PI Planning & SAFe

By now, many of you have probably heard about Program Increment Planning (PI Planning), which refers to the quarterly planning meeting that is at the heart of the Scaled Agile Framework (SAFe) methodology. OIT is undergoing a transformation to implement SAFe across its portfolio, which involves meeting every three months to better understand the business priorities across the university. ASR is also planning in three-month increments so our OIT partners can understand ASR priorities and coordinate work across Agile teams for the next quarter. This work is being led by the ASR Operations Group with Kristy Davis and ASR’s leadership team. Currently, we are wrapping up ASR’s quarterly priorities in preparation for OIT’s upcoming PI Planning events the week of January 10.

We recently had managers and leads from ASR IT and OTR attend Leading SAFe training. While we are not in the process of fully transforming into the SAFe methodology, there are pieces, like PI Planning, that we will focus on adopting in 2022. Planning out our work for a quarter will allow our teams to understand the work done across ASR, see the capacity for new initiatives, and communicate impacts when new initiatives are presented to us. There will be more training opportunities in 2022 and collaboration across our teams to implement the most impactful facets of the SAFe methodology. Please contact Jaime Wascalus (wascalus@umn.edu) if you have any questions. We will continue to share updates in N&N.

Update from Stacey

Welcome to the last issue of News & Notes for 2021! So much of 2020 and 2021 have blurred together that I’m feeling surprised it is already mid-December. Right now I’m reflecting on how many good things have happened in this last year, even though the pandemic drags on. My kids have returned to in-person school, our University students had in-person classes, and so much good work has happened in support of our students.

One project that I’ve been particularly enjoying is related to Juneteenth. The Academic Calendar Task Force is moving a proposal forward to have Juneteenth be a No Classes Day. I continue to learn about the importance of this day and am grateful to be a part of the work. There should be a formal and final decision by mid-January. I hope each of you have projects that motivate and energize you too. Thank you for all of your support this fall 2021 semester!

Fraser Hall move and the ASR Suggestion Box

Thank you for all of the suggestions we’ve received so far regarding the Fraser Hall move. We are tracking your suggestions and using them for our planning. So keep ‘em coming! If you want to make a suggestion, please submit it to the ASR Suggestion Box.

Mental Wellness in the Workplace

Pandemic stress, work stress, and now holiday stress

As news stories continue to break about the pandemic, it's only normal to feel anxious, overwhelmed, or stressed, especially as we near the holiday season and think about connecting with family and friends. Consider taking breaks from watching, listening or reading news stories, including those on social media. It’s good to be informed, but hearing about the pandemic constantly can be upsetting. Consider limiting the news to just a couple times a day and disconnecting your phone, T.V., and computer screens for a while. To combat other kinds of stress, spend some time taking care of your body and engaging with activities you enjoy.

Take care of your body:

• Take deep breaths, stretch, or meditate
• Try to eat healthy and well balanced meals
• Exercise regularly
• Get plenty of sleep
• Avoid excess alcohol, tobacco and drug use

Make time to unwind and try to do other activities that you enjoy:

• Contact with others, such as talking with people you trust about your concerns and how you are feeling
• Read a good book or listen to your favorite music
• Connect with your community or faith based organizations
• Celebrate with your friends and family

You can also check out UMACRAO’s session on anxiety and depression. To learn more about preparing for, reducing, and managing stress, check out the N&N blog.

Wishing you a relaxing, joyful, holiday season!

ASR Staff Engagement December 16th Survey

This week’s ASR Staff Engagement Survey December 16, 2021 examines goal-setting. Thank you for continuing to share your stories and experiences!

According to the last survey, an equal number of respondents (32.3%) disagreed and agreed that they feel well-rested most mornings, followed by 22.6% who were somewhere in the middle. Most neither agreed nor disagreed on feeling overwhelmed with their workload (38.7%). When asked to rate how comfortable folks are with discussing stress at work with their unit, most agreed that they feel comfortable (42% scoring either a 4 or 5), followed by 29% who don’t feel comfortable (scoring either a 1 or 2), and 29% who are somewhere in the middle (scoring a 3).

Finally, coffee received the most votes for favorite hot drinks (48.4% of respondents), followed closely by tea (45.2%) and hot cocoa (38.7%). Thanks all for your continued participation! It is very much appreciated. The results from the last survey are available below.

December 2, 2021 survey results

I feel well-rested most mornings (1= Strongly disagree, 5 Strongly agree)

• 1 - 3.2%
• 2 - 32.3%
• 3 - 22.6%
• 4 - 32.3%
• 5 - 9.7%

I feel overwhelmed with my workload (1= Strongly disagree, 5 Strongly agree)

• 1 - 6.5%
• 2 - 19.4%
• 3 - 38.7%
• 4 - 32.3%
• 5 - 3.2%

I feel comfortable discussing stress at work with my team/unit (1= Strongly disagree, 5 Strongly agree)

• 1 - 16.1%
• 2 - 12.9%
• 3 - 29%
• 4 - 22.6%
• 5 - 19.4%

What’s your favorite hot drinks? (Check all that apply)

• Coffee
• Tea
• Hot Cocoa
• Latte
• Mocha
• Cappuccino
• Hot lemonade with whiskey, apple cider, hot water with lemon, iced drinks only, and Irish coffee

Update from Stacey

I hope you found some time for rest and relaxation during the University holidays for Thanksgiving. I know I appreciated the time to cook and share a feast with family and friends.

As I returned to my emails after a break, I read an Educause article on burnout that I found helpful (if you can’t access the article, you may need to register, but the content is free). So often articles about burnout discourage me, but this one appealed to me with some practical and doable positive actions I can take. I won’t rehash the whole article here, but I encourage you to find a tip or two that will be meaningful for you. I’m focusing on the item about carving out time for reflection. Moving from Zoom meeting to Zoom meeting doesn’t leave a lot of time for reflection, so remembering to save some time in my day for this has been positive, and I hope to make a habit of it. Although it wasn’t part of the article, I’d also recommend a practice around gratitude. Check out the survey results in the ASR Staff Engagement article for some of the things we are grateful for.

Proof of COVID-19 vaccination

To ensure the University meets the federal executive order first noted in President Gabel’s October message, all staff must fill out the "Report a Vaccination or Exemption" form located in MyU in the My Info tab under Vaccination. The deadline to complete the form is Friday, December 3, 2021. More information about the requirement can be found on the Vaccine Certification page, and step-by-step instructions are also available.

Vision organizer

The directors have reviewed and updated the Vision Organizer with our current and most recently completed work.

ASR website update

The ASR UX & Content Strategy Team and OIT have migrated the ASR website from Drupal Lite 7 to Drupal Lite 9. There were a few issues with the URLs the day the updated site launched, but these errors have since been fixed.

You may notice some differences with the look and feel because of switching to the Folwell design theme, but the content has stayed the same. The Folwell design is used by many University websites and helps ensure accessibility, consistency, and usability. If you have any comments or issues with the website, please feel free to submit a website feedback form. Thank you!

ASR Staff Engagement December 2nd Survey

This week’s ASR Staff Engagement Survey December 2, 2021 takes a look at employee wellness as we move into a busy time of year. Thank you for continuing to share your stories and experiences!

According to the last survey, a whopping 80% of respondents support abolishing seasonal time changes. Stuffing/dressing won best side dish over the holidays with 50% of the vote. Mashed potatoes came in second with 16.7% and mac and cheese and sweet potato tied for third (10%). We had many thoughtful responses when asked what you are thankful for lately, such as family and friends, good health, supportive spouses, and the flexibility to work from home. Thanks all for your continued participation! It is very much appreciated. The results from the last survey are available below.

November 18, 2021 survey results

Should seasonal time changes (i.e. Daylight Savings Time) be abolished?

• Yes 80%
• No 6.7%
• I’m not sure 13.3%

What is the best side dish over the holidays?

• Stuffing/dressing 50%
• Mashed potatoes 16.7%
• Mac and cheese 10%
• Sweet potato 10%
• Green bean casserole 6.7%
• Cloverleaf rolls 3.3%
• Lasagne 3.3%

What is one thing that you’re thankful for lately?

