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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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October 17, 2006
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Time
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8:30 a.m.
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Location
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Main Bldg.
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Room #
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349
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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 September 26, 2006 Meeting Minutes – No action taken at Oct. 3 meeting, due to time constraints (Oct. 3 Attendance: Kelley, Patti, Stacey, Beda, Terri, Kathy, Patricia).
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Kelley
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2
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Update on Hierarchy – Additional codes emailed to CORE, IOC and Cabinet members were approved electronically. As HR payroll data entry proceeds, additional codes are needed. Patti is updating data on common drive.
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Kelley
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3
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Calendar – The CORE “master” calendar was discussed. (CMPC, CMPS) These dates impact other applications, so decisions must be made regarding entry responsibility, etc. Beda indicated that refunds are based on “business days” figured from the “master” calendar in Colleague. Kathy noted that Judy currently determines the “academic” calendar based on the faculty contract, which includes most holidays. Mary pointed out that the faculty contract covers a three-year period, so dates could be determined in advance. The responsibility for entering this data is a concern. Stacey sets calendars in EMS according to the academic calendar and other campus closures. Registration dates, including drop/add, withdrawal, etc. for each term are set in ST by Records (Jean) on the RYAT screen. The “master” calendar data entry/responsibility needs further review.
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Kelley
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4
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Forms: Request to Add an Organization or Institution to Colleague
Personal Data Change Request
Kelley distributed the latest draft of these forms for discussion and review. Jean Roberts had suggested adding “Correction of birth date” to the “Requested Change(s)” portion of the Personal Data Change form (like SSN item). All team members are asked to share and test the forms.
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Kelley
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5
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Review Open Items – Close: Prior Action Items #3 Bad Phone Number Tracking, #7 CE Review, #10 Prospect Entry Proposal; New Open Items (9/26/06) #1 SOURCE Codes in “Live, #3 CE Needs/Concerns. Revise Prior Action Item #8 Organization Data (see Prior Action Item # 6 below).
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Kelley
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6
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Other:
>CIP Code Update – The general consensus is to enter only the CIP codes that apply to MCC programs. Judy Eistedt is compiling the list for CORE approval.
>Changing data in Colleague – Beda noted that an employee had changed their middle initial to a full middle name in “Live”. This impacted payroll and could cause problems with reporting (matching Social Security card, etc.). Discussion included various application requirements and protocols. Thorough training and communication is critical in these areas as more teams test and go Live. HR, Payroll and Admissions groups will continue to review, discuss and test various common elements. (Note: MCC employees should never change their own data; any first, last or middle name changes are recorded and tracked via “Other LFM” element on NAE-Addnl Info-BIO; emphasis on thorough research and attention to resolution screens is critical.)
>CE Concerns – Kelley will contact appropriate parties regarding CE issues and follow up. These factors may be considered by other module teams, specifically SAM and ARCR.
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Kelley
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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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Master Calendar
(CMPC, CMPS)
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Colleague “master” calendar data entry and responsibility need to be addressed. These dates impact other applications; timely decisions must be made.
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Kelley
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Open
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2
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Forms:
- Request to Add an Organization or Institution
- Personal Data Change Request
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All team members are asked to share and test the forms.
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Kelley, All Team Members
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Open
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3
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Bad Phone Number Tracking
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Prior Action Item #3
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Kelley
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Closed
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10/17/06
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4
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CE Review: Needs/Concerns
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Prior Action Item #7 and New Open Item #3 (9/26/06). Kelley will communicate CORE discussion with other team leads and appropriate MCC staff.
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Kelley
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Closed
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10/17/06
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5
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Admissions Team: Prospect Entry Proposal
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Prior Action Item #10. Minimum data requirements were decided at a meeting of MCC administrators and staff discussing data entry integrity.
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Kelley
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Closed
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10/17/06
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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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Approval of September 26, 2006 Meeting Minutes
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Beda Dubois
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Brenda Mitcheltree
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Unanimous
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2
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Institutional Hierarchy – Additional Codes
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MTPL Maintenance of Plant (AD)
OPPL Operation of Plant (AD)
WOLI Womens Liaison (SS)
MILI Minority Liaison (SS)
ARTG Art Gallery (AA, CPA)
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Passed via email vote
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Prior Meetings - Open Items
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ID
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Item Description
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Comments
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Owner
(Meeting)
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Planned Completion
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1
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Privacy Code
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PENDING
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Kelley, Pat
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2
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Directory Information
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PENDING
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Mary, Brenda
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3
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Revise Protocol for:
-Return Mail
-Deceased Individuals
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Kelley will research and revise recommendations.
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Kelley
(6/27/06)
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4
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Library needs re: Personal data changes procedure
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Contact Carol Briggs-Erickson – currently receives a list of changes from Records.
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Beda
(5/23/06)
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5
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ADDRESS.TYPE Usage Protection by Module
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Perry explained the address hierarchy process and will check on usage control.
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Perry
(6/13/06)
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6
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Organization Data: (ORGP)
-Develop Protocol for Adding and Changing Data
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> Research/review role and contact issues
> Reconsider EMPLOYMT.TYPES Valcodes: School Principal, Corporate Contact, Director, Employee, Officer, President, Sales Representative, Counselor, HR Director, Matching Gift Contact, and Board Member. Try to reduce, simplify and condense options.
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Kelley,
OIT, Perry,
All Team Members
(6/13/06)
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7
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Revised Protocols
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Revise all protocols and send to CORE Team members for their approval.
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Kelley
(5/16/06)
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8
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Data Record Forms:
Add, Change
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Test, review, revise and share drafts with peers; especially those involved with this process. Contact Kelley with any suggestions
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Kelley,
ALL Team Members
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9
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Institutional Hierarchy: Additional Codes
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Kelley will discuss the suggested revisions with Mary (see Excel list distributed 9/26/06)
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Kelley, Mary
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NEW Open Items
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ID
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Item Description
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Comments
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Owner
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Planned Completion
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1
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Master Calendar
(CMPC, CMPS)
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Colleague “master” calendar data entry and responsibility need to be addressed; as these dates impact other modules.
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Kelley
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2
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CIP Codes
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Judy Eistedt is compiling a list of codes used by MCC for CORE approval.
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Kelley
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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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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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N
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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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N
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6
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Terri Jourden
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Records/Registration
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√
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7
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Kathy Krentz
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Institutional Research/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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N
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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] √: attended meeting; N: not present; S: sent representative; R: representative; G: guest
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