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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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September 11, 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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Meeting Minutes from August 29, 2007 will be reviewed at the next meeting
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Kelley
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2
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Person Mail Codes/Address Mail Codes – Kelley checked with Rosemary on this issue and found that mail codes have not yet been tested or reviewed with system patches. Kelley will follow up with Rosemary. (See Prior Action Item # 12)
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Kelley
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3
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MARITAL.STATUSES – Darlene thought that this field was included in Active Apply, but Kelley reviewed an online application and was not asked for this info. Financial Aid and Human Resources do not require this data. Discussion followed regarding marital status verification and maintenance. Kelley will check with Special Pops and Kathy will check with Phyllis Robey to see if this info is needed for any reporting. (See Prior Action Item # 14)
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Kelley
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4
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Training Manuals – There has been discussion that CORE considers developing training manuals. Kelley talked to Kathy who indicated she is working with Diane Krasnewich and the SAM Team to identify and draft instructions for individual Colleague screens (for each mnemonic like SROS Section Roster). There has been duplication of effort, so this should make the process more efficient and productive. Kathy is prioritizing and Diane will consistently format the instructions. Kathy would be willing to work with other modules on this project, pending supervisor approval and consensus from Diane K. Kathy will check with her supervisor and Diane; Kelley will discuss this issue at the joint FIT/Cabinet meeting on Thursday. Brenda will share any appropriate training material from the Admissions module.
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Kelley, Kathy
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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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Person Mail Codes/ Address Mail Codes
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Kelley will follow up with Rosemary.
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Kelley
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Open
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2
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MARITAL.STATUSES
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Kelley will check with Special Pops and Kathy will check with Phyllis Robey
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Kelley, Kathy
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Open
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3
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Training Manuals
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Kelley will discuss this issue at the joint FIT/Cabinet meeting. Pending consensus and approval, Kathy will work with Diane Krasnewich to develop training material.
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Kelley, Kathy
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Open
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Decisions Made - None
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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Sept. ’07
(after fall rush)
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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)
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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, Kathy
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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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12
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Person/Address Mail Codes
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Rosemary Zink will test codes and rule development
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Kelley
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Open
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13
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Name Corrections
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Need process to inform OIT of any name changes
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Kelley
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Open
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14
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MARITAL.STATUSES
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Difficult to maintain; determine uses of this information. Used in Active Apply - test
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Kelley, Darlene
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Open
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