Update from Stacey

August is a busy month, and each year I wonder if it is busier than the last. It’s the time of final summer vacations, getting ready for the start of term, parents preparing to send their children to school, and let’s not forget the Minnesota State Fair. I’m looking forward to the Blue Barn and volunteering with the University Extension Master Gardener booth.

This fall, our students will experience new things, including the Course Works program from the bookstore—a huge thank you to the ASR staff who have supported this effort and will answer students’ questions. We have launched new financial aid programs this year. I want to give another huge shout out to the staff who have gotten us through FAFSA simplification and implemented the Northstar Promise program, among many other things. Our classrooms are being prepared for the fall as well. Check out the Office of Classroom Management’s unit updates below and their initiatives and projects page to learn more. It takes a lot of different types of work to be ready for the fall, and I thank you for your many, many roles in making it happen!

Upcoming project request deadlines

Now that Quarter 1 (Q1 FY2025, Aug-Oct) is officially underway, we will begin reviewing project requests for Q2 FY2025 (Nov-Jan) and beyond. Please submit project requests as early as possible to allow time for review. Full details of the project request process and additional resources, including the Complete ASR Planning Calendar, are available on the ASR Staff Site.

Upcoming dates and deadlines for Q2 FY2025:

• Project request deadline: September 5, 2024
• Project prioritization meeting: October 10, 2024
• Start of Q2 FY2025 quarterly planning period: November 4, 2024

If you have any questions, or if you’re unsure if something is a project, please reach out to osi-projects@umn.edu as you go through the request process.

Start of term snacks

We will have snacks available in 225 Bruininks Hall and 130 and 160 Williamson Hall to celebrate the start of term on Tuesday, September 3! Make sure to stop by and grab a snack (or two, or three).

Snack locations:

• Bruininks: break room in 225
• 130 Williamson: break room closest to the vault
• 160 Williamson: break room

Digital accessibility

Fall semester is about to begin, and with it, a host of training and content to support students and staff in their transition back to academic life. One of ASR’s DEI vision statements includes creating more accessible collaboration tools and spaces. Sometimes, we may only consider accessibility in terms of physical space, but digital accessibility matters too, especially as remote work and online communication becomes more common.

Recently, the University of Minnesota established a cross-unit, virtual Office of Digital Accessibility (ODA) to create a more accessible digital landscape. The ODA defines digital accessibility as “the practice of designing, creating, and sharing digital content so it can be used by everyone–including people with disabilities–in an equitable manner.” Even if you don’t work directly in a user experience role, there are many ways you can incorporate accessibility into the online platforms you use, such as email or shared Google workspaces. A great way to get started is to review these 7 core skills to make your digital content more accessible.

Want to get involved with ODA or learn more?

• Join the Accessibility Ambassadors Google group
• Request ODA Services for training or consultation
• Check out past events and recordings from the ODA
• Learn about trauma-informed design

Mental Wellness in the Workplace

This week, we continue to share the results from our May 2024 staff engagement surveys. If you haven’t already, please take our three-question survey.

What do you do when you realize you are burned out or approaching burnout?

It is encouraging to see that a large percentage recognize they need to take a break and act on it. We received some great suggestions for other topics they'd like resources on:

• Resources for working with colleagues with mental illnesses such as PTSD or depression.
• Resources for working with colleagues who are exhibiting signs of stress and burnout.

Each survey had several comments from colleagues that we want to acknowledge, including stress and burnout related to work and compensation issues and family-related stress. We would like to express our support for all of our colleagues who have too much to do, pay that is not adequate, and/or family or other non-work-related stress. We hear you, and while some of the topics brought up are out of scope for our workgroup, they are not out of concern for us. We will keep these things in mind as we look at University resources to share, and as we talk with supervisors in September.

What's next?

Over the next few months, the Mental Wellness workgroup is going to be talking to supervisors about survey results, sharing University resources we think will be helpful, and asking you questions to help keep us on track.

Take advantage of the Regents Tuition Benefit Program

Are you thinking about enrolling in a course this fall? There’s still time to take advantage of the Regents Tuition Benefit Program.

