This sunshine and burst of warm weather has really increased my energy, which is a good thing because there’s a lot going on!
At a recent directors meeting, we reviewed and prioritized projects for the next quarter. This included a large number of compliance and mandatory projects, such as FAFSA simplification, the South Dakota tuition reciprocity end, and regulatory changes to our transcript hold practices. We also have a slate of upcoming projects related to improving efficiency or the student experience. That being said, we really need to focus on these mandatory items for the next quarter.
In my opinion, the ASR structure we’ve implemented for prioritization is paying off: We are prioritizing high-value work, refining our ability to predict team bandwidth, and saying “no” when we need to. I am able to provide stakeholders with strong explanations for why work is on hold, scheduled for a future quarter, or realistically unlikely to move forward. If you would like to know about this process and how work is prioritized or not, I would appreciate your feedback! We are always striving to improve our communication and transparency.
Wednesday, April 17, 2024
Estimated Financial Aid Notices
UMNTC began sending estimated Financial Aid Notices (FANs) to new incoming students on the Twin Cities and Rochester campuses on Tuesday, April 16. This is later than typical, and some students still do not have packages due to delays and errors by the US Department of Education (DOE) with FAFSA processing. As updates come from the DOE and the State of Minnesota, we will continue to implement solutions and resolve errors that impact our students. Questions and talking points have been prepared related to this year’s estimated FAN rollout. Please refer to them if you have questions or hear questions from others.
Preparing this year’s estimated FANS has been a tremendous feat that has impacted work across all of ASR, as well as the University. Admitted students and their families depend on estimated FANs when deciding which institution to attend because it helps them understand how to cover the costs of attendance. So huge kudos to all staff who have had a part in this process, and advance appreciation for the work that will continue.
Preparing this year’s estimated FANS has been a tremendous feat that has impacted work across all of ASR, as well as the University. Admitted students and their families depend on estimated FANs when deciding which institution to attend because it helps them understand how to cover the costs of attendance. So huge kudos to all staff who have had a part in this process, and advance appreciation for the work that will continue.
Project prioritization for next quarter
The OSI Projects team prioritized 9 projects for the Quarterly Planning Period 4 (P4) of 2024, which starts in May. This is in addition to the 16 projects that are currently in the analysis or implementation phase. A comprehensive view, which includes the “Project Backlog,” is also available on the ASR Project Plan Preview.
Any project requests that were not prioritized for the upcoming planning period will be held in the Project Backlog for reconsideration in either the Mid-Quarter Review (if urgent) or the next Quarterly Planning Period. If you would like to submit a project request for the next Quarterly Planning Prioritization (P1 2025), you can do so via the ASR Project Request form.
Any project requests that were not prioritized for the upcoming planning period will be held in the Project Backlog for reconsideration in either the Mid-Quarter Review (if urgent) or the next Quarterly Planning Period. If you would like to submit a project request for the next Quarterly Planning Prioritization (P1 2025), you can do so via the ASR Project Request form.
DEI professional development opportunities
As we move past performance appraisals and into the year, many of you might be working toward ASR’s DEI and IDP goals and looking for DEI-related professional development opportunities. To help, the DEI committee compiled a list of upcoming conferences, workshops, and webinars that center on diversity, equity, and inclusion and can assist you in meeting some of your personal DEI goals. You can also check out the Office of Equity and Diversity’s Deep Dive Resources for more ideas!
