Update from Sue

All I can say is that ASR staff rock! We have students as our focus, and we continue to put them first. I realize a lot of our staff are working over the holiday weekend, and I have told others about this in all of my meetings, so they know we are more than swamped and continue to serve the students. I also realize we cannot keep up this pace much longer, and I still encourage you to take the 10 minute trip outside to get some fresh air.

I can also share with you that Provost Croson, while still learning, is very astute and already realizes the importance of the work we, ASR, do for the University system, and she is very appreciative. I am very impressed with her and enjoy working with her already. I will miss Provost Hanson as she was also a wonderful advocate. However, we are very lucky to have Provost Croson stepping into this position. Hang in there, it's going to be rocky.

Zoom updates

Password protection

Since Saturday, May 16, all newly created Zoom meetings and webinars will now be password-protected. Meetings or webinars created before May 16 will not be password-protected at this time. This change only impacts participants who join by telephone.

Participants who join by telephone will be required to enter a 6-digit password before entering a Zoom meeting or webinar. This password will be included in the auto-generated Zoom invitation. Participants who use Zoom's desktop client or web browser will not need to do anything differently because the password will be automatically embedded in the meeting link. Participants will only have to click the link to join the meeting as usual.

Zoom 5

An update to Zoom, Zoom 5, has been pushed out to all University devices, and includes important security updates. This update must be installed on your devices by May 30 for you to be able to continue to attend and host Zoom meetings. If you see this update when you open Zoom but haven’t installed it yet, please install it now.

Share screen settings

Additionally, a Zoom update went out last week that changed the Share Screen settings. The update defaulted so only the meeting host can share their screen. If you wish to change this so anyone in your meeting can share their screen, see updated instructions in our Virtual Meeting Resources guide.

Phishing scams

Be on the alert for phishing scams related to Zoom; there have been many cases recently of marketing companies and other groups sending messages under Zoom-like names (Zoominfo.com, Zoomprivacy.com). For more information, please visit the UIS blog post on Phishing and Zoom.

Update from Sue

One question on my mind, and perhaps many of yours, is what will fall term look like at the University? A “Sunrise Fall 2020” committee is meeting to look at scenarios for fall term that embody our University’s mission, values, and commitment to excellence.

Subcommittees will look at these specific issues:

• Events, engagement
• Facilities
• Classrooms, study space, libraries

ASR is helping with modeling many different scenarios for classrooms (social distancing, on-campus or alternative instruction, etc.) We are actively planning for a range of possibilities, including on-campus instruction, alternative instruction, or a combination of both—in addition to remaining open to other options depending on how public health conditions evolve.

The key here is preparedness so that we can move quickly once additional evidence and more certain facts allow for informed decisions. No decisions will be made for a while, and the University will need to be nimble.

Thank you to everyone in ASR that is supporting these efforts, and the many other important projects that continue to move forward.

TeamDynamix training available

Starting May 5, 2020 self-paced training for TeamDynamix (TDX) will be available. Licensed ServiceNow users have already been enrolled in the training, which is accessible on the TeamDynamix Technician Training course site.

You can work through the online activities in the Canvas course site at your own pace. The training will cover how to log in, practice common tasks, and how to use core and common processes for Incident, Major Incident, Problem, Knowledge, Request, and Asset.

If you would like in-person support while you complete the training, a live online consultation appointment with a trainer is available. More details are on the TDX training course site home page.

TDX transition: Communications Team requests

Since we are transitioning from ServiceNow to TDX, there will be a slight change in how the ASR Comm Team handles tickets regarding any requests. While the Comm Team is maintaining a presence in TDX to accept tickets from other groups, they will also be transitioning to Google Groups for the intake of most requests. The goals of this change are to streamline the flow of work for the team and better facilitate communication between you and the team.

The process for emailing asrcomm@umn.edu will remain the same. However, instead of receiving an automatic ticket number, you will receive a generic automatic response with follow up directly from a team member. If you have any questions or concerns about this change, please contact Carin Anderson-Thoms (ande8670@umn.edu).

Diplomas and transcripts for end of term

The Office of the Registrar is continuing to produce digital diplomas on their weekly production schedule, but paper diploma production has been delayed due to the State of Minnesota stay at home order.

The Office of the Registrar will resume paper diploma production starting the week of May 4, which will capture the backlog of paper and duplicate diplomas for degrees awarded from March 23 through April 28. Diplomas will continue to be ordered on a weekly schedule, and students can expect to receive them within 2-3 weeks of their degree being posted. Duplicate diploma ordering will be available in Parchment starting on May 15.

The Office of the Registrar will also resume paper transcript processing, and this option will be available in Parchment starting May 15.

Update from Sue

Thank you to everyone who supported the PeopleTools 8.57 upgrade this past weekend! We continue to do great work across ASR, from upgrades to regular operations to special projects related to COVID-19. I appreciate your efforts, and I hope you are staying well.

At the ASR all staff assembly this morning, we heard about the signs of stress and mental health challenges. We also learned about the many resources available if you or those around you are in distress. I encourage you to read the article below with more details, take care of yourselves, and take advantage of any resources that would be helpful.

Vice Provost McMaster mentioned the great work all of his staff in OUE are doing during this time and appreciates everyone’s efforts. He realizes there are many unknowns and staff are working very hard to keep the University operational. He says, “thank you.”

Thank you again for your work. I look forward to when we are able to safely return to campus and see each other regularly.