• Having a wonderful husband that I get to just like, hang out with all the time for the rest of my life. It’s pretty neat.
• For having great families, friends, and colleagues.
• The flexibility to work from HOME!
• My health (and that of my family); and my awesome work team. We have continued to get better and improve our service to students (even in these last few, crazy, years).
• Still haven't contracted covid! (knock on all the wood)
• Iced coffee.
• Science!
• Spring is only four? five? months away....
• My job and the security it brings (esp health insurance)
• Thankful for supportive leadership in ASR who focus on health and wellbeing of staff.
• Being able to fill vacant positions, some of which have been open for a looooooong time
• Good books in cold weather!

Update from Stacey

For the past few weeks, I’ve been in many conversations about the University’s Strategic Plan, MPact. The plan is connected to 81 different metrics to measure our progress on the strategic plan, which will be finalized over the coming weeks. The Office of Undergraduate Education is responsible for over 30 of these and, not surprisingly, ASR has a big role to play. Many of the metrics will be familiar to you and represent a continuation of the work we already do — improving our graduation rates and retention and lowering student debt for example. The ASR directors, with support from Kate Sophia on the UX Team, are considering how to reflect our connection to MPact in our strategic plan. We will have more updates to share as the work progresses, but meanwhile I encourage you to check out the MPact information.

In addition to sharing the MPact information, I want to recognize that we are going through a lot of transition in ASR. We continue to do a lot of hiring in ASR (welcome new employees!), we are still finding our footing in the Work. With Flexibility! environment, and we are transitioning to wintery weather and holiday seasons too. Even good change can cause stress, so I hope that you are able to take some time to rest and recharge next week. I appreciate you!

ASR Staff Engagement November 18th Survey

This week’s ASR Staff Engagement Survey November 18, 2021 is a fun seasonal survey as we move toward the holiday break. Thank you for continuing to share your stories and experiences!

According to the last survey, all respondents have had experience training someone. When asked about our own training experiences, most feel that their training was adequate but could have been better (57.7%), followed by 30.8% who feel their training was comprehensive. Regarding updating training materials, most report that their units have updated some of their training materials but not all (61.5%). This was followed by 15.4% that report that most or all of their materials have not been updated since 2019 (or earlier).

Finally, we asked about your biggest pet peeves lately. The most common responses were related to daylight savings time (getting dark so early, etc.). Several other timely pet peeves were mentioned, such as stepping in water with socks on and getting leaves stuck under the windshield wiper. Thanks all for your continued participation! It is very much appreciated. The results from the last survey are available below.

November 4, 2021 survey results

Have you ever trained anyone?

• Yes 100%
• No 0%

Thinking back to when you were a new hire in your current position, do you feel that your training was adequate?

• Yes, it was comprehensive 30.8%
• Yes, but it could have been better 57.7%
• No, I had to learn a lot on my own 11.5%

Have your unit’s training materials been updated to reflect the changes brought about the past 1-2 years?

• Yes, they have been updated to reflect recent changes 11.5%
• Some have been updated, but not all 61.5%
• No, most or all have not been updated since 2019 or earlier 15.4%
• No, but they don’t need to be updated at this time 0%
• I’m not really sure 11.5%

What’s your biggest pet peeve lately?

• Daylight Savings Time!
• Pet peeves
• Not getting timely email responses
• It’s getting dark so early!
• The sense of urgency with every issue that arises
• My spouse talking to me while I’m on a Zoom meeting

Update from Stacey

With the conclusion of the World Series games, Halloween, and the end of daylight savings time this weekend, it’s time I face the fact that we are well into the fall season. It’s 146 days until MLB Opening Day, but only a few days until spring semester registration opens for our students. On a personal level, I’m always struggling to catch up to the season we are in. While at work, I’m always looking at least a season or two ahead.

This week, I have spent a considerable amount of time working on budget documents for ASR. As I’m advocating for resources, I am writing about the many projects we have taken on in addition to our “regular” work. It’s an impressive list and a few highlights include:

• Classroom schedule and room assignment changes due to pandemic changes
• Grading basis changes for the pandemic policies (8,065 in fall and 4,907 in spring)
• Developing and maintaining the COVID-19 vaccination student group and hold processes for the vaccine requirement (about 4,000 students university-wide currently have the registration hold)
• Disbursing $85M in CARES I, II, and III funding to students
• Assisting the largest incoming undergraduate class since the 1960’s
• Managing new certification requirements from the VA for student veterans
• Launching the Promise Plus program
• Assisting with NextGenMed
• And the list goes on!

We are able to paint a vivid picture of how important ASR is to the University because of all of you. Thank you, and happy fall!

ASR website update

The UX and Content Strategy team is in the process of migrating the ASR website from Drupal Lite 7 to Drupal Lite 9 due to the current website reaching end of life in summer 2022. OIT has initiated the process, and the new website will be launched before the end of the year. 

The migration will focus on updating the site's technical needs, functionality, and making sure the content is formatted correctly. You will notice some differences with the look and feel of the website because we are switching it over to the Folwell design theme. The content on the website will remain the same. We will provide another update once the new site has launched.

Veterans Day

In recognition of Veterans Day, Thursday, November 11, we would like to acknowledge those in ASR who have served or are currently serving in the military. Usually, University Veterans Services would host an in-person Veterans Appreciation event to honor University veterans who have served. However, due to COVID-19, UVS staff, in partnership with staff from the Humphrey School of Public Affairs and Printing Services, have created a virtual Veterans Appreciation tribute video instead, which will be highlighted in U of M communications channels and sent out via email. We believe it is important to honor the sacrifices of our veterans and service members. Thank you to those of you who have served.

ASR Staff Engagement November 4th Survey

This week’s ASR Staff Engagement Survey November 4, 2021 examines our training experiences. Thank you for continuing to share your stories and experiences!

According to the last survey, most feel they sometimes get enough recognition for their work (75%), while 16.7% feel they get enough recognition and 8.3% do not feel that they do. We had many thoughtful ‘shout outs’ submitted for this survey. They are included in the survey results below.

Finally, most respondents feel “okay” about candy corn (45.8%), followed by 29.2% who hate it, and 25% who enjoy it. We had many interesting costumes when asked about your favorites. Some highlights included Dr. Alan Grant from Jurassic Park, the Wicked Witch of the West, Giant Green M&M, Memberberries from South Park, and Bernie from Weekend at Bernie’s. Thanks all for your continued participation! It is very much appreciated. The results from the last survey are available below.

October 21, 2021 survey results

Do you feel that you get enough recognition for your work? 

• Yes 16.7% 
• Sometimes 75% 
• No 8.3% 

Give a shout out to someone for something good:

• Terri Tuzinski continues to do incredible work passing on her extensive knowledge of enrollment related processes as she prepares for retirement in December. Terri is an incredible asset to ASR and the University. She will be greatly missed. 
• Richard Campo! His amazing work with Cares, Emergency Grants, and "other duties as assigned" is truly exceptional. 
• Kate Reeves, for all that she has done in the office, while the rest of us worked from home. 
• Kudos to One Stop for all the emotionally draining work they do with students and others! You all are amazing and don't get enough credit!! 
• Emily Holt helped me out in a pinch recently. She's always helpful. A true gem. 
• The APAS team (Amanda Grimm, Kathryn Kvam, and Julie Klecker) for all their work on the Catalog Year Term project. Laura Butchko for all her hard work creating TES transfer guides. The GPAS team (Stacia Madsen, Chris Abts, and Clare Dingley) for all their work implementing the last TC college into GPAS. 
• Theresa Nelson, for literally everything she does for graduate students and records. She’s a golden goddess. 
• Shoutout to Ingrid N for all her work to re-shape and refocus the Office of the Registrar. Her work is going to have a huge impact for the University. 
• Ian Whitney is an A+ technologist who is doing great work helping to shape the University's enterprise integration strategy! 
• It's a pleasure to work with my hardworking and fun colleagues on the APAS & TES team. 
• Mai Chong and Kaity on our team are both working full time and going to grad school! Keep up the good work! 
• Terri Tuzinski, who's retiring December 1. I can't imagine ASR SR-IT without her professionalism, her kindness, and her wealth of knowledge of the Campus Solutions world. We're really going to miss her! 
• Three cheers for Stacia Madsen for organizing a great DEI book club over the past few months. 
• Sara Cokl for leading the One Stop website project!
• Matt Plachejo for his endless patience sharing his knowledge of all things uAchieve!

How do you feel about candy corn?

• Yum, I like it! (25%)
• Yuck, I hate it! (29.2%)
• It’s okay sometimes (45.8%)

What is your favorite costume that you’ve worn?