Free webinars, talks, and courses
Free webinars, talks, and courses
- Insight Into Diversity webinars (past webinar recordings available)
- National Association of Diversity Officers in Higher Education (NADOHE) webinars (past webinar recordings available)
- Leading for Equity, Diversity and Inclusion in Higher Education, Coursera course
- The Minneapolis Reckoning: Race, Violence, and the Politics of Policing in America, College of Liberal Arts, Race, Indigeneity, Disability, Gender & Sexuality Studies
- 2024 Phyllis L. Mable Emerging Leaders Institution, The American College Personnel Association (ACPA)–College Student Educators International (registration fee required)
- NAFSA Annual conference and & expo, NAFSA Association of International Educators
- Diversity and Inclusion Conference: U.S. Focus, AACSB
- Equity Certificate Hosted Online (ECHO), Office of Equity and Diversity
- Rethinking Mentoring: Building Communities of Inclusion, Support, & Accountability, Institute for Diversity, Equity & Adversity
- Online Module: The Confidence Gap, Office of Equity and Diversity: The Women’s Center
- Unraveling the Blanket for Liberation: The Abolitionist Cause for Public Health, School of Public Health
- Injustice in our Backyard: The Unspoken History of Genesis & Genocide at Bdote, School of Public Health
ASR Staff Engagement April 18 Survey
This week’s ASR Staff Engagement Survey asks about the Regents Tuition Benefit program. Thank you for continuing to share your stories and experiences.
According to the last survey on virtual meetings, all respondents typically use Zoom as their meeting platform and most feel that they have the optimal settings configured for the platform (87.5%). In addition, about two-thirds of staff do not use a virtual background while in a Zoom meeting (65.6%).
Finally, we asked about your feelings on April Fool’s Day. Most have mixed feelings (51.6%) while 25.8% dislike it and 22.6% enjoy it. Thanks all for your continued participation! It is very much appreciated. The results from the last survey are available below.
April 4 survey results
Which virtual meeting platform do you typically use?
According to the last survey on virtual meetings, all respondents typically use Zoom as their meeting platform and most feel that they have the optimal settings configured for the platform (87.5%). In addition, about two-thirds of staff do not use a virtual background while in a Zoom meeting (65.6%).
Finally, we asked about your feelings on April Fool’s Day. Most have mixed feelings (51.6%) while 25.8% dislike it and 22.6% enjoy it. Thanks all for your continued participation! It is very much appreciated. The results from the last survey are available below.
April 4 survey results
Which virtual meeting platform do you typically use?
- Zoom (100%)
- Google Meet (0%)
- Yes, I believe so (87.5%)
- No, I don’t think so (6.3%)
- I’ve never adjusted the settings (6.3%)
- Yes (34.4%)
- No (65.6%)
- I enjoy it! (22.6%)
- I dislike it! (25.8%)
- I have mixed feelings (51.6%)
Tony's tech terms: Relational database
We’ve mentioned Oracle databases a lot. Oracle is just one type of database called a relational database. A relational database is designed to limit the amount of duplicate data by splitting up different types of information by their types. The different types of data are stored in separate tables that have a defined relationship. That relationship makes the data easier to query.
For example:
Now imagine this data in a spreadsheet. Each row would have a column for campus, college, student, and course.
Those first three columns all have redundant data. This example doesn’t seem so bad, but if you multiply that by millions of students going back decades, that information starts to take up a lot of space. Not only that, but updating a single student might mean updating hundreds or thousands of rows. Splitting the data up into related tables like this is called normalization.
We can create a report like the spreadsheet by joining tables on their related IDs. It’s intuitive that the campus_id field in the colleges table maps to the ID field in the campus table. Joining them is fairly straightforward. We handle queries that are much more complicated than this simple example.
There are many other kinds of databases that structure their data differently depending on the use case. However, Oracle is the University-provided solution that holds all our Peoplesoft data. Retrieving that data is easier for us if we stay in that world. Besides, we don’t want to run and manage our own databases.
For example:
- A campus will have many colleges
- A college will have many students
- A college’s students will have many courses
| Campus | College | Student | Course |
|---|---|---|---|
| UMNTC | CEHD | Example Student | Intro to Basket Weaving |
| UMNTC | CEHD | Example Student | Basket Weaving Lab |
Those first three columns all have redundant data. This example doesn’t seem so bad, but if you multiply that by millions of students going back decades, that information starts to take up a lot of space. Not only that, but updating a single student might mean updating hundreds or thousands of rows. Splitting the data up into related tables like this is called normalization.
