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Thursday, August 17, 2017

Welcome new ASR Training Update recipients

Our newsletter recipient list has expanded to include everyone with PeopleSoft Campus Solutions access.

The ASR Training Update is a monthly newsletter of assorted Student Records Training & Support Team initiatives, general updates, tips & tricks, and other matters that may interest you.

Recipients can expect to receive this newsletter the third week of each month. News and events will be posted to the blog on a rolling basis, so make sure to check back occasionally for the most up-to-date information. All previous newsletter information will remain on the blog page, so it is easy to go back and find what you are looking for.

Anyone not receiving this newsletter but who wishes to may add themselves to the ASR Training Update Google group.

Preparing for the Campus Solutions 9.2 Technical Upgrade Go-Live

The first phase of the PeopleSoft Campus Solutions 9.2 Upgrade is the technical upgrade of Campus Solutions from version 9.0 to version 9.2. In order to complete this phase, Campus Solutions will be unavailable for approximately 30 hours over the September 23 weekend. During this time, students, faculty, and staff will not have access to functions such as registration, student account payments, and grading. Human Resources and Financials systems and Moodle will have regular availability.

While this timeframe was selected to minimize impacts to the University community, we would like to hear from you if there are activities that will be negatively affected by this downtime. Please contact project manager Carrie Otto (zast0020@umn.edu) with details.

System changes as a result of this technical upgrade are minimal and restricted to look and feel. Preview these changes.

Auto-enroll ending reminders

The auto-enroll from waitlist process is run daily through the first day of classes. The list run of this process for the Twin Cities campus fall 2017 regular session will be late in the evening of September 5. Staff from other system campuses may check with their Office of the Registrar to confirm auto-enroll end dates for their campus.

Following the last run, those classes which still have wait lists will typically have an Enrollment Status of “Closed”. A common question is, how do you fill any seats that may subsequently open due to enrolled students dropping the class? You have two options to consider.

Option 1:
Give students a permission number to override a closed class using the Closed Class checkbox on the Class Permissions page. This option allows you to give priority to wait-listed students, when appropriate. To assist in determining which students to provide permission, the waitlist will be available for your reference until the end of drop/add period.



Option 2:
On the Enrollment Control tab, uncheck the Auto Enroll from Wait List checkbox, which changes the Enrollment Status to “Open” and allows any student to register for the remaining seat(s). This option will bypass any students remaining on the waitlist.


Each department can decide which option is best for their situation.

Setting end dates for reserve capacities

CCS schedulers should remember to set an end date for reserve capacity requirement groups for fall 2017. The end date should be set to the Friday before the start of the term or earlier. Review the guidelines for reserved seats »

If reserved seats have not been previously released by departments, ASR will release all reserved seats on the Friday before the first day of class each semester (September 1, 2017 for fall 2017 semester).

Check fall term instructor assignments

CCS schedulers should please verify complete and correct instructor information is entered into CCS for fall (1179). This includes accurate role and grading access types. As reminders:
  • Enter graduate assistants with a role of “TA” 
  • Do not grant undergraduate students either Approve or Grade access
Having complete and correct instructor information will ensure that instructors are able to access their online class rosters and, later, their grade rosters at the end of the term. It also assists students to have accurate instructor information as they begin their fall classes.

Graduate Student Services and Progress (GSSP) content transition to One Stop

On August 24, 2017, Graduate Student Services and Progress (GSSP) content will be moved from the Graduate School website to the One Stop Student Services website. Users looking for GSSP content on the Graduate School website will automatically be redirected to One Stop during the transitionary period. Faculty and staff content will remain on the Graduate School’s website, and only Twin Cities websites will be affected.

GSSP content will appear under the Academics tab on One Stop in the following pages:
  • Degree completion steps
  • Examination committees
  • Doctoral oral exam scheduling 
  • Thesis/dissertation submission and formatting
  • Contact GSSP
GSSP forms will be housed on the One Stop forms page. Application for degree and other information related to graduation will be updated on the ‘apply to graduate’ and ‘checklist for grad students’ pages that already exist on One Stop.

