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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, 9/27/07
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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 9/13/07 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 she emailed out the training manual format requesting comments. She distributed a Quick reference Guide that will be added to it. Diane will go for it.
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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 ID 6” and “Action Items ID 5”.
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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: No report.
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Mary Smith, Human Resources Team Lead
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2
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Student Services: Student Academic Management: Jean reported that the Team is checking grades. Please see “Decisions Made” ID 2, 3, 4 & 5 and “Action Items” ID 1, 2, 3 & 4. Jean informed that the Team met with the College Success Center. Hug task of Degree Audit is coming up. Degrees need to be brought over and need to have many volunteers to assist in proofing 500-600 transcripts. The style of transcripts need to be determined yet
Admissions: George reported working on prospect communications. Departments and all have to get in writing what they want to be said to the student s in to Admissions as soon as possible.
A/R: Rosemary reported that FA was posted last Friday and letters went out yesterday to students about their loan refunds. Today more loans will be pulled. Issues with first time student borrowers is that they have to wait 30 days which will be 10/4/07; FACTS have to take out money on the 5th. Jean inquired if FACTS can change that date in which Rosemary and George replied no. Report is due to the State 10/15/07. Miscoding issues occurred with bookstore invoices. Kelley inquired about LIT fines and Rosemary explained.
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Jean Roberts, Student Services Team Lead
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2
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Financial Aid: No report.
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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: On the next FIT Newsletter Julie asked for clarifications on some items. Jean complimented on the positive spin on the last newsletter.
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Julie Weller, Communica-tion Team Lead
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3
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Other Issues: George suggested having an extensive query building class offered to staff. Rosemary mentioned that this issue has been brought up many times and OIT is working on one. She will check into it. Diane recommended including the departmental secretaries on the training as well.
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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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None.
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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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Jean Roberts
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Closed
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Via email Tuesday, 9/11/07
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2
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Present the addition IOC approved SAM Major Code BUCP-Business Computer Programming to President’s Cabinet for information:
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Jean Roberts
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Closed
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Via email, Mon., 10/08/07
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3
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Present the IOC approved addition of code MG-Missing Grade to Grade Code for Records Office Grade Scheme and STUDENT.ACAD.CRED.STATUS.REASONS VAL Code ER-Error (Drop Reasons for registration) to President’s Cabinet for information:
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Jean Roberts
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Closed
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Via email
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4
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Present the IOC approved addition of VAL codes STUDENT.REMARK.TYPES: AC Articulated Credit, APPT Counselor Appointment, WALK Counselor Wakin/Open Reg, NOSHW Counselor Noshow/Cancel, PCEM Counselor Phone/Email, DEF – Deferred/Loans, and VERIF-Enroll/Degrees Verification and FED>COHORTS: 2004 – 2004 First Time Fall Cohort, 2005 - 2005 First Time Fall Cohort, 2006 - 2006 First Time Fall Cohort to President’s Cabinet for approval as present:
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Jean Roberts
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Closed
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Via Email Tues., 10/01/07
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5
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Present the addition IOC approved BI2, BI3, BI4 to ADREL.TYPES for billing purposes and D-Divorced, M-Married, NM-Never Married, S-Separated and W-Widowed to MARITAL.STATUSES to President’s Cabinet for information:
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Kelley Conrad
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Closed
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Via email Wed., 10/08/07
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6
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Present the addition IOC approved Major Program Code: MDOM-Medical Office Management and MDOM.AAS-Medical Office Management-Associate in Applied Sciences to President’s Cabinet for information:
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Jean Robert
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Via email Wed., 10/24/07
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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 9/13/07 be approved as presented:
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Jean Roberts
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Diane Krasnewich
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Unanimous
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2
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Motion to add Major Code BUCP-Business Computer Programming be approved for information to President’s Cabinet as presented:
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Jean Roberts
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Via email Fri., 10/05/07
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3
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Motion to add SAM CCD Codes, Professional Codes and Diploma Codes be approved for information to President’s Cabinet as presented:
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Jean Roberts
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Via email Tues., 9/25/07
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4
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Jean Roberts
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Mary Smith
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Unanimous
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5
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Motion to add VAL codes STUDENT.REMARK.TYPES: AC Articulated Credit, APPT Counselor Appointment, WALK Counselor Wakin/Open Reg, NOSHW Counselor Noshow/Cancel, PCEM Counselor Phone/Email, DEF – Deferred/Loans, and VERIF-Enroll/Degrees Verification and FED>COHORTS: 2004 – 2004 First Time Fall Cohort, 2005 - 2005 First Time Fall Cohort, 2006 - 2006 First Time Fall Cohort be approved for approval to President’s Cabinet as presented:
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Jean Roberts
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Via email Mon., 10/01/07
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6
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Motions to add codes BI2, BI3, BI4 to ADREL.TYPES for billing purposes and codes D-Divorced, M-Married, NM-Never Married, S-Separated and W-Widowed to MARITAL.STATUSES be approved for information to President’s Cabinet as presented:
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Kelley explained the extra billing codes are for some businesses that we would bill different addresses to one place like building at a university, etc. Kelly also added that the added codes to MARTITAL.STATUSES are to be used by Special Populations for the Displaced Homemaker program.
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Kelley Conrad
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Diane Krasnewich
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Unanimous
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7
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Motion to add codes Major Program Code: MDOM-Medical Office Management and MDOM.AAS-Medical Office Management-Associate in Applied Sciences be approved for information to President’s Cabinet as presented:
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Jean Roberts
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Approved via email Wed., 10/24/07.
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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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N
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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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√
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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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N
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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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