We can create a report like the spreadsheet by joining tables on their related IDs. It’s intuitive that the campus_id field in the colleges table maps to the ID field in the campus table. Joining them is fairly straightforward. We handle queries that are much more complicated than this simple example.
There are many other kinds of databases that structure their data differently depending on the use case. However, Oracle is the University-provided solution that holds all our Peoplesoft data. Retrieving that data is easier for us if we stay in that world. Besides, we don’t want to run and manage our own databases.
Wednesday, April 3, 2024
Update from Stacey
First, for those that celebrate, happy Twins Home Opener! I'll be at the game on Thursday afternoon and hopefully the predicted sunshine will appear.
As I've shared before, my eldest son is a freshman here at the University, and it's been a great experience for him thus far. It’s also been fun for me to see the University from a parent’s perspective. When it comes to the freshman experience, I often picture large lecture halls and potentially distant faculty. However, he is having the opposite experience; he has several classes with fewer than 20 students. He’s also shared with me how dedicated his professors are, even reaching out to him after a missed class to make sure he is okay (he is).
Making this big place operational requires zooming out and making processes that work for many students in an efficient way. But the student experience is also individualized, and when we’re able to make it personalized, it's incredibly effective. Thank you to all of you for making a difference for students, whether on a big scale or small, direct or indirectly.
As I've shared before, my eldest son is a freshman here at the University, and it's been a great experience for him thus far. It’s also been fun for me to see the University from a parent’s perspective. When it comes to the freshman experience, I often picture large lecture halls and potentially distant faculty. However, he is having the opposite experience; he has several classes with fewer than 20 students. He’s also shared with me how dedicated his professors are, even reaching out to him after a missed class to make sure he is okay (he is).
Making this big place operational requires zooming out and making processes that work for many students in an efficient way. But the student experience is also individualized, and when we’re able to make it personalized, it's incredibly effective. Thank you to all of you for making a difference for students, whether on a big scale or small, direct or indirectly.
Room scheduling software RFP
Academic Support Resources (ASR) and Office of Classroom Management (OCM) have an active Request for Proposals (RFP) for the University’s academic room scheduling system to ensure that the tools we use meet the evolving needs of the institution and comply with University policy. Astra is the University’s current academic room scheduling system vendor.
We’ve received vendor responses, conducted demos and usability with two finalists, and made reference calls to determine a fit with the University's needs. ASR is working with Purchasing, the Office of the General Counsel, and University Information Security to negotiate a contract with our top finalist. More information will be available when a contract is signed.
We’ve received vendor responses, conducted demos and usability with two finalists, and made reference calls to determine a fit with the University's needs. ASR is working with Purchasing, the Office of the General Counsel, and University Information Security to negotiate a contract with our top finalist. More information will be available when a contract is signed.
The Regents Tuition Benefit Program (formerly the Regents Scholarship policy) was updated on March 15, 2024 to improve access for employees using this benefit. The updates included a cross-functional team of ASR staff (Ralph Daby & Carolee Cohen), the Office of Human Resources, and the Tax Management Office to collaborate on the following changes:
- The policy was renamed the Regents Tuition Benefit Program. This is to clarify to University employees that this is an employee benefit, as opposed to a scholarship that requires an application or selection process.
- The policy language was simplified. Phrases such as “typically one class per semester” were removed from the form.
- The form was streamlined, requiring fewer approvals/signatures and a simpler process for the employee. One Stop will continue to process approved forms. However, forms will first be submitted to the Office of Human Resources for review and approval.
- The Tax Implications of Regents Tuition Benefit Program section of the policy was updated, providing clearer guidelines to employees submitting the Job-Related Graduate Course Exclusion Application.
