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IOC MINUTES
Meeting Logistics
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Project
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FIT
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Topic
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· IMPLEMENTATION OVERSIGHT COMMITTEE
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Date
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Thursday, 8/17/06
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Time
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8:30 a.m.
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Location
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PCR
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Room #
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112 (PCR)
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Call-in #
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Facilitator
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Project Co-Chairs Kamlesh Sanghvi, Teresa Sturrus & Rosemary Zink
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Scribe
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Kelli Loughrige
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Discussion Items and Summary
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ID
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Discussion Item/Summary
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Facilitator
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1
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Approval of 8/10/06 IOC Minutes:
Please see “Decisions Made” ID 1.
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Project Co-Chairs Kamlesh Sanghvi, Teresa Sturrus & Rosemary Zink
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2
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TEAM REPORTS:
Change Management:
Please see “Action Item” ID 2. Discussion on the review of the brochure on stress occurred. Recommended changes were: refer that the walking trails are always open, have the fitness center hours printed in it, place the FIT logo on it to indicate that it is part of the FIT project, and to make sure all Team Leads names are listed as well. Please see “Decisions Made” ID 2. Please see “Action Item” ID 4.
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Aaron Hilliard & Diane Krasnewich, Team Co-Leads
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2
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CORE:
Please see “Action Item” ID 5. Kelley reported the Team is working on organizations data who should be organizing it, changing it, etc.
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Kelley Conrad, CORE Team Lead
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2
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Colleague Financial: No report – in training.
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Rosemary Zink, Financial Team Lead
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2
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Human Resources:
Human Resources: No report – in training.
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Mary Smith, Human Resources Team Lead
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2
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Student Services:
Admissions:
Teresa introduced the Vice President of Student Services, George Maniates as Admissions Team Co-Lead. George reported that the Team met yesterday and memo was emailed out. There are two major events coming up, the first testing the Live Colleague Release 18 on 8/26/06 and on 9/22/06 the entire Team of Admissions and enrollment will be training on prospect application and communications. Final remote consultation is 8/25/06.
Tested Admissions/Recruitment Management Code Files and VAL Codes were distributed by Brenda. Please see “Decisions Made” ID 3. Please see “Action Item” ID 6.
Discussion on if an Institutional Database was going to be purchased occurred. Kelley believes it was CORE’s recommendation to purchase one. George recommended going with a purchased product for continuity and questioned if one can be ordered with MI institutions appearing first on the list in the system. Patricia and Perry will research the topic.
Student Academic Management:
Jean reported that the Team training went well. The Team built registration rules in test, discussed on how to deal with CE registration and Mary Ottman from the Admissions Team aiding in working on non course. The Team’s trainer, Doug built some non test codes. The Team is also working on IPEDS. Jean reported the Team is working on policy changes, remedial policies. This issue will likely have to go to IAC, as well as the minimum grade policy. Another issue is the incomplete default grade in Colleague is one grade and the pertaining policies are being reviewed. Diane question is there a way to notify instructors that there is an incomplete grade that will be turned into something else and action is required by them. Perry will look into it. Remote consultation is 9/18/06. The Team is planning on coming in Saturday, 8/26/06 to test and the time when was discussed.
George is working on the placement test issue. Teresa reported that Academic Affairs is close to making a decision on the placement testing software.
Accounts Receivable:
Degree Audit:
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Jean Roberts, Student Services Team Lead
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2
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Financial Aid: No report – in training.
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Bruce Wierda, Financial Aid Team lead
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2
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Technical:
Please see “Action Item” ID 1. Please see “Action Item” ID 2.
Patricia reported that Perry is compiling all his notes on WebAdvisor when done they will be shared with the Team. Colleague Release 18 conversion will happen this weekend. Discussion what time Teams should plan on coming in Saturday, 8/26/06 to test was discussed. George, Jean, and Teresa stressed how crucial the time tissue is. Perry will meet with Kamlesh and Patricia and will let everyone know as soon as possible the timeline when Teams are able to come in.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications:
Julie reported the Team meets today and will discuss the final details on the traveling root beer float stand for Wednesday, 8/23/06, honoring the support given from those not involved with FIT. Teresa asked for volunteers from IOC to serve. .
The Team is still working on the event to celebrate Admissions going Live with a football theme. Teresa asked to please make sure everyone RSVP’s including student workers.
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Julie Weller, Communica-tion Team Lead
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3
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Other Issues:
The IOC Meeting for Thursday, 8/24/06 was cancelled due to “Faculty Seminar Days”. The next IOC Meeting is on Thursday, 8/31/06 @ 8:30 a.m.
