The pilot for the integration of our new eforms tool, Jadu Perceptive Content Portal, has begun! The pilot, run by OIT, will go through March. ASR is working with OIT and process owners to transition the following forms: Change of Expected Graduation Term, Cost of Attendance Appeal, and Tuition Refund Appeal. These will go live in February. After a review period, the new system will be open for enterprise-wide usage in May/June.
After the pilot, and assuming all goes well, ASR will continue creating new forms with this system. Many existing processes/forms are under consideration (to see what has already been submitted for prioritization, view the Project & Work Facilitation backlog). If you’d like to request a process be added to the list, contact your unit director.
Thursday, December 20, 2018
NameCoach implementation takes off
We have formed the project team to implement NameCoach (name pronunciation software) and begun conversations with stakeholders who have shared their enthusiasm for this project. We will focus on integrating NameCoach into the Canvas learning management system as well as enabling it for spring 2019 commencement. Later, we will focus on integration points for other systems such as MyU, APLUS, and others. If you have questions about this project, please contact Julie Selander (goode021@umn.edu). For curious minds, record your name on the NameCoach demo.
OCM never rests
Over the Winter Break, OCM will continue to update and add to the growing number of our classrooms to offer USB-C as a video cable connection. To locate a classroom with USB-C video connector, use Room Search (roomsearch.umn.edu) and filter the features for "Connection - USB-C."
There are two additional projects slated for winter break. First, we will do a technology upgrade to Fraser 101 and add web conferencing as a feature. Second, we are collaborating with UNITE to complete a digital technology overhaul of Mechanical Engineering 102. This will be the first implementation of new audio/video distribution technology used on campus and will be the pilot for future classroom upgrades that feature UNITE distributed learning technology.
There are two additional projects slated for winter break. First, we will do a technology upgrade to Fraser 101 and add web conferencing as a feature. Second, we are collaborating with UNITE to complete a digital technology overhaul of Mechanical Engineering 102. This will be the first implementation of new audio/video distribution technology used on campus and will be the pilot for future classroom upgrades that feature UNITE distributed learning technology.
Successful financial workshops for students
During September and October, the Financial Wellness Committee hosted six workshops aimed at helping first year (NHS) students learn the basics of personal finance. The workshops covered topics such as budgeting, loans, credit, living like a student, and planning for the sophomore year. We engaged students with interactive exercises, a student panel, guest speakers, and trivia games. Each time students attended a workshop, they were entered into a drawing to win one of fourteen $1000 awards.
A total of 312 students attended the workshops. 100% of surveyed students responded that the workshops were helpful and 96% said they learned something new about finances. Thank you to those who helped make this pilot effort a success!
A total of 312 students attended the workshops. 100% of surveyed students responded that the workshops were helpful and 96% said they learned something new about finances. Thank you to those who helped make this pilot effort a success!
ASR SWAT team helps students graduate
The ASR SWAT team has been busy reviewing nominations and using analytics to help students graduate. Made up of members across ASR, the team focuses on removing financial and administrative barriers that prevent some students from graduating on time. Completion funds, financial aid appeals, and billing exceptions are some of the ways the SWAT team helps.
In 2017-2018, 42 students were awarded $65,761. The largest award was $4,000, the smallest was $185, and the median was $1,500. Many of the students who received these awards were in a high need group financially and close to graduation.
The team looks to increase their use of student data analytics in the coming year. One example of how they’ve used data: identify students with past-due balances who are at risk of having their future enrollment canceled but might otherwise graduate in the next term. This is a great example of how to use our expertise to help students succeed. Good work, all!
For questions about SWAT, contact Richard Campo (campo035@umn.edu).
In 2017-2018, 42 students were awarded $65,761. The largest award was $4,000, the smallest was $185, and the median was $1,500. Many of the students who received these awards were in a high need group financially and close to graduation.
The team looks to increase their use of student data analytics in the coming year. One example of how they’ve used data: identify students with past-due balances who are at risk of having their future enrollment canceled but might otherwise graduate in the next term. This is a great example of how to use our expertise to help students succeed. Good work, all!
For questions about SWAT, contact Richard Campo (campo035@umn.edu).
Student Success Analytics releasing a new dashboard
ASR’s Student Data and Analytics team will be releasing the Undergraduate Degree Progress Dashboard in December. The dashboard visualizes the count of students, grouped in cohorts, who have achieved varying levels of degree completion, ranging from 0 to 100% (including "in progress" credits). While many graduation efforts are focused towards the end of a student's career, this degree progress data can help provide better context earlier on in students' careers so we can get them on the right path before it’s too late. Below is an example of the dashboard view of a college cohort by entry term. Below that is a comparison of two plans by entry term. Notice the slight variance between plans where there are more students off-track?
Travel cards
Travel Cards (TCards) are being distributed to those who submitted an application request as part of the bulk order included in the implementation. As you begin to use your card, transactions will appear in your Chrome River account in the Credit Card section of your eWallet. (Manually uploaded transactions will continue to be available in the Offline section.)
If you were not part of this bulk order but still interested in receiving a TCard, submit an individual application (it must be typed; handwritten applications will be rejected). Please contact Lindsay Megan for instructions.
If you were not part of this bulk order but still interested in receiving a TCard, submit an individual application (it must be typed; handwritten applications will be rejected). Please contact Lindsay Megan for instructions.
Wednesday, November 21, 2018
RSVP to the All OUE Assembly
Please RSVP by November 26. This helps with planning and to make sure your name tag reflects your correct name.
All OUE Assembly
Thursday, November 29
9:00-11:00 a.m. (8:30 a.m. continental breakfast)
Coffman Memorial Union, Great Hall
The All OUE Assembly is an opportunity to connect with the Office of Undergraduate Education’s purpose and goals. This year's topics include strategic enrollment, student success initiatives, and housing and residential life. Attendance is mandatory.
Thursday, November 29
9:00-11:00 a.m. (8:30 a.m. continental breakfast)
Coffman Memorial Union, Great Hall
The All OUE Assembly is an opportunity to connect with the Office of Undergraduate Education’s purpose and goals. This year's topics include strategic enrollment, student success initiatives, and housing and residential life. Attendance is mandatory.
Temporary HR contact for student hiring
ASR supervisors who need assistance with posting student positions and hiring students should contact Cassandra Bologna at cbologna@umn.edu. Cassandra is temporarily filling the role (previously held by Catherine Windyk). HR will send an update to supervisors once a permanent assignment is in place.
FundIT
FundIT is a new, collaborative initiative that provides funding and event resources for the University’s larger IT community. Requests for funding and support for events and activities are welcome. You can view the current list of events or submit a request for funding.
Recently, many of our own staff from the TADA and SF-IT groups attended Tech-People, an event funded by FundIT. Ian Whitney represents ASR on the FundIT Oversight Committee.
A few of FundIT’s goals:
Recently, many of our own staff from the TADA and SF-IT groups attended Tech-People, an event funded by FundIT. Ian Whitney represents ASR on the FundIT Oversight Committee.
A few of FundIT’s goals:
- To sponsor IT-related community events
- To provide opportunities to lead and participate in community and personal development events
- To generate support and mentorship for community leaders
- To provide assistance with funding, event budgeting, and logistical matters such as coordinating event space
Thursday, November 8, 2018
12th Annual Student Veterans Appreciation Event
The 12th annual Student Veterans Appreciation Event will be held to recognize the sacrifice and service of University student veterans, military members, and their families. This event is free and open to the public. You are encouraged to attend!
- Wednesday, November 14, 2018
- 11:00 a.m. to 1:00 p.m.
- Great Hall, Coffman Memorial Union
- Learn more at onestop.umn.edu/veterans/veteran-appreciation-event
Purchase of name pronunciation software
“Our names are central to our unique identities, and saying them correctly is the first step in respecting, appreciating, and connecting with each other.” - NameCoach
ASR recently purchased name pronunciation software from NameCoach. This software will allow students and staff to easily record their name, fostering inclusion in the classroom. It will help strengthen relationships between students and faculty, advisors, and other student services staff, and provide accurate pronunciations for commencement and other events. Julie Selander will serve as the project manager on this system-wide initiative and will be working closely with representatives from Canvas, MyU, APLUS, Salesforce, and collegiate representatives to determine the implementation plan.
