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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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February 6, 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 30, 2007 Minutes
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Kelley
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2
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Room Code: TBP To Be Posted codetaken back to IOC for final approval
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Kelley
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3
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Graduation Type Codes: Discussion continued regarding codes needed for Legacy data conversion. Codes in R18Test are Y Graduated, N Not Graduated, G GED Equivalency, and O Other Equivalency. Kelley noted that she researched this field and found it may also be used by HR, and doesn’t appear to have any special processing. Brenda, Kathy and Terri noted that this field wasn’t used (yet) by the Admissions or SAM Teams. Current TIP Admission Status codes were discussed, as well as their relationship to Colleague. The purpose of these TIP codes will be handled by several other elements in Colleague. Patricia noted that her preliminary plan is to bring over any “confirmed” grads as “Y Graduated” and GED recipients as “G GED Equivalency”, any other TIP Admission Status codes will not be converted here.
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Kelley
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4
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Revised Residency Policy was distributed to all CORE team members for information
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Kelley
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5
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Prior Action Items were reviewed
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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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Planned Completion
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1
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Code Needs: Special Pops
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Kelley will review reporting needs with VP Ferrentino (Perkins)
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Kelley
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See Prior Open Item 8
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2
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Consult with Perry
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Discuss various “Open” items
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Kelley
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See Prior Open Items 5, 6, 9
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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 30, 2007 Minutes
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Brenda Mitcheltree
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Peg Jacobks
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Unanimous
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2
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Graduation Type Codes
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Approved:
Y Yes
G GED Equivalency
(Others may be added later if needed)
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Brenda Mitcheltree
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Patti D’Avignon
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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 – Policy being studied/revised (Jean/Records)
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Kelley, Pat
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2
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Directory Information
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PENDING – Policy being studied/revised (Jean/Records)
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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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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. Check with Perry (2-06-07)
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Kelley,
Perry
(6/13/06)
Kelley, Kathy, Beda
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6
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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. Check with Perry (2-06-07)
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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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7
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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, Patricia (2-06-07)
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Kelley
(10/24/06)
OIT
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8
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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. Bench- marking is also being done.
Kelley will discuss with VP Ferrentino (re: Perkins reporting) (2-06-07)
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Kelley, Brenda
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9
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Duplicate Records in Colleague
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Kelley and Rosemary will research, review protocols, etc. 1-9-07 Perry is working to identify duplicate person and organization records in “Live”. Pat suggests regular review of dupes. Check with Perry (2-06-07)
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Kelley (12/5/06)
Perry
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10
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Personal Data Change Form
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Develop separate forms for students and employees. Beda and Mary will revise the form for employees; Kelley, Patti and Terri will review the form for student use, in conjunction with the new residency policy. Both groups should have revisions by the next meeting.
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Mary, Beda
Kelley, Patti, Terri
(1/30/07)
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2/13/07
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11
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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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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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ADDRESS.TYPE Usage Protection by Module
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To be resolved with effective training and security set-up
(6/13/06)
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2/06/07
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2
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Revised Protocols
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Posted on shared drive – View Only (5/16/06)
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2/06/07
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3
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Student Re-apps/
Reactivation
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This issue is a Student Services function; that dept. will determine specific record maintenance responsibility. (10/24/06)
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2/06/07
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4
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Institutional Hierarchy Name/Code Changes
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President’s Cabinet is reviewing procedures to add/change dept. or office names. (1/16/07)
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2/06/07
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NEW Open 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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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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N
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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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N
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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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√
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[i] √: attended meeting; N: not present; S: sent representative; R: representative; G: guest
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