The final touches are being added to the Administrative Degree Clearance Procedure. This document will give colleges step-by-step instructions on what they can do to clear a student for his/her degree without the student formally applying for the degree. This procedure will streamline processes for the college advising units while covering all necessary compliance related issues that go along with clearing students for degrees.
Thursday, September 25, 2014
Scheduling U
The Office of Classroom Management is hosting Scheduling U for all schedulers this fall. Sessions will be held October 27-31. Offerings will take place on both Minneapolis and St. Paul campuses. Also in OCM, ECS is now open for May/summer 2015 class scheduling. More information is available on the OCM website Production Calendar.
ESUP Readiness FCoP
The IT@UMN community kicked off an important new Formal Community of Practice (FCoP), the [ESUP Readiness FCoP](http://umn.us7.list-manage1.com/track/click?u=5dd536ff7b9236fb36061b97a&id=ab106f8d2f&e=0226761df0). The community has three affinity groups -- teams with specific tasks that contribute to the FCoP's goal -- including [Change Management](http://www.google.com/url?q=http%3A%2F%2Fumn.us7.list-manage1.com%2Ftrack%2Fclick%3Fu%3D5dd536ff7b9236fb36061b97a%26id%3D6e270d65e5%26e%3D0226761df0&sa=D&sntz=1&usg=AFQjCNEJK8bBvI7j9xfngd8nIeyzIVqRLQ), [Computer and Device Support](http://umn.us7.list-manage.com/track/click?u=5dd536ff7b9236fb36061b97a&id=5df4177eb1&e=0226761df0), and [Tertiary Systems (IDEAA)](http://umn.us7.list-manage.com/track/click?u=5dd536ff7b9236fb36061b97a&id=096ef786b5&e=0226761df0). If you're interested in being a part of the community, you may wish to attend the second meeting on Thursday, October 2 at 2 p.m. in room 50B of the Humphrey Center.
Changes to Graduate Student Services & Progress customer service model
Graduate Student Services & Progress (GSSP) is undergoing some changes to their staffing and customer service model. These changes will allow GSSP staff to continue to provide exceptional, timely customer service while streamlining points of contact (e.g., walk-in, phone, email).
Effective September 8, GSSP began their new phone answering system, utilizing Auto Call Distribution (ACD) functionality. This allows up to five people to call the main number (612-625-3490) at the same time. If that line is busy, they will will be able to hold to speak to someone on that same line (it won't go to voicemail). Calls will be answered in the order they are received.
Additionally, GSSP will be transitioning out of ServiceNow and into Salesforce. With the transition to Salesforce, there will no longer be "tickets" (incidents) when sending an email to gssp@umn.edu. Also, all interactions will now be logged on the student or staff members record for historical reference. Inquiries for GSSP should still be sent to gssp@umn.edu.
Effective September 8, GSSP began their new phone answering system, utilizing Auto Call Distribution (ACD) functionality. This allows up to five people to call the main number (612-625-3490) at the same time. If that line is busy, they will will be able to hold to speak to someone on that same line (it won't go to voicemail). Calls will be answered in the order they are received.
Additionally, GSSP will be transitioning out of ServiceNow and into Salesforce. With the transition to Salesforce, there will no longer be "tickets" (incidents) when sending an email to gssp@umn.edu. Also, all interactions will now be logged on the student or staff members record for historical reference. Inquiries for GSSP should still be sent to gssp@umn.edu.
Office of Classroom Management receives recognition from Disability Resources
The Disability Resource Center will be honoring OCM with a 2014 Access
Achievement Award. The award celebrates OCM staff who go above and beyond to make the University accessible to students, faculty and staff.
Achievement Award. The award celebrates OCM staff who go above and beyond to make the University accessible to students, faculty and staff.
ASR Mini-Poll #6
This week's mini-poll asks whether you understand how ASR supports the overall University mission and goals. Please take a few moments to respond - it should take less than a minute.
Thanks to everyone that participated in the last News & Notes poll. Several thoughtful ideas for improving teamwork were submitted. A few of the more common ideas:
Moving forward, we will give survey respondents the ability to include additional comments with their response. So, if you have ideas for implementing any of the suggestions above, please include them with your survey response.
Finally, "Top Pop Hits" edged "Minnesota Music" in the vote to determine which type of music we'll listen to before the October staff event. Good thing for Minnesota music lovers that Prince fits in both categories.
Thanks to everyone that participated in the last News & Notes poll. Several thoughtful ideas for improving teamwork were submitted. A few of the more common ideas:
- More cross-training
- More opportunities for cross-departmental work
- More team/social events
- Better understanding of individual work styles
- More positivity/less negativity/blame
Moving forward, we will give survey respondents the ability to include additional comments with their response. So, if you have ideas for implementing any of the suggestions above, please include them with your survey response.