ASR recently purchased name pronunciation software from NameCoach. This software will allow students and staff to easily record their name, fostering inclusion in the classroom. It will help strengthen relationships between students and faculty, advisors, and other student services staff, and provide accurate pronunciations for commencement and other events. Julie Selander will serve as the project manager on this system-wide initiative and will be working closely with representatives from Canvas, MyU, APLUS, Salesforce, and collegiate representatives to determine the implementation plan.
Vice Provost named as Acting Provost
President Kaler recently announced that Provost Karen Hanson will be taking a leave of absence from January through March 2019, rather than retiring. During her leave, Vice Provost and Dean of Undergraduate Education Bob McMaster will serve as acting provost. Planning is underway for the interim leadership of Bob’s role in the Office of Undergraduate Education and an announcement will be made later this year.
New Error & Incident form available Nov. 12
A new Error & Incident (E&I) form/process will go live on Monday, November 12. ASR staff members use the E&I form to report and track system or service problems that may impact faculty, staff, and/or students. The process received a much-needed facelift over the course of the last few months and addresses many pain points of the old form. The new form:
- Allows for dynamic questions based on the status of an incident
- Connects ServiceNow ticket information
- Generates ServiceNow ticket at the same as submitting E&I report reducing duplicative work
- Allows easy communication between the E&I communication group members, including the person who submitted the report
- Each E&I report has a unique subject line to avoid Gmail truncating messages into a single conversation
Next phase of training to prevent and respond to sexual misconduct
On November 1, the University began the next phase of the systemwide training to prevent and respond to sexual misconduct. This will ensure that faculty and staff hired since last spring are trained, and it establishes a process for training all new hires. The training will be rolled out as follows:
- Catch-up phase: Individuals hired after March 2018 will receive an email from training@umn.edu with a link to access the online training module. They will have two months to complete it.
- Ongoing phases: Beginning December 1 and every month thereafter, we will assign the training to all new hires. They will have one month to complete the training. (Depending on their role in the organization, new faculty and staff will receive either "Preventing and Responding to Sexual Misconduct for Employees" or "Preventing and Responding to Sexual Misconduct for Supervisors.")
New GPAS exceptions system
The new, online GPAS exceptions system went live October 29, 2018. The new system began as a project within the PeopleSoft Campus Solutions 9.2 Upgrade to replace the old PDF exceptions form. The online exceptions system is highly configurable. Programs/colleges have the option to setup the system for their specific needs. For example, they can choose who submits requests (staff, faculty, or students) and who reviews them for approval.
The new system also provides automated communication notifications and quicker processing time. We appreciate all the time and effort that went into this project that better supports graduate and professional students’ timely degree progress and graduation. Feel free to reach out to Stacia Madsen at mads0066@umn.edu with questions.
The new system also provides automated communication notifications and quicker processing time. We appreciate all the time and effort that went into this project that better supports graduate and professional students’ timely degree progress and graduation. Feel free to reach out to Stacia Madsen at mads0066@umn.edu with questions.
ASR Outstanding Unit nomination
ASR was recently nominated for the 2018 Office of Equity and Diversity Outstanding Unit Award. In recent years, the staff of ASR has performed transformational work in the areas of diversity, equity, and inclusion. ASR staff have demonstrated incredible leadership and willingness to embrace new concepts to promote positive change and raise awareness across the campus community. The nomination focused on the work of implementing functionality for gender identity and personal pronouns for all students, faculty, and staff; creating an ASR Diversity, Equity, and Inclusion Committee that has worked to improve the recruiting and hiring of staff; implementation of two Campus Climate microgrants for diversity initiatives; and creating a more inclusive environment through accessibility initiatives and technology improvements.
Unfortunately, ASR did not officially win this year’s award, however, we commend the work of ASR staff for exemplifying the spirit of this award and for showing the University how ASR makes a positive difference in students’ lives.
Unfortunately, ASR did not officially win this year’s award, however, we commend the work of ASR staff for exemplifying the spirit of this award and for showing the University how ASR makes a positive difference in students’ lives.
One Stop Accepts EOAA Award
Last week, a team representing One Stop Student Services along with special guests Sue Van Voorhis and Robert McMaster, accepted the 2018 Lillian H Williams award from the University of Minnesota’s Office of Equal Opportunity and Affirmative Action (EOAA).
One Stop staff have displayed a deep dedication to fostering a welcoming and inclusive office in a variety of ways, including an update to the quality service standards and expectations; leveraging technology of the check-in kiosk to display the preferred name of the student; creating a summer book club for ASR staff to spark conversation around issues of identity, culture, and diversity; creating presentations and reflection activities to educate staff on topics including personal pronouns and microaggressions; and providing an opportunity for all student-serving staff to have new name tags and nameplates with personal pronouns.
One Stop staff have displayed a deep dedication to fostering a welcoming and inclusive office in a variety of ways, including an update to the quality service standards and expectations; leveraging technology of the check-in kiosk to display the preferred name of the student; creating a summer book club for ASR staff to spark conversation around issues of identity, culture, and diversity; creating presentations and reflection activities to educate staff on topics including personal pronouns and microaggressions; and providing an opportunity for all student-serving staff to have new name tags and nameplates with personal pronouns.
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| One Stop Student Services accepts EOAA award, 2018 |
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| EOAA award plaque |
SQL challenge
Have you attended Cindy's SQL Tutorial class and thought, "wouldn't it be great to have an opportunity to test my query writing skills?" Whether you have attended this class or not, the time is now. Each month (or so) a new challenge will be posted to Google Drive. The current challenge and some of the previous challenges have been added. You will have roughly two weeks to complete the challenge and then we will share Cindy's SQL and the actual results so you can verify if your query returned the same information. The answer to the last challenge will be posted to the answer folder after Thanksgiving. So go ahead, challenge yourself! If you have any questions, contact pwf-team@umn.edu.
Thursday, October 25, 2018
ASR staff event
The Development Team would like to thank everyone who attended and engaged in Wednesday's ASR Staff Event. If you were unable to attend, ask one of your coworkers for a recap! You can also view Sue's presentation slides.
Richard Coffey's presentation
In review, Richard Coffey presented on the “Seasons of Life.” His presentation challenged you to think about what is driving your life today, how can you move to the next level and be better tomorrow than today, and when was the last time that you did something outside your comfort zone? He advocated for the importance of self-evaluation both personally and professionally; developing your brand, and not accepting average as enough. Mr. Coffey also reviewed the difference between courage (willingness to proceed in spite of fear) and confidence (certainty in your ability to do something depending on the situation).
Complete the survey
To staff who attended, please take the time to share your opinions and feedback with us about today's event by completing this survey. Your feedback is essential to improving and shaping future staff events. The team has already gotten some great feedback about the guest speaker, Richard Coffey, and the activity, so thank you to those who shared your feedback in person with a team member or who have already completed the survey!
Puzzle answers
Last, are you still itching for answers to the Mystery Location activity puzzles? You can find the answers to each puzzle (including the crossword puzzles) in this folder.
Upcoming transition to Chrome River for travel and expenses
Chrome River is the University’s new travel and expense tool for reconciling travel card transactions and requesting reimbursement for out-of-pocket expenses (when allowable). This transition will ultimately replace the Employee Expense Worksheet and our paper process with electronic submission and workflow. Please take a few moments to view these short videos describing the new tool:
Chrome River will roll out in phases with ASR tentatively scheduled to go-live at the end of October. To review the presentation by Jeremy Schwanz from this morning, please view the Webex recording. Updates to the Admin Resource Guide and other ASR-specific processing will follow. For questions, contact your building’s admin support (Lindsay or Megan).
- Chrome River Overview
- Chrome River system demonstration (no closed captions)
- Chrome River system demonstration (with closed captions)
- Click enroll, view details, launch the course, and select the video called Demo: Reporting Expenses in Chrome River. We are working for a better solution for captioning.
Chrome River will roll out in phases with ASR tentatively scheduled to go-live at the end of October. To review the presentation by Jeremy Schwanz from this morning, please view the Webex recording. Updates to the Admin Resource Guide and other ASR-specific processing will follow. For questions, contact your building’s admin support (Lindsay or Megan).
ECAS rewrite changes go live October 28, 2018
Changes to the Electronic Course Authorization System (ECAS) go live October 28, 2018. Users should clear browsing history, cookies, and caching prior to logging in. The ECAS rewrite improves system stability, streamlines future development, and is compliant with accessibility standards. The ECAS rewrite handout includes more information with visuals.
