CORE MINUTES
Meeting Logistics
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Project
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FIT
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Topic
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· CORE Application Team
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Date
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May 16, 2006
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Time
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8:30 a.m.
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Location
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HEC
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Room #
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1118
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Call-in #
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Facilitator
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Kelley Conrad
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Scribe
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Kathy Krentz
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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 Minutes of May 9, 2006
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Kelley Conrad
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2
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Finalize Recommendations: Protocol for changing personal data on Colleague
Protocol for dealing with deceased person’s records
(Kelley distributed drafts of recommended procedures)
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Kelley Conrad
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3
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Open Issues
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Kelley Conrad
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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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None
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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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Protocol for changing personal data in Colleague –
NAME Changes
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Reviewed and discussed the sample Kelley provided. Only revisions:
2 & 3. All Faculty and staff of MCC (including current MCC students) procedure changed as follows: “A signed form is required and must be submitted in person. Changes made by Office of Human Resources staff only.”
Wherever used, add: *in Colleague after “Changes made * by…” to all procedures.
Brenda shared some concerns from VP Brooks regarding customer service issues. Brenda will speak to her and clarify the proposed protocol.
Beda will check further on student name change procedures and the needs of the Library staff. (They now receive copies of OIT reports from the Records Office containing name conflicts.)
Peg will check on student financial aid.
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CORE Team
-- Brenda
-- Beda
-- Peggy
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Open
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2
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Protocol for changing personal data on Colleague –
ADDRESS Changes
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Add “Home/Permanent” to address title.
Wherever used, add: *in Colleague after “Changes made * by…” to all procedures.
Revise as follows:
2. “…by Office of Human Resources staff only.”
3. Faculty and staff of MCC (not students)
“…by Office of Human…”
Still researching returned mail handling. Beda suggested having two returned mail categories: “bad” and “use forwarding address”. Check with peers, Records and other colleges.
Developing specific on-line guidelines when WebAdvisor is available was discussed.
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CORE Team
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Open
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3
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Protocol for dealing with deceased person’s records in Colleague
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Upon reviewing the sample Kelley provided, there was a great deal of discussion.
Wherever used, add: *in Colleague after “Changes made * by…” to all procedures.
It was decided that the first statements under 1. Students… be changed to:
“A copy of a death certificate or an obituary is required.” This will apply to all students and student employees.
Under 3. Change to:
“3. Faculty and staff of MCC (not students)”
“An official death certificate is required and may be submitted in person or by mail.” (Note: Faxed copies aren’t accepted.)
“Changes will be made in Colleague by the Office of Human Resources staff only.” (Remove Business Office)
Document handling and work flow for deceased individuals will be set by the appropriate depts.
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CORE Team
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Open
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4
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Protocol for changing data in Colleague for:
INSTITUTIONS
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Change first line (description) to:
An institution in Colleague is an educational entity: a high school, trade school, community college, college or university.
Revise second statement as follows: “…will be implemented by (omit the Business Office) the Records and Registration or Admissions staff only and may …”
Revise third statement as follows:
“…should be determined by the (omit the Business Office) Records and Registration Office and Admissions Office.
Kathy will check with Jean Roberts to see if Records and Registration would be the “Keeper” of this information.
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CORE Team
-- Kathy
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Open
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5
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Protocol for changing data in Colleague for:
ORGANIZATIONS
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It was suggested to use the term “Organization” instead of “Business” for this element. As team members discussed which areas should be allowed to change organization data, it became apparent that many MCC offices will/should use this database regularly, and need access to the same information. We need to determine who should not only be able to change data, but also enter new organizations.
Team members are asked to review their areas to see who may use organization data, and how we should go about gathering this information. Beda noted that organizations are coded by type in the financial module. Perhaps we could look at the “types” and go from there.
Another helpful tool may be the list of “shadow systems” that was previously compiled for FIT. The IOC kept this list to see how the database developed and then deal with these systems.
Discussion also included a “work flow” procedure so all offices involved are kept in the loop when changes are made.
All team members will work on this item.
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CORE Team
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Open
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6
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Facilities
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Kathy noted that she could not add sections in “Test” for extension courses because rooms weren’t associated with off-campus buildings (i.e. UPGC Univ. Park Golf Course).
Stacey and Kelley will meet to review facilities codes.
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Stacey DeBrot
-- Kelley &
Stacey
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Open
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7
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Privacy Code
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Kelley Conrad
Pat Werly
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Open
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8
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Directory Information
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Mary Smith
Brenda Mitcheltree
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Open
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9
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External Employment
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Kathy has some notes from Nancy Maycroft and Carmella that she will get to Kelley. They will definitely use and benefit from this element.
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Kathy Krentz
Patti D’Avignon
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Open
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10
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Role
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Kelley, Pat, Beda Dubois, Joan Jolman
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Open
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11
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Bad Address “HOLD”
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(See Action Item 2. above – ADDRESS CHANGES)
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CORE Team
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Open
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12
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Bad Phone Number Tracking
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Brenda Mitcheltree
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Open
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13
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VETERAN.TYPES
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Kelley will meet with John Morano
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Kelley Conrad
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Open
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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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Approval of May 9, 2006 Minutes
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Correct Beda’s last name to Dubois (lower case “b”)
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Peg Jacobks
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Beda Dubois
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Unanimous
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To Do:
Ø Stacey and Kelley will meet to review facilities codes.
Ø Beda will check further on student name change procedures and the needs of the Library staff.
Ø All members will take the form and protocols to their areas for input.
Ø Returned Mail: Check with peers, Records and other colleges.
Ø Kathy will check with Jean Roberts to see if Records and Registration would be the keeper of institution data.
Ø Team members are asked to review their areas to see who may use organization data, and how we should go about gathering this information.
Ø Kelley will meet with John Morano re: VETERAN.TYPES
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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Kelley Conrad
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Team Lead
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Counseling
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√
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2
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Patti D’Avignon
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Student Life/Community Outreach
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√
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3
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Stacey DeBrot
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College Services
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√
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4
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Beda Dubois
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Financial Services
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√
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5
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Peggy Jacobks
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Financial Aid
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√
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6
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Terri Jourden
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Records/Registration
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N
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7
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Kathy Krentz
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Academic Affairs
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√
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8
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Brenda Mitcheltree
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Admissions
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√
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9
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Darlene Peklar
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Admissions
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N
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10
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Mary Smith
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Human Resources
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√
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11
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Joan Jolman
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OIT
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√
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12
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Patricia Werly
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OIT
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N
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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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