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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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October 23, 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 September 25, 2007 Minutes
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Kelley
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2
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MARITAL.STATUSES Update – Codes approved at the last CORE meeting received final approval. Kelley will follow-up to see that any other codes in LIVE are removed.
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Kelley
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3
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Person Mail Codes/Address Mail Codes – Kelley met with Pat and Joan regarding the functionality of these items. There may be a problem when using queries; resulting in bad addresses on labels, etc. It appears that using UNKNOWN for an address will be the most efficient procedure. Kelley will follow up with more questions for Pat and Joan.
(See Prior Action Item # 12)
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Kelley
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4
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Special Needs and Privacy Issues – Kelley sent a copy of a brochure, “Confidentiality & Disability Issues in Higher Education”, to all team members for their review. It outlined best practices and discussed legal aspects of individual record keeping and information sharing in a campus environment. These issues were discussed, as well as the potential planning benefits of recording wheelchair use, deafness and blindness for both students and employees (can be recorded on EMER, along with insurance info, health conditions and immunizations). Kelley discussed using the EMER screen with Marty McDermott, Janice Alexander, and Nursing; none of them anticipate using this form in Colleague. Mary Smith indicated she could possibly use the immunization fields to record required Hepatitis shots. Kelley will check with the Education Dept. to see if they keep immunization records for any students working in day cares.
Stacey indicated rooms can be coded for wheelchair access, closed caption TV, etc. Kathy will test the use of the Special Needs codes on EMER like Wheelchair Ramps, etc. in Colleague. This could be very useful when assigning classrooms and/or moving a class right away when a special needs student or instructor is associated with a course section; not needing to wait until the first class session.
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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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MARITAL.STATUSES
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Have other codes in LIVE removed
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Kelley
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Open
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2
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Person Mail Codes/Address Mail Codes
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Follow up with Pat and Joan with questions. (See Prior Action Item # 12)
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Kelley
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Open
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3
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Immunizations
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Check with Education Dept. for students working in day cares; HR use
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Kelley, Mary
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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 September 25, 2007 Minutes
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Mary Smith
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Peggy Jacobks
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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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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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On ADR Person Addresses screen and use MAIL. RULES Val codes, like: NM No Mail, BA Bad Address, NS No Solicitation, NW No Work Calls, GR Students Grade Report, ST Students Statement The person code follows the person (as student, employee, etc.); address code follows the address (like No Mail at work address).
Jean Roberts had benchmarked this item and most use this field in some way, such as: blocking registration if Bad Address, mark bad address as Last Known, set “No Mail” flag. However, these bad addresses (unknown, etc.) will be included in mailings/labels unless a rule is written to exclude them.
9/25 Kelley will follow up with Joan Jolman re: rules
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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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Training
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Kelley discussed this issue at the joint FIT/Cabinet meeting. Kathy and Diane Krasnewich are developing screen by screen training material. Other needs include: Financial Aid for Counselors, Budget information for Dept. Chairs/Directors, etc.
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Kelley, Kathy
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Open
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15
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MARITAL.STATUSES
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Have other codes in LIVE removed
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Kelley
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Open
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16
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Codes for Health Conditions, Disability, Special Needs, Immunizations
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Discuss at the next Student Services Directors meeting; with the new Athletic Director
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Kelley
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Open
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NEW Open Items - None
Closed Action Items - None
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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N
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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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N
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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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N
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9
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Darlene Peklar
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Admissions
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√
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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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