The Regents Tuition Benefit Program covers 100% of the tuition cost for eligible employees admitted to a degree-seeking program for their first baccalaureate degree, and 75% of the tuition cost for all other eligible employees enrolled in covered courses.

Employees interested in applying for the Regents Tuition Benefit Program should take the following steps:

• Look for eligible courses in Schedule Builder and enroll. You may need professor approval for graduate-level courses.
• Email your completed and signed Request for Regents Tuition Benefit Program form to ohr@umn.edu prior to the first day of term. Your supervisor will need to provide signed approval if the course takes place during the workday.
• Look for a confirmation email from One Stop Student Services.
• Make sure to pay your bill (located in the My Finances tab in MyU) before the first billing cycle to avoid late fees.

Chrome River reminders

Following the recent policy changes, please keep the following in mind when filling out your next Chrome River expense report:

• Whether TCard or out-of-pocket, all expenses must be submitted within 60 days, otherwise they may become taxable.
• Non-Travel Out-of-Pocket: 60 days from original purchase date
• Travel Out-of-Pocket: 60 days from end of travel status
• Travel Card (TCard): 60 days from original purchase date
• When entering out-of-pocket expenses, the transaction date must reflect the purchase date as outlined on the receipt, not the date of the expense report.
• The justification must address why the expense was necessary and how it benefits the department/University.

ASR Staff Engagement August 22 Survey

With less than two weeks until the start of the term, this week’s ASR Engagement Survey asks how staff are doing as we head into the fall semester. Thank you for continuing to share your stories and experiences.

According to the last survey, most are planning to attend the State Fair this year (54.5%). When asked about your preferred time and day to attend the State Fair, most say on a weekday morning (54.5%) followed by a weekday afternoon/evening (30.3%).

Finally, we asked about your favorite foods or drinks at the State Fair. A wide array of food was submitted, but cheese curds and deep-fried pickles were mentioned the most! Thanks all for your continued participation! It is very much appreciated. The results from the last survey are available below.

August 8 survey results

Are you going to the State Fair this year?

• Yes (54.5%)
• No (21.2%)
• I’m not sure (24.2%)

In your opinion, when is the best time to go to the State Fair?

• Weekday morning (54.5%)
• Weekday afternoon/evening (30.3%)
• Never! (15.2%)

If you have attended the State Fair before, what was one of your favorite State Fair foods or drinks?

• Deep fried olives, french fries, and chocolate malt from the Moo Booth outside the cattle barn
• Deep fried pickles and a michelada!
• Fried green tomatoes and fresh cut french fries
• Nitro Ice Cream
• Martha's Cookie bucket and unlimited milk
• Chocolate covered bacon (Big Fat Bacon)
• Apple cider freeze pop from the Ag building, and a milkshake from the UMN Gopher Dairy Bar at the Cattle Barn
• Crepes from the French Creperie stand the test of time.

Tony Tech Terms: Caching

Caching is a process that temporarily stores frequently accessed data to make retrieval faster and more efficient. Instead of fetching information from the original, often slower source each time a user or system requests it, the system can quickly access the data from the cache. This speeds up data delivery, improving performance and responsiveness across applications.

There are several ways to implement caching. In our systems, we use Oracle to cache data in the form of "materialized views" that refresh on a schedule. We also cache data as JSON-formatted text, which is effective for slower, once-per-day operations, like pulling data from Ad Astra for roomsearch.umn.edu. Sometimes, the browser caches information in a "session," while other times, the server temporarily stores data in memory.

Caching does have trade-offs. If the cache isn’t updated properly, we may encounter stale data, and, as you’re likely aware, clearing your browser cache is sometimes necessary. Despite these drawbacks, caching is usually well worth the benefits it provides in enhancing performance.

Update from Stacey

I’m writing today from Morris, where the campus registrars are gathering to discuss technology planning, processes, and policies. I alway appreciate the opportunity to see our campuses, get a tour, and refresh relationships in person. 

