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IOC MINUTES
Meeting Logistics
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Project
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FIT
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Topic
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· IMPLEMENTATION OVERSIGHT COMMITTEE
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Date
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Thursday, 5/17/07
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Time
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8:30 a.m.
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Location
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PCR
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Room #
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112 (PCR)
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Call-in #
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Facilitator
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Project Co-Chairs Kamlesh Sanghvi, Teresa Sturrus & Rosemary Zink
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Scribe
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Kelli Loughrige
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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 5/03/07 & 5/10/07 IOC Minutes:
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Project Co-Chairs Kamlesh Sanghvi, Teresa Sturrus & Rosemary Zink
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2
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TEAM REPORTS:
CHANGE MANAGEMENT: No report.
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Aaron Hilliard & Diane Krasnewich, Team Co-Leads
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2
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CORE: See “Decisions Made” ID 2 and 3 and “Action Items” ID 1.
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Kelley Conrad, CORE Team Lead
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2
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Colleague Financial: No report.
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Rosemary Zink, Financial Team Lead
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2
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Human Resources: Mary reported that the Team is testing leave plans for the 7/1/07 accruals. Rosemary added that vacation time will be accrued & not preloaded on 7/1/07. Rosemary and George recommended Mary to email a reminder out to all about this.
Payroll: Rosemary reported that the issues with retirement are being worked on with Perry’s assistance and he is checking on one of the benefits vouchers.
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Mary Smith, Human Resources Team Lead
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2
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Student Services: Student Academic Management: Please see “Decisions Made” ID 4 and “Action Item” ID 2. Jean reported that over 300 sections have been built in Live and are tweaking. Judy Eistedt is aiding in building some sections. Jean emailed some issues on placement test conversion. Waiting to do conversion checking for degrees and also sections. Rosemary will change the exam prep date in Live.
A/R: Please see “Decisions Made” ID 5 and “Action Item” ID 3. Kamlesh suggested setting up a separate query for conference and catering to see how much revenue is making. Rosemary explained there is a separate revenue account for it already.
Admissions: George reported that Active Apply is Live and are not integrating yet due to an issue that needs fixed. Would like to start manually integrating. Perry is assisting with group track assignment in communication management. George inquired about student photo id cards w/their Colleague number. Currently it is developed off the TIP system and printed on paper. George believes the way staff id badges are created in the business office is a slow process; however, Rosemary will inquire with Joe Doyle. This will be investigated further.
Degree audit: No report.
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Jean Roberts, Student Services Team Lead
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2
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Financial Aid: Bruce reported the demographics issue with the ISERs upload is being worked on. Bruce will do an upload. Bruce explained his initials were on many address changes was because the area codes came in blank and he filled them in. Primary and secondary emails were discussed, primary is only for the MCC email address. Bruce explained ISERS are bringing in email address only bring it in if the primary is empty. Kamlesh inquired if current students have a consistent MCC email address as primary in Colleague, he will look into it.
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Bruce Wierda, Financial Aid Team Lead
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2
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Technical: No report.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications: Due to budget constraints a FIT Celebration Finale will be incorporated into the Annual MCC Summer Picnic during the Faculty Seminar Days at the end of August 2007. This was discussed & OK’d per President’s Assistant, Kathy Beachum and FIT Project Co-Chair Rosemary Zink. Any questions or concerns please contact Rosemary.
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Julie Weller, Communica-tion Team Lead
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3
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Other Issues:
Both the FIT Student Newsletter and FIT Faculty Newsletter will be worked on after today’s IOC meeting.
Kamlesh stressed on how it is everyone’s responsibility to inform staff, etc. of FIT crucial issues, decisions made, etc. Discussion of having module leads aid & email to Julie, Communications Management then in return having her email out a bulletin type of email highlighting FIT need to know items, crucial items, etc. to keep the staff up to speed. Suggestions given were to change the subject line each time and set a pattern of consistency of when the emails are sent out. Julie asked for everyone to please email their modules bullets from the last couple of weeks.
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Project Co-Chairs Kamlesh Sanghvi, Teresa Sturrus & Rosemary Zink
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Issues/Risks
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ID
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Issue/Risk and Description
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Owner
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Date Entered
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Date to Review
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1
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Teresa stressed to please contact Perry Goodwin, Joan Jolman or Patricia Werly with questions before contacting a trainer because some financial charges are being accrued.