Missing and Murdered Indigenous Women (MMIW)
Across the United States, there is a crisis of Missing and Murdered Indigenous Women (MMIW) where Indigenous women, girls, and Two-Spirit people in North America suffer disproportionately high rates of disappearance and homicide. The roots of this crisis are intertwined with colonization, forced assimilation, and the erosion of Indigenous sovereignty. This has led to increased systemic risk factors for experiencing violence and abuse among Indigenous women and girls, including poverty and lack of housing, involvement in the child welfare system and criminal justice system, being a victim of domestic violence, and sex trafficking.
According to the U.S. Bureau of Indian Affairs (BIA), Indigenous women face murder rates more than 10 times the national average in some communities. Indigenous women and girls are also disproportionately affected by violence, abduction, and disappearance. In Minnesota, as many as 54 Indigenous women and girls were reported missing in any given month from 2012 to 2020. Despite making up just 1% of the state's population, Indigenous people accounted for 8% of all murdered girls and women in Minnesota from 2010 to 2019.
There is an urgent need to address systemic issues and advocate for greater awareness and action to prevent further injustices. You can get involved in the following ways:
According to the U.S. Bureau of Indian Affairs (BIA), Indigenous women face murder rates more than 10 times the national average in some communities. Indigenous women and girls are also disproportionately affected by violence, abduction, and disappearance. In Minnesota, as many as 54 Indigenous women and girls were reported missing in any given month from 2012 to 2020. Despite making up just 1% of the state's population, Indigenous people accounted for 8% of all murdered girls and women in Minnesota from 2010 to 2019.
There is an urgent need to address systemic issues and advocate for greater awareness and action to prevent further injustices. You can get involved in the following ways:
- Acknowledge the Historical Context: Recognize the historical injustices and systemic oppression that have contributed to the crisis of MMIW. Learn more about the U’s land grant legacy and displacement of Dakota and Ojibwe tribes.
- Support Indigenous-Led Initiatives: Amplify Indigenous women's and communities' voices leading efforts to address MMIW.
- Organizations like the National Indigenous Women's Resource Center (NIWRC) and Native Hope elevate grassroots advocates' voices to combat violence against Indigenous women.
- Educate and Raise Awareness: Foster education and awareness.
- Read the Missing and Murdered Indigenous Women Task Force report to the Minnesota Legislature.
- May 5 is the National Day of Awareness for Missing and Murdered Native Women and Girls, which aims to raise awareness about the alarming rates of violence against Indigenous women and girls. It also is a day to honor and remember missing and murdered Indigenous women and girls.
- Read Unveiling the ongoing Tragedy of Missing and Murdered Indigenous Women (Law Journal for Social Justice)
- Take Action: Learn how to get involved through the Coalition to Stop Violence Against Native Women.
ASR Staff Engagement April 4 Survey
This week’s ASR Staff Engagement Survey asks about virtual meetings. Thank you for continuing to share your stories and experiences.
According to the last survey, respondents feel the most productive in the morning (74.1%). When asked about whether you usually have enough time and energy in a workday to complete everything you want to accomplish, about half say they do usually have enough time and energy but it depends on the time of the year (51.9%). In addition, when planning what to do first during a workday, most say that they start with the task that is most time sensitive (44.4%).
Finally we asked about your favorite flower, plant, or tree. Lilacs were mentioned most frequently, followed by orchids and willow trees. Thanks all for your continued participation! It is very much appreciated. Results from the last survey are available below.
March 21 survey results
When do you typically feel most productive in a workday?
According to the last survey, respondents feel the most productive in the morning (74.1%). When asked about whether you usually have enough time and energy in a workday to complete everything you want to accomplish, about half say they do usually have enough time and energy but it depends on the time of the year (51.9%). In addition, when planning what to do first during a workday, most say that they start with the task that is most time sensitive (44.4%).
Finally we asked about your favorite flower, plant, or tree. Lilacs were mentioned most frequently, followed by orchids and willow trees. Thanks all for your continued participation! It is very much appreciated. Results from the last survey are available below.
March 21 survey results
When do you typically feel most productive in a workday?
