Thank you to everyone who supported the PeopleTools 8.57 upgrade this past weekend! We continue to do great work across ASR, from upgrades to regular operations to special projects related to COVID-19. I appreciate your efforts, and I hope you are staying well.
At the ASR all staff assembly this morning, we heard about the signs of stress and mental health challenges. We also learned about the many resources available if you or those around you are in distress. I encourage you to read the article below with more details, take care of yourselves, and take advantage of any resources that would be helpful.
Vice Provost McMaster mentioned the great work all of his staff in OUE are doing during this time and appreciates everyone’s efforts. He realizes there are many unknowns and staff are working very hard to keep the University operational. He says, “thank you.”
Thank you again for your work. I look forward to when we are able to safely return to campus and see each other regularly.
Thursday, April 23, 2020
Pillsbury Drive construction
Starting May 4, 2020, the south exit of Williamson (pictured below) will be closed, as well as the Williamson loading dock and parking area.
Secure your Zoom meetings
As we continue to use Zoom during COVID-19, we wanted to share some tips for hosting a more secure Zoom meeting. The University’s default settings for Zoom enable easy collaboration and communication for the University community and its partners. However, some Zoom sessions require more restrictive controls. As a meeting host, you can change the default settings before and/or during a meeting.
Access Security Settings
On April 8, Zoom released a new way to access existing security settings during a meeting. After updating your Zoom client, a shield icon, labeled Security will appear in the dock at the bottom of the meeting screen when you are the host or co-host (participants will not have access to this feature).Instructions: Securing Your Zoom Meeting
You can either read the instructions on how to secure your Zoom meeting or watch a brief demonstration.- Read instructions on how to Secure Your Zoom Meeting before it occurs, while you are meeting, and after it is over.
- Note: the “only authenticated users can join” feature disables anyone that is outside of the University of Minnesota from joining the meeting. This will not impact access to system campus attendees.
- Watch a brief demonstration of In-Meeting Tools to Secure your Zoom Meetings.
Address Disruptions
As a result of the increased use of Zoom meetings globally, they have become a target for meeting hijackers. In many cases, they seek to cause disruption by posting or sharing inappropriate comments, images, or videos. In the event that an unwanted guest joins your Zoom meeting, you can take immediate action:- Lock your meeting. The Zoom host settings allow the host or co-host to lock the meeting after all the expected participants have joined. Click the Security icon and select Lock meeting.
- Note: If one of your participants leaves the meeting (e.g., their internet connection fails) after you have locked the meeting, they will not be able to rejoin unless you unlock the meeting.
- Remove a participant or put on hold. If someone is disrupting your meeting, remove them from the session. Click on the Participant icon. From the participant pane, hover over the name of the disruptive participant. When the menu appears, select Remove. Another option is to put them on hold, during which time the attendee cannot see, hear, or share anything.
- Restrict screen sharing. Click the Security icon to uncheck screen sharing permissions.
- Disable chat. Click the Security icon and click the checkmark next to chat to disable participants’ ability to use the chat function.
CARES Act
The Federal Coronavirus Aid, Relief, and Economic Security (CARES) Act was approved approximately two weeks ago. The act has outlined some regulatory relief for the financial aid community, but we are still waiting on official guidance to be issued so we can more clearly define the relief.
One of the most talked about portions of the Act is the Higher Education Emergency Relief Fund (HEERF). This established funds for higher education institutions so students could request emergency financial aid grants for expenses related to COVID-19 disruptions. The federal Department of Education (ED) used a formula based on the number of Pell students to determine the allocation for each institution. At least 50% of the funds received must be given directly to students.
The University is completing the paperwork to access this money and establishing criteria and processes for students to request these funds. The rules around using this money are still in flux from ED. As more information is available, it will be included in News & Notes.
One of the most talked about portions of the Act is the Higher Education Emergency Relief Fund (HEERF). This established funds for higher education institutions so students could request emergency financial aid grants for expenses related to COVID-19 disruptions. The federal Department of Education (ED) used a formula based on the number of Pell students to determine the allocation for each institution. At least 50% of the funds received must be given directly to students.
The University is completing the paperwork to access this money and establishing criteria and processes for students to request these funds. The rules around using this money are still in flux from ED. As more information is available, it will be included in News & Notes.
DEI News: Workshop opportunity: Microaggressions
The ASR Diversity, Equity, and Inclusion (DEI) committee is excited to invite all ASR staff to an online workshop entitled “Microaggressions: Implicit Bias in Everyday Life” on Friday, May 15 from 2:00 - 3:00 p.m via Zoom. This is the second workshop in the “Wake up and smell the coffee!” series the ASR DEI committee is hosting in 2020. We initially intended to host this workshop in March, but due to working from home, we’ve had to reschedule to accommodate using Zoom and adjusting to all the changes happening online.
The workshop will be led by Ian Macomber from the One Stop Student Services and is only open to ASR staff members.
