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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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January 23, 2007
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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 January 16, 2007 Minutes
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Kelley
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2
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Room Codes – Approve: Room 144, Main Building
TBP To Be Posted, for off-campus sites (high schools, businesses,
YMCA, etc. where MCC doesn’t assign rooms)
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Kelley
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3
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Locations (LOCN) – Revisit MCC and OFF codes previously approved for test. In previous discussions with Carol Hogan and Perry, it wasn’t clear how MCC would use this element. This may be more relevant to facilities and EMS, which may eventually bridge to Colleague. Kathy noted that LOCN isn’t used when setting up course sections and assigning rooms.
No decision will be made at this time; it can be revisited when the need arises.
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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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PlannedCompletion
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1
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Use Personal Data Change Form (Name Changes)
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Please use and test this form, so appropriate changes can be made if needed.
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ALL TEAM MEMBERS
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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 January 16, 2007 Minutes
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Peg Jacobks
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Brenda Mitcheltree
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Unanimous
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2
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Room 144 (BLDG: MAIN)
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Room 144 (English Office) was omitted from original approved Facilities Room list.
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Kathy Krentz
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Patti D’Avignon
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Unanimous
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3
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Room Code:
TBP To Be Posted
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From previous discussion and testing, used for sites where MCC doesn’t control room assignment, such as high schools, the YMCA, businesses, etc.
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Peg Jacobks
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Brenda Mitcheltree
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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. Security issue?
11/14 – Patricia will check with Perry.
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Brenda, Pat, Perry
(6/13/06)
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6
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Organization Data:
(ORGP, AORG)
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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. Research/review role and contact issues in R18 Test.
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Kelley,
OIT, Perry
(6/13/06)
Kelley, Kathy, Beda
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7
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Revised Protocols
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Kelley will post on shared drive – View Only. When considering duplicate records, Kelley will review the approved protocols.
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Kelley
(5/16/06)
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8
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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. The primary need relates to billing/business days for student financial processes. 12/05 Perry is researching.
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Kelley, Perry
(10/17/06)
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Needed in “LIVE”
and “TEST” (for Live SIM)
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9
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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. Kelley will follow up with George and Jean.
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Kelley
(10/24/06)
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10
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Basic Colleague Training
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Consensus was that basic navigational training should be planned by IOC and OIT, includes security issues and hopefully establishing/ mandating standard new employee training.
Kelley will discuss with Kam.
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Kelley
(10/24/06)
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11
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Code Needs: Special Pops
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Janice and Donella continue to review codes used for special populations, both in CORE and SAM. Benchmarking is also being done.
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Kelley, Brenda
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12
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Duplicate Records in Colleague
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Kelley and Rosemary will research, review protocols, etc. 1/09 Perry is working to identify duplicate person and organization records in “Live”. Pat suggests regular review of dupes.
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Kelley (12/5/06)
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13
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Personal Data Change Form
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Review need for “form completed by” info after Live SIM. 1/09 More discussion and review by team members; consult appropriate MCC depts.
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Kelley
(12/12/06)
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14
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Institutional Hierarchy Name/Code Changes
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Investigate need for a process to add/change names/codes, including requests, approval and college-wide communication. Beda will research and benchmark this issue.
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Beda (1/16/07)
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15
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High School “Guest” Students
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Determine process to change a high school student (i.e. HS guest, dual-enrolled, Talented Youth, etc.) to “degree seeking”. How to track, who changes Colleague data, dept. responsibility? SFA, Admissions, and the Student Academic Management Team will research this item.
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Peg, Brenda, Kathy (1/16/07)
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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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√
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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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N
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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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√
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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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N
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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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