learner leaves the 'admissions' pipeline and transfers to the FA pipe? (Erika/Admissions) 10/15

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What is our comms plan from when a learner leaves the 'admissions' pipeline and transfers to the FA pipe? (Erika/Admissions) 10/15

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Darci owning comms and deliverables. work with Stacy/Tray

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(2) What is our Cost of Attendance | In Direct Costs per certificate? How do materials/book work for students? 10/1

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(2) What is our Cost of Attendance | In Direct Costs per certificate? How do materials/book work for students? 10/1

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I have our indirect costs we should review together, but we still need our cost of attendance to build our Kenzie profile with Global and create the budgets. For materials, if we have any, are the provided to students and we can calculate them into our Tuition/Fees? *Stacy to find if we can add equip expense.

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(3) What is our Withdraw Policy, Process & Grades? 11/1

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(3) What is our Withdraw Policy, Process & Grades? 11/1

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We need to establish our withdraw policy (we can use SNHU's as it aligns with T4) but we also need to agree on using a W( prior to 60%) and WF (after 60%) grade for R2T4 purposes. This is also needed to test our extract files with Global *owner= Tray

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(4) When should we start updating our catalogs/student handbook & website with T4 policies? 

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(4) When should we start updating our catalogs/student handbook & website with T4 policies? 

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catalog- all entered by 10/15, Website - tied to launch of public comms

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What will our final grade policy be and deadlines for final grades to be inputted at the end of each 12 week term? 

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What will our final grade policy be and deadlines for final grades to be inputted at the end of each 12 week term? 

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Phase in when appropriate

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When will we have an official Admissions Application to gather questions needed for T4 reasons?

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When will we have an official Admissions Application to gather questions needed for T4 reasons?

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Answer: More conversation to be had, but we would use the "form" we use today when the student hits "Apply" however, we will add additional fields for HS/Demographic information and exclude the SSN for now. Phase I -We will capture the SSN through a different process. T4 students will provide their SSN through the log in form with Global, Non T4 students will provide SSN during their FAS appt and it will be manually added to SF.

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1. Will we have an official application so that it can be feed into SF or hubSpot

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1. Will we have an official application so that it can be feed into SF or hubSpot

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yes, feed into SIS. Application info due to Chris 10/1 (Erika)

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2. A list/collection of Title IV FA data/Fields that needs to be stored in the SIS. 10/1

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2. A list/collection of Title IV FA data/Fields that needs to be stored in the SIS. 10/1

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Stacy owning field design and give to chris

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3. A list/collection of Title IV Academic Data/fields that needs to be stored in the SIS for reporting. 9/30

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3. A list/collection of Title IV Academic Data/fields that needs to be stored in the SIS for reporting. 9/30

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owner = Tray

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What changes will be required to the student agreement?Do we need one? 10/8

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What changes will be required to the student agreement?Do we need one? 10/8

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FERPA, financial aid language, credits earned, etc

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Who at SNHU will receive the disbursement files from Global to drawn-down the funds from G5?

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Who at SNHU will receive the disbursement files from Global to drawn-down the funds from G5?

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What system will hold the students account or ledger? This is where we track their direct charges and what has paid from funding sources.

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What system will hold the students account or ledger? This is where we track their direct charges and what has paid from funding sources.

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Who will be sending students their refund check if the loans exceed their costs? We have 14 days from the day the funds hit to send the student a refund.

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Who will be sending students their refund check if the loans exceed their costs? We have 14 days from the day the funds hit to send the student a refund.

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Will we be using bankmobile to send out refunds?

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Will we be using bankmobile to send out refunds?

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How do we know when to create/send an invoice (from Global) 10/8

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How do we know when to create/send an invoice (from Global) 10/8

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Finding out from Traction if there can be a trigger, also asking if Xero can get an API

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Is there still a commitment fee or edaid deposit? 10/8

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Is there still a commitment fee or edaid deposit? 10/8

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yes $500 EdAid, Erin to own decision

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Will our refund policy be based on the entire cost of tuition? (Global will break a program into the 3 terms and 1 term) 10/8

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Will our refund policy be based on the entire cost of tuition? (Global will break a program into the 3 terms and 1 term) 10/8

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Jack owns

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When is the disbursement? Is it after the 30 day drop period?

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When is the disbursement? Is it after the 30 day drop period?

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How we actually receive FA funds? (WD?) Does it go to Kenzie or SNHU then reported to us?

