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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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January 25, 2007
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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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Jean Roberts
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Scribe
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Chris Nowak
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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 25, 2007 minutes with correction of COMPASS Math code descriptions (NONC):
COMP.MPRE = COMPASS PreAlgebra
COMP.MALG = COMPASS Algebra
COMP.MCALG = COMPASS College Algebra
COMP.MTRIG = COMPASS Trigonometry
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Jean
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2
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Fall 2007 Registration LIVE date changed to July 9, 2007
Summer will be done in a parallel system.
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Jean
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3
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Last Remote Consulting – February 9, 2007 at 2:00–4:00 p.m.
This will be the last consulting we have with Doug before going LIVE in July. Start looking at areas of interest. We set the agenda for Remote Consulting; this is the time to understand such codes as “Equate” or end of term processes. Submit any questions/concerns to Jean by Feb. 2.
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Jean
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4
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Web Advisor:
IT training will be February 14, 2007. Deadline for Jean to submit names to IT is January 26, 2007. Jean will submit all the names of the SAM team.
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Jean
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5
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CU VAL codes SECTION STATUSES:
Will leave open until we speak with Doug at Remote Consulting on February 9, 2007.
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Jean
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6
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Review Reports:
All team members should review delivered reports and compare to reports we currently receive from IT. Critical vs. Like to know.
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Jean
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7
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Restrictions (REST):
Stop students from registering, i.e. Delinquency. Can set “severity level” from 01-99.
How will the AR team determine the severity level? If a student is delinquent $25.00 will they still be allowed to register but not have transcripts released. Will this send a mixed message? What about a bad check for $24.99?
Jean asked team members to talk with their departments because this is not just a SAM or AR decision.
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Jean
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8
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To View SAM Workbook - Go to:
My Computer
X – drive
SAM Team
Final Decision Workbook
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Jean Lynne
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9
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LIVE Sim – February 27th and 28th. Preparation, test elements include:
- Folders
- Registration forms: BIOL 105, meet-together courses and equate codes
- ACT
- Deregistration
- Cancel classes
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Jean
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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 25, 2007 minutes
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Add COMPASS to NONC Math code descriptions as noted
As amended
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Vilene Rodgers
Vilene Rodgers
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Judy Eistedt
Schenavia Cornelius
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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 Comple- tion
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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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Judy will research further with Mary Smith, OIT
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Judy
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Open
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2/01/07
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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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2/01/07
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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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2/15/07
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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 (Tech Prep)
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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.
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Jean
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Table
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12/13/06
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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.
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Jean
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Open
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12/13/06
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18
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Conversion Testing
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SAM Team
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Open
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2-27-07
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19
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CU VAL codes for
SECTION.STATUSES
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Codes in Test: A Active, C Canceled, P Pending, H Hold for Cancellation, F Frozen, T Test. Research use of R Revised. (Doug)
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Judy, Kathy
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Table
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2/09/07
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20
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FI Code Files
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>Review usage of ADVR Advisor Rules, COTY Campus Organization Types, ROLE Roles
>FIDE Faculty Information Defaults; includes special subroutine for workload calculation (Doug recommended NOT using - Nov. 6 remote)
>Don’t use Faculty Information rules - Advisor Assignment
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Jean, Judy, Lynne
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Open
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2/09/07
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21
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Review reports for FI, CU, AC, Registration
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SAM Team
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Open
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2/15/07
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Closed Action Items - None
NewAction Items - None
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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√
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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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5
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Schenavia Cornelius
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Enrollment Services/Admissions
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√
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