You may have heard of the term "Implicit Bias" before. It is a broad term that, generally, describes behaviors or beliefs that are deeply ingrained into our subconscious mind. These "implicit biases" color our perception of the world around us and of each other. They often seem small and insignificant, but can often communicate harmful stereotypes and behaviors that can negatively impact those around us. These small acts of (often unintentional) biased behavior are called "microaggressions."
This workshop will teach you to identify the root cause of microaggressions, gain a better understanding of how they can negatively impact the world and people around you, and help you to respond whenever they appear in your daily life. There will be group discussions as part of this virtual workshop, so come prepared to learn and share!
Please RSVP if you plan on attending!
If you are unable to attend this workshop session, we hope you will be able to join us for future ones!
The workshop will be led by Ian Macomber from the One Stop Student Services and is only open to ASR staff members.
Workshop description
Microaggressions: Implicit Bias in Everyday LifeYou may have heard of the term "Implicit Bias" before. It is a broad term that, generally, describes behaviors or beliefs that are deeply ingrained into our subconscious mind. These "implicit biases" color our perception of the world around us and of each other. They often seem small and insignificant, but can often communicate harmful stereotypes and behaviors that can negatively impact those around us. These small acts of (often unintentional) biased behavior are called "microaggressions."
This workshop will teach you to identify the root cause of microaggressions, gain a better understanding of how they can negatively impact the world and people around you, and help you to respond whenever they appear in your daily life. There will be group discussions as part of this virtual workshop, so come prepared to learn and share!
Please RSVP if you plan on attending!
If you are unable to attend this workshop session, we hope you will be able to join us for future ones!
Wellbeing Program and working remotely
The ASR Wellbeing Champions wanted to remind you all of a few things points-related while you are working remotely. Our group has resources from the Wellbeing Program, so if you have any questions or concerns about your points, let us know at asr_wellness@umn.edu. We're happy to help!
- Face-to-face Health Coaching is now available virtually and employees may still earn 25 points for each session (they have up to 250 points).
- Four Cornerstones of Financial Literacy is being translated into a new online version called Foundations of Financial Wellness via Zoom worth 100 points (4 1-hour sessions).
- Anyone who enrolled in the in-person sessions will be able to take the course via zoom at the original dates/times they had registered for.
- There is a plan to offer more sessions in the future.
- RedBrick Track is an online program where people can log their activity/movement in place of Fit Choices. If they work out in their homes or go for walks, they can track 1 point per day (up to 150 days/points).
- We also have a free resource on our website called Wellbeats, and it is a fitness on-demand app that also includes recipes and meditation sessions. The UMN has free access until April 30th. The access code is available on our website.
- The Wellbeing My Way pledge is an additional area where employees can log 25 points up to 5 times (125 points total) for any activities or personal wellbeing activities they are participating at home.
- For example, if someone participates in facetime workouts with their friends/colleagues 3-4x a week, this would be considered a personal challenge someone can pledge. If you are meditating, going to webinars, or digging post holes like Santiago, those all count!
- The Earl E. Bakken Center for Spirituality and Healing is providing their Mindfulness at Work online course during this time for only $50 (usually it costs $199), using the code 50work at registration. This class is worth 150 wellbeing points.
- RedBrick Journeys are online and self-directed topics (75+ of them), where a person can earn 2 points per step they complete, and a bonus of 25 points for every journey they complete (up to 200 points).
- The Bike Commuter Program is also available. If you typically participate in this program and prefer to bike for exercise within their communities, you will be allowed to fill out a bike commuter form, and submit it via the instructions on the form.
Thursday, April 9, 2020
Message from Sue
With the governor’s announcement that the Stay at Home order is extended until May 4th, we know that we are facing more time relying on Zoom and missing our regular interactions on campus. However, it’s great to see ASR continuing to support students even in these unusual times.
I remind myself to look for the positives. I’m enjoying my short commute to my in-home office and getting outside when I can. I look forward to being back on campus and seeing you all again once it is safe for us to return. Hang in there, stay safe, and stay healthy!
I remind myself to look for the positives. I’m enjoying my short commute to my in-home office and getting outside when I can. I look forward to being back on campus and seeing you all again once it is safe for us to return. Hang in there, stay safe, and stay healthy!
OIT Storage Portfolio update
The deadline for moving files from the H: and S: drives has been extended past June 2020. However, we would still like to be proactive in moving our files to one of the newly-launched services (Systems Backup Storage, High Performance Storage, or Application Storage) or to a cloud solution like Google Drive or Shared Drive depending on the amount and type of data your unit stores.
Beginning this May, OIT anticipates reaching out to work with units one-on-one to evaluate their data and create a migration plan together. Meanwhile, we encourage you to begin evaluating your own data, particularly moving items from your H: drive (if you have one) into a preferred storage option like Google Drive.
