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Comm 470 Week One Assignment

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Analyzing Messages
Comm 470
Analyzing Messages The first e-mail is from Erlene M. Clark, who is an assistant professor for the department of Architectural and Engineering Computer Aided Design (A&E CAD) at Austin Community College (ACC). The professor was inquiring about a specific course in which the A&E CAD department had articulated with the high school in which the student had attended. She was trying to give the student the appropriate credit in accordance with the articulation agreement between the high school and ACC. The procedure she was trying to do accomplish was to show a credit (CR) on the college transcript and award the appropriate number of credit hours for a specific course as stated in the articulation agreement. She was experiencing problems with the online server for that specific program in which she would enter the student identification number and proceed to award credit to the student. After she tried several trouble-shooting methods that attached to the general use of the program guide, Professor Clark contacted me. My main job description is to work with the program dynamics, work with the professors on the college level, work with the teachers in the local high schools, and make sure that the correct information entered for the appropriate student. I double-checked the system and procedures for entering the information. I also had to make sure that tasks were complete and finalized before the program had closed.

The use of e-mail, I believe, was the best and fastest way to deal with this type of problem. With this particular program, the Tech Prep department has the authority to sign on, check, and verify that the tasks and to see how and what the department personnel had tried to accomplish. My office could see in which the problem existed. However, for some reason, the process was not complete. With our department being system manager of the program, I immediately determined, and corrected the problem. I, in turn, e-mailed Professor Clark immediately and explained to her that the process was not complete. I also explained to Professor Clark that extra care was important when making sure that steps for awarding credit followed. I forwarded the information to Admissions and Records (A&R) so they could post the credit to the student’s transcript. The process needs to be deal with in the appropriate order and sequence for the information to be accepted into the system before A&R could begin to process for awarding credit for the student.

The second e-mail is from a student directed to my office by Elnita Fennell, an advisor at one of our campuses. The student Mary Cos-Peraza was inquiring about the process necessary to collect, her College Board Advanced Placement Credit (A P credit). The student must complete at least one college credit course at ACC before the credit given on the ACC transcript. The student also informed there were certain time limits in which to receive the credit and have it reflected on an ACC transcript. I informed Mary that I was not the person who deals with AP credit and gave her the information for the person she needed to contact. I believe that if Mary Cos-Peraza had called our office instead of e-mailing, I would have been able to give her the contact information for the correct department so that she could have meet the time limits and obtain information about the scoring process acceptable at ACC.

My supervisor forwarded the third e-mail to me. The Director of Admissions and

Recruitment at Central Texas College (CTC) Dottie Kyle. Dottie Kyle, whose institution had just started using the data base system called Colleague, was requesting input and information regarding the Colleague program. ACC had been using for this program

number years. Dottie Kyle needed help concerning specific details for inputting the data needed for the program system. My supervisor knew that when ACC started using the Colleague system, I was working in Admissions and Records (A&R) and was familiar with process. My supervisor asked if I could double check with A&R to make sure that the process has not changed before I shared the information with Dottie Kyle. I believe that if Dottie Kyle had come in person, we could have shared with her specific issues ACC had encountered using the Colleague system. Colleague is a difficult system to work with. Using e-mail and telephone, made the explanation process about the system even more difficult.

I believe the e-mail from Professor Clark exemplifies the use of e-mail communicated and explained with direct, clear, and concise detail the issues she was experiencing and allowing our response and help in like a manner. In addition, Professor Clark knew that our department is the one who awards Tech Prep credit and we would be those who would solve the problem. Students receiving A&E CAD credit are to submit a portfolio to the department for evaluation before students is award credit. In addition, our department has ownership of the program in which she was trying to post credit. Our department is the only department who has the authority to access information in the program and to check the input of work from those with limited access.

Therefore, if there was a problem with program, we could solve it or contact our program developer. I believe that in situation like this e-mail is the best way to communicate because Professor Clark is office is on another campus, we are in a campus several miles from her home campus, and the program developer is across town from our central office location and even farther from Professor Clark office. E-mails made it easier for her to access information from us and for us to access information from the developer to correct the types of issues, which they were experiencing. In addition to saving travel time between her campus, our campus, and the developer’s office, she could still keep her teaching schedule without postpone classes or find another professor to teach her class while trying to solve this issue. By dealing with this problem through e-mail, the parties involved could keep their schedules and resolve the problem in a timely and most efficient manner.