Thursday, October 11, 2018
Upcoming transition from TransForms to Perceptive Content tool
Perceptive Content Portal by Jadu is the name of the newly selected product to replace TransForms (a tool the University uses for electronic workflow forms). The contract for the new vendor has been approved. OIT is moving forward with set up and training this month. The new tool will roll out in phases, including transitioning three ASR forms to the new tool:
- Tuition Refund Appeal
- Request to Change Estimated Graduation Term
- Cost of Attendance Appeal
Upcoming transition to Chrome River for travel and expenses
Chrome River is the University’s new travel and expense tool for reconciling travel card transactions and requesting reimbursement for out-of-pocket expenses (when allowable). This transition will ultimately replace the Employee Expense Worksheet and our paper process with electronic submission and workflow. Please take a few moments to view these short videos describing the new tool:
No additional action, such as requesting a travel card, is required at this time. Additional instructions will be given at the ASR in-service on October 25. For questions, contact your building’s admin support (Lindsay or Megan).
- Chrome River Overview (closed-captioned)
- Chrome River system demonstration (not closed-captioned)
- Chrome River system demonstration (closed-captioned)
- Click enroll, view details, launch the course, and select the video called Demo: Reporting Expenses in Chrome River. We are working for a better solution for captioning.
No additional action, such as requesting a travel card, is required at this time. Additional instructions will be given at the ASR in-service on October 25. For questions, contact your building’s admin support (Lindsay or Megan).
2018 Community Fund Drive
ASR encourages all staff to participate in the annual Community Fund Drive. One option is to donate to ASR’s TC Student Success Fund. You can do this by participating in an ASR event or by donating directly online.
To mark your participation in the Community Fund Drive via an ASR event, go to cfd.umn.edu and click on ‘Community Nonprofits’. Select the third option: “I supported the Community Fund Drive by participating in my college or unit’s activities and/or cannot support the campaign financially at this time.” (This option is not available if you made a donation to a Community nonprofit.)
To mark your participation in the Community Fund Drive via an ASR event, go to cfd.umn.edu and click on ‘Community Nonprofits’. Select the third option: “I supported the Community Fund Drive by participating in my college or unit’s activities and/or cannot support the campaign financially at this time.” (This option is not available if you made a donation to a Community nonprofit.)
Thursday, September 27, 2018
Change in Administrative Support Contact (ASC)
We are pleased to announce a change in the ASC responsibility split - Lindsay Bork Nichols has been the primary ASC for all of ASR for the past several months since Mara departed. Now, we will once again split the contact role based on building (see below).
With any administrative support type of questions, please first reference the handy, dandy Resource Guide, and then reach out to your ASC if you have additional questions.
With any administrative support type of questions, please first reference the handy, dandy Resource Guide, and then reach out to your ASC if you have additional questions.
Lindsay Bork Nichols
160 Williamson
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Megan Wollner
253 Fraser
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Bierman Field
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X
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Bruininks Hall
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X
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Coffey Hall
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X
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Fraser Hall
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X
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Medical School
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X
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West Bank Skyway
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X
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Williamson Hall
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X
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Community Fund Drive - October 1-31
Last year ASR hosted “Donuts, Dogs, and Donations” and raised $725 for the TC Student Success Fund in support of the annual U of M Community Fund Drive.
This year’s event will be “Cookies, Cats, and Cash” on Thursday, October 25 from 9-10:30 in Fraser B20. Stop by and enjoy a treat while perusing cute cat photos. Bring cash to vote for your favorite photo. Each vote is a donation to the TC Student Success Fund.
Submit your cat’s photo to Megan Wollner (woll0122@umn.edu) by Thursday, October 18. One photo will be randomly selected to represent each unit in ASR at the event.
This year’s event will be “Cookies, Cats, and Cash” on Thursday, October 25 from 9-10:30 in Fraser B20. Stop by and enjoy a treat while perusing cute cat photos. Bring cash to vote for your favorite photo. Each vote is a donation to the TC Student Success Fund.
Submit your cat’s photo to Megan Wollner (woll0122@umn.edu) by Thursday, October 18. One photo will be randomly selected to represent each unit in ASR at the event.
New template for external presentations
The Board of Regents recently approved a new template for external presentations. The template must be used when you present to external audiences.
There are templates for both PowerPoint and Google Slides in the ASR Team drive (ASR Staff Team Drive > Presentation Templates). Note that there are two choices for introductory slides. There is a final slide that says "Driven to Discover", which is optional.
Please delete/archive your old presentation templates and use the new approved template. When you create a copy of the template, be sure to save it in a separate folder. If you need a different version or have other specifications, contact Crystal Nichols (nicholsc@umn.edu).
There are templates for both PowerPoint and Google Slides in the ASR Team drive (ASR Staff Team Drive > Presentation Templates). Note that there are two choices for introductory slides. There is a final slide that says "Driven to Discover", which is optional.
Please delete/archive your old presentation templates and use the new approved template. When you create a copy of the template, be sure to save it in a separate folder. If you need a different version or have other specifications, contact Crystal Nichols (nicholsc@umn.edu).
2018 election - campaign activities
The University encourages students, faculty, and staff to engage and vote. However, be reminded that federal and state laws prohibit the use of University resources to support specific candidates, ballot initiatives, or referenda. University of Minnesota political engagement policies reflect these legal regulations. More information is available via the 2018 guidelines for political campaign related activities.
Successful completion of work study audit
This summer the University’s Internal Audits audited administration of the federal and state work study programs. Their primary scope was to determine whether:
They concluded that the programs are well managed and that the manual monitoring processes are effective. They also found the automated controls in place to prevent students earning more funds than they were allocated were also effective.
Huge thank you to Deb Wilkin and Christopher D. Peterson from the Office of Student Finance for their tireless efforts to assist the audit.
- The University and participating departments are taking full advantage of the work study program and ensuring that all University work study funds are used
- No student is earning more than their approved work study fund allocation
- No student is earning work study funds after their enrollment has fallen below eligibility
They concluded that the programs are well managed and that the manual monitoring processes are effective. They also found the automated controls in place to prevent students earning more funds than they were allocated were also effective.
Huge thank you to Deb Wilkin and Christopher D. Peterson from the Office of Student Finance for their tireless efforts to assist the audit.
EGTs added for students admitted for fall 2018
On September 18, 2018, we entered an Expected Graduation Term (EGT) into the Student Program/Plan for all new Twin Cities undergraduate admits. Both New High School (NHS) and New Advanced Standing (NAS) students now have an EGT applied to their records.
On November 12, 2018, we will add the degree checkout status of “applied” to the Student Program/Plan for any Twin Cities undergraduate who has achieved 75% progress toward their degree.
On November 12, 2018, we will add the degree checkout status of “applied” to the Student Program/Plan for any Twin Cities undergraduate who has achieved 75% progress toward their degree.
- Several reports were updated to add the degree checkout status data:
- Major/minor roster
- Student group roster
- Student roster detail list
- My advisees with confirmed education abroad programs
- Education abroad confirmed students by college
Suggestion box submission - ASR Diversity, Equity, & Inclusion Committee
We recently received a question about whether ASR has a committee that addresses topics of diversity, equity, and inclusion (DEI). The ASR DEI committee focuses on topics related to many aspects of ASR’s mission including recruiting and hiring a diverse workforce, as well as providing information to staff about DEI events, news, and educational opportunities. This committee includes a representative from each unit in ASR and are responsible for sharing their unit’s perspective on ideas and initiatives, as well as to report updates back to their unit. To learn more about ASR DEI activities, please contact your unit rep:
- Continuity & Compliance: Christina Yoong
- ASR IT: Chris Johnson
- Office of Classroom Management: Jessica McCarty
- Office of the Registrar: Kate Hemmer
- Office of Student Finance: Penny Levine
- One Stop Student Services: Josh Geiger
Auditors in Fraser
External auditors from Deloitte will be in the back portion of the 220 Fraser space next week to begin their annual University financials and financial aid audit. If an auditor approaches you to request student information, please direct them to Regina Moran in the Office of Student Finance Fiscal unit. Regina serves as the primary contact for any audit related matters.
Remember: while the auditors are here, be more cautious than usual about discussing students in shared spaces where it’s easy to overhear.
Remember: while the auditors are here, be more cautious than usual about discussing students in shared spaces where it’s easy to overhear.