• Sally Brown (Charlie Brown)
• Marian the Librarian (The Music Man)
• Agatha (Despicable Me)
• A road. I dressed in all black, used electrical tape to create driving lanes and sewed on mini cars.

Business Expense policy updated

The University updated the Business Expense policy effective October 11, 2021. This update is considered a major revision to the existing policy, with key changes including:

• Removed the ability for employees to request reimbursement for local mileage or transportation costs, except in the following situations:
• Individuals traveling to a system campus that is not their home campus (Twin Cities is defined as East Bank, West Bank, and St. Paul)
• Individuals traveling to an offsite location because their job duties require them to do so
• When an employee is in travel status (overnight)
• Added language stating parking at an employee’s primary campus location is not an allowable expense
• Created a new appendix for business expenses related to remote work

Mental Wellness in the Workplace

Upheaval, ambiguity, and change

“When I am willing to step into the realm of uncertainty and ambiguity, I open myself up to infinite possibilities.” - Anita Moorjani

In March of 2020, we had a crash course in change and ambiguity. We quickly changed from working in the office to working from our homes and dealt with the ambiguity of when the pandemic would end and what things would be like after the pandemic.

We all passed! High five!

However, it wasn’t always easy. It was often stressful and everything going on in the world affected everyone differently.

So, what lessons can we carry with us? Expecting the unexpected is easier said than done. Our fear of the unknown is natural and can assist us in survival. It’s something to be aware of and managed, but not eliminated. Autonomy and being able to control our environments help to ease our anxieties. So, if fear of the unknown protects us from danger, why is it that when you Google “how to deal with ambiguity” there is so much information on how to eliminate and reduce it? The answer is that to achieve a goal or acquire a new or better outcome, we often need to do something differently. Doing something differently -- adapting -- is often about survival.

Preparing for, reducing, and managing ambiguity is the responsibility of both leadership and individuals. After the initial shock and awe of a sudden change, we need to take certain steps to help us adapt. It’s also useful to remember that even desired changes can be stressful, have their downsides, and need continuous reassessment.

In the past year and a half, we have watched and learned about how we respond to and deal with uncertainty and transition and can carry those lessons with us. Regardless of what we do to cope with upheaval, ambiguity ,and change or what advice we find most useful, the first thing to acknowledge is that our mind and bodies’ initial reaction is normal but can and should be managed. Fear of change and change itself are both about survival.

ASR Staff Engagement October 21st Survey

This week’s ASR Staff Engagement Survey 10/21/2021 assesses recognition at work. Thank you for continuing to share your stories and experiences!

According to last week’s survey, most feel that they can perform well under pressure (55%) or that they sometimes can perform well under pressure (40%). When asked about who you rely on when you need help at work, most report relying on their peers (90% of responses), followed by a tie between supervisor(s) and procedure documentation.

Finally, when asked about recent personal or professional challenges that you overcame, getting consistently better sleep, learning something new, and making time to volunteer were mentioned amongst others. Going to pumpkin patches, taking walks with cocoa, bourbon tasting, and watching the leaves change color were all mentioned as favorite fall activities. Thanks all for your continued participation! It is very much appreciated. The results from the last survey are available below.

October 7, 2021 survey results

Do you consider yourself to be “good” under pressure?

• Yes 55%
• Sometimes 40%
• No 5%

What’s a recent challenge that you overcame?

• Ending an unhealthy friendship
• Learning something new
• Getting better at consistently better sleep

Check out this short Ted-Ed video, “How to stay calm under pressure,” to learn about why we can choke under pressure and how to avoid it.

Who or what do you typically rely on when you need help at work (check all that apply)?

• Supervisors (65% of responses)
• My peers (90% of responses)
• Procedure documentation (65% of responses)
• The internet (50% of responses)

What are your favorite activities in the Fall?

• Hiking with the dog, football, and bonfires
• Eating soup
• Theatre
• Getting out to look at the Fall colors
• Biking around the lakes while the leaves turn to their autumnal colors

Check out the Minnesota DNR Fall Color Finder to find all of the fall colors in our state parks.

Employee Engagement (E2) survey

On October 11, you will receive an invitation to complete the Employee Engagement survey. The survey is an opportunity for everyone to offer feedback about working both at the University of Minnesota and within ASR. All responses are confidential. More information about the E2 survey is available on the Leadership and Talent Development team's E2 website.

When you take the survey, some of the questions will refer to terms such as your “department” or “college leadership.” Since ASR is not structured like a college, please use the following definitions when filling out the survey:

• Campus = Twin Cities
• College leadership = ASR directors
• Department = Your ASR department (OCM, OTR, C&C, OSF, ASR IT, ASR Central)
• Manager = Your direct supervisor (person who does your performance review

Update from Stacey

At the beginning of this week, I attended Zoom meetings of the Big Ten Academic Alliance (BTAA) Registrars, along with several ASR colleagues. It is always good to connect with our peer institutions to learn more about how they are handling challenging issues and to commiserate a bit too. I wasn’t able to attend the full conference, but I had a few takeaways from the conversations:

• We all have increasingly tight budgets and are thinking about how to be more efficient.
• ASR is lucky to have a structure that facilitates conversations across offices of the registrar, student finance, financial aid, etc. because many institutions struggle with this.
• The University of Minnesota and ASR have more flexible work options than many institutions.
• Balancing our regular work with strategic projects and leadership initiatives will be crucial to our organizational health.

I’m grateful we are already underway with looking at prioritization and capacity planning through the ASR Operations group.

On a mostly unrelated note, you will receive a link to take the Employee Engagement (E2) survey on Monday. I hope all of you take the survey to provide critical feedback to ASR about employee engagement and how we can continue to improve. Since the October 2019 survey, we have been through a lot. I’m very interested to see how we think the pandemic and our very different working environments affect our results and how we can work to support each other. For more information on terms that are part of the survey, see the article below.

2021 Community Fund Drive

Each year the University holds a Community Fund Drive to support important efforts that matter to us. This year’s Community Fund Drive will run from October 1 to October 31. There are many ways to give, including donating to charities, nonprofits, and on-campus fundraising events, see the 2021 Community Fund Drive page for more information. If you would like to donate to the Student Success Fund, more information about the fund and how to donate are available on the ASR website.

Mental Wellness in the Workplace

Responding to seasonal transition

Fall is in full swing! While there is much to look forward to in the spooky season of pumpkin spice, colorful trees, and plenty of autumnal fun in the Twin Cities, it may also bring mixed feelings of sadness as the days get shorter and the weather turns cold. Particularly after a summer of re-evaluating hopes and expectations in the midst of constant change, feelings of loss may coincide with the onset of Seasonal Affective Disorder (SAD). The transition to fall may be a reminder, not only of the changing seasons, but also the changes in each of us as we navigate uncertainties and reflect on where we are and where we hope to be. As Parker Palmer muses in his essay “The Paradox of Fall,”

“In the autumnal events of my own experience, I am easily fixated on surface appearances-- on the decline of meaning, the decay of relationships, the death of a work. And yet, if I look more deeply, I may see the myriad possibilities being planted to bear fruit in some season yet to come.”

Whether fall feels (figuratively and literally!) like a breath of fresh air, or is bringing on feelings of melancholy and contemplation, it is important to recognize and attend to these responses. Below are additional resources from the Bakken Center for Spirituality & Healing and OHR on taking care of yourself during this transition and reflecting on your own seasons of life:

• Let’s Talk about SAD
• Mental Health Resources
• What is Life Purpose?
• Living a Purposeful Life

ASR Staff Engagement October 7th Survey

This week’s ASR Staff Engagement Survey 10/07/2021 explores resilience. Thank you for continuing to share your stories and experiences!

Last week’s survey examined the spaces that we work in. Most feel that they currently have an adequate workspace either at home or on-campus (76.2%), while 23.8% reported that they either have a somewhat adequate workspace or that they didn’t have one. A whopping 87.8% of respondents typically use more than one monitor. When asked about fun things on your workspaces, lots of folks mentioned photos of family and pets as well as lots of mentions of art, books, and mementos from trips.

Finally, the undisputed winner of Best Cheese is…Pepper Jack! This was followed by Feta cheese in second, and Bleu cheese, Mozzarella, and Colby Jack all tied for third.Thanks all for your continued participation! It is very much appreciated. The results from the last survey are available below.

September 23, 2021 survey results

Do you feel that you have adequate workspace at home or on-campus?

• Yes 76.2%
• Somewhat 19%
• No 4.8%

Check out “Ergonomics Expert Explains How to Set Up Your Desk” to learn how to make your desk and office chair adapt to you.

