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SAM MINUTES
Meeting Logistics
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Project
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Colleague – Student Services Module
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Topic
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· Student Academic Management Team
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Date
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December 7, 2006
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Time
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10:00 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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Chris Nowak
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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 November 18, 2006 Minutes
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Chris
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2
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Approval of November 30, 2006 Minutes
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Chris
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3
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Approval of GEN Subject (SUBJ) Code for General Transfer Credits – Chris explained this is the best way to handle transfer credit for general electives. Doug also suggested this method would work best within Degree Audit as well.
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Chris
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4
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Approval of Course (CRSE) Codes: GEN-CREDIT, CIS-CREDIT, CHEM-LAB
These courses are needed to records transfer credit, as Chris discussed.
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Chris
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5
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Hiatus and Withdrawal Codes (HIAT, SWTH, STHI) and HIATUS.STATUSES
These issues were tabled at the last meeting, and will be discussed further with Doug before any decisions are made.
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Chris
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6
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Live SIM: 8:30 a.m. to 4:30 p.m., Wed. and Thurs., Dec. 13 and 14, room 1300. All members should expect to attend all day Wed. and possibly Thurs. (depending on progress). A scenario spreadsheet is being prepared and a copy of Doug’s LIVE SIM Agenda was sent to all team members. Specific assignments will be made on Wed.
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Chris
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7
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Assignments: Chris distributed forms and assignment sheets to all members. The sample forms will be used during live SIM, so everyone should become familiar with and practice the form processes. Forms included: Registration, add/drop, COMPASS Math Placement list, student drop “Status Reasons” (SRGC screen shot), and MCC Personal Data Change Request.
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Chris
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8
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Other: Review – Dec. 8 Remote Consulting Agenda
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Chris
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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 November 18, 2006 Minutes
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Judy Eistedt
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Terri Jourden
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Unanimous
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2
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Approval of November 30, 2006 Minutes
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Judy Eistedt
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Bea Halvorson
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Unanimous
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3
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Approval of Subject Code for General Transfer Credits (SUBJ)
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GEN General Transfer Credit
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Vilene Rodgers
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Kathy Krentz
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Unanimous
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4
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Approval of Additional Course Codes (CRSE)
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GEN-CREDIT General Credit
CIS-CREDIT Computer Info
System Credit
CHEM-LAB Chemistry Credit
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Judy Eistedt
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Terri Jourden
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Unanimous
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Continuous 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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1
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Update Decision Workbook
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Lynne, Jean
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2
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Practice Registration Activities in Test
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Terri, Chris, Bea
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3
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Practice Grading
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Bea, Jean
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4
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Practice Transcript Processing
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Bea, Jean
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5
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Add more courses/sections to terms for testing
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Add courses/sections for top 10 academic programs to 2007WI and 2007SP
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Judy, Kathy
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6
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Practice Graduation Processing
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Chris, Jean
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Prior 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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Confer with HR:
>Determine specific instructional methods (ISTM), instructional load formulas
>Faculty Qualifications and Non-instructional assignments
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(Coordinate with OIT)
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Judy, Kathy
Judy, Kathy, Jean
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Open
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2
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>Review CU/FI Inquiry, Processing/Reporting screens
>Procedures Manual and Workflows
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Review FI Val Codes; creating faculty members and related screens – who does what, when, etc.
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Judy, Lynne
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Open
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3
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Determine Academic Standing Rules for Part-time Students (ALST)
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Computed columns needed for part-time students over multiple semesters
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Patricia
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Open
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4
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Practice student academic standing codes in “Test”
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GOOD, DEAN, PRES, PROB1, PROB2, DISM
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Jean, Chris, Terri
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Open
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5
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Put end date on LG grades
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(After conversion)
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Jean
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Open
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6
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Review:
-Course/Section Notation Messages (ORES)
-Pre-/Co-req Review
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Discuss with Academic Affairs, Dept. Chairs and appropriate faculty to update/revise
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Judy
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Open
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7
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CIP Codes
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Only the CIP codes assigned to MCC programs will be entered in Colleague (manually). Judy will follow up with Patricia and VP Ferrentino regarding code revisions and data conversion issues from TIP.
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Jean, Judy
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Open
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8
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Review Academic Records Code files/Valcode tables
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Additional codes will need to be decided and entered in Test
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SAM Team
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Open
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9
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Compile list of current Legacy “Curriculum” reports
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Doug will compare with Colleague-delivered reports
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Judy
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Open
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Oct. 2006
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10
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Review posting “Credentials” (Other Certifications)
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Include CE, Phlebotomy credentials, other training programs
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SAM Team
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Open
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11
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STUDENT.SPECIAL.
SERVICES Valcodes
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Confer with Janice Alexander regarding code options. Three codes in R18Test: D Early Alert, T Tutor Required and P On Probation. The decision workbook lists more codes.
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Vilene
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Open
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12
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Approve FED.COHORTS
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Per review with Doug, “Transfer” codes will not be used at this time. Need to decide “First Time” and athletic Cohort Codes
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Jean
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Open
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13
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Approve STUDENT.
REMARK.TYPES
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A Academic, B Behavioral, and P Personal recommended. Review codes in Test for SEVIS reporting, special processing, security and special needs concerns. Needs to be reviewed further.
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Jean
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Open
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14
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Inactive PROG Codes: PPSC.AAS, PPSC_CERT, WCMB.AAS
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The Tech Dept. will suggest that these be “inactivated”; they will be coded as such in Colleague.
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Jean
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Open
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15
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Approval to use STRK Student Remarks only for Counselors
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Discussion involved personal counseling vs. academic advising, FERPA and record subpoena concerns. This issue will be reviewed further with MCC administrators.
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Jean
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Open
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16
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Approval of Hiatus Codes (HIAT)
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Review and compare Hiatus vs. Withdrawal (HIAT/WTHR); has IPEDS reporting implications. Ask Doug
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Jean
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Table
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12/08/06
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17
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Approval of AC Val Code HIATUS.STATUSES
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Recommended codes: N Notified of return, W Will get in touch soon, D Do not try to contact, and A Approved. This issue will receive further review with Hiatus and Withdrawal codes. Ask Doug
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Jean
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Open
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12/08/06
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Closed Action Items
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ID
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Action Description
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Comments
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Meeting Date
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1
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Live SIM: Develop Testing Scenarios
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To be used for live simulation (Dec.)
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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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Jean Roberts
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SAM Lead
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Records and Registration
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N
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2
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Chris Nowak
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Records Auditor
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Records and Registration
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√
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3
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Bea Halvorson
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Transcript Clerk
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Records and Registration
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√
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4
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Terri Jourden
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Registration Clerk
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Records and Registration
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√
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5
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Kathy Krentz
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Institutional Research
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√
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6
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Judy Eistedt
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Academic Affairs
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√
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7
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Lynne Wood
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Academic Affairs
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√
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8
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Vilene Rodgers
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