Thursday, September 13, 2018
Orientation & Transition Experiences temporary move
The Orientation & Transition Experiences office relocated to 150 Williamson on September 10 and will remain there for about 10 weeks while construction takes place in their main offices. As always, they can be reached online via ote.umn.edu, oteinfo@umn.edu, or by phone at 612-624-1979.
One Stop contacts increase, but wait times are down
This time of year is such a busy season for the staff and units of ASR. One Stop Student Services is no exception. For two of the busiest weeks of the year (the week before classes start and the first week of classes), One Stop has seen increases in all modes of service (phone, email, and in-person), yet has seen decreases in wait times for our students, their families, and other customers. Thank you to the Office of Student Finance staff that helped out at our East Bank counter during the increased volume!
New GPAS Google site
The Graduate Planning and Audit System website has moved from old Google Sites to the new Google Sites. This change improves navigation and maintains a consistent look between ASR-owned websites, while following University Relations branding. If you have bookmarks for the old GPAS site, please update them. You can use the same Z link: z.umn.edu/gpas.
Thursday, August 30, 2018
Communications for the start of fall term
The start of term is a busy time for everyone, including for our systems and websites. Targeted communications have been sent out to help reduce online traffic (such as to MyU) and provide back up plans should issues arise.
Emails were sent to students on Monday, August 27, with reminders about attending the first day of class and billing/payment information. We also encouraged students to take a screenshot of their schedule, bookmark common resources outside of MyU, and noted One Stop has extended in-person hours the first two weeks of term.
Instructors and departments have been asked to minimize changes to classes and to send an email to affected students when a change is necessary. Please keep these things in mind as we move into the first week of classes.
Emails were sent to students on Monday, August 27, with reminders about attending the first day of class and billing/payment information. We also encouraged students to take a screenshot of their schedule, bookmark common resources outside of MyU, and noted One Stop has extended in-person hours the first two weeks of term.
Instructors and departments have been asked to minimize changes to classes and to send an email to affected students when a change is necessary. Please keep these things in mind as we move into the first week of classes.
ASR-IT leadership update
Jaime Wascalus starts as the new chief information officer (CIO) for ASR-IT on Tuesday, September 4. It will take some time for Jaime to get settled, but let’s all give her a warm welcome as she begins her work with ASR.
At this time, ASR-IT’s organizational structure will remain the same. Jaime will replace Grant as head of ASR-IT. Kristy Davis’ title will change from associate director to director and she will report to Jaime. View ASR’s organizational charts (changes may not be reflected until the date of the change in the system).
Many thanks to Grant and his years of leadership in ASR-IT. We are looking forward to a smooth transition.
At this time, ASR-IT’s organizational structure will remain the same. Jaime will replace Grant as head of ASR-IT. Kristy Davis’ title will change from associate director to director and she will report to Jaime. View ASR’s organizational charts (changes may not be reflected until the date of the change in the system).
Many thanks to Grant and his years of leadership in ASR-IT. We are looking forward to a smooth transition.
Names of University campuses
University Relations has been collaboratively working on developing shared principles and values as well as a communication strategy and identity/style guide applicable across campuses. The key component of this new guidance is emphasizing a single University system with 5 campuses.
Two particular stylings to note at this time:
Two particular stylings to note at this time:
- For shorthand references (e.g., social media handles) use UMNCrookston, UMNDuluth,UMNMorris, UMNRochester, UMNTwinCities, and UMNSystem
- For longhand references, use University of Minnesota Crookston, University of Minnesota Duluth, University of Minnesota Morris, University of Minnesota Rochester, University of Minnesota Twin Cities, and University of Minnesota System (no commas or hyphens)
Financial aid has been disbursed to students
Staff in the Office of Student Finance have delivered $165,775,512+ in disbursements for fall semester—in one swoop! This is equal to 11,231 undergraduates residents’ full tuition rates or 9,751,500+ take-home buckets of Sweet Martha’s Cookies from the State Fair at $17/bucket.
Funds helping students
The ASR SWAT team would like to thank everyone who donated and contributed to the raffle at the ASR summer picnic, benefiting students via the Student Success Fund. Your generosity makes a very important contribution to our ability to assist students in need.
This summer, these funds were used to help pay tuition and fees charges for 17 students who had no remaining financial aid options and were at risk of having their fall classes cancelled. These students will be continuing their studies thanks to YOU and the generosity of others who have contributed to ASR’s completion funds. Read responses from several of the students who received funds on the N&N blog.
“Oh my word this is INCREDIBLE. You don’t know how much this means to me and my family, what an enormous blessing. Thank you thank you so much for this amazing gift. This is seriously such a huge blessing."
"I cannot begin to describe how thankful, appreciative, and grateful I was in receiving this email. Instant waterworks! Is there somewhere or someone I can send a thank you letter to for this scholarship? I do not know if I can accurately portray how thankful I am in words, but I would love to try.”
“This was a complete blessing! I've been trying to put nothing but positive out into the world and this looks like a true testament of getting positive back from the world. Thank you for giving me hope.”
“I am at a loss for words and all I can say is thank you!! This has been the best news!"
“I cannot thank you enough. I was having some financial difficulties of late and this will help me a tremendous amount. Thank you."
This summer, these funds were used to help pay tuition and fees charges for 17 students who had no remaining financial aid options and were at risk of having their fall classes cancelled. These students will be continuing their studies thanks to YOU and the generosity of others who have contributed to ASR’s completion funds. Read responses from several of the students who received funds on the N&N blog.
“Oh my word this is INCREDIBLE. You don’t know how much this means to me and my family, what an enormous blessing. Thank you thank you so much for this amazing gift. This is seriously such a huge blessing."
"I cannot begin to describe how thankful, appreciative, and grateful I was in receiving this email. Instant waterworks! Is there somewhere or someone I can send a thank you letter to for this scholarship? I do not know if I can accurately portray how thankful I am in words, but I would love to try.”
“This was a complete blessing! I've been trying to put nothing but positive out into the world and this looks like a true testament of getting positive back from the world. Thank you for giving me hope.”
“I am at a loss for words and all I can say is thank you!! This has been the best news!"
“I cannot thank you enough. I was having some financial difficulties of late and this will help me a tremendous amount. Thank you."
Winners, winners everywhere!
ASR was well represented in the ribbon distribution at the Minnesota State Fair this year. We have amazing bakers, knitters, decorators, and more! After many long hours of trying new recipes or perfecting tried-and-true ones all their hard work has paid off:
Lindsey Konerza and Sarah Hoegger each won first-place blue ribbons at the State Fair for their baking and decorating prowess (Lindsey also earned a third place ribbon for her white cake).
Cathy Schuster was presented with the first-place blue ribbon for her child’s cardigan sweater.
Sally Gutierrez had a second-place winning chicken piñata.
And, if that is not enough winning, Theresa Hillesheim took the second-place red ribbon for her knitted baby blanket.
Lindsey Konerza and Sarah Hoegger each won first-place blue ribbons at the State Fair for their baking and decorating prowess (Lindsey also earned a third place ribbon for her white cake).
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| Lindsey Konerza's blue ribbon cupcakes and third place white cake |
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| Sarah Hoegger's blue ribbon cake |
Cathy Schuster was presented with the first-place blue ribbon for her child’s cardigan sweater.
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| Cathy Schuster's blue ribbon cardigan |
Sally Gutierrez had a second-place winning chicken piñata.
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| Sally Gutierrez's second place chicken piñata |
And, if that is not enough winning, Theresa Hillesheim took the second-place red ribbon for her knitted baby blanket.
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| Theresa Hillesheim's second place baby blanket |
Thursday, August 16, 2018
Start of term communications
The start of term is a busy time for everyone, including our systems and websites. Targeted communications are in place to help things go smoothly. Students will be encouraged to print or take a screenshot of their class schedule. Faculty (and departments) will be asked to minimize changes to classes and to send an email to affected students when a change is necessary.
These actions can reduce traffic to MyU and provide back-up plans in case issues do arise. For questions, contact Carin Anderson-Thoms (ande8670@umn.edu).
These actions can reduce traffic to MyU and provide back-up plans in case issues do arise. For questions, contact Carin Anderson-Thoms (ande8670@umn.edu).
Duo to be required for University sign-in
Duo two-factor authentication will soon be required at University sign-in for all current students, faculty, staff, POI, and sponsored accounts. This requirement will go into effect starting November 1, 2018, but won’t require action until the time of your annual password reset. For example, if your next password reset is in March 2018, you will not be required to enroll in Duo until then.