Do you typically use more than one monitor?

• Yes 87.8%
• No 12.2%

Do you keep any mementos, photos, or fun things in your workspace?

• Collection of postcards
• Pet pictures
• Just a ton of post-it notes
• My gold Poliwhirl pokemon card!
• UMN gear and photos
• Slinky
• Photos of my family and dog

What is the best kind of cheese?

• Pepper Jack 12.5%
• Feta 10%
• Blue Cheese 7.5%
• Colby Jack 7.5%
• Mozzarella 7.5%
• Parmesan 5%

Check out the “Cheese Lover’s Guide to Minnesota” to learn more about our Minnesota cheesemakers!

Update from Stacey

Happy Thursday! There is a lot to cover this week, but first, I want to mention that we are experimenting with a new standing column in News & Notes to highlight the great work we are doing in ASR. It’s an opportunity to showcase compliments we receive, projects that have finished, or to celebrate our regular ongoing work that serves students and the University. If you have items to share, send them to Danielle Eberhard (eberh115@umn.edu) to include in News & Notes. Staff can be named specifically, or we can recognize units generally. Check out the “Staff Recognition” article below.

Next, I have hiring on my mind. Now that the University has lifted the hiring freeze for most positions (those with salaries of $75,000 and under), ASR is working to fill vacancies. You may have noticed that we have several positions posted right now. It is a critical moment to incorporate Diversity, Equity, & Inclusion into our recruitment and search processes. If you are leading a search committee, I encourage you to check in with your unit’s DEI committee member or your unit director. As part of our DEI efforts, One Stop Student Services will be piloting an approach to review redacted application materials so they do not see names when reviewing candidates.

Finally, thank you for your participation in the Get the Vax 2.0 program and completing your employee attestations. Our students are also completing their process; over 75% of students have filled out their form. They have until October 8 before registration holds will be placed.

Network working group update

Last June, the Network working group (co-sponsors Julie Selander and Jaime Wascalus) was charged with identifying how the ASR Operations Group could be more effectively leveraged to define and deliver ASR priorities. Some items they were asked to consider include:

• Investigate and recommend how the ASR Operations Group can serve as the main hub for work prioritization across ASR (IT and non-IT).
• Investigate and recommend how the ASR Operations Group can serve as a network of Subject Matter Experts (SMEs) that help support the operational and strategic activities across ASR.

We are excited to announce that the group provided a comprehensive set of recommendations to ASR Directors in August, almost all of which were approved. Some of the approved recommendations include:

• Recommending that the ASR Operations Group continues to prioritize the project work being done in ASR, which includes revisiting and updating the group's charter and starting annual reviews of the project backlog.
• Recommending that the ASR Operations Group standardize a committee-specific project management life cycle process, which includes evaluating tools for managing a comprehensive ASR project backlog and creating a standardized process of submitting and approving work.
• Recommending an increased focus on the communication of work done by the ASR Operations Group throughout ASR.

Thank you so much to the Network working group for their time and dedication to this initiative: Kristy Davis, Rachel McKessock, Nate Peterson, Nate Rosckes, Jennifer Selander, Christopher Smith, and Stephanie Sutton. We appreciate their insight and ASR will operate more efficiently and effectively because of their work.

With the charge of the Network working group complete, the group has been disbanded, and the ASR Operations Group will now take over the work of implementing the recommendations and leading project prioritization across ASR. Stay tuned for more from the ASR Operations Group. In the future, they will be communicating their important work through various channels, including News & Notes.

ASR Staff Engagement September 23rd Survey

This week’s ASR Staff Engagement Survey 9/23/2021 examines our workspaces. Thank you for continuing to share your stories and experiences! As a reminder, the University will be issuing a full staff engagement survey this October.

Last week’s survey took a look at our favorite things! When asked about favorite spots on-campus, the Northrop Mall was by far the most popular response. Most respondents indicated that black was their favorite color, followed by green in 2nd and pink in 3rd. Ice cream and various kinds of pie (blueberry, chocolate, key lime, etc.) dominated when asked about favorite desserts.

Finally, we had a wide variety of books mentioned when asked about your favorite(s), but Harry Potter and cookbooks were the most frequent responses. Thanks all for your continued participation! It is very much appreciated. Make sure to check out the N&N blog for the results from the last survey.

September 9, 2021 survey results

What are your favorite spots on-campus?

• The steps of Northrop looking over the Mall
• Campus Club Terrace, Northrop Mall
• Lily Plaza
• Anywhere with coffee
• Wilson Library and Walter Library

What’s your favorite color?

• 28% Black
• 16% Green
• 12% Pink
• 8% Yellow, Purple, Orange

What’s your favorite dessert?

• Ice Cream
• Blueberry Pie
• Molten Lava Cake
• Key Lime Pie
• Ice Cream Drumsticks
• Peach Cobbler

What’s your favorite book(s)?

• Pride and Prejudice
• Harry Potter and any cookbooks
• Mystery novels
• Perfect by Judith McNaught
• The Alchemist by Paulo Coelho
• Ghost in the Machine by Arthur Koestler
• Ella Enchanted, Lunar Chronicles series

Homecoming parade!

Homecoming is back this year, and we’re going to be in the parade! Mark your calendars for Friday, September 24, 6:00-7:30pm. The parade is a cherished ASR tradition and fun for the whole family. Come wearing Gopher gear and be ready to hand out candy and to bask in the cheers and applause of the crowd! This year is sure to be our biggest and best year yet (we have TWO bubble machines for the wagon).

No RSVP necessary, but please email Richard Campo (campo035@umn.edu) if you are interested and he will make sure that you are on the group message that announces our starting location in the staging area. Full event details are on the Homecoming Parade 2021 page. Email Richard with questions, and we’ll see you at the parade!

Updates on ASR Alignment working groups

Back in June, two ASR working groups kicked off to look at the ASR Operations Projects Committee work and organizational structure between ASR Central, Continuity & Compliance, and Office of the Registrar. These groups have worked diligently over the summer to review the work in ASR, alignment and organizational structure, and areas for opportunities. Recently, both groups presented their work to the ASR Directors, answered questions, and shared insights regarding their process. Over the upcoming weeks, the ASR Directors will review the recommendations put forth by both groups over the upcoming weeks and will share further updates as final decisions are made regarding timeline and implementation.

If you have questions about the work the groups did, please reach out to your unit representative or the ASR Directors. We understand that many of you will be affected by any future implementation plans, and next steps will happen carefully and collaboratively. We will continue to relay information when it is available. A very big thank you to the individuals who represented each unit in these groups for the time and care they put into this challenging task.

Mental Wellness in the Workplace

Adjusting to a “new normal”

The effects of the COVID-19 pandemic have caused abrupt and extreme changes to our daily lives. Such changes inevitably induce anxiety and stress for individuals as the need to make adjustments to our “normal” everyday lives and routines can be overwhelming. It also involves a lot of flexibility and patience! Humans are naturally creatures of habit. Our routines are deeply rooted to our mental and emotional health and any disruptions to those routines, whether minor or major, can throw us completely off balance.

So, how can we transition into a “new normal” that fits our individual needs and positively affects our mental health? Create and establish a new routine(s)! As creatures of habit, it's important to have an established routine(s) that motivates us each and every day. This might look similar to your routine(s) pre-COVID, or it might look drastically different. Routines can be as simple as waking up at the same time every day to start the day off right or being intentional about fueling your body with nutritious food every day. The key is to create a routine(s) that brings you positivity and provides consistency in order to alleviate anxiety and stress and promote positive mental health.

Having trouble adjusting or establishing a “new normal” routine? The following resources can help you get started:

• How to Start a New Routine and Stick to It
• Why Routines are Important for Mental Health
• Tips for Establishing your Post-Coronavirus Routine
• Finding a Post-COVID Routine

original by webcomic artist Superlmer

ASR Staff Engagement September 9th Survey

To commemorate the start of fall semester, this week’s ASR Staff Engagement September 9, 2021 will survey our favorite things! Thank you for continuing to share your stories and experiences.

According to last week’s survey, most do not take breaks at a consistent time each day (65.5%). Most respondents also try to do something relaxing when on a break (60.7%), versus 39.3% who prefer to do something productive during breaks. When asked about difficulty remembering breaks, 55.2% of respondents have a hard time stepping away for breaks, followed by 44.8% who take a break when they need it or have it scheduled.

