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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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July 31, 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 July 17, 2007 Minutes: It was noted that it is up to the SAM Team to determine using the STRK Student Remark screen for FERPA Authorization notes, etc.
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Kelley
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2
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Returned Mail: Changing addresses on returned mail was discussed. Previous benchmarking noted that all four colleges changed addresses in Colleague for returned mail; one indicated using “Returned Mail” for the change source. How this process affects residency, “mailing” vs. permanent address, “Person” and “Address” mail codes, and “unknown” address issues were discussed. Terri indicated that Records currently changes the address to “Unknown”, state to “NR” and ZIP to “99999”. A concern was that mail could actually be sent to these addresses. It was the consensus that changing the address to “Unknown” instead of just coding it as “bad” made it easier to recognize for updating.
Kelley wondered how the address would show on WebAdvisor for students and if they could be prompted/required to change an unknown address. Kelley will follow up on these questions with Joan, Perry and the colleges providing the other benchmarking information (GRCC, Northern MI, Glen Oaks CC, and Mid MI CC).
Note: Person and Address mail codes both use MAIL.RULES; which in TEST are No Mail, Bad Address, No Solicitations, No Work Calls, Students Grade Report, Students Statements and Room and Board Contract. (Still need to be decided/approved by CORE)
(See Prior Action Item # 3)
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Kelley
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3
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CORE Codes clean-up: Kelley and Kathy continue reviewing codes in LIVE.
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Kelley
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4
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Institutions in LIVE: Home School In-District, Home School Out-District, GED In-District, GED Out-District and GED-Center Unknown have been entered in LIVE.
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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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Returned Mail
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Follow up with Joan, Perry and other colleges on specific processes, entry and codes
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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 17, 2007 Minutes
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Brenda Mitcheltree
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Beda Dubois
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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.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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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
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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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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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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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NEW Open Items – None
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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Institution Codes for GED, Home School
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In-District, Out-District have been entered in LIVE for GED and Home School; also GED-Center Unknown
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7/31/07
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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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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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N
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3
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Stacey DeBrot
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College Services
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√
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4
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Beda Dubois
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Financial Services
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√
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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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√
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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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N
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[i] √: attended meeting; N: not present; S: sent representative; R: representative; G: guest
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