At the time of your password reset, you will either enroll in Duo if you haven’t already or set your current Duo enrollment to be required for all University logins, and set a 16+ character password (but it can be simple, without special symbols). Once you are enrolled in Duo and have set a 16+ character password, annual password resets will no longer be required.
OIT recently added the feature to allow Duo to “Remember me for 7 days”, which will help minimize the number of times you need to authenticate with Duo.
Duo affects the UMN sign-in page, which is the gateway to many of the University applications we use every day including MyU, G Suite, Canvas, etc. There are multiple types of devices you can use for Duo authentication. Learn more about Duo, or about the changes going into effect November 1.
At the time of your password reset, you will either enroll in Duo if you haven’t already or set your current Duo enrollment to be required for all University logins, and set a 16+ character password (but it can be simple, without special symbols). Once you are enrolled in Duo and have set a 16+ character password, annual password resets will no longer be required.
OIT recently added the feature to allow Duo to “Remember me for 7 days”, which will help minimize the number of times you need to authenticate with Duo.
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| Screenshot of Duo authentication showing 'Remember me for 7 days' checkbox |
Duo affects the UMN sign-in page, which is the gateway to many of the University applications we use every day including MyU, G Suite, Canvas, etc. There are multiple types of devices you can use for Duo authentication. Learn more about Duo, or about the changes going into effect November 1.
Thursday, August 2, 2018
Thank you for contributing to the Student Success Fund
We had a great picnic last week and were able to raise $1642 for the Student Success Fund (nearly 20% more than last year)! The number of donations also increased with a total of 92. Thank you for all your giving and participation in the raffle. Students directly benefit from your generosity.
All items from the raffle have been distributed to their respective winners (see the list).
All items from the raffle have been distributed to their respective winners (see the list).
IDP reviews due in August
Complete your Individual Development Plan (IDP) during the month of August, making sure to meet with your supervisor to discuss it. If the process is new to you, read more on the ASR Intranet.
As you work on your IDP, remember that asrsupervisors.umn.edu is available with resources and advice about how to get the most out of conversations about professional development.
As you work on your IDP, remember that asrsupervisors.umn.edu is available with resources and advice about how to get the most out of conversations about professional development.
No more mid-year reviews
In the past, ASR has conducted formal, documented mid-year performance appraisals around this time of year. We will no longer do mid-years, and will do annual appraisals only (in April). Everyone is still encouraged to have a mid-year check in.
Since we aren’t documenting work at the mid-year spot, we encourage you to keep a running list/document over the year of your work and contributions to assist with writing the annual appraisal when it is time. You can learn more about the performance appraisal process on the ASR Intranet.
Since we aren’t documenting work at the mid-year spot, we encourage you to keep a running list/document over the year of your work and contributions to assist with writing the annual appraisal when it is time. You can learn more about the performance appraisal process on the ASR Intranet.
ASR’s strategic plan
Sue’s latest monthly recap video introduced a strategic plan that has been in development for the past seven months. This plan will be reviewed in greater detail at the September In-Service (9/27). Until then, we thought it might be helpful to share a little more background.
Using the Entrepreneurial Operating System (EOS) model as a starting point, the directors focused on establishing 10-year targets in three particular areas:
You can learn more about the EOS model at eosworldwide.com.
Using the Entrepreneurial Operating System (EOS) model as a starting point, the directors focused on establishing 10-year targets in three particular areas:
- Achieving student success targets
- Improving the employee experience within ASR
- Enhancing systems and processes
You can learn more about the EOS model at eosworldwide.com.
ASR-IT director search update
Two candidates have been selected as finalists to move to the second round of the interview process for the ASR-IT director position. In addition to meetings with ASR leadership, these candidates will deliver a 30-minute presentation about their vision for leading ASR-IT, if offered the position. All ASR staff are invited to attend these presentations. Candidate names and resumes will be shared two days in advance. You will be able to share feedback via a form after the presentation.
Wednesday, July 18, 2018
PCMC seeking new steering committee members
The University of Minnesota Project & Change Management Collaborators (PCMC) group is looking for new members on their steering committee. Assist with shaping and leading programs and resources for the University community on project and change management topics, tools, and methodology.
PCMC is a University-wide organization for staff and faculty (students are also welcome). PCMC hosts monthly programs from September-May each year, including workshops, lectures, panel discussions, and book clubs centered on the methodologies, experiences, tools, and resources. They also host a variety of resources online.
Information about PCMC, their programming archive, and resources library is available on the PCMC website.
If you are seeking a way to be involved in the University community, a leadership opportunity, or a chance to work with campus partners from all areas of the University, please consider volunteering. Time commitment varies between 5-10 hours a month.
If you are interested, contact pcmc@umn.edu.
PCMC is a University-wide organization for staff and faculty (students are also welcome). PCMC hosts monthly programs from September-May each year, including workshops, lectures, panel discussions, and book clubs centered on the methodologies, experiences, tools, and resources. They also host a variety of resources online.
Information about PCMC, their programming archive, and resources library is available on the PCMC website.
If you are seeking a way to be involved in the University community, a leadership opportunity, or a chance to work with campus partners from all areas of the University, please consider volunteering. Time commitment varies between 5-10 hours a month.
If you are interested, contact pcmc@umn.edu.
PeopleSoft Campus Solutions 9.2 Upgrade Project wrap up
The PeopleSoft Campus Solutions 9.2 Upgrade Project officially concluded on June 30. This project kicked off in April 2017 and was completed in two phases. The first phase—a technical upgrade of Campus Solutions from version 9.0 to 9.2—was delivered in September 2017. The second phase delivered functional improvements over several months. This included 16 individual initiatives focused on leveraging delivered functionality not already in use.
In summary: the University is now the most current it has ever been with PeopleSoft Campus Solutions releases and is positioned to take advantage of new functionality. Project teams explored the application of Fluid pages and Enterprise Component Tools (Activity Guides, CAF, Forms Builder, WorkCenter, Notification Framework, and Pivot Grids) to meet business needs and delivered Service improvements for students, faculty, and staff.
For more detail, see the CS 9.2 Completion Report.
In summary: the University is now the most current it has ever been with PeopleSoft Campus Solutions releases and is positioned to take advantage of new functionality. Project teams explored the application of Fluid pages and Enterprise Component Tools (Activity Guides, CAF, Forms Builder, WorkCenter, Notification Framework, and Pivot Grids) to meet business needs and delivered Service improvements for students, faculty, and staff.
For more detail, see the CS 9.2 Completion Report.
uAchieve implementation update
The project to replace DARS with uAchieve is underway! The project, which officially kicked-off July 2, is a re-implementation of the system that provides the University with transfer articulation and degree audits. Some existing ASR staff have transitioned to the project, and some new staff have been hired to fulfill project responsibilities. You can find them in 150 Williamson.
The first year of the project includes a vendor services contract with College Source, the parent company of DARS, TES, and Transferology. They will be performing much of the technical work to switch the University over to their new platform, uAchieve. Project team members will be consulting with subject matter experts in ASR and system campus partners to make sure the University’s business needs are met. The team is looking forward to connecting with a wide array of ASR and Admissions staff as they reach out with questions or to validate business needs.
For more details, take a look at the project status dashboard.
The first year of the project includes a vendor services contract with College Source, the parent company of DARS, TES, and Transferology. They will be performing much of the technical work to switch the University over to their new platform, uAchieve. Project team members will be consulting with subject matter experts in ASR and system campus partners to make sure the University’s business needs are met. The team is looking forward to connecting with a wide array of ASR and Admissions staff as they reach out with questions or to validate business needs.
For more details, take a look at the project status dashboard.
Some systems unavailable this weekend—MyU, Perceptive Content
Due to a planned software update this weekend, July 21 and 22, some MyU features will be unavailable from noon Saturday through noon Sunday. You will not be able to access the My Time, My Pay, My Info, My Benefits, and Manager Info tabs, along with HRMS-related queries in the Reporting Center.
Additionally, Perceptive Content (formerly Image Now) will be unavailable from 5:00 a.m. on July 21 through noon on July 22 as technicians perform a system upgrade.
Visit IT Service Status for updates.
Additionally, Perceptive Content (formerly Image Now) will be unavailable from 5:00 a.m. on July 21 through noon on July 22 as technicians perform a system upgrade.