- In the morning (74.1%)
- Midday (14.8%)
- Mid-Afternoon (7.4%)
- Late Afternoon (3.7%)
- Yes, most of the time (29.6%)
- Yes, but it depends on the time of year (51.9%)
- Not usually (18.5%)
- Start with an “easier” task (14.8%)
- Start with the most time sensitive task (44.4%)
- Start with the task that is causing the most stress (11.1%)
- I’m not sure, it depends on the day (29.6%)
- Lilacs! I love when the bushes bloom in the spring.
- Willow Tree
- The MN native wildflower columbine
- Hibiscus
- Snapdragons!
Tony's tech terms: Full-stack developer
On the AppDev team, we sometimes refer to ourselves as full-stack developers. In short, that means we work with many parts of an application "stack." Larger teams often break responsibilities down by which part of the stack developers work on. We work on all parts of the application stack and share our expertise with each other. But what is included in our stack?
Let's start with programming languages. We’ve mentioned Ruby and JavaScript, but we have some other languages in our portfolio. For example, our WorkflowGen processes are written in a language called C#, and Drupal sites are written in a language called PHP. We also have to know HTML and how to use it in an accessible way. We also have to know Cascading Style Sheets (CSS) so our sites function properly and have University branding.
We have to work with technology for authentication (you are who you say you are) and authorization (you’re allowed to do what you’re trying to do). We have to understand how APIs work and how they are designed. We have to handle strategies to cache data to make our applications perform better.
We have to understand how to use Infrastructure as Code (IaC) to configure and manage our servers and containers in a repeatable, consistent way. We have to understand how to work with SSL certificates so communication to and from our applications is encrypted and secure. We have to understand how to use container technology.
We have to understand what tools are available to monitor our application portfolio, so we get alerted when things don’t go like they should. We have to understand all the features and ways of using git for source code control and code reviews.
We’ve also mentioned testing before. There are several kinds of tests we can write, including unit tests, integration tests, and end-to-end tests. We have to know when to use each of those kinds of tests, understand the best strategy for what to test, and sometimes, write tests in more than one language.
We have to understand how a relational database like Oracle works and how to optimize queries. We have to understand the features of an Oracle database so we can write queries using SQL to get data for our systems.
Each one of these things could be a tech topic of its own—and some will be! We use all of these skills to design our applications so they’re well-tested and stable. The systems we work on are often very complex. The number of skills the team has to have to support them reflects that. I’m grateful to be a part of such an amazing team.
Let's start with programming languages. We’ve mentioned Ruby and JavaScript, but we have some other languages in our portfolio. For example, our WorkflowGen processes are written in a language called C#, and Drupal sites are written in a language called PHP. We also have to know HTML and how to use it in an accessible way. We also have to know Cascading Style Sheets (CSS) so our sites function properly and have University branding.
We have to work with technology for authentication (you are who you say you are) and authorization (you’re allowed to do what you’re trying to do). We have to understand how APIs work and how they are designed. We have to handle strategies to cache data to make our applications perform better.
We have to understand how to use Infrastructure as Code (IaC) to configure and manage our servers and containers in a repeatable, consistent way. We have to understand how to work with SSL certificates so communication to and from our applications is encrypted and secure. We have to understand how to use container technology.
We have to understand what tools are available to monitor our application portfolio, so we get alerted when things don’t go like they should. We have to understand all the features and ways of using git for source code control and code reviews.
We’ve also mentioned testing before. There are several kinds of tests we can write, including unit tests, integration tests, and end-to-end tests. We have to know when to use each of those kinds of tests, understand the best strategy for what to test, and sometimes, write tests in more than one language.
We have to understand how a relational database like Oracle works and how to optimize queries. We have to understand the features of an Oracle database so we can write queries using SQL to get data for our systems.
Each one of these things could be a tech topic of its own—and some will be! We use all of these skills to design our applications so they’re well-tested and stable. The systems we work on are often very complex. The number of skills the team has to have to support them reflects that. I’m grateful to be a part of such an amazing team.
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