Since I’m traveling, I will keep this short and say thank you for all of the work you are doing leading up to the start of fall term. Thank you!

Upcoming project request deadlines

Now that Quarter 1 (Q1 FY2025, Aug-Oct) is officially underway, we will begin reviewing project requests for Q2 FY2025 (Nov-Jan) and beyond. Please submit project requests as early as possible to allow time for review. Full details of the project request process and additional resources, including the Complete ASR Planning Calendar, are available on the ASR Staff Site.

Upcoming dates and deadlines for Q2 FY2025:

• Project request deadline: Sep 5, 2024
• Project prioritization meeting: Oct 10, 2024
• Start of Q2 FY2025 quarterly planning period: Nov 4, 2024

If you have any questions, or if you’re unsure if something is a project, please reach out to osi-projects@umn.edu as you go through the request process.

Policy Change: Using a University Corporate Card

The University has made a significant policy change regarding the use of Procurement Cards (PCard) and Travel Cards (TCard). The new Using a University Corporate Card policy replaced two policies to help provide consistent handling requirements between card types. Other major changes to the policy include:

• PCard and TCard transactions must be reconciled and submitted for approval within 60 days of the original transaction date.
• Transactions submitted after 60 days may become taxable to the cardholder or be required to be repaid. Do not wait to submit your transactions.
• Cardholders leaving the University must reconcile all pending expenses prior to their last day of employment. Any incomplete transactions may be invoiced to the cardholder for repayment or be treated as taxable income.
• The per transaction limit is being increased from $2,500 to $5,000. Purchases above the new threshold should be discussed with ASRCentral@umn.edu.
• How to use a TCard to make hospitality purchases is more clear in the policy.

The corporate cards are available as a convenience, but not necessarily as a primary means of making purchases. If you are not sure how best to proceed with a particular purchase, please contact ASRCentral@umn.edu.

Negative impacts of tourism

Tourism is one of the world’s largest and fastest growing industries, with the travel and tourism industry set to reach an all-time high of $11.1 trillion in 2024. However, for the locals who live in popular tourist destinations, the tourist industry dictates their lives, often for the worse. It strains local resources, raises the costs of living and housing, contributes to the destruction of natural landscapes, causes cultural erosion, and perpetuates systems of inequality.

The tourist industry might rake in revenue, but for places such as Hawaii, it is the local elite and transnational corporations who benefit and not the natives. Kyle Kajihiro, a lecturer at the University of Hawaii at Mānoa, says “tourism normalizes and conceals the current dystopian reality experienced by many Kānaka Maoli and the poor immigrant communities in Hawaii.” To house tourists, the islands are forced to build infrastructure, which damages the natural landscape and pushes locals out of the housing market. This has caused many native Hawaiians to leave, further deteriorating their language and traditions, which is shared across many cultures commodified under tourism.

As a tourist, you can help minimize the impacts of global tourism by supporting local attractions that emphasize cultural and environmental responsibility. Debbie Misajon, the creator of the Coconut Traveler, says, “It might be trite, but spend your money locally.” Other activists argue that native Hawaiians should determine how their culture is shared and consumed. Kajihiro says, tourists should “rethink travel as entering someone else’s home,” and “as a visitor, you have the burden to learn, act responsibly, not be a burden and respect your hosts.”

Want to learn more?

• Read Jamaica Kincaid’s A Small Place
• Read Detours: A Decolonial Guide to Hawai'i
• Listen to “Scholars Work On Anti-Colonial Travel Guidebook To Hawaii”

Mental Wellness in the Workplace

Thank you to everyone who took our May 2024 staff engagement survey! We received great feedback, which has provided direction for our work. We’ve created another Mental Wellness in the Workplace survey, and we’d love your input. You can view the results from the staff engagement survey below.

What resources can the Mental Wellness workgroup provide regarding balancing workload, stress, and burnout?

What advice would you give a new hire regarding workload management?

• Work one thing at a time to maintain balance
• Set, manage, and communicate expectations with yourself, your team, and your supervisor/staff
• Be strategic with your calendar and use of “focus time”
• Communicate with your team/supervisor/staff/etc when you need help with workload or resetting priorities

Additional tips from the survey are available below. You can also find past tips using the #mentalwellness tag.

