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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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July 17, 2007
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Time
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8:30 a.m.
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Location
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Main
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Room
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349
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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 July 3, 2007 Minutes
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Kelley
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2
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Building Codes: Stacey shared concerns from the Nursing Dept. that abbreviations they use for clinical sites are different from those approved for Colleague facilities. After discussion, it was the consensus that Nursing could use what is most beneficial in directing their students, but the facility codes approved here will remain the same. These are more descriptive by site, fit naming protocol restrictions, and are utilized more behind the scenes and not readily visible to students.
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Stacey
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3
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FERPA Authorization: Terri had previously discussed the form authorizing release of certain student records. Kathy had reviewed this with Jean Roberts and determined that the STRK Student Remarks screen was probably the best location for this information. This scenario was replicated in R18Test, using the code FERPA, with a description of Authorization Release; printed examples were distributed. The specific release information could be entered in the “free text” box. Kelley questioned whether this code was owned by CORE or SAM, and upon further review, it belongs to the AC (Student) module. The entry, access and ownership of these forms were discussed; should Sponsor Authorization and Dual Enrollment form authorizations be entered as well? Kathy will take this back to Jean, Lois Smith and the SAM team.
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Kathy
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4
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CORE Code Clean-up: Kelley and Kathy are reviewing all codes on the CORE worksheet in LIVE. It’s been discovered that some have been entered in error and others are missing. Kelley will get with Joan to see if unapproved codes can be removed (if there has been no activity). The review will continue. (See Prior Action Item # 9)
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Kelley, Kathy
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5
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Duplicate Institution Records in Colleague: Jean Roberts let Kelley know that several institutions are duplicated in LIVE. West Shore CC and Mott CC each have three (3) entries; however, only one entry includes the CEEB code. It was decided that this is the “correct” entry, and the others should be merged/deleted. Beda indicated that alternate names can and should be entered for an organization/institution; i.e. Charles S. Mott CC, C. S. Mott CC, Mott CC, etc. Kelley will also check with Joan on merging these institutional records.
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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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FERPA Authorization
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Entry and access of the Authorization Release form, Sponsor Authorization and Dual Enrollment form authorizations. Review with Jean, Lois Smith and the SAM Team (owns code).
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Kathy
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Open
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|
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2
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Duplicate Institution Records in Colleague
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Correct entry includes the CEEB code; others should be merged/deleted, alternate names should be entered for organizations/institutions. Contact Joan re: merging duplicate institutional records.
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Kelley
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Open
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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 July 3, 2007 Minutes
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|
Beda Dubois
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Mary Smith
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Unanimous
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Prior Meetings - Open Items
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ID
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Item Description
|
Comments
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Owner
|
Planned Completion
|
|
1
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PRIVACY.CODES (PID5)
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Review list having access to DR Duplicate Records
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Kelley
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7/03/07
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2
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Directory Information
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Review MCC’s directory needs/Colleague functionality: Web, printed, internal, graduates vs. alumni, etc.
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Kelley
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HOLD
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3
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Revise Protocol for:
-Return Mail
-Deceased Individuals
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Kelley and Terri will review current practice; and revise recommendations after the student module goes Live.*
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Kelley
(6/27/06) Terri
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*8/07
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4
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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)
Kathy will review 6/19/07
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|
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5
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Master Calendar
(CMPC, CMPS)
(10/17/06)
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Colleague “master” calendar considerations: data entry responsibility, calendar type (academic year, fiscal year, continuous), naming convention, MCC’s academic calendar, contractual commitments, and other closure dates (EMS), primarily relating to business days and student billing. Kelley will meet with Rosemary and Jean after student module goes Live.*
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Kelley
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*8/07
|
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6
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Code Needs: Special Pops
|
Janice and Donella continue to review codes used for special populations, both in CORE and SAM. Bench- marking. 2-06-07 Kelley discussed with VP Ferrentino (re: Perkins reporting)
Kelley will confer with Janice Alexander (6-19-07)
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Kelley
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|
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7
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Duplicate Records in Colleague
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Kelley and Rosemary will research, review protocols, etc. 1-9-07 Perry’s working to identify duplicate person & 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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8
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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?
6-19-07Peg will research to see what field SFA uses in determining eligibility (Student Type, Admit Status, Academic Program, etc.)
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Peg, Brenda, Kathy (1/16/07) Peg 6/19/07
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9
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CORE Codes in Live
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Work with OIT to correct CORE code entries in Live
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Kelley
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10
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Standard MCC Form Naming Convention/ Training
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Suggest a naming format standard be used for forms throughout the college; facilitating form “ownership” recognition, data entry point and final destination. Each dept. could designate a “contact point person” to handle all of their dept. forms (training – including form samples/protocol, dissemination, entry, form inventory).
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Kelley
(2/27/07)
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|
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11
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Location Codes
(LOCN)
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Assigned to off-site buildings for course section searches
via WebAdvisor; outreach (not time to use for fall 2007)
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Kathy
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HOLD
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12
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Institution Code for GED
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Recommendations to Jean Roberts, George Maniates, Janie Brooks, Brenda and Darlene
|
Kelley
|
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NEW Open Items
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ID
|
Item Description
|
Comments
|
Owner
|
Planned Completion
|
|
1
|
Duplicate Institution Records in Colleague
|
Correct entry includes the CEEB code; merge/delete others, enter any alternate names for organizations/ institutions. Check with Joan re: merging duplicate institutional records.
|
Kelley
|
|
Closed Action Items - None
Invited Participants
|
ID
|
Name
|
Title
|
Department
|
Attend[i]
|
|
1
|
Kelley Conrad
|
Team Lead
|
Counseling
|
√
|
|
2
|
Patti D’Avignon
|
|
Student Life/Community Outreach
|
N
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|
3
|
Stacey DeBrot
|
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College Services
|
√
|
|
4
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Beda Dubois
|
|
Financial Services
|
√
|
|
5
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Peggy Jacobks
|
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Financial Aid
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√
|
|
6
|
Terri Jourden
|
|
Records/Registration
|
N
|
|
7
|
Kathy Krentz
|
|
Institutional Research/Academic Affairs
|
√
|
|
8
|
Brenda Mitcheltree
|
|
Admissions
|
√
|
|
9
|
Darlene Peklar
|
|
Admissions
|
N
|
|
10
|
Mary Smith
|
|
Human Resources
|
√
|
|
11
|
Joan Jolman
|
|
OIT
|
N
|
|
12
|
Patricia Werly
|
|
OIT
|
N
|