Visit IT Service Status for updates.
Organics recycling from the ASR Suggestion Box
A recent submission asked about the possibility of adding a compost bin in Williamson Hall. After further research, we have found that Facilities Management (FM) is currently rolling out an organics recycling program to all UMN-TC over the next two years. With this implementation, the quad system will transition to one bin each for trash, can/bottle recycling, paper, and organics. Once implemented, it will be the responsibility of each person to empty their desk-side bin into the appropriate quad bins. An ETA has not yet been set for ASR buildings. We will give updates as we learn more.
Thursday, July 5, 2018
Jokes from popsicle sticks
Some ASR staff recently shared a few laughs over jokes found on popsicle sticks. Are you able to crack any of these?
Where does a catcher sit down for dinner?
Behind the plate.
What do you do when your fish sounds bad?
Tune A Fish
What kind of snacks to computers eat?
Micro chips
Why did the birdie go to the doctor?
He needed some tweetment
Where did the elephant store it’s suitcase?
In its trunk
What is the most musical part of the turkey?
The drumstick
Why didn’t the hockey player want to pay for dinner?
He was a cheapskate
What kind of boats do vampires like?
Blood vessels
How does the ocean greet the beach?
It waves
What gets wetter the more it dries?
A towel
Where does a catcher sit down for dinner?
Behind the plate.
What do you do when your fish sounds bad?
Tune A Fish
What kind of snacks to computers eat?
Micro chips
Why did the birdie go to the doctor?
He needed some tweetment
Where did the elephant store it’s suitcase?
In its trunk
What is the most musical part of the turkey?
The drumstick
Why didn’t the hockey player want to pay for dinner?
He was a cheapskate
What kind of boats do vampires like?
Blood vessels
How does the ocean greet the beach?
It waves
What gets wetter the more it dries?
A towel
Why is it a bad idea to work for elephants?
They pay peanuts
What gets whiter as it gets dirtier?
A blackboard
What kind of call does a marathon runner always make?
Long distance
How many apples grow on a tree?
All apples grow on a tree
They pay peanuts
What gets whiter as it gets dirtier?
A blackboard
What kind of call does a marathon runner always make?
Long distance
How many apples grow on a tree?
All apples grow on a tree
Changes to cost of attendance page
The cost of attendance page on the One Stop website has some changes to note:
- A new estimated cost of attendance chart for 2018-19
- A simplified cost of attendance chart for undergraduates (with actual COA figures)
- A new page dedicated to COA for graduate students
How do you like to be recognized?
As part of responding to E2 (employee engagement) survey results, we are reviewing methods to recognize employees for a job well done. Please take five minutes to share your recognition preferences.
While it is not guaranteed that all methods of recognition will be available all the time, it is the intention for supervisors and directors to review these results so that recognition can be based on preferences.
While it is not guaranteed that all methods of recognition will be available all the time, it is the intention for supervisors and directors to review these results so that recognition can be based on preferences.
Thursday, June 21, 2018
Merit compensation
The Regents have approved a 2% compensation pool for civil service and P&A staff.
Eligible civil service and P&A staff who were hired before January 1 and earned a 2 or 3 on their performance appraisal will receive a 2% increase. (Bargaining unit increases are determined by the relevant contracts.) Staff who earned a 3 will also receive a non-recurring lump sum.
Merit increases should be effective as of June 11, appearing on the July 4 pay date according to the pay period schedule.
Each of you contributed to a great year in ASR. Thank you for all that you have done and continue to do!
Eligible civil service and P&A staff who were hired before January 1 and earned a 2 or 3 on their performance appraisal will receive a 2% increase. (Bargaining unit increases are determined by the relevant contracts.) Staff who earned a 3 will also receive a non-recurring lump sum.
Merit increases should be effective as of June 11, appearing on the July 4 pay date according to the pay period schedule.
Each of you contributed to a great year in ASR. Thank you for all that you have done and continue to do!
Personal pronouns and gender identity in MyU
Students and staff on all campuses are now able to share personal pronouns and/or a gender identity through the My Info tab of MyU. Sharing personal pronouns and/or a gender identity is optional. Here are some resources for additional information to share with students when needed:
- How-to guide on One Stop website - z.umn.edu/genderidpronoun_howto (navigate onestop.umn.edu > How-to guides > My info > Set personal pronouns and/or gender identity)
- Additional information on One Stop website (navigate onestop.umn.edu > Personal information > Pronouns and gender identity)
- Additional information in MyU - z.umn.edu/genderpronounmyu
Academic calendar changes
The Faculty Senate has approved moving spring break forward one week starting March 2020. This results in the final Monday of A-term being after spring break.
As a reminder, spring 2019 will change from 74 instructional days to 70. Fall and spring semesters will have the same length going forward, and there is room for an additional study day for students in the spring term. The full calendars for 2018-22 can be viewed on the University Senate page.
As a reminder, spring 2019 will change from 74 instructional days to 70. Fall and spring semesters will have the same length going forward, and there is room for an additional study day for students in the spring term. The full calendars for 2018-22 can be viewed on the University Senate page.
ASR Picnic and Silent Auction
Every summer, ASR has a picnic and holds a silent auction to raise money for the Student Success Fund. At the auction, everyone will have an opportunity to purchase tickets (cash only) and bid for items. All money that we raise from the ticket sales go to the Student Success Fund.
The items in the auction come from ASR staff and we are ready to collect donations. You can find all of these details on the ASR Intranet Events page.
Picnic details
The items in the auction come from ASR staff and we are ready to collect donations. You can find all of these details on the ASR Intranet Events page.
Picnic details
- Thursday, July 26, 11:30 a.m. to 1:30 p.m.
- Bruininks Plaza
- Catering TBD
- Please accept or decline the event invitation on your Google Calendar so we can plan for food ordering. If you have new staff between now and the 26th, please invite them to the event.
- Bruininks Hall - room 3571B (Julie Selander or Nate Peterson can receive)
- Williamson Hall - 160b (Eleanor Pijut’s office)
- A donation form must accompany the item you are contributing to the auction. Print and fill out as needed.
New Gmail web interface
Google has updated their Gmail web interface, but it won’t be available to the University community until July. The new interface will be optional from July to October, after which it will become the University’s standard Google web mail interface. The new interface will include features that allow you to:
- Organize emails without having to open them
- Snooze emails until a future date or time that's more convenient for you
- Use Calendar, Tasks, and Keep in the same tab while in Gmail
Sharing Google Calendars—suggestion box submission
Someone recently submitted a question about whether or not ASR has a policy or best practice about sharing Google Calendars. The answer is yes, we do, and we should all be sharing our calendars.
For reference, there is an ASR Administrative Support Resource Guide with a section on “Calendar Expectations.” The guide explains that all staff should set their calendar to be visible by everyone in the University of Minnesota-Twin Cities organization. You are also expected to respond to meeting invites promptly, and keep your calendar and meeting attendance as up to date as possible. This communicates your availability and allows others to know what to expect for meetings where your participation is needed.
Access the admin resource guide via z.umn.edu/asr2 or find a link to it in the footer of the ASR Intranet.
For reference, there is an ASR Administrative Support Resource Guide with a section on “Calendar Expectations.” The guide explains that all staff should set their calendar to be visible by everyone in the University of Minnesota-Twin Cities organization. You are also expected to respond to meeting invites promptly, and keep your calendar and meeting attendance as up to date as possible. This communicates your availability and allows others to know what to expect for meetings where your participation is needed.
Access the admin resource guide via z.umn.edu/asr2 or find a link to it in the footer of the ASR Intranet.
Thursday, June 7, 2018
Personal pronouns and gender identity in MyU
This summer, the University will begin offering students and staff the option to share their personal pronouns and gender identity through the My Info tab of MyU. Sharing personal pronouns and/or a gender identity will be optional. Students’ pronouns will be available on Class Rosters, through the Advisor Center, and in APLUS.
Gender identity information will not be shared at this time, though authorized University staff with access to private information in PeopleSoft may view it when performing their job duties. A fact sheet with more information is available.
Gender identity information will not be shared at this time, though authorized University staff with access to private information in PeopleSoft may view it when performing their job duties. A fact sheet with more information is available.
