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.

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.

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.

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:

• Apply to graduate
• How-to guide Apply to Graduate
• Checklist for undergrads

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.

The ASR Training Team and our instructional designer, David Engen, have been preparing for this transition over the past several months. Online courses have been transferred from Moodle to Canvas, and during the month of May the team will be working on creating the Training Hub information.

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.

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!