E-mails, has made the communication process the most effective, time-efficient, cost-effective, and reliable method of solving problems that arise daily.

Appendix

A. E-mail from Professor Erlene M. Clark assistant professor of The Department of Architectural and Engineering Computer Aided Design July 6, 2009 Page Seven B. E-mail from Ms Mary Cos-Peraza, Student June 3, 2008 Page Eight C. E-mail Forwarded To Me From Ms Dottie Kyle, From Central Texas College April 16,2008 Page Nine

|Date: |Monday, July 6 2009 04:35 pm |
|From: |[pic] |
|To: | |
|Reply-To: |> |
|Subject: |RE: Credit Review Assigned |
|Full Headers: |Display Headers |
|[pic] |
|Cecilia, |
| |
|I have reviewed Tia Stutz's work for DFTG 1417: Arch. Residential Drafting |
|and would like to award her credit. When I logged in to the CATEMA website |
|today, I received a message that the website is closed. Would you be able |
|to apply the credit for 1417 to her file? Just let me know if I need to do |
|anything else. |
| |
|Thanks, |
|Erlene Clark |
| |
|ERLENE M. CLARK, AIA |
|Assistant Professor |
|Department of Architectural & Engineering Computer Aided Design |
|Austin Community College - Northridge Campus |
|11928 Stonehollow Drive |
|Austin, Texas 78758 |
|Tel: (512)223-4843 |
|Fax: (512)223-4311 |
|mailto:eclark2@austincc.edu |
|www.austincc.edu/cad |

|Date: |Tuesday, June 3 2008 01:35 pm |
|From: | |
|To: | |
|Reply-To: | |
|Subject: |AP Credit |
|Full Headers: |Display Headers |
|Attachments: |Part 1 noname (TEXT/PLAIN 8bit 614 bytes) Hide |
| |Part 2.1 noname (TEXT/HTML 8bit 896 bytes) View |
|[pic] |
|Dear Ms. Padilla, |
| |
|My advisor Elnita Fennell at the Cypress Creek Campus referred me over to you in |
|regards to AP Credit. I mentioned to Ms. Fennell that I completed the US |
|Government and Politics exam and obtained a 4 so I wanted to transfer that over |
|to ACC. I did that test in 2006 and Ms. Fennell told me that there was a time |
|limit to claim credit so she didn't know if I could still send my scores and |
|receive that credit. I was just wondering if you could provide me with some |
|information about that as well as the credit claiming process. I appreciate all |
|of your help. |
| |
|Best Regards, |
|Maria Cos-Peraza |

|Date: |Wednesday, April 16 2008 10:05 am |
|From: | |
|To: | |
|Reply-To: |s |
|Subject: |FW: Datatel Colleague Questions |
|Full Headers: |Display Headers |
|Attachments: |Part 1 noname (TEXT/PLAIN 7bit 1010 bytes) Hide |
| |Part 2 winmail.dat (APPLICATION/MS-TNEF base64 7542 bytes) |
|[pic] |
|Do you know the answer to this one? |
| |
| |
| |
|From: Kyle, Dottie [mailto:Dottie.Kyle@ctcd.edu] |
|Sent: Wednesday, April 16, 2008 9:48 AM |
|To: 'skincaid@austincc.edu' |
|Subject: Datatel Colleague Questions |
| |
| |
| |
|Hi Ms. Kincaid, |
| |
| |
| |
|I understand that you are the person dealing with Tech Prep at Austin |
|Community College and that you all are also on Colleague. I am a little new |
|to CTC and the system is also relatively new. One of my questions to the |
|people here was in reference to where to input the answer on the admissions |
|application in connection with whether the student has taken any Tech Prep |
|high school courses. Nobody here seems to know. I'm swallowing my pride and |
|asking outside of CTC. Do you happen to know where you all enter that |
|information? Any assistance you can give me will me greatly appreciated. |
| |
| |
| |
|Sincerely, |
| |
|Dottie Kyle |
| |
|Dottie Kyle |
| |
|Director of Admissions and Recruitment |
| |
|Central Texas College |
| |
|Killeen, TX 76540 |
| |
|(254) 526-1934 |
| |

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