Finally, we asked about your favorite snack foods. Apples (with or without peanut butter), popcorn, and chips and salsa were the most popular responses. Other snacks such as walnuts, cheese, pretzels, Cheetos, and Cool Ranch Doritos were also mentioned. Thanks all for your continued participation! It is very much appreciated. The results from the last survey are available below.

August 26, 2021 survey results

Do you take a break at the same time each day?

• 65.5% No, it varies from day to day
• 27.6% Yes, most of the time but not always
• 6.9% Yes, I take a break every day at the same time

When I take a break, I usually try to…

• 60.7% Do something relaxing
• 39.3% Do something productive

Do you have any difficulty remembering to take breaks?

• 55.2% Yes, sometimes I have a hard time stepping away.
• 44.8% No, I will take a break when I need it or have it scheduled.

Check out “Five benefits of taking regular breaks at work,” which discusses the benefits of taking regular breaks at work.

What are some of your favorite snack foods?

• Walnuts!
• Almonds and dried fruit
• Cut up apple and peanut butter
• Chips and salsa, larabars
• Triscuits or carrots and hummus
• What isn’t a favorite snack food?

Check out the video “HEALTHY SNACKS | to meal prep for the week (super easy!)” for some snack ideas that you can prepare ahead of time.

Face coverings protocol

Based on the most recent Town Hall, face coverings can be removed in an office, private study area, or other individual space. However, masks must be worn as soon as another person enters the space. University faculty, staff, and students are also advised to carry two masks with them at all times in case a mask is lost or spoiled. Lastly, employees and students should not attempt to directly enforce this protocol. Instead, they should share any concerns about masking with their supervisor or a school official.

Update from Stacey

A few days ago, I overheard my son talking to a friend about a game they’ve been developing this summer. He enthusiastically told his friend “I have a really cool idea.” He wasn’t bragging, but he was genuinely excited about his creative idea and sharing it with a friend. (So far, the idea involves a lot of minifigures and paint taking over our dining room table.)

It struck me that adults are not very good at this. We often downplay or doubt our ideas even though we might be really pleased or excited. How often do you share your ideas with your colleagues with real enthusiasm? Are you playing down your own good ideas? I hope not -- I hope this is a place where you can share ideas and collaborate with your colleagues to make them even stronger.

One recent example in ASR is that our ASR DEI committee developed draft DEI Hiring Principles and presented them to the ASR Directors and Supervisors meetings. I can tell that their work is the result of creative energy and bravely talking through challenging topics. This is going to benefit our organization and give us better direction in how we approach recruitment and hiring, and I look forward to sharing them more widely soon. ASR is full of creative energy and enthusiasm for making a positive difference in students’ lives; I really hope you can share these ideas, and support your colleagues in doing so.

Building hours update

As we approach the beginning of Fall semester on campus, our building hours have been updated:

• Bruininks: the North doors (closest to Appleby):
• Public hours are 8:00 a.m. - 4:00 p.m., Monday through Friday.
• University hours (staff and students with U Card) are 6:00 a.m. - 10 p.m., Monday through Sunday.
• Fraser: the front doors (along Pleasant St. SE):
• Public hours are 8:00 a.m. - 5:00 p.m., Monday through Friday.
• University hours (staff and students with U Card) are 6:00 a.m. - 10p.m., Monday through Friday.
• Williamson: beginning September 7, the SW doors (looking out on Pillsbury Dr):
• Public hours are 8:00 a.m. - 5:00 p.m., Monday through Friday.
• University hours (staff and students with U Card) are 6:00 a.m. - 6:00 p.m., Monday through Saturday.

This is a reminder to be mindful of anyone following behind you into staff areas, as people will now be able to enter our buildings without a U Card.

Branding policy

As we prepare for the start of the term, we wanted to share some updates regarding the University's Brand Policy: Trademarks, Logos, Colors and Seal from University Relations. The policy and related standards are reviewed regularly and updated to ensure the University has a strong brand, which benefits all campuses, colleges, and units.

Most notably, the System Identity Style Guide has been updated to reflect some recent organizational changes. If you have any questions regarding the brand policy or standards, contact asrux@umn.edu.

Mental Wellness in the Workplace

Grief & Mental Wellness

“An abnormal reaction to an abnormal situation is normal behavior.” - Viktor E. Frankl, Man’s Search for Meaning

Grief is usually considered to be extreme sadness over a death that everyone will experience at some point. However, we can also feel grief towards other types of loss. Not achieving a goal that we’ve worked hard for, realizing that a dream or aspiration will never happen, or the end of a comforting routine can also cause feelings of grief.

The best way to handle grief is to identify it and allow yourself to feel what you are feeling. You cannot reason your way out of feeling sadness over a loss. You can also find someone to talk to about your loss but expect that not everyone you talk to will be empathetic listeners because they either have not experienced the same loss or didn’t experience the same emotional reaction. If someone decides to talk to you about their loss, you can do the following things to help them:

• Listen
• Avoid sharing anecdotes about losses you’ve experienced
• Identify something that you can assist that person with and let them know what you will be doing to help them while they process their loss

We can also experience triggers long after a loss, and they are often unexpected. This is normal. The trigger could be a song, a story, or anything that reminds you of the loss and your grief. It’s best to just be honest with anyone who is confused as to why you suddenly choked up. Lastly, seek professional help if you start to experience any one of the items on this list from Psychology Today.

ASR Staff Engagement August 26th Survey

This week’s ASR Staff Engagement Survey August 26th, 2021 examines managing breaks. Thank you for continuing to share your stories and experiences!

Several clear answers emerged when asked about preferences related to taking on projects. For instance, most respondents (66.7%) indicated that they only need basic information before volunteering for a project, followed by 29.6% who prefer more detailed information. In addition, most say that it depends on the details of the project regarding whether they are hesitant to volunteer without an end date in mind (59.3%).

When asked about group preferences related to projects, a strong majority prefer to work with a small group (70.4%), followed by working on their own (18.5%) and with a large group (11.1%). Finally, we asked what your favorite course or subject was in school. History received the most responses followed closely by Math and subjects related to Science, such as Anatomy and Biology.

Thanks all for your continued participation! The results from the last survey are available below.

August 12, 2021 survey results

How much information do you need before potentially volunteering for a project or initiative?

• 66.7% I need basic information
• 29.6% I prefer a lot of information
• 3.7% I don’t need much information

Are you hesitant to volunteer for projects or initiatives with no apparent end date or deadline?

• 59.3% Sometimes, it depends on the project itself
• 22.2% No, not knowing the end date doesn’t matter to me
• 18.5% Yes, I like to know that upfront

I prefer to take on projects…

• 70.4% With a small group
• 18.5% On my own
• 11.1% With a large group

Check out the video, "Working in Groups," for some great tips on working successfully with others.

What was your favorite course or subject in school?

• Art and Choir
• Band!
• History!
• Math (except geometry)
• Civics
• Music and sciences

Highly recommend the podcasts Stuff You Missed in History Class and Stuff You Should Know to expand your knowledge of history and various subjects.

All OUE Assembly

The next ALL OUE Assembly will be on November 30, 2021 from 9:00-11:00 AM. This will be an in-person event staff are expected to attend. A formal invitation and RSVP will be sent before the event.

Update from Stacey

 I want to thank you all for your contributions and hard work as we ramp up toward the beginning of fall term. It’s a time of uncertainty with the pandemic, making life more stressful for ourselves and our campus community as a whole. While I’m not an optimist by nature, I do try, and I am genuinely looking forward to a semester with more students on campus.

When there is a lot going on, I try to center myself with some advice from a good friend: choose to work on the most important thing. Right now, that includes a variety of projects to ensure we return to campus as safely and effectively as possible. It also means prioritizing self-care so I can manage the stress of the uncertainties in our world. 

I hope this weekend offers some time for you to prioritize yourself and relax. Take care, and thank you again for everything you are doing in ASR!

ASR Staff Engagement August 12th Survey

This week’s ASR Staff Engagement Survey August 12th, 2021 takes a look at preferences related to committing to projects. Thank you for continuing to share your stories and experiences!

There were several close results in the last survey. When asked about how people feel about public speaking, most feel that they enjoy it at times, but not always (41.9%), followed by 35.5% of respondents who enjoy public speaking, and 22.6% who do not enjoy it. Most prefer to give presentations in-person if they had the choice (41.9%), while 29% of respondents prefer Zoom. When asked about icebreaker questions, most reported that they enjoy them depending on the situation (45.2%), with 29% reporting that they generally enjoy them.