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Project Co-Chairs Kamlesh Sanghvi, Teresa Sturrus & Rosemary Zink
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Issues/Risks
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ID
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Issue/Risk and Description
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Owner
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Date Entered
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Date to Review
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1
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Teresa stressed to please contact Perry Goodwin, Joan Jolman or Patricia Werly with questions before contacting a trainer because some financial charges are being accrued.
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Team Leads
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HIGH
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7/27/06
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Action Items
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ID
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Action Description
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Comments
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Owner
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Status
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Planned Completion
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1
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Cyndi Bryan assigned for Team Leaders to review these Web Advisor forms with their Teams, prioritize, state the current functionality and record a realistic start date when they believe the forms will be first used. If discovered something is left out email Kamlesh.
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“WebAdvisor Standard Functionality”, “Workflow Descriptions” and “MCC Web Services Implementation Roll Out Checklist” were distributed. Listed were the standard forms that come with WebAdvisor. The ones listed with (Optional) written next to them MCC had purchased additionally. Perry will be contacting Team Leads on this.
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Team Leads
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Open
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2
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Determine automatic Colleague access standards for specific employee positions.
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Aaron Hilliard, Change Management Team Co-Lead & Teresa Sturrus, Project Co-Chair
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Open
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3
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Review draft brochures on stress relief which will be discussed at the next IOC Meeting.
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All
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Closed
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8/17/06 IOC Meeting
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4
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Present brochure on stress relief with changes recommendation to President’s Cabinet for approval
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Diane Krasnewich, Change Management Team Co-Lead
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Open
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At the next President’s Cabinet Meeting
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5
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Present the addition of TECI code to the “MCC Institutional Hierarchy” recommendation to President’s Cabinet for approval.
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Kelley Conrad, CORE Team Lead
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Open
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At the next President’s Cabinet Meeting
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6
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Present the Admissions/Recruitment Management Code Files and VAL Codes recommendation to President’s Cabinet for approval.
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George Maniates, Admissions Team Co-Lead
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Open
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At the next President’s Cabinet Meeting
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Decisions Made
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ID
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Decision Item
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Discussion
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Motion
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Second
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Approval
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1
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Motion that the minutes of the FIT Implementation Oversight Committee of August 10, 2006, be approved as presented:
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Diane Krasnewich
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Kelley Conrad
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Unanimous
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2
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Motion that the Change Management brochure on stress relief with the changes be approved for recommendation for President’s Cabinet for approval as presented:
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Kelley Conrad
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Julie Weller
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Unanimous
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3
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Motion that the Admissions/Recruitment Management Code Files and VAL Codes be approved for recommendation for President’s Cabinet for approval as presented:
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Jean Roberts
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Diane Krasnewich
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Unanimous
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Invited Participants
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ID
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Name
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Title
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Department
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1
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Kamlesh Sanghvi
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Project Co-Chair & Technical Team Lead
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OIT - SunGard Higher Education Managed Services
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N
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2
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Teresa Sturrus
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Project Co-Chair
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Academic Affairs
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√
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3
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Rosemary Zink
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Project Co-Chair & Financial Team Lead
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Financial Services
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N-Training
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4
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Kelley Conrad
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CORE Team Lead
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Counseling
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√
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5
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Perry Goodwyn
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Systems Consultant
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SunGard Higher Education Managed Services
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√
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6
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Aaron Hilliard
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Change Management Team Co-Lead
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Human Resources
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N-Training
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7
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Diane Krasnewich
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Change Management Team Co-Lead
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Math/Science
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√
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8
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Kelli Loughrige
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Scribe
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President’s Office
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√
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9
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Jean Roberts
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Student Services Team Lead
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Records/Registration
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√
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10
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Mary Smith
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Human Resources Team Lead
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Human Resources
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N-Training
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11
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Julie Weller
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Communication Team Lead
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Public Information
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√
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12
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Patricia Werly
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Systems Analyst
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OIT - SunGard Higher Education Managed Services
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13
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Bruce Wierda
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Financial Aid Team Lead
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Financial Aid
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N-Training
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14
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Brenda Mitcheltree
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Admissions Team Co-Lead
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Student Services
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√
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15
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George Maniates
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Admissions Team Co-Lead
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Student Services
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√
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[i] 4: critical/severe; 3: high; 2: moderate; 1: minimal/minor
[ii] √: attended meeting; N: not present; S: sent representative; R: representative; G: guest
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