Beginning this May, OIT anticipates reaching out to work with units one-on-one to evaluate their data and create a migration plan together. Meanwhile, we encourage you to begin evaluating your own data, particularly moving items from your H: drive (if you have one) into a preferred storage option like Google Drive.
ASR Spring 2020 Development Event cancelled
In light of the continued situation regarding COVID-19, we have decided to cancel the ASR Spring Development Event on May 21. We want to ensure the continued safety of our employees. This decision was not made lightly, as we know this event is important to many.
The ASR Development Event is an important time for us in ASR to connect and learn from each other, so we encourage everyone to join your colleagues in the ASR Slack Workspace to keep in touch during this unique time.
The ASR Development Event is an important time for us in ASR to connect and learn from each other, so we encourage everyone to join your colleagues in the ASR Slack Workspace to keep in touch during this unique time.
Performance appraisals
Due to COVID-19, performance appraisals will be handled electronically using the google drive folder. Consequently, we will not be collecting physical signatures from staff since we are working remotely. Meetings will also be happening virtually this year. So remember to schedule a meeting with your supervisor some time in April to review your performance appraisal.
PeopleTools Upgrade
MyU, PeopleSoft applications, and other related online services, such as APAS and Grad Planner, will be unavailable due to system updates on Saturday and Sunday, April 18 and 19. Service is expected to be restored on Sunday afternoon, April 19.
During the outage, you can get information about the system update on the Service Status website. Since MyU will be unavailable for the duration of the system update, you can access Canvas courses at canvas.umn.edu and University email at mail.umn.edu.
If you have questions about this system update, please contact Technology Help.
During the outage, you can get information about the system update on the Service Status website. Since MyU will be unavailable for the duration of the system update, you can access Canvas courses at canvas.umn.edu and University email at mail.umn.edu.
If you have questions about this system update, please contact Technology Help.
Conference and flight cancellations
With all of the conference cancellations due to Covid-19, there have been questions about how to handle flight credits, conference refunds, and hotels, or if they need to be reconciled in ChromeRiver. We have provided some guidance below.
Flight credits
Most airlines provide only a flight credit for cancellations and not a full refund back to your credit card. These credits are non-transferable and have to be used for business travel. They also have to be used within a year, or the credit will be lost (some airlines are extending this to two years). However, this only means that the flight has to be booked within the year, not necessarily that the flight has to happen within the year.
For employees who rarely travel, and who worry that these credits will not be used in time, work with your supervisor, as there may be another conference you could go to where you could use that flight credit.
Conference refunds
If you purchased registration with a travel card, these refunds will be hitting accounts soon, if they have not already. These need to be reconciled in ChromeRiver like any normal expense. Once it has appeared in your eWallet, process like normal. Please include the expense report number of the original charge (find this on your ChromeRiver home page in the "submitted" tab).
If registration was purchased with a PCard, please forward the cancellation to the PCard holder. Contact asrcentral@umn.edu with questions, or to have a ChromeRiver report reviewed before submission.
Hotels
Most hotels should have reached out with a cancellation confirmation, but if they have not, please call them to cancel.
Flight credits
Most airlines provide only a flight credit for cancellations and not a full refund back to your credit card. These credits are non-transferable and have to be used for business travel. They also have to be used within a year, or the credit will be lost (some airlines are extending this to two years). However, this only means that the flight has to be booked within the year, not necessarily that the flight has to happen within the year.
For employees who rarely travel, and who worry that these credits will not be used in time, work with your supervisor, as there may be another conference you could go to where you could use that flight credit.
Conference refunds
If you purchased registration with a travel card, these refunds will be hitting accounts soon, if they have not already. These need to be reconciled in ChromeRiver like any normal expense. Once it has appeared in your eWallet, process like normal. Please include the expense report number of the original charge (find this on your ChromeRiver home page in the "submitted" tab).
If registration was purchased with a PCard, please forward the cancellation to the PCard holder. Contact asrcentral@umn.edu with questions, or to have a ChromeRiver report reviewed before submission.
Hotels
Most hotels should have reached out with a cancellation confirmation, but if they have not, please call them to cancel.
One Stop connects food insecure students to resources
Last fall, One Stop became the go-to resource for students to understand and confirm their eligibility for the Supplemental Nutrition Assistance Program (SNAP) federal nutrition assistance benefits. Trained One Stop professionals have assisted students who may be experiencing food insecurity by giving guidance, sharing resource information, and connecting students with the program.
One semester later and this transition has shown to be effective, especially over the last few weeks as numerous referrals have been made. Many One Stop Counselors have been hearing stories from students in need over the last three weeks, and many of these students, about 80% of those referred so far, are considered eligible upon completion of the screening survey.
One semester later and this transition has shown to be effective, especially over the last few weeks as numerous referrals have been made. Many One Stop Counselors have been hearing stories from students in need over the last three weeks, and many of these students, about 80% of those referred so far, are considered eligible upon completion of the screening survey.
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