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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, 7/05/07
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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 6/28/07 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: No report.
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Aaron Hilliard & Diane Krasnewich, Team Co-Leads
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2
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CORE: Please see “Decisions Made” ID2 & “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 she is meeting with Joan to discuss how faculty load sheets will be loaded. Rosemary inquired if Colleague load sheets will be used. Mary explain that in time Assignment Contracts in Colleague will be used but not until 9-12 months after the Student Module goes Live.
Payroll: Please see “Decisions Made” ID 3 and “Action Items” ID 2. Rosemary reported that the Team will be closing the quarter today.
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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 & “Action Items” ID 3. Patricia reported that 99% of the courses are converted and Jean is checking them today. Jean informed & had emailed examples to IT of the messages that students will receive on WebAdvisor. The content of the messages were discussed. When Jean tested the 5 year rule it didn’t not stop students’ over the five year mark from registering with WebAdvisor.
A/R: Rosemary reported the Team started to take payments Monday morning, there were a couple of glitches one with the credit card merchant and that was fixed.
Admissions: George the Team has issues on the re-admit applications, reprogramming and investigating how to tweak the form with Nancy. George requested HDO training for his staff. George commended his staff they have been working right along with Records/Registration in going Live. Kamlesh instructed for him to contact ext. 351 to set a time up. George reported that Active Apply is working wonderfully, students are happy, admissions is buzzing, counseling and testing are busy. Kamlesh inquired about the ACT load. George has sent the money and PGP key ring and now we are just waiting to hear from their end.
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 asked inquired about another clone. The issue was discussed.
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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: Julie reported that the ice cream social was a success. The Team will be meeting soon to plan the grand finale bash.
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Julie Weller, Communica-tion Team Lead
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3
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Other Issues: None.
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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 added codes LHC to BLDG.CODE; CO to OFFICE.CODE; and ASSOC, BACC, PROF, OTHER to DEGREE.TYPES to President’s Cabinet for approval as presented:
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Kelly Conrad
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Closed
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Approved via email on Mon., 7/9/07.
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2
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Present IOC approved added Payroll Code FMBK for Fund Raisers-Men’s Basketball to President’s Cabinet for approval as presented:
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Rosemary Zink
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Closed
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Approved via email on Tues., 7/10/07.
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3
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Present IOC approved added INCD-Incomplete Default Grade; and Additional Val Code STUDENT.REMARKS.TYPES Code FERPA-Authorization Release (This will allow us to enter on the students records when students authorize permission to release information to parents, etc.) to President’s Cabinet for approval as presented:
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Jean Roberts
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Closed
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Approved via email on Mon., 7/9/07
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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 28, 2007 be approved as presented:
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Mary Smith
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Jean Roberts
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Unanimous
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2
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Motion to add codes LHC to BLDG.CODE; CO to OFFICE.CODE; and ASSOC, BACC, PROF, OTHER to DEGREE.TYPES be approved for recommendation for President’s Cabinet for approval as presented:
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Kelly stated each description LHC for Lincare Health Center; CO for Counseling (necessary for counselors to lift the registration restriction placed on students to academic probation); and ASSOC for Associate, BACC for Baccalaureate, PROF for Professional, OTHER for Other (Needed for conversation. Enables identifying degrees for the FISAP Report-annual financial aid report on the Financial Aid module of Colleague.).
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Kelly Conrad
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Jean Roberts
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Unanimous
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3
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Motion to add Payroll Code FMBK for Fund Raisers-Men’s Basketball be approved for recommendation for President’s Cabinet for approval as presented:
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Rosemary Zink
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Approved via email on Mon., 7/9/07.
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4
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Motion to add NOTC Note Code INCD-Incomplete Default Grade; and Additional Val Code STUDENT.REMARKS.TYPES Code FERPA-Authorization Release (This will allow us to enter on the students records when students authorize permission to release information to parents, etc.) be approved for recommendation for President’s Cabinet for approval as presented:
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Jean Roberts
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Approved via email on Fri., 7/6/07
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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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N
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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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