Using non-UMN email to communicate with students

Work is currently underway to improve the guidance and streamline the process for how staff should communicate with students via email, including how and when a non-umn.edu email address can be used. If you communicate with students, please review the first draft of the guidance. Please complete the feedback form linked at the bottom of the guidance document if you have suggestions, questions, or circumstances to share that would be helpful. If you have a specific case that requires a response, please email ferpa@umn.edu.

ASR/OUE E-forms & Workflow Services: New help email

Over the next several months, ASR E-forms & Workflow Services will be transitioning to a new help email: asr-eforms-help@umn.edu. This will replace asrprojectsupport@umn.edu as the contact for the team. We’ll be updating Jadu forms and documentation and ask that you update your documentation as well. The old email will remain active and continue opening tickets throughout the next 8-9 months until everything is updated and folks get used to the new contact method. Those who email the old address will receive an automated message reminding them of the transition and to update their contact records.

Sender email change in Salesforce Marketing Cloud (SFMC)

The University is updating its best practices for sending mass emails from Salesforce Marketing Cloud (SFMC). Beginning in February, sender/from email addresses will now include “ecommunications2.umn.edu.” This is to better align with changes that Google and Yahoo are making to enhance SPAM restrictions. Emails from departments, units, and individuals that include “ecommunications2.umn.edu” are legitimate. However, if you suspect an email is a scam or has been faked, report it to the Office of Information Technology.

The ASR UX & Content Strategy team is working on updates for the sender profiles that ASR uses in SFMC. However, these new settings will not allow auto-reply emails to trigger because of how they are being processed by SFMC. If you manage an inbox/email address that relies on auto-replies, and you use that email address when working with the ASR UX & Content Strategy team, let them know at asrux@umn.edu. They can work on updates to make sure your recipients still receive the information they need.

Project & Work Facilitation team email decommission

Due to the reorganization and transitioning of Ryan Ceresnak to ASR Operations & Strategic Initiatives and Kristy Davis to OIT, we will be decommissioning the email used by the former ASR-IT Project & Work Facilitation team: pwf-team@umn.edu. This email was used primarily by ASR staff, and some campus partners, to primarily contact Kristy and Ryan.

We have removed all references to this email from the ASR website, intranet, and other commonly-used resources. Google resource access connected to pwf-team@umn.edu has also been removed from all items possible. There are some older documents that might still reference this email, and we will continue to update as the need arises.

Please update any internal documentation or contact lists you have to Ryan’s direct email at rceresna@umn.edu or open a ticket by emailing asrprojectsupport@umn.edu. Also, please remove any Google resource (Docs, Sheets, Groups, etc.) access if found. OIT will be turning off this account the week of July 3rd.

ARF email improvements

Earlier this morning (Oct. 6), a change went into effect  for emails sent to ARF access request approvers. The changes are a result of multiple improvement requests and usability testing. Approvers will notice changes to subject lines and the text of the email that are intended to provide more details on the request and clearer instructions for next steps. The goal of these changes is to facilitate faster approval response times to ensure requests are fulfilled in a timely manner.