A refreshed ASR Intranet
If you haven’t visited it yet, check out the refreshed ASR Intranet site, accessible through asr.umn.edu/asr-intranet. The site houses all kinds of information about ASR: our history and vision, resources for work and development, policy info, and the latest on our big projects. Go poke around. You can bookmark the site or continue to access it through asr.umn.edu.
Fiscal year-end in a few weeks
The fiscal year-end is June 30. All expense reimbursements, requisitions, POs, supply orders, etc., need to be submitted by Monday, June 18. Between June 18-30, only PCards may be used for purchases. For questions, contact lindsay@umn.edu.
How to access ASR Team Drive
Team Drive is being put to use in ASR. (Learn more about Team Drive.) The ASR Staff Team Drive has already been moved, and each ASR-IT group (including the Project & Work Facilitation folder) is in the process of migrating files. We are working to make sure permissions and access remain in place while we move things around, so if you notice anything awry, say something to your team lead.
There are a few ways to access Team Drive. The easiest is to open Google Drive in your web browser and use the sidebar on the left to navigate to Team Drive folders. ASR Staff Team Drive files are also accessible in the main menu of the ASR Intranet.
There are a few ways to access Team Drive. The easiest is to open Google Drive in your web browser and use the sidebar on the left to navigate to Team Drive folders. ASR Staff Team Drive files are also accessible in the main menu of the ASR Intranet.
Cleaning day approaches
Every year ASR plans a cleaning day so we can clean up/out our workspaces. Cleaning day is June 13 from 12—4:00 p.m. Take a break from your normal schedule to disturb the dust bunnies, recycle or shred those old mounds of paper, and spruce up your decor. Oversized bins for trash and recycling and other cleaning supplies will be available.
Thursday, May 24, 2018
Auditors in Fraser
On the weeks of May 21 and June 11, external auditors from Deloitte will be in the back portion of the 220 Fraser space to begin their annual University financials and financial aid audit. If an auditor approaches you and requests student information, please direct them to Regina Moran in the Office of Student Finance Fiscal unit. Regina serves as the primary contact for any audit related matters.
Tunnel access restricted
Access through the tunnel leading from the Washington Avenue ramp to the Moos corridor will be controlled outside of public hours (6:00 a.m.—6:00 p.m., Monday-Friday) beginning Friday, May 25. If you have an active Ucard, you will be able to swipe for access outside of public hours. The change is to increase security for the University community.
Solving the challenges of online meetings
Many across the University experience challenges in successfully facilitating and attending meetings online. In response, an FCoP was formed to bring together staff and faculty from across the system to help us understand challenges posed by online meetings, and propose how University can improve the experience. FCoP meetings are the first Thursday each month, held online. The next meeting will be on Thursday, June 7, from 9-11:00 a.m. Anyone is welcome to attend.
Complete training and print your completion certificate
When you complete the training for Preventing and Responding to Sexual Misconduct, we recommend you print a copy of the completion certificate for your records. Some staff have reported their completion is not being recorded by the system.
Remember, the deadline to complete this training is June 30. You should have received an email with a unique link to complete the training. If you are a supervisor, you can check the training completion status for your direct reports.
Remember, the deadline to complete this training is June 30. You should have received an email with a unique link to complete the training. If you are a supervisor, you can check the training completion status for your direct reports.
Google app updates
- If you haven’t already, convert any existing meetings with a Google Hangout to a Hangouts Meet. You can do this by changing a Hangout to “No conferencing” and then re-adding “Hangout Meet.” See OIT for more information.
- Google’s new Hangout Chat tool is now available. The new features are comparable to HipChat and Slack. Learn more.
- Google Drive for Mac/PC has retired (not the web application). Google Drive File Stream is the recommended replacement, compatible with both classic Drive and Team Drive. Learn more.
Thursday, May 10, 2018
Complete the annual compliance form
Thank you for participating in the ASR Annual Compliance Training in-service in April. As we mentioned during the training, you must also complete the Protecting Privacy of Student and Staff Records form. Carin Thoms recently emailed this out to all ASR staff. Please complete the required form by Friday, May 18, 2018.
Developmental conversations
To better equip ASR supervisors and help ASR staff grow and develop, a six-step developmental conversations model has been created. Although the model was created for supervisors, anyone in ASR can benefit from it. There are prompts, templates, and other reference materials to use as you help your staff reach for new knowledge or set specific goals for their careers.
Note that the model is not directly linked to the IDP process, though it may provide thought-provoking ideas on how to make your IDP conversations more meaningful.
Note that the model is not directly linked to the IDP process, though it may provide thought-provoking ideas on how to make your IDP conversations more meaningful.
New process for graduation applications
Twin Cities undergraduate students will no longer need to apply to graduate. With the Expected Graduation Term (EGT) project came the new concept of being “scheduled to graduate.” Degree-seeking students will have an EGT on their records from their first term and will be scheduled to graduate once they have achieved 75% of their degree requirements (including in-progress credits). The following pages have been updated on the One Stop Student Services site:
This project will help create transparency for students about the University’s expectations and help them plan their financial aid eligibility. For questions about the EGT project or process, contact Adrienne Bricker at abricker@umn.edu.
This project will help create transparency for students about the University’s expectations and help them plan their financial aid eligibility. For questions about the EGT project or process, contact Adrienne Bricker at abricker@umn.edu.
ULearn transition to Training Hub
In June the University will transition from ULearn to a new training administration system, Training Hub. Here are some key takeaways about the transition:
- ULearn access will close on Thursday, May 31, 2018.
- Any in-progress training will not transfer into the Training Hub.
- Any online training you begin before the transition must be completed before May 31.
- Registration for summer training sessions will transfer into the Training Hub.
- The Training Hub will be available beginning Tuesday, June 5, 2018.
Student workers with PeopleSoft access
If you have any student workers with PeopleSoft access who will be absent over the summer, it is good practice to suspend their access until they return. The easiest way to do this is to submit a Change of Employment Status at z.umn.edu/arf.
- When you fill it out, in the "Indicate the employee's new status" field, choose "Leave of Absence."
- When you choose that option, it will open up a couple more fields specific to LOA. Enter the LOA start/return dates and Submit (Order Now in upper right).
- In the Additional Information box, include both their personal Internet ID as well as any sponsored account that is relevant.
- Create a reminder to yourself to email x-secur@umn.edu a few days before their return, asking for their access to be reactivated.
Name tags are available
Thanks to a campus climate grant that was awarded to One Stop, some ASR staff were recently able to order name tags. They have been well-received and look sharp. If you would find a name tag useful in your role, request one by May 25 to lindsay@umn.edu. Include your name (as you'd like displayed), position title, and personal pronouns if desired.
Church Street is closing down next week
The North Church Street Reconstruction project begins on May 14 and will include reconstruction of the street and green spaces between Washington Avenue and Lily Plaza. Church Street will be closed to pedestrian and bike access for the summer. In addition, the Church Street Garage will be closed from July 2 - 22.
Upcoming One Stop closures
One Stop Student Services will have limited hours and availability on the next two Wednesdays.
- May 16: The St. Paul and West Bank One Stop offices and University Veterans Services (UVS) will be closed until 1:00 p.m. Service will continue at One Stop Student Services and Graduate Student Services & Progress (GSSP) at their East Bank location (333 Bruininks Hall), as well as by phone.
- May 23: One Stop Student Services, GSSP, and UVS will close early at 11:30 a.m. and reopen at 8:00 a.m. May 24. For service while closed, email onestop@umn.edu, gssp@umn.edu or veterans@umn.edu.
The last Tech Tuesday until August—Google Forms
Ever wonder what people are thinking related to a project you’re spearheading? Ever wish you could read minds until you consider the other thoughts folks may have so you decide that wouldn’t be so great? How can we gather information quickly so it can be applied or utilized just as quickly? One answer is Google Forms, which we’ll review and use at our next Tech Tuesday.
First, we will review how to create and properly use Google Forms.
Second, you will receive a Google Form questionnaire next week on the topic of unanswered questions you may have from previous Tech Tuesdays. Please complete the form by May 21 so we can collate the information and get some answers to your pressing questions by the following day. See how that works? You will be getting more for your money. And since you don’t pay for Tech Tuesdays, it is really a great deal!
This will be the last Tech Tuesday until August. Thanks to all of you and your amazing contributions, Tech Tuesdays have been a big success. We’re taking off the months of June and July so we can catch our breath and reconvene with fresh ideas.
Watch News & Notes for the restart date of Tech Tuesday noon meetings.