Finally, we had lots of interesting responses when asked what you collect, including miniature figurines, art supplies, shoes, comic books, quarters, books, and state park stickers. Thanks all for your continued participation! It is very much appreciated. The results from the last survey are availble below.

July 29, 2021 survey results

How do you feel about public speaking?

• 41.9% I sometimes enjoy it, sometimes not
• 35.5% I enjoy it
• 22.6% I do not enjoy it

If you had to give a presentation, would you prefer to present information over Zoom or in-person if you could choose?

• 41.9% In-person
• 29% Over Zoom
• 16.1% I don’t have a preference
• 12.9% I’m not sure

Check out this short TED Talk, "10 ways to have a better conversation," to learn the ingredients of a great conversation.

Do you like icebreaker questions?

• 45.2% Sometimes, it depends on the situation
• 29% Yes, I enjoy them
• 25.8% No, I’d rather skip them

Need an icebreaker question for an upcoming meeting? Give the random question generator a try!

What (if anything) do you like to collect?

• Recipes! I love trying new ones and finding favorites
• Yarn
• Vintage all cotton bed sheets and vintage enameled colanders
• Mid century glassware and artwork
• Rocks
• Coffee mugs from places I travel to

Update from Stacey

I can feel the energy and intensity increasing with the start of fall term just around the corner. Diploma work is settling down, and the beginning of term work is picking up. In addition to our regular work, we are figuring out what we will do remotely, in-person, at a shared desk, or maybe even from a cabin as we savor the remainder of summer.

Read on in the newsletter to learn about celebrating ASR with donuts next week, getting our spaces ready for Work. With Flexibility, and ways to take care of our mental health.

Cleaning bins

As a reminder, we will have cleaning bins in our spaces until Friday, August 20, 2021. The recycling bins are available in Fraser, Williamson, and Bruininks Hall. Please coordinate with your supervisor to find time to go in and clean out your desk before they are gone.

The bins are currently located in the following locations in Fraser:

• 133
• In the hallway outside of M133
• 200 near the front desk
• 345

Please get rid of items that you do not need. Non-confidential papers belong in the paper recycling bins. Common office supplies like pens, sticky notes, notebooks, staplers, and tape dispensers can go back to supply areas. Please do not put those in the ReUse bins; they can be used by other employees. If you have extra technology items that you don’t need (keyboard, mouse, adapters), please leave those at your desk and they will be repurposed for touchdown spaces.

Part-Time Parking Program

Parking & Transportation Services is now offering a Part-Time Parking Program for those who need campus parking on an occasional basis. If you need to park two or fewer times per week, you may want to consider the new program as it provides a fixed number of parking days at a reduced rate at select facilities. More information is available on the PTS website.

ASR remote work and guiding principles

We have designed a set of work principles and practices to guide us as we shift from a primarily in-person workplace to a hybrid workplace that balances the benefits of working on campus and working remotely. Please see the ASR Remote Work and Guiding Principles document for more information.

Mental Wellness in the Workplace

It’s okay to not be okay

It’s time for the Olympics! It’s the world stage where the best of the best get to show off the culmination of years of hard work and dedication. This week, the spotlight on the impacts of mental health for elite athletes shone bright with the withdrawal of Simone Biles (US women’s gymnastics) from the team competition. Our work in ASR may not be directly comparable to elite, Olympic competition, but the demands of our work—the ongoing stressors resulting from the pandemic, multiple pivots, etc.—can sometimes be too much.

It’s okay to not be okay. It’s okay to put your mental health and wellbeing first. It’s okay to step back. It’s okay to ask for help. The women’s team supported and encouraged one another, persevered, and (spoiler alert) won the silver medal. Don’t hesitate to lean on your supervisor or your teammates for support.

If you find yourself edging into burnout territory or needing a way to get beyond burnout, consider the following.

• Restoring your surge capacity
• Dial back your expectations
• Practice radical acceptance - where are you putting your energy and why
• Reality test your negative thoughts
• Build and reinforce important relationships
• Find a way to build work stress resilience
• Recognize your stressors
• Be intentional about creating time to relax and recharge
• Understand what is in your locus of control
• Build your general resilience bank account
• Gradually focus on areas that can regularly promote resilience, such as sleep, nutrition, exercise, and gratitude
• Remain connected and reach out for help

ASR Staff Engagement July 29th Survey

This week’s ASR Staff Engagement Survey July 29th, 2021 explores public speaking and giving presentations. Thank you for continuing to share your stories and experiences!

According to the results of the last survey, most prefer to be trained by a colleague when learning new software/technology (38.9%) followed by practicing on your own (30.6%). Most feel comfortable with using the various aspects of Zoom with 55.6% indicating that they are ‘very comfortable’ with Zoom and 44.4% indicating they are comfortable and know the basics of Zoom. When asked ‘how quickly do you update your computer when prompted’, most wait until the end of day or a convenient time to install an update (52.8%), followed by 25% who will get to it eventually and 22.2% who install updates immediately.

Finally, when asked about who you would have a conversation with if you could have a conversation with anyone, many responses included family members such as great grandparents, grandparents, and parents. Other responses included Michelle Obama, Alexander Hamilton, and Harriet Tubman just to name a few.

Thanks all for your continued participation! It is very much appreciated. The results from the last survey are available below.

July 15, 2021 survey results

How do you prefer to learn new software/technology?

• 38.9% Trained by a colleague familiar with the technology
• 30.6% Practicing on my own
• 11.1% Taking a self-paced course
• I use all three when learning software technology
• I learn best by doing, but I like to fit in some observing and talking about it
• Practicing on my own but having someone near I can call on
• I like all three! I like to take a course online first, then train with someone, then practice on my own

How comfortable are you with using Zoom?

• 55.6% Very comfortable
• 44.4% Comfortable

LinkedIn Learning has two courses on Zoom (How to use Zoom and How to Effectively use Zoom) for those that are interested.

How quickly do you update your computer when prompted?

• 52.8% Wait until there is a convenient time or until end of day
• 25% Not very quickly, but it happens eventually
• 22.2% As soon as I see an update available

If you could have a conversation with any person, living or dead, who would it be?

• Eleanor Roosevelt
• My mom
• My grandma and grandpa
• James Beard
• Kermit the Frog
• My Great Grandfather
• All my grandparents

ASR shared parking

In our June all-staff assembly, some people expressed an interest in sharing parking contracts with fellow ASR staff members. There is a new slack channel in the ASR-wide Slack called ASR Parking Partners where you can arrange on-campus parking with other ASR staff members. Please keep in mind that these arrangements are made between ASR staff and are not official contracts or agreements brokered between Parking and Transportation Services (PTS).

To join the channel, click this ASR-wide Slack link or click the + button next to ‘Channels’ in Slack, then click ‘Browse Channels’. Scroll through the list of available channels until you come across the one you are looking for, then click ‘join’.

To share a parking contract with another staff member:

• One person is the contract parking holder, pays the full pay-roll deduction, and then receives funds from another employee.
• PTS will not be the broker for the transactions.
• Individuals can add license plates to gain entrance into facilities.
• Individuals can purchase a PTS Parking Card (PPC) to mimic UCard functionality for the additional staff.

Note: The parking systems only allow one vehicle (license plate or card) to be parked in a lot or ramp at a time. You will need to coordinate with your partner who is parking on a given day.

For more information on parking contracts and monthly rates, please visit the PTS site.

Update from Stacey

Working on campus is at the top of my mind as we enter the last couple of weeks of July. We met on campus yesterday for our Wednesday morning directors meeting, and it was such a joy to see people in person. I have a few reflections based on this experience, in no particular order:

• I hope many of you have the opportunity to reconnect with campus soon if you haven’t been there recently. Seeing colleagues in person, grabbing lunch at a favorite spot, and enjoying the outdoor spaces on campus made the commute worth it.
• Be patient with yourself. If you are starting back in person after a long absence, it might be challenging. Remember to bring your laptop, UCard, any keys you might need (thank you Jeremy for helping me when I forgot my office key), and other items.
• Switching between in-person meetings and zooms was harder than I remembered. I think this will all get more routine with practice, but be kind to yourself and your colleagues as we transition to more in-person interactions.

Working with flexibility during the pandemic has taught us about what is possible for remote work. I’m excited to learn more about our hybrid work environment as we go.