Finally, "Top Pop Hits" edged "Minnesota Music" in the vote to determine which type of music we'll listen to before the October staff event. Good thing for Minnesota music lovers that Prince fits in both categories.
Is your University personal information current?
You can keep your personal information up to date with the University by using Employee Self-Service and selecting "Personal Information Update." There, you can update your emergency contact information, home address, and phone numbers. If you need to change beneficiaries on your life insurance or retirement benefits, call 612-624-UOHR (612-624-8647) to reach Benefits Assistance.
HRMS changes for staff
One of the biggest changes in the University's Human Resources Management System Upgrade from PeopleSoft 8.9 to 9.2, is that employees who currently report their time and absences on paper will instead do so electronically. Supervisors that currently review and approve time or absences will do so electronically by after go-live. In the coming weeks, you will receive periodic messages that will provide more information regarding the upcoming changes, training and how-to resources. Meanwhile, more information including sneak peeks about the HRMS changes are available at The Upgrade Blog.
Communications tool ExactTarget
The University has launched a new mass email distribution system, ExactTarget, which will replace Lyris once the system-wide rollout is complete. Roll-out of ExactTarget has begun and we anticipate that the ASR Communications Team will transition from Lyris to ExactTarget this fall. The Communications Team and Web Team are also preparing for the University's retirement of the UThink blog platform.
Non-credit registration implementation
The contract with Destiny One, the vendor for non-credit registration, is almost finalized and and staff have been hired for the project: Santiago Fernandez-Gimenez as project manager and AHC liaison, Sandy Nelson as a solutions trainer, and Brian Knutson and Theresa Hillesheim as business analysts.
One Stop parent survey
Parents who responded to a survey about One Stop's presentation at Parent Orientation was very positive. When asked if the One Stop website provided the tools to help find crucial financial information, 96.1% agreed or strongly agreed that it did while 98.5% agreed or strongly agreed that One Stop gave them an awareness of student record privacy and how to gain access to student information.
One Stop customer relations representatives
The new staffing model in One Stop leveraging student workers is exceeding expectations. The student customer relations representatives (CRRs) are answering questions, solving problems, and receiving some great feedback from other students and parents. They were able to handle 30% of the total call volume during the first two weeks of classes.
Save the date: Veterans Appreciation Event
University students and staff are invited to attend the 8th annual Student Veterans Appreciation Day on Thursday, November 6, 2014 from 1-3 p.m. at Coffman Memorial Union. This event is free and open to the public.
Flu shots
Boynton Health Services is offering free flu shots at Flu Vaccination Clinics this fall. More information about the benefits of flu shots, clinic times and locations, and online sign-up is available here. UPlan members can earn wellness points for flu shots.
Thursday, September 11, 2014
ASR employee mini-survey #5
This week's question is important and we didn't want to limit your answers, so we left it open-ended. Please take a few moments to share your ideas on how teamwork can be improved in both your individual department and in ASR as a whole. ASR poll questions are always anonymous, so please feel free to respond as you see fit.
Last issue's poll asked if respondents felt communication within their department was effective. Overall, 65% of respondents felt that it was, 24% didn't feel strongly either way and 11% felt that it was not effective.
The last poll also determined which decade's music we'd be listening to prior to the ASR staff event in October. It was a very close vote. The 60's and 90's both had strong support, but not strong enough to put them in the top three. The top three of the 70's, 80's and 2010-now all finished within three votes of one another. Take this week’s poll question to find out which decade came out on top.
Last issue's poll asked if respondents felt communication within their department was effective. Overall, 65% of respondents felt that it was, 24% didn't feel strongly either way and 11% felt that it was not effective.
The last poll also determined which decade's music we'd be listening to prior to the ASR staff event in October. It was a very close vote. The 60's and 90's both had strong support, but not strong enough to put them in the top three. The top three of the 70's, 80's and 2010-now all finished within three votes of one another. Take this week’s poll question to find out which decade came out on top.
International students utilizing new payment option
International students have been using peerTransfer, the University's new international payment servicer, during the current billing cycle. So far, approximately $1,175,000 has been applied to student accounts through peerTransfer. A total of 111 students have made payments through peerTransfer; those students transferred money from 27 different countries using 13 different currencies.