First, we will review how to create and properly use Google Forms.
Second, you will receive a Google Form questionnaire next week on the topic of unanswered questions you may have from previous Tech Tuesdays. Please complete the form by May 21 so we can collate the information and get some answers to your pressing questions by the following day. See how that works? You will be getting more for your money. And since you don’t pay for Tech Tuesdays, it is really a great deal!
This will be the last Tech Tuesday until August. Thanks to all of you and your amazing contributions, Tech Tuesdays have been a big success. We’re taking off the months of June and July so we can catch our breath and reconvene with fresh ideas.
Watch News & Notes for the restart date of Tech Tuesday noon meetings.
Congrats, ASR graduates!
Liz Johnson, Academic Records Specialist in OTR, will graduate with her M.Ed. in Elementary Education from the College of Education and Human Development.
Morgan Pasterski, Academic Records Specialist in OTR, will graduate with her B.A. in Communication Studies from the College of Liberal Arts.
Amy Brown, GSSP/One Stop, will graduate with her M.Ed. from the University of Minnesota, Duluth.
Dawn Graff, One Stop, recently graduated with an MBA from the Carlson School. After graduation Dawn took an amazing trip to South Korea to spend time with friends and family, eat delicious food, shop, and visit the Olympic host city!
Morgan Pasterski, Academic Records Specialist in OTR, will graduate with her B.A. in Communication Studies from the College of Liberal Arts.
Amy Brown, GSSP/One Stop, will graduate with her M.Ed. from the University of Minnesota, Duluth.
Dawn Graff, One Stop, recently graduated with an MBA from the Carlson School. After graduation Dawn took an amazing trip to South Korea to spend time with friends and family, eat delicious food, shop, and visit the Olympic host city!
Thursday, April 26, 2018
ASR values finalized
The directors have finalized changes to the ASR values (viewable anytime on the ASR Intranet). Thank you for providing thoughtful feedback over the last several weeks. While our mission hasn’t changed (to make a positive difference in students' lives), we revisited the values to make sure they encompassed what is most important to our work as time moves forward.
Each of the six values has a value statement and multiple defining characteristics, bringing depth and clarity of meaning. When reading the values, use this framework:
Each of the six values has a value statement and multiple defining characteristics, bringing depth and clarity of meaning. When reading the values, use this framework:
- We value [value] by [defining characteristic].
- We [value statement] by [defining characteristic].
Things we do (outside work): Dawn Demaske photography
Over the last several years, Dawn has amassed a portfolio of beautiful images taken with a Nikon DSLR camera. She focuses on nature and landscape photography and has recently been exploring night and astrophotography. Her most recent work includes photographs taken along the north shore of Minnesota—imagery full of dark, starry skies, towering evergreens, and sunsets cast across the frozen shores.
Dawn's other images include scenes from locations such as Wyoming, Utah, and South Dakota. Her full portfolio is available to view at dawnjdemaskephotography.smugmug.com.
Changes to professional development classes
ASR-IT’s Project & Work Facilitation team is making some changes to the Project Management Series. PM 102, PM 201, & PM 301 will only be offered three times a year going forward; all sections for the remainder of the calendar year are available for registration.
It has been decided to combine the content of PM 202 and 203 into one 2-hour course. Each existing course will be offered one more time (202 in May and 203 in June) this year; if you have taken one course and not the other, we encourage you to register for one of these sections. The new combined course, PM 204: Project Planning & Risk Management, will be offered for the first time in November and fall into the 3 times a year cycle in 2019. This new course will be a great opportunity for folks to get Project Planning content with more in-depth Risk Management information all in one course.
Check out the ASR Project Short Courses for information and registration.
Email pwf-team@umn.edu with any questions about these opportunities or would like to facilitate a professional development offering for your colleagues.
It has been decided to combine the content of PM 202 and 203 into one 2-hour course. Each existing course will be offered one more time (202 in May and 203 in June) this year; if you have taken one course and not the other, we encourage you to register for one of these sections. The new combined course, PM 204: Project Planning & Risk Management, will be offered for the first time in November and fall into the 3 times a year cycle in 2019. This new course will be a great opportunity for folks to get Project Planning content with more in-depth Risk Management information all in one course.
Check out the ASR Project Short Courses for information and registration.
- PM 101: Intro to Project Management Fundamentals - REQUIRED for all ASR staff
- Tuesday, 7/10/18, 10:30—11:30 a.m. (new section)
- Tuesday, 10/2/18, 10:30—11:30 a.m. (new section)
- PM 102: ASR Business Needs Lifecycle
- Wednesday, 8/8/18, 10:30—11:30 a.m. (new section)
- PM 201: Supporting Effective Project Teams
- Tuesday, 5/1/18, 10:00—11:30 a.m.
- Tuesday, 9/11/18, 10:00—11:30 a.m. (new section)
- PM 202: Creating & Managing a Project Plan
- Tuesday, 5/5/18, 10:00—11:30 a.m. (last offering in current format)
- PM 203: Project Risk Management
- Tuesday, 6/5/18, 10:30 a.m.—12:00 p.m. (last offering in current format)
- PM 204: Project Planning & Risk Management (Combined Course)
- Registration available soon - Tuesday, 11/5/18, 9:00—11:00 a.m.
- PM 301: Evidence Based Portfolio Management
- Monday, 9/24/18, 10:30 a.m.—12:00 p.m
Email pwf-team@umn.edu with any questions about these opportunities or would like to facilitate a professional development offering for your colleagues.
Wednesday, April 25, 2018
ASR Suggestion Box
It’s been awhile since we had an open suggestion box, but we do now: ASR Suggestion Box. From now on you will be able to find the link to the form in the footer of this newsletter, or on the ASR Intranet in the quick links sidebar. You can also bookmark the form for quick access when a thought arises.
All responses are anonymous. The purpose is to capture observations, ideas, concerns, kudos, or any other wild thing that comes to mind about working in ASR. We just ask that you keep it professional. You can share a thought you have in the moment, or something you’ve been thinking about for awhile. Come back to the form as many times as you like, it’ll be there.
All responses are anonymous. The purpose is to capture observations, ideas, concerns, kudos, or any other wild thing that comes to mind about working in ASR. We just ask that you keep it professional. You can share a thought you have in the moment, or something you’ve been thinking about for awhile. Come back to the form as many times as you like, it’ll be there.
Tuition refund appeals—new form
A new workflow for Tuition Refund Appeals (TRA) is available for Twin Cities students on the One Stop website, Forms page. It was previously available in PDF form only. The new workflow will enable the committee that reviews the appeals to process them faster, as well as improve data validation.
Information about tuition refund appeals has also been updated on the One Stop website, Refunds page. If you have questions about appeals or the form, contact Richard Campo (campo035@umn.edu).
Information about tuition refund appeals has also been updated on the One Stop website, Refunds page. If you have questions about appeals or the form, contact Richard Campo (campo035@umn.edu).
Fraser 200 doors will be locked (but open)
Starting Tuesday, May 1, the main entry doors of 200 Fraser will be locked 24/7; however the doors will be propped open during business hours when front desk staff are present.
The doors will be closed and locked when the front desk is not staffed, so please remember to take your UCard with you as you come and go to help prevent an unexpected lockout. If this should happen, the 2nd floor elevator lobby door is unlocked from 7am - 4pm. If you experience card access issues, please contact Lindsay Bork Nichols (lindsay@umn.edu).
The doors will be closed and locked when the front desk is not staffed, so please remember to take your UCard with you as you come and go to help prevent an unexpected lockout. If this should happen, the 2nd floor elevator lobby door is unlocked from 7am - 4pm. If you experience card access issues, please contact Lindsay Bork Nichols (lindsay@umn.edu).
It’s coming up—the Spring Staff Event!
By now you have received an invitation to the ASR Spring Staff Event coming up on May 16. Remember to RSVP your attendance on your Google Calendar event. Full event details and breakout session descriptions are available on the ASR Intranet.
The time you spend at the event, including lunch, are considered part of your normal working hours. All staff are welcome and expected to attend. This year lunch will be catered by Broders’ Cucina Italiana and there will be places for everyone to sit and share conversation.
The time you spend at the event, including lunch, are considered part of your normal working hours. All staff are welcome and expected to attend. This year lunch will be catered by Broders’ Cucina Italiana and there will be places for everyone to sit and share conversation.
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