Positive Coronavirus response procedure

As we return to campus, University Health and Safety has issued a response procedure in the event of a positive coronavirus case. If a workspace is affected, it should be left unoccupied for 7 days. After 7 days, the virus is no longer viable, and regular cleaning should easily disinfect the space.

If the workspace must be occupied within 7 days, it should be left undisturbed for at least 1 day. Afterwards, all potentially affected and high-touch surfaces and equipment should be cleaned with soap and water and then disinfected with an EPA-approved disinfectant. For more information on how to respond to a positive coronavirus case on campus, visit Cleaning Work Areas Occupied by a COVID-19 Case.

New alphabetic split for accounts receivable

Student Account Assistance has adjusted the account split for accounts receivable, so please contact these people for student accounts from A-H (Lydia Self), I-P (Melissa Gaspaer), and Q-Z (Penny Levine).

Packaging underway

As of the week of July 12, 2021, financial aid notifications for undergraduates will begin being sent to students. These will be sent nightly in chunks of 5,000. Starting the following week, packaging will be put on the batch schedule and will run nightly.

Coronavirus Response and Relief Supplemental Appropriations Act (CRRSAA) spending update

As of June 30, 2021, the Twin Cities campus has provided students with $11,329,711.40 of the roughly $12.4M the campus has received. Currently, we are still processing emergency grant requests, with One Stop serving as the intake for these requests. The Twin Cities quarterly report can be found on CRRSAA Reporting document.

New lower interest rates for University Trust Fund Loans

Starting in July 2021, the nearly 200 University Trust Fund Loans (UTFL) will have the interest rate reduced from 7% to 5%. This new interest rate only applies to new loans.

Mental Wellness in the Workplace

Stress, anxiety, and you

As we migrate toward our “new normal,” feelings of uncertainty may be bubbling up for many of us. Learning more about anxiety and stress can help build awareness in your abilities to recognize it in both yourself and others around you. Understanding the symptoms and learning to cope can help you learn to process in healthy ways. The University’s Extension office encourages you to find the path to self-care that works best for you. Rather than focusing on the “right” way to process and take care of yourself, just start. They have many resources for taking care of yourself in times of stress.

 @letstalk.mentalhealth

ASR Staff Engagement July 15th Survey

This week’s ASR Staff Engagement Survey July 15, 2021 explores our comfort with technology. Thank you for continuing to share your stories and experiences!

According to the results of the last survey, most are feeling optimistic about their flexible work plan (72.4%) and feel that they have the resources needed to be successful going forward (75.9%). We received lots of thoughtful responses when asked about anything that folks were excited or nervous about moving beyond August 2. Several respondents mentioned campus safety and security, the on-going pandemic, and general uncertainty as particular areas of concern. Many also mentioned excitement about not having to commute and excitement about seeing people on campus again. Thank you to all that shared their thoughts on this topic!

Finally, we received several interesting responses when asked about your dream job as a kid. Some examples included being a Nascar driver, circus performer, SNL cast member, golf caddy, marine biologist, lawyer, professional soccer player, and teacher. Thanks all for your continued participation! It is very much appreciated. The results from the last survey are available below.

July 1, 2021 survey results

Which of the following best describes your feelings on your flexible work plan?

• 72.4% Optimistic
• 20.7% Mixed Feelings
• 6.9% Too early to say

Do you feel that you have the resources you need to be successful going forward?

• 75.9% Yes
• 20.7% Unsure
• 3.4% No

Is there anything in particular that you are excited or nervous about as we move through the Summer and beyond August 2nd?

• Campus safety and security
• Taking breaks in the garden
• Excited to not deal with traffic on a daily basis
• Winter coming too soon
• Excited to feel the energy from the students
• The loss of Fraser and personal workspace

What was your dream job when you were a kid?

• Lawyer
• Work at NASA
• Professor of British History
• Flight Attendant
• Comedian
• Art teacher
• Ballerina

Update from Stacey

We watch a lot of baseball in my family, and I’ve been reading an old book about the economics of baseball, Moneyball: the Art of Winning an Unfair Game by Michael Lewis. (The 2011 film is worth a watch too.) A central theme of the book is that the Oakland A’s routinely found undervalued baseball players by paying careful attention to players’ performance, and dismissing criticism of those players that was rooted in a bias that they didn’t fit the “look” of a successful player. Lewis, paraphrasing the General Manager’s advice, wrote “When you rule out an entire class of people from doing a job simply by their appearance, you are less likely to find the best person for the job.”

I love when I find unexpected connections like this; I didn’t expect anything from Moneyball to relate to work, and yet this idea speaks to how we select people to join our organization or join projects as ASR staff. We can, and should, think about the qualities that make someone a successful ASR employee and work to ensure we remove bias from our processes. On that note, please check out the article below about joining ASR’s DEI Community of Practice and the many other informative items in this edition. Take care, and enjoy the holiday weekend.

New PERR form

Over the past year, we have been working on a new and improved process to replace the PDR form as it hasn’t been covering our needs. The new ASR Professional Experience & Resource Request (PERR) form encompasses requests for both professional development experiences (webinars, conferences, classes, etc) and resources (computer hardware and software, books/magazines, membership dues, licenses, office furniture, equipment, etc.). You can find the new JADU form linked on the Staff Intranet page.

For questions about the PERR process, contact Megan at asrcentral@umn.edu. If you have any technical issues with the workflow, email asrprojectsupport@umn.edu to open a ticket with the PWF team. Please reference the PERR FAQs document for further information.

ASR Hierarchy Group: OTR & C&C

The team reviewing opportunities for organizational alignment between the Office of the Registrar (OTR) and Continuity & Compliance (C&C) had their kick-off on June 21 and hit the ground running, scheduling weekly meetings, identifying key questions for sponsors, reviewing position descriptions, discussing the current structures of OTR and C&C, and exploring different organizational models at other institutions. This team may engage other ASR colleagues as their work ramps up. For more information about the work this group is exploring and the team make-up, visit the N&N blog.

Twin Cities department directory update

In response to the overwhelming feedback, the Twin Cities department directory was decommissioned on June 18, 2021. This update does not affect the people or general search functions on umn.edu. Contact information for services, such as Human Resources, Printing Services, or other units, can be found on the contact page for each of their websites.

ASR Slack

If you haven’t already, remember to check out the ASR-wide Slack! Everyone in ASR is encouraged to join, especially as we continue to work from home and move into flexible work. There are several communication channels available, ranging from good news to pets! You can also use the ASR-wide Slack to connect with others and coordinate future work decisions, such as finding a parking buddy as we navigate new parking contracts, or you can simply use it as a way to catch up and chat with your coworkers.

Cleaning bins

We received an extension on our cleaning bins, so we will now have them in our spaces until Friday, August 20, 2021. The recycling bins are available in Fraser, Williamson, and Bruininks Hall. Please coordinate with your supervisor to find time to go in and clean out your desk.

The bins are currently located in the following locations in Fraser:

• 133
• In the hallway outside of M133
• 200 near the front desk
• 345

Please get rid of items you do not need. Many old files can be scanned, including individual items in your office and team items in shared filing cabinets. The goal is for our spaces to be cleaned out as much as possible so they can be used as future touchstone spaces.

ASR Staff Engagement July 1st Survey

This week’s ASR Staff Engagement Survey 7/1/2021 looks at our return to campus. Thank you for continuing to share your stories and experiences!

According to the results of the last survey, a significant majority are typically most productive in the morning (76.5%), followed by the afternoon/evening (14.7%) and midday (8.8%). For the first time in News & Notes survey history, we had an even split! 50% of respondents reported that they normally listen to something while working and 50% do not.

In another close result, most prefer to work with a pet (or pets) nearby (47.1%), closely followed by working alone in your own space (41.2%). Finally, we had lots of fun responses when asked where you would go if you could travel anywhere for a day. Going to the beach and the North Shore were the most frequent responses. Tuscany, Cuba, Florence, Australia, and Zurich were also mentioned, among others.

Thanks all for your continued participation! It is very much appreciated. The results from the last survey are available below.

June 17, 2021 survey results

I am typically most productive in…

• 76.5% The morning
• 14.7% The afternoon/evening
• 8.8% Midday

Do you usually listen to something (music, podcast, etc) while working?

• 50% Yes
• 50% No

Which of the following best describes your preference?

• 47.1% I prefer to work with a pet (or pets) nearby
• 41.2% I prefer to work alone in my own space
• 11.8% I prefer to work with others nearby

If you could travel anywhere for a day, where would you go?