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Team Leads
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HIGH
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7/27/06
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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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Present the addition of Rooms code: 516; Building Code: NCCA and Calendar.Day.Types code: HO and FLEX; and that that people in the following positions: President, VPs, Assoc VPs, Director of Records & Registration, Director of Financial Aid, Counseling Chairperson, Senior Records Clerks, Employment Services Manager have access to records in Colleague that have been blocked for privacy reasons of because they are duplicate records be approved by IOC recommendation to President’s Cabinet for approval:
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Kelly Conrad
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Closed
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Emailed out to President’s Cabinet, Thursday, 5/17/07, passed Friday, 5/18/08
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2
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Motion to eliminate program code: ALHE and add subject code: HVAC approved by IOC recommendation to President’s Cabinet for information:
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Jean Roberts
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Closed
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Emailed out to President’s Cabinet, Thursday, 5/17/07
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3
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Motion to add FIT Accounts Receivable/Cash Receipts Codes withholding the Delinquent Code-BR072 approved by IOC recommendation to President’s Cabinet for information:
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Rosemary Zink
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Closed
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Emailed out to President’s Cabinet, Tuesday, 5/22/07
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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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Motion that the minutes of the FIT Implementation Oversight Committee of May 3 and 10, 2007 be approved as presented:
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Diane Krasnewich
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Mary Smith
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Unanimous
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2
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Motion to add Rooms code: 516; Building Code: NCCA and Calendar.Day.Types code: HO and FLEX be approved for recommendation for President’s Cabinet for approval as presented:
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Kelley Conrad
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Jean Roberts
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Unanimous
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3
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Motion that that people in the following positions: President, VPs, Assoc VPs, Director of Records & Registration, Director of Financial Aid, Counseling Chairperson, Senior Records Clerks, Employment Services Manager have access to records in Colleague that have been blocked for privacy reasons of because they are duplicate records be approved for recommendation for President’s Cabinet for approval as presented:
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George Maniates
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Kamlesh Sanghvi
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Unanimous
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4
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Motion to eliminate program code: ALHE and add subject code: HVAC be approved for information for President’s Cabinet as presented:
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Kelley Conrad
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Kamlesh Sanghvi
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Unanimous
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5
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Motion to add FIT Accounts Receivable/Cash Receipts Codes withholding the Delinquent Code-BR072 be approved for information for President’s Cabinet as presented:
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George inquired on code HANDL-10% handling fee, in which Rosemary explained it had to due with some of the misc. billings not related to students. Kelley inquired if there was a code for test to waive a class and Rosemary will check into it.
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Jean Roberts
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Kelley Conrad
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Unanimous
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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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Kamlesh Sanghvi
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Project Co-Chair & Technical Team Lead
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OIT - SunGard Higher Education Managed Services
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√
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2
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Teresa Sturrus
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Project Co-Chair
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Academic Affairs
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N
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3
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Rosemary Zink
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Project Co-Chair & Financial Team Lead
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Financial Services
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√
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4
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Kelley Conrad
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CORE Team Lead
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Counseling
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√
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5
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Perry Goodwyn
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Systems Consultant
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SunGard Higher Education Managed Services
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N
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6
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Aaron Hilliard
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Change Management Team Co-Lead
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Human Resources
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√
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7
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Diane Krasnewich
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Change Management Team Co-Lead
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Math/Science
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√
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8
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Kelli Loughrige
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Scribe
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President’s Office
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√
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9
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Jean Roberts
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Student Services Team Lead
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Records/Registration
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√
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10
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Mary Smith
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Human Resources Team Lead
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Human Resources
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√
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11
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Julie Weller
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Communication Team Lead
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Public Information
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√
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12
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Patricia Werly
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Systems Analyst
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OIT - SunGard Higher Education Managed Services
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N
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13
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Bruce Wierda
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Financial Aid Team Lead
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Financial Aid
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√
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14
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George Maniates
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Admissions Team Co-Lead
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Student Services
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√
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[i] 4: critical/severe; 3: high; 2: moderate; 1: minimal/minor
[ii] √: attended meeting; N: not present; S: sent representative; R: representative; G: guest
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