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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, 6/21/07
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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 6/07/07 IOC Minutes: Please see “Decisions Made” ID 1.
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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: Diane reported that the Faculty FIT Newsletter email was sent out by Dr. Rule on Wed., 6/20/07. A signed copy will also be mailed out after 7/18/07 and included in Faculty Seminar Days.
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Aaron Hilliard & Diane Krasnewich, Team Co-Leads
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2
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CORE: Please see “Decision Made” ID 2 & “Action Item” ID 1. Kelley distributed copies of the “Student Personal Data Change Request” and “Faculty/Staff Personal Data Change Request” forms to all for information. Recommendations were made. A PDF document will be place on the web for students to access and download.
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Kelley Conrad, CORE Team Lead
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2
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Colleague Financial: Rosemary reported that the new fiscal year is open and working on the posting the budget to for the new fiscal year.
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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 working on vacation and sick leave accruals in Colleague.
Payroll: Rosemary reported the Team is clearing fiscal years totals for the new fiscal year and working on staff changes/percentages for the budget.
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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 3 & “Action Items” ID 2. “Decisions Made” ID 4 & “Action Items” ID 3. Jean reported the Team is working on conversion checking. Conversion 1, 2, & 3 were discussed. Patricia is inputting everything previously tested and approved into conversion 3. Home/mapping was discussed and Patricia is working on it with Jean. A schedule/time line of going Live will be set up and will be emailed to Bruce while he is away attending training. Jean informed that the testing staff is entering test scores into Compass.
A/R: Rosemary reported the Team worked on checking restrictions, balances forwarded and all were correct. A lot of tables need to be uploaded into Live. Printers, card readers and cash receipts have been ordered. The amount of card readers needed in the registration area was discussed.
Admissions: No report.
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 Team is doing checking on conversion 2. He announced that he will be attending training on Sunday, returning next Friday, 6/29/07 and can be reached by email. Peggy Jacobks will be the main contact here.
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Bruce Wierda, Financial Aid Team Lead
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2
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Technical: Kamlesh reported that OIT will have someone present 24/7 for the SAM Module to go Live. Rosemary inquired if there is going to be any issues with licenses in having so many people on.
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Kamlesh Sanghvi, Technical Team Lead
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2
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Communications: Julie reported that there was a mistake on the brochure labels at the fault of Holland Lithograph and RC Productions at their expense (including postage) will be mailing out post cards with the correct information. Julie inquired if the ice cream even was still wanted. George passed a copy of the brochure around the table. Rosemary answered yes and she will talk with Dr. Rule to see what will be a good day to have it in July. Prizes will have to be determined yet for the celebration during Faculty Seminar Days.
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Julie Weller, Communica-tion Team Lead
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3
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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 IOC approved deletion of Building Code: PLUS and Room Code: NET to President’s Cabinet for approval as presented:
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Kelley Conrad
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Closed
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Approved by President’s Cabinet via email Friday, 6/22/07.
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2
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Present MAJR Codes additions: ACPA, ADSE, BUDA, CHTE, CJTE, CLCA, DPSE, ELIN, FODI, HGMTF, HGMTL, INSEC, INFSY, INTSE, LEGSE, MKMGT, RGNUR and deletion: CHEM 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 Thurs., 6/25/07 for information.
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3
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Present IOC approved additions: Academic Record Code Files, Academic Records Validation Code Tables, RLDE Codes-Registration Rules and RYAT Codes to President’s Cabinet for approval as presented:
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Jean Roberts
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Closed
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Approved by President’s Cabinet via email Tues., 6/26/07.
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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 June 7, 2007 be approved as presented:
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Kelly Conrad
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Diane Krasnewich
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Unanimous
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2
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Motion to delete Building Code: PLUS and Room Code: NET be approved for recommendation for President’s Cabinet for approval as presented:
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Jean explained that these codes are to bring over old degrees.
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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 to add MAJR Codes: ACPA, ADSE, BUDA, CHTE, CJTE, CLCA, DPSE, ELIN, FODI, HGMTF, HGMTL, INSEC, INFSY, INTSE, LEGSE, MKMGT, RGNUR and delete code: CHEM add be approved for information to the President’s Cabinet as presented:
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Jean Roberts
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Kelly Conrad
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Unanimous
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4
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Motion to add Academic Record Code Files, Academic Records Validation Code Tables, RLDE Codes-Registration Rules and RYAT Codes be approved for recommendation for President’s Cabinet for approval as presented:
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Jean Roberts
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Approved by IOC via email on Mon., 6/25/07
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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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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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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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