• Feywild
• The woods
• St. Maarten
• Machu Picchu
• The Shetland Islands
• Maui
• Fushimi Inari Shrine
• Grand Marais

ASR Operations Group: Aligning networks

The Networks team kicked off their exploration of the ASR Operations Group on June 9. Over the next six weeks, the team will investigate the group and opportunities to better align this important network across ASR. Objectives include investigating how the Ops Group can function as a hub for project prioritization across ASR and how it can serve as a network of SME’s supporting operational and strategic initiatives.

The Networks team will be co-led by Kristy Davis and Nate Peterson, and weekly stand-ups have been established with their co-sponsors, Julie Selander and Jaime Wascalus. For more information about the work this group is exploring and the team make-up, visit the N&N blog.

Update from Stacey

I have two items on my mind as I write this update. The first is Juneteenth. ASR’s Diversity, Equity, and Inclusion committee has put together informative resources below, and there is more to learn from our University faculty and libraries in this article, "Commemorating Juneteenth.” I love how the University offers so many learning opportunities; this is one of my favorite things about working here.

The second item, completely unrelated, is vacation. I just returned from a few days on the Gunflint Trail in Minnesota. The trip was well timed to beat the heat and a good way to kick off the kids’ summer vacation. Many of us have racked up a lot of vacation time due to the pandemic and the intensity of work. I hope you find time to take a vacation soon; summer is fleeting in Minnesota, and we should all enjoy a bit of it.

Cleaning bins

Just a reminder that from now until Friday, July 17, 2021, there will be recycling bins available in Fraser, Williamson, and Bruininks Hall. Please coordinate with your supervisor to find time to go in and clean out your desk.

Starting Monday, June 21, the bins in Fraser will be moved from the basement, 120, and 200 Fraser and will be relocated to:

• 133
• M133
• 345

ASR Staff Engagement June 17th Survey

This week’s ASR Staff Engagement Survey 6/17/2021 examines our work preferences. Thank you for continuing to share your stories and experiences!

According to the results of the last survey, most respondents think their team/unit understands their role in ASR very well (60.7%). When evaluating the efficiency of team/unit communications on a 1 to 5 scale (1 – strongly disagree, 5 – strongly agree), most assigned a rating of ‘4’ for their team/unit’s communication efficiency (39.3%), closely followed by ‘5’ (28.6%) and ‘3’ (25%). The survey results also indicate that most feel they have sufficient back-up when they are out of the office (53.6%), while 46.4% felt that they sometimes or didn’t have sufficient back-up to help cover job duties.

Finally, when asked about favorite State Fair (or any fair foods), cheese curds were the most popular response. Corn dogs, mini donuts, fried pickles, and Sweet Martha’s cookies were popular responses as well. Thanks all for your continued participation! It is very much appreciated. The results from the last survey, as well as some articles relating to the questions, are available below.

June 3, 2021 survey results

How well do you think your team or unit understands your role in ASR?

• 60.7% Very well
• 32.1% Somewhat well
• 7.1% Not well

My team/unit communicates efficiently (1-5 scale)

• 28.6% 5 – Strongly agree
• 39.9% 4
• 25% 3
• 7.1% 2
• 0% 1 - Strongly disagree

Check out “Communicating Your Way To A Better 2021 (And Beyond)” from Forbes to learn how to apply what we’ve learned over the last year regarding communication.

When you are out of the office, do you feel that you have sufficient back-up to help cover your duties?

• 53.6% Yes
• 25% Sometimes
• 21.4% No

“15 Out of Office Messages for Professionals” from Indeed contains tips for writing Out of Office messages.

What are your favorite State Fair (or any Fair) foods?

• Mini donuts
• Cheese curds
• Fried twinkies
• Rootbeer floats
• Pizza on a stick
• Sweet Martha’s!
• Fried Green Tomatoes

Check out “Looking Ahead to the Great Minnesota Get Back Together” from the Twin Cities Eater, which discusses the upcoming Minnesota State Fair and all of its great food!

Upcoming organizational work

The two following teams will be exploring how we can align and improve the use of organizational reporting lines and networks within ASR. The team composition as well as the questions and topics they will be exploring are available below.

Continuity & Compliance/OTR Alignment Group
Sponsors: Ingrid Nuttall & Stacey Tidball

Questions to explore

• Should OTR and C&C combine into a single unit, including changes to reporting structure and organizational hierarchy?
• If so, what would be the benefits and drawbacks to such a change?
• If so, do certain areas make more sense to combine than others?
• If not, what is the value of remaining individual units?
• How can we promote professional development and growth more effectively between our units?
• What outstanding questions must be answered before taking any additional steps?
• What additional areas for exploration should we keep in mind?

Team

• Sarah Kussow (OCM)
• Amber Cellotti (OTR)
• Carin Anderson (C&C)
• Tracy Fischer (ASR Central-SDP)
• Betsy Everts (One Stop)
• Carolee Cohen (ASR-IT)
• Kristin Basballe (OSF)

ASR Operations Group: Aligning Networks
Sponsors: Julie Selander & Jaime Wascalus

Questions and topics to explore

• How can the ASR Operations Group serve as the main hub for work prioritization across ASR (IT and non-IT)?
• How can the ASR Operations Group serve as a network of Subject Matter Experts (SMEs) that help support the operational and strategic activities across ASR?
• Reflect on the past year of work and accomplishments and identify best practices and lessons learned to help guide the ASR Operations Group going forward
• Determine the scope of the ASR Operations Group’s responsibilities and metrics for measuring success
• Analyze the group’s membership to determine if the appropriate SMEs are incorporated into the ASR Operations Group
• Analyze the current prioritization process and identify where improvements could be made, if any (e.g., how do we prioritize executive initiatives, or deprioritize when priority initiatives arise?)

Team

• Kristy Davis (ASR-IT)
• Nate Peterson (One Stop)
• Christopher Smith (OTR)
• Stephanie Sutton (C&C)
• Jennifer Selander (OCM)
• Nate Rosckes (OSF)
• Rachel McKessock (ASR Central-SDP)

Parking updates

Many of you have had questions about what parking will look like when we return to campus as many of us will likely have a hybrid schedule. Facilities Management had a meeting last week with some updates:

• Parking and Transportation Services (PTS) is promoting the existing contract options as the best value.
• A review of the different parking options can be found in this Parking and Transit PDF.
• PTS does not have a way to manage part-time contracts with their systems.
• Staff can coordinate a shared contract:
• One person has to pay the full pay-roll deduction and then receive funds from another employee. PTS will not be the broker for the transactions.
• Individuals can add license plates to gain entrance into facilities.
• Individuals can purchase a PTS Parking Card (PPC) to mimic UCard functionality for the additional staff.

The parking systems only allow one vehicle (license plate or card) across the system. Staff will need to coordinate who is parking on a given day.

UX and Content Strategy team

The ASR Communications team will now be known as the UX and Content Strategy team. They will be visiting each unit in ASR over the next two months to discuss their new name and how it better reflects their work. While the team can still be reached by their old email address, we encourage you to contact them at asrux@umn.edu for any questions or requests.

Update from Stacey

Welcome to June! I want to share this year’s Accomplishments & Goals document with you, so you can all see a summary of our great work over this difficult year. It’s an impressive collection of projects and improvements for our students. 

What is harder to convey is how hard we had to work to get through pandemic living, hours of Zoom per day, and reflecting on racism in our community following the murder of George Floyd last summer. It has been a tumultuous year to say the least. Thank you for supporting each other and for all of the work you have done. I look forward to sharing more about Accomplishments & Goals in an upcoming All Staff Assembly.

Mental Wellness in the Workplace

Managing how to reconnect in person

Feeling a bit anxious or socially awkward at the thought of in-person interactions or events this summer? You aren’t alone! We’ve all adjusted to new routines and comfort zones, and it is normal to feel some uncertainty or nerves about socializing again.

In this NPR Life Kit Article, “Do We Even Know How To Socialize Anymore?,” author and journalist Celeste Headlee shares some tips on how to manage coming out of your shell and respecting others’ boundaries. They include:

• Embracing the awkward
• Asking questions, starting small
• Knowing your limits. It’s OK if they’ve changed.
• Accepting what people tell you about themselves

Brooke Bourgeois / April 13, 2021 / The New Yorker

For more info on managing stress and anxiety, check out the tag “mental wellness” on the N&N blog.