New phone scam
An ASR employee recently received a suspicious phone call where the caller ID came up as "US Government." When the employee answered, someone claiming to be a police officer from New York threatened to arrest the employee. While doing so, the caller brought up public information about the employee that may have been accessed through the University's website. No private personal information about the employee was mentioned. The employee filed a report with the University of Minnesota Police Department and wanted to make the rest of ASR aware in case anyone experiences something similar. The University of Minnesota Police Department can be contacted at 612-624-COPS (2677).
OIT Outstanding Service Awards
Congratulations to Aileen Lively and Toni Pangborn who both won IT Outstanding Service Awards!
Summer classroom renovations and updates
Several general purpose classrooms received environment or technology updates during the summer. Magrath 4, Peik 165, and Peters 145 were upgraded to full video conferencing and class capture capabilities. Major renovations were conducted in Amundson B75, Smith 231 & 331, and Blegen 415, 425, and 435. These rooms received new furniture, finishes, and lighting updates. Technology feature upgrades were completed in more than 50 rooms. Room features can be found on the room inventory page.
Additionally, the Keller Atrium and Humphrey 50 were added to the inventory of study spaces and completely renovated. New fixtures include display monitors and tables for individual study and small group work.
Additionally, the Keller Atrium and Humphrey 50 were added to the inventory of study spaces and completely renovated. New fixtures include display monitors and tables for individual study and small group work.
One Stop and the first week of the semester
The first week of the semester proved to be extremely busy for the One Stop staff. In just the first week alone (Sept. 2-5):
The top 5 CRM categories were:
- 2,381 calls were answered (average wait time was 3:46 minutes)
- 2,310 emails sent
- Walk-ins
- 3,077 (STSS One Stop; HelpingU desk; Veterans Services)
- 193 (St. Paul)
- 414 (West Bank)
- 3,077 (STSS One Stop; HelpingU desk; Veterans Services)
The top 5 CRM categories were:
- Student account (billing/payment): 698
- Financial aid (loans): 594
- Financial aid (packaging): 351
- Student Accounts (refunds): 192
- Financial Aid (Disbursement): 115
Healthy Cooking Class
The College of Continuing Education is now offering multiple sessions of a 7-week course, Healthy Foods, Healthy Lives - Cooking for Wellness. UPlan members may be reimbursed for $200 of the $210 course fee and earn 50 Wellness Points; more information is available here.
Work Tip: Avoid Meeting Pitfalls
Meetings can often be the most effective way to communicate to a group or solve a problem. Other times, they can zap participants' energy. The ASR Project Management Round Table identified some common meeting pitfalls and tips to avoid them. Try out some of the suggestions for your next meeting!
1. Solicit feedback from the group before a meeting. Define what needs to be addressed, who needs to be involved, and the best format to address the problem before the meeting.
2. Always have an agenda that attendees can review before the meeting. Plan for how long each topic should be discussed.
3. Call for agenda items before a status meeting/check-in. Are there topics to discuss? If not, cancel the meeting.
4. Assess the value of standing meetings on a regular basis and make adjustments accordingly. Can your weekly meeting become a bi-weekly?
5. Try switching your Google Calendar settings to default to 50 minutes. You will likely be able to accomplish in 50 minutes what is typically scheduled for an hour.
6. Respect the meeting constraints. Do what you can to start and end on time.
7. Be a courteous scheduler. Check where participants are traveling from before you schedule them. You can't start your meeting on time if everyone arrives late.
8. Exercise defensive calendaring by blocking off travel time between meetings.
9. If needed, delegate roles in the meeting. For example, if you are facilitating, ask another participant to handle the Google Hangout or take notes.
1. Solicit feedback from the group before a meeting. Define what needs to be addressed, who needs to be involved, and the best format to address the problem before the meeting.
2. Always have an agenda that attendees can review before the meeting. Plan for how long each topic should be discussed.
3. Call for agenda items before a status meeting/check-in. Are there topics to discuss? If not, cancel the meeting.
4. Assess the value of standing meetings on a regular basis and make adjustments accordingly. Can your weekly meeting become a bi-weekly?
5. Try switching your Google Calendar settings to default to 50 minutes. You will likely be able to accomplish in 50 minutes what is typically scheduled for an hour.
6. Respect the meeting constraints. Do what you can to start and end on time.
7. Be a courteous scheduler. Check where participants are traveling from before you schedule them. You can't start your meeting on time if everyone arrives late.
8. Exercise defensive calendaring by blocking off travel time between meetings.
9. If needed, delegate roles in the meeting. For example, if you are facilitating, ask another participant to handle the Google Hangout or take notes.
Something Fun!
Need a moment of fun or a stress reliever now that the term has started? We recommend a moment of watching tiny hamsters eating tiny burritos.
Subscribe to:
Posts (Atom)