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How we actually receive FA funds? (WD?) Does it go to Kenzie or SNHU then reported to us?

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When is the collection period to collect an invoice? What if they don't pay?

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When is the collection period to collect an invoice? What if they don't pay?

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Do we want to keep charging cc fee? (SNHU doesn't)

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Do we want to keep charging cc fee? (SNHU doesn't)

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What are our indirect costs? (tech fee, matriculation fee, etc)

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What are our indirect costs? (tech fee, matriculation fee, etc)

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5. How many users will need access to HubSpot for initial Title IV/Registrar  launch?

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5. How many users will need access to HubSpot for initial Title IV/Registrar  launch?

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6. How will we handle withdrawals and grades in salesforce

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6. How will we handle withdrawals and grades in salesforce

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I don't have any roadblocks, but am dependent on the approve to launch date and cost of attendance to be able to publish.

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What are we naming the terms of the year? Suggestion is 21JanUX, 21JanSE, etc.  This will signify the part of the calendar year, not the part of student journey

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What are we naming the terms of the year? Suggestion is 21JanUX, 21JanSE, etc.  This will signify the part of the calendar year, not the part of student journey

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need three digits at end

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Erika to create a draft by above date

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When will I be able to hire FAS staff and when can we start training?

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When will I be able to hire FAS staff and when can we start training?

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Answered: JD completed and approved, waiting for job to post to SNHU site - should be 9.23.21

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When do we want to start training Admissions on FA 101 - what to say and what not to say?

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When do we want to start training Admissions on FA 101 - what to say and what not to say?

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4. Will Functional groups be ok working in two systems, AKA HubSpot /Salesforce

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4. Will Functional groups be ok working in two systems, AKA HubSpot /Salesforce

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What is the final cutoff date the academic team needs to sort/place students prior to start?

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What is the final cutoff date the academic team needs to sort/place students prior to start?

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(1) When will we have the start and end dates for the 12 week terms & Academic Calendar?

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(1) When will we have the start and end dates for the 12 week terms & Academic Calendar?

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This is needed to build our Kenzie profile with Global in order for students award letters to be built for FA, test our extract files, establish our 60% point of the term for R2T4 purposes and completing our withdraw policy.

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Wil we have an Incomplete Policy? (not urgent, but will impact SAP Calculation)

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Wil we have an Incomplete Policy? (not urgent, but will impact SAP Calculation)

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What is our add/drop period. Will ALL students get 30 days to decide if they are staying in class? My recommendation would be not to wait so long. example: classes start Jan 25th - 30 days = February 25th we would be making disbursements the end of January - term ends on or around April 18th - that seems like a long wait to earn revenue for the start. Indiana students we can separate the rule, but should all students have to wait?

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What is our add/drop period. Will ALL students get 30 days to decide if they are staying in class? My recommendation would be not to wait so long. example: classes start Jan 25th - 30 days = February 25th we would be making disbursements the end of January - term ends on or around April 18th - that seems like a long wait to earn revenue for the start. Indiana students we can separate the rule, but should all students have to wait?

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Will programs be broken up into classes/term or span multiple terms?

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Will programs be broken up into classes/term or span multiple terms?

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I.e. a B.A. program at SNHU is a collection of classes & accumulation of credits over terms vs our programs have been a continuous enrollment without specific class breaks.

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When is it appropriate to collect an 'Application' in our process?  I could see a few different paths here. (Erika/Admissions) 

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When is it appropriate to collect an 'Application' in our process?  I could see a few different paths here. (Erika/Admissions) 

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Phased approach with group.

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What information needs to go on the invoice?

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What information needs to go on the invoice?

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How we centralize process for  learners who need to use FASFA and EdAid to meet the tuition requirements?

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How we centralize process for  learners who need to use FASFA and EdAid to meet the tuition requirements?

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Stacy to finalize, and update the group.

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Need to determine phased launch timelines-draft is started (Erin)

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Need to determine phased launch timelines-draft is started (Erin)

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How are we matching properties/tags from SIS/HubSpot/Global  to keep admission counselors updated as learners go through process? (Erika/Admissions)10/1

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How are we matching properties/tags from SIS/HubSpot/Global  to keep admission counselors updated as learners go through process? (Erika/Admissions)10/1

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Stacy to provide status classifications/definitions to begin Hubspot property map.

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How do our updated statuses affect KenzApp? 10/7

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How do our updated statuses affect KenzApp? 10/7

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Erika to connect with Studio/Alice.