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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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November 7, 2006
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Time
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8:30 a.m.
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Location
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SCHE
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Room #
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1300
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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 October 31, 2006 Meeting Minutes
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Kelley
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2
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Additional Code – Institutional Hierarchy: HR requested a code for Athletic Training
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Kelley
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3
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Employment Types Val Codes – Revisit EMPLOYMT.TYPES (See Prior Open Item #6)
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Kelley
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4
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Form Review: (See Prior Open Item #8)
1) Muskegon Community College Organization/Institution Data Add and Change Request form draft was reviewed and revised during the meeting, with Patti reformatting during discussion. A final draft will be sent to all CORE members and reviewed with other appropriate MCC staff before taking to IOC. Admissions needs this form ASAP to add high schools; contact/role and position items may be added to the form later (after further review of recent enhancements).
2) Personal Data Change Request – This form has been reviewed with Jean Roberts and will be presented to IOC for approval.
Kelley will compose instructions to be included with each form.
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Kelley
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5
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CIP Codes update – Dr. Rule has indicated the CIP code errors must be fixed; specifically the “general education” coding issue. Further review will take place, probably including Institutional Research Office staff. (See Prior Open Item #10)
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Kelley
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6
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Student Reapplication/Reactivation – need CORE recommendation on protocol
Kelley discussed this issue with VP Brooks, AVP Maniates and Jean Roberts. CORE members agree that this is a Student Service function and specific record maintenance may best be determined within that dept. (See Prior Open Item #11)
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Kelley
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7
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Other: Communication is Key
Brenda shared some experiences in Admissions since going “live”, including training issues and the importance of effective, timely communication. She explained the current plans covering which staff members will enter prospects and applications, as well as the importance of writing comprehensive training manuals.
It was also noted that it’s critical to follow the approval and communication flow within the FIT Project framework, especially as more applications go “live” and interact.
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Kelley,
Brenda
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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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Additional Code – Institutional Hierarchy
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HR requested a code for Athletic Training (ATHT), attached to AA Academic Affairs and HPR Health/Physical Ed/Recreation. Kathy indicated that this probably shouldn’t be attached to an academic dept.; but rather the Athletic Dept. under Gene Gifford, SS Student Services.
Mary and Beda will check on this affiliation, inform Kelley, who will contact all CORE members for a vote via email.
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Kelley
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Open
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2
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Employment Types Val Codes – Revisit EMPLOYMT.TYPES
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Recommended codes: School Principal, Corporate Contact, Director, Employee, Officer, President, Sales Representative, Counselor, HR Director, Matching Gift Contact, and Board Member. Kathy had done some research in R18; finding a note indicating these codes will be used in conversion only and not carried over to R19.
Kathy will review further with Kelley and Beda.
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Kelley, Kathy
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Open
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3
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Student Record Reapplication/ Reactivation
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This issue has been reviewed with VP Brooks, AVP Maniates and Jean Roberts. Discussion centered on responsibility for updating a student record who hasn’t attended in five years or more. In the past, Admissions would process an updated application; however, going forward with Colleague, facilitating the process for the student is imperative. Team members feel this is a Student Services function and it may be best to determine specific record maintenance responsibility within that dept. If that is the consensus, then the previously approved protocol must be revised and approved via the established FIT Project system.
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Kelley
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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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Motion
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Second
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Approval
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1
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Approval of October 31, 2006 Meeting Minutes
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Mary Smith
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Beda Dubois
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Unanimous
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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
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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, AORG)
-Develop Protocol for Adding and Changing Data
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> Reconsider EMPLOYMT.TYPES Valcodes: School Principal, Corporate Contact, Director, Employee, Officer, President, Counselor, Sales Representative, HR Director, Matching Gift Contact, and Board Member. Reduce, simplify and/or condense options. Noted: These codes will be used in conversion only and not carried over to R19. Review further.
> Research/review role and contact issues in patches to R18 (patch documentation).
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Kelley,
OIT, Perry
(6/13/06)
Kelley, Kathy, Beda
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11/14/06
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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, Update
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Kelley will write instructions for each form, review forms with MCC staff, take to IOC, and work with Patti to get some printed for trial use.
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Kelley,
Patti
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9
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Master Calendar
(CMPC, CMPS)
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Colleague “master” calendar data entry and responsibility need to be addressed; MCC’s academic calendar, contractual commitments, and other closure dates (EMS) need to be considered.
Kelley will meet with Rosemary Zink, Judy Eistedt, and Lois Smith to discuss.
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Kelley
(10/17/06)
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10
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CIP Codes
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Judy Eistedt is compiling a list of codes used by MCC for CORE approval. CIP code errors must be fixed (specifically “general education” coding).
Further review will take place (probably including Institutional Research Office staff).
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Kelley
(10/17/06)
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11
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Student Re-apps/
Reactivation
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Team members feel this is a Student Services function and that dept. should determine specific record maintenance responsibility. If that is the decision, previously approved protocol must be revised and approved via the FIT Project system.
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Kelley
(10/24/06)
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12
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Basic Colleague Training
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Dissemination of general information, various dept. Colleague data maintenance responsibilities, and explanation of the new forms and tentative procedures may be needed.
All team members are asked to note any training concerns or questions identified during the FIT Town Meetings, Nov. 16.
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Kelley
(10/24/06)
All Team Members
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13
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Data Dictionary
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Development of a “Data Dictionary” to define global terms used in Colleague and for reporting; possibly a Word document in a shared CORE folder including (column headings): 1) MCC Word or Phrase, 2) Colleague Word or Phrase, 3) Definition, 4) Colleague Module(s), and 5) Entered By (1st init, LN). It was suggested that this format be shared for use by all teams, and their input requested.
Kelley will take this issue to IOC for discussion.
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Kelley, Patti
(10/24/06)
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14
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Code Needs: Special Pops
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Donella continues to review codes used for special populations, both in CORE and SAM.
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Kelley
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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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Additional Code – Institutional Hierarchy
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Code needed for Athletic Training; HR suggests ATHT. Placement of this code under the Athletic Dept. ATHL (Gene Gifford), SS Student Services seems appropriate.
Mary and Beda will check on this and inform Kelley for a vote via email.
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Mary, Beda
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11/09/06
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Announcements
FIT Town Meetings: Thursday, Nov. 16, 10:00 a.m. and 2:00 p.m., Room 1100
REMEMBER: Communication is Key
It’s important to follow the approval and communication flow within the FIT Project framework, especially as more applications go “live” and interact.
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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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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√
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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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