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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, 10/26/06
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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 10/19/06 IOC Minutes:
Please see “Decisions Made” ID 1.
The IOC Meeting for Thursday, 11/02/06 is cancelled.
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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. No further report.
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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 stressed to please get all finalized approved codes (not necessarily in Live) to Patti D’Avignon to record. Rosemary inquired if the all module Val codes could be printed off. Perry answered yes. Patricia added that George was interested in the Student Services Val codes and Code Tables in regards to Active Apply. A/R codes are not finalized yet. Jean will email Patti. The Team has been discussing who will be responsible for updating the 2006-2007 Master Calendar in Colleague. Kelley mentioned the Team was thinking of Judy Eistedt, Stacey DeBrot and Beda Dubois or Lois Smith. Teresa mentioned that Dr. Rule is currently discussing date line/times for the calendar. Issues with changing the calendar were discussed with Perry.
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Kelley Conrad, CORE Team Lead
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2
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Colleague Financial: No report.
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Rosemary Zink, Financial Team Lead
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2
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Human Resources:
Mary reported the Team finished two days of consultation and ran a payroll in Live. Numbers were looking good but still have work to do on balancing. The Team continues to work on benefits and inputting adjunct faculty and students. The next scheduled phone consultation is at the end of November however, the Team needs to add a consultation before then. Mary commended Rosemary’s staff for all their assisted hard work.
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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. Rosemary and Kelley inquired about the codes George requested discussed in the CORE portion of this meeting. George explained there for Active Apply. Rosemary questioned if the needed codes are from the Student Module or all the modules. George explained just the ones specified from the Active Apply meeting, mostly Admissions Codes. Kelley and George will communicate on this.
Student Academic Management:
Please see “Decisions Made” ID 2 and 3. Please see “Action Item” ID 5 and 6. Jean reported the Team is working with Admissions, A/R, and Financial Aid in starting the Live simulation. The Team is finishing up their Decision Workbook and more codes will be brought to the IOC table.
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.
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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. Perry reported rolling out a little piece of the WebAdvisor to a completely separate account where the 2007 schedule was built, for the students to use to inquire into the 2007 Winter and 2007 Spring/Summer schedule. There will be a link on the home page and it will have the same functionality. Jean inquired how often it will be updated. Perry and Kamlesh answered every hour.
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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 today, Thursday, 10/26/06 @ 11:30 a.m. to 1:00 p.m. in Collegiate Hall. Julie will get an email out to all. Teresa reported that there will be FIT Town Hall Meetings in room SC 1100 on Thursday, 11/16/06 @ 10am and 2pm in which all Team Leads are requested to be present.
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Julie Weller, Communica-tion Team Lead
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3
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Other Issues:
Due to IOC members having vacations and off Campus meetings the Thursday, 11/2/06 IOC Meeting was cancelled unanimously. Please see “Decisions Made” ID 4.
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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 the Academic Affairs piece is almost ready to go and the others are still being worked on.
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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 reported this is still being worked on.
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Aaron Hilliard, Change Management Team Co-Lead
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Open
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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, Tuesday, 10/31/06
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4
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Present added Dept. Codes: MTPL, OPPL, WOLI and MILI to the MCC Institutional Heirachy recommendations to President’s Cabinet for approval:
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Approved electronically.
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Kelley Conrad, CORE Team Lead
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Closed
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Electronically approved by President’s Cabinet
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5
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Present the Placement Non Course (NONC) Test Codes recommendations to President’s Cabinet for approval:
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Jean Roberts, Student Services Team Lead
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Open
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At the next President’s Cabinet Meeting, Tuesday, 10/31/06
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6
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Present the Placement NONC Other Test Codes College Level Exam Program and Advanced Placement recommendations to President’s Cabinet for approval:
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Jean Roberts, Student Services Team Lead
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Open
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At the next President’s Cabinet Meeting, Tuesday, 10/31/06
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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 October 19, 2006, be approved as presented:
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Rosemary Zink
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Mary Smith
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Unanimous
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2
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Motion that Placement Non Course (NONC) Test Codes be approved with the addition of codes for CIS 120A and CIS 110 for recommendation for President’s Cabinet for approval as presented:
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The Placement NONC Test Codes are for either Accuplacer or Compass. Jean explained both are still being reviewed by departments and the Team wanted to be ready to go when the decision turns. Kelley brought up that the CIS 100 test is actually a waiver not a placement test. There are different ones for CIS 110 and CIS 120. Jean will add the 120A and 110.
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Jean Roberts
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Rosemary Zink
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Unanimous
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3
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Motion that Placement NONC Other Test Codes College Level Exam Program and Advanced Placement be approved for recommendation for President’s Cabinet for approval as presented:
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The “Other” is the AP (Advanced Placement) and CLEP test that are received and credited for. The ACTC code, Jean explained is something that Admissions needs right now to enter the ACT code for transcripts. Kelley mentioned that the CLEP test changed considerable 4-5 years ago and inquired if someone had double checked that. Jean clarified these codes will be needed anyway for past students in our history additions can be made at a later date if needed.
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Kelley Conrad
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Mary Smith
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Unanimous
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4
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Motion that the IOC Thursday, 11/2/06 meeting be cancelled, be approved as presented:
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Due to IOC members having vacations and off Campus meetings the Thursday, 11/2/06 IOC Meeting was cancelled unanimously.
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Teresa Sturrus
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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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√
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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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√
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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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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-Out of Town
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14
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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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