Great tips!

• Don't take on more work until you fully understand the work in front of you.
• You can only do so much in a day. Tomorrow is another day.
• Know what to expect. Be prepared.
• Use "focus time" on the calendar to do "deep thought" work.
• Boundaries are wonderful things!
• Work within your work hours and not past them.
• Nothing is life or death, so don't stress yourself out!

One thing at a time

• Take one thing at a time and lean on others if you need any help.
• Do one thing at a time. It will always be there tomorrow. Work/Life balance!!!
• Understand that not all of your work needs to be addressed at once! Keep your head down and work on one thing at a time.

Open up and ask for help

• Ask for help when you need it. Everyone is willing to help!
• When you feel overwhelmed, ask for help.
• Ask questions!!! Stand up for yourself!
• Communicate! If you're feeling overwhelmed or need assistance with prioritization, etc. There are resources available to help you manage your workload.
• If it's too much, say so!

Talk to your supervisor:

• To prioritize your work and discuss your workload.
• If your plate is full, ask, "I have too much, what should I prioritize?" Protect yourself.
• For help with prioritizing work and/or getting help from others.
• Openly talk about workload. Be frank and honest.
• So expectations are clear, communicate regularly with your supervisor about workload and when you're approaching a place of feeling overwhelmed.
• Keep an open and ongoing dialogue going.

Talk to your team:

• If you are a part of a team or working with others who are performing similar functions, establish a regular cadence of checking in or having "stand ups" to discuss workload across the team to balance the load where possible.

Turn to your supervisor AND your team!

• Develop a close relationship with your manager and team and keep lines of communication wide open. Be transparent with how you are feeling and what you like and what you don't enjoy about your work.
• Confirm priorities with your direct supervisor first. Then lean on other members of your unit/other ASR staff for tips and tricks.

ASR Staff Engagement August 8 Survey

This week’s ASR Engagement Survey focuses on the Minnesota State Fair, which is now only two weeks away! Thank you for continuing to share your stories and experiences.

According to the last survey, most would prefer a picnic by a river (50%) over a picnic in the mountains (29.2%) or on the beach (20.8%). Excluding the staff picnic, most say that they have not gone on a picnic in 3 or more years (50%).

Finally, we asked about your favorite foods or drinks to have at a picnic. Charcuterie boards were mentioned the most frequently, followed by sandwiches and sliced fruit. Thanks all for your continued participation! It is very much appreciated. Results from the last survey are available below.

July 25 survey results

Would you prefer a picnic on the beach, by a river, or in the mountains?

• By a river (50%)
• In the mountains (29.2%)
• On the beach (20.8%)

Excluding the staff picnic, when was the last time you went on a picnic?

• Earlier this year (20.8%)
• Last year (29.2%)
• 3 or more years ago (50%)

What are your favorite foods or drinks to have at a picnic?

• Bread, cheese, and wine. I'm into the classics.
• Charcuterie board items - meat, cheese, crackers, etc.
• Breakfast picnic with cinnamon rolls, oranges, bacon, and coffee from the thermos
• Chips and subs
• Turkey sandwich with chips and dip
• Potato salad! Fresh fruits and veggies

Tony’s Tech Terms: API

API stands for "Application Programming Interface," which is a bridge that allows different software applications to communicate and share information. APIs often use a format called JSON (JavaScript Object Notation) to transfer data, making it easy for different systems to understand and use the shared information.

We support several APIs, such as Terms, Sessions, SDP, Courses, Course Fees, and Academic Calendar. Additionally, we consume data from other APIs. For instance, room scheduling data for our roomsearch.umn.edu site is provided by Ad Astra’s API.

APIs can also use XML (Extensible Markup Language) to structure data. For example, we use XML to request APASs or send TFMS data to Peoplesoft. By transferring data as encoded text following the rules of JSON or XML, APIs help us communicate with systems that may be running different software than we’re using.