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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, 10/05/06
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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 9/28/06 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 1. Please see “Action Item” ID 2. Aaron reported the Team met Tues., 10/3/06, with invited guest Nancy DeLong, MCC contact for our Employee Assistance Program (EAP) through Hackley and reviewed EAP free trainings/programs. The Team so far has chosen the “EAP Supervisor” training program and encouraged all the Team Leads to attend. The Team will work with the VP’s to assure appropriate attendances.
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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 4. Kelley reported with the help of Julie the “cheat sheets” are complete and laminated. She inquired how everyone wanted them to be distributed. Rosemary indicated definitely to the modules that have gone Live. Kelley will have more made up and she has them in her office.
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Kelley Conrad, CORE Team Lead
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2
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Colleague Financial:
Rosemary reported the Team just completed 2 days for budget training and have loaded the budget into the system. The Team also worked on GL and FRX. A lot was accomplished this week.
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Rosemary Zink, Financial Team Lead
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2
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Human Resources:
Please see “Action Item” ID 5. Mary reported the Team has begun to enter in the Val codes and code files and everything is going well. The Team continues to work on positions, benefits and deductions.
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Mary Smith, Human Resources Team Lead
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2
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Student Services:
Admissions:
Please see “Action Item” ID 3. George reported there were a few glitches when went Live and all is worked out now. The Team is entering in applications as well as prospects. The Team is working on Communication Management and due to training room availability and assuring that the trainers will be sufficiently trained the training has been moved to Friday, 11/3/06.
Student Academic Management:
Please see “Action Item” ID 6. Jean reported 487 curriculum codes have been inputted which still has to be approved by SAM.
Accounts Receivable: No report.
Degree Audit: Not meeting yet.
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Jean Roberts, Student Services Team Lead
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2
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Financial Aid:
Bruce reported the Team was unable to meet last week. The Team will meet this week and he did receive the training manual for 10/16 & 17/06 training on Communication Management.
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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. Patricia reported that there are 388 student missing social security numbers going back ten years of which 45 are foreign students. From Fall 2004 to the present there are 9 foreign students. None contain CE students. Patricia reiterated to please email her approved codes as soon as possible to she can forward them on so they can be inputted in a timely manner. Patricia and Perry explained they put them first into a conversion account then copy them over. Perry reported that 34,000 institutions have been imported and he is working on setting it up so that MI institutions will appear at the top in the meantime he will email everyone on how to search for MI institutions. WebAdvisor is installed on the test server and will get started soon on the testing to meet the project plan. Joan reported patches were emailed out and explained it contained patches for: Colleague Financials-G/L year end closing process; OIT-security updates; Financial Aid-batch SAP calculations to work without errors and simplify annual set up; SAM-build code classes code correction; HR-to better prepare and track COBRA information; and Degree Audit-to speed up smart registration. Perry explained there may be a lot of patches not pertaining to specific modules and it’s because Datatel supports state recording in some states. Joan informed that there is new UI (User Interface) version client software. Perry explained in this new version there are some security issues resolved and doesn’t believe there is any end user differences. OIT will test it first before going with a new version which may be a while yet. Joan and Patricia inquired if bringing this patch information to IOC is helpful and do they like how Joan highlights particular areas patches in Team Leads’ emails. All liked both and agreed.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications:
Julie reported the Admissions Live party is Thursday, 10/26/06 @ 11:30 a.m. to 1:00 p.m. Dr. Rule will be sending an email out to all regarding the celebration. There will be FIT Town Hall Meetings in room SC 1100 on Thursday, 11/16/06 @ 10am and 2pm in which Kamlesh will introduce the Colleague schedule. Rosemary explained these Town Hall meetings resulted from the FIT Team Group Meeting that took place in the Thursday, 9/21/06 IOC Meeting. Next week’s FIT Newsletter will highlight Admissions Live and the next after that will be on HR.
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Julie Weller, Communica-tion Team Lead
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3
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Other Issues:
IOC Meeting for next Thursday, 10/12/06 is cancelled. The 38th IOC Meeting will be on Thursday, 10/19/06 @ 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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Determine automatic Colleague access standards for specific employee positions.
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Teresa reported this is ongoing and she is making progress on Academic Affairs lists.
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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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2
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Present brochure on stress relief with changes to IOC for approval.
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Aaron Hilliard, Change Management Team Co-Lead
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Open
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At the next IOC Meeting
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3
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Present the Recruitment/Admissions Management Validation Code Tables 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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4
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Present code TR for Transcript Request be added to ADDREL.TYPE; code FOU description be changed to “Foundation”, delete COM and VET; add Dept. Codes: OVOP, THPE, ACCT, MKTM, AMTL, APRT, PLAN, PKDI, PKLL, PKED, PKWI, PKSP, SFTY, SCOP, GVSU, WMIU, VETA, WBKT, MBKT, WRES, WVLB, WSFT, MBSB, MGOL, WTEN, ATRK, WING and Division Code: PRK to the MCC Institutional Heirachy recommendations to President’s Cabinet for approval:
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Approved.
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Kelley Conrad, CORE Team Lead
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Closed
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President’s Cabinet Meeting, Tuesday, 10/3/06
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5
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Present HR Code files and Val Code Tables recommendations to President’s Cabinet for approval:
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Approved.
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Mary Smith, HR Team Lead
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Closed
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President’s Cabinet Meeting, Tuesday, 10/3/06
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6
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Present Academic Programs code changes: CJCO_PROF, CJUS.AAS and CJUS.ASA recommendations to President’s Cabinet for approval:
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Approved.
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Jean Roberts, SAM Team Lead
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Closed
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President’s Cabinet Meeting, Tuesday, 10/3/06
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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 September 28, 2006, be approved as presented:
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Kelley Conrad
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Mary Smith
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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-Vacation & S-Scott O’Neal
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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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N-Leadership West MI
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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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√
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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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√
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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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N
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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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√
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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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√
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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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√
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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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N
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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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16
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Joan Jolman
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Administrative Application Specialist
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OIT - SunGard Higher Education Managed Services
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√
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17
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Scott O’Neal
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Technical Director
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OIT - SunGard Higher Education Managed Services
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R
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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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