The goal of this content transition is to better serve students by housing content in one place and making navigation easier. Integrating GSSP with One Stop also better aligns with GSSP’s organizational structure.

Please communicate this change with students, staff, and faculty who may not be aware. Contact Chris Abts at cjabts@umn.edu with any GSSP questions. Thank you.

Study space finder

Study Space Finder has launched for students that includes images, building features, and locations. Students can find computer labs, coffee shops, and study spaces for individuals and groups via the map markers on East Bank, West Bank, and St. Paul campuses. The Study Space Finder will be housed at studyspace.umn.edu and will also appear as a link on sites with study space content.

This is a joint project between the Office of Classroom Management (OCM), University Libraries, Student Unions, Office of Information Technology (OIT), AHC Classroom Services, and University Services. Technical fixes are still in progress, but issues should be resolved shortly. Please share with students and contact studyspacefeedback@umn.edu with any questions.

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Academic calendar changes

Beginning with the 2018-19 academic calendar, the spring term will change from having 74 instructional days to having 70 instructional days. This change means that fall and spring semesters will have the same length going forward, and there is room for an additional study day for students in the spring term.

The full calendars for 2018-22 can be viewed on the University Senate page

Spring 2019
January 21 (Monday)
MLK holiday
January 22 (Tuesday)
Classes begin
March 18-22 (Monday through Friday)
Spring break
May 6 (Monday)
Last day of instruction
May 7, 8, and 12 (Tuesday, Wednesday, and Sunday)
Study days
May 9-11 and 13-15 (Thurs.-Sat. and Mon.-Wed.)
Final examinations
May 15 (Wednesday)
End of term

Note that spring term will continue to start on the Tuesday after the MLK holiday, the second half of the term will still begin the Monday after spring break, and there will be no finals on the Sunday of finals week.

Because some classes may have 1 to 2 fewer meeting dates (depending on meeting pattern), syllabi may need to be reviewed. Please communicate these changes to those within your departments so that they are able to prepare accordingly.

Thursday, June 15, 2017

ECAS updates went into place 5/21

Several fixes went into ECAS on 5/21/2017 to enable the system to run smoother:

  • The autosave feature is redesigned and runs at a faster speed. Users may notice a small change in how errors appear and may see error messages displayed twice because of an extra level of validation now in place.
  • Error messages include more detail so that users better understand what is wrong, along with codes which will help analysts diagnose problems faster.
  • Liberal Education (LE) requirements and Community Engaged Learning attributes that were not displaying correctly have been restored.


Change to cancelled notation on transcript

Student transcripts no longer display the "Cancelled" text for terms fall 1999 and after. Previously, this text displayed for students that dropped all classes prior to the term start date.

Reminder on removing access for individuals who leave employment

Supervisors or key contacts are expected to submit the Change of Employment Status form to OIT Provisioning and Requests (PAR) whenever an employee in their unit experiences a change in employment status that would affect their access. This includes:


  • Termination of employment
  • Retirement
  • Death
  • Transferring to a new department
  • Changes in job duties making certain access unnecessary
  • Leave of Absence


The Change of Employment Status form is available on the OIT Data Provisioning web page.

Effective Dates in Student Program/Plan: always use the first day of the term

When adding a Plan Change (PLNC) row or Data Change (DATA) row in Student Program/Plan, always use the first day of the term.

Why does it matter?

  • Your effective date tells PeopleSoft which term to make your change.  
  • Registration, financial aid, and the National Student Clearinghouse rely on accurate dates.
  • It helps other people read the page more readily.


Tip: you can find the first day of the term dates by using the look-up button next to the Admit Term field. (Just click the “x” to close the box when you are finished looking.)

 

Remember, always use the first day of the term!

6 things class schedulers should know about instructor assignment in CCS

  1.  Approve access is required to enter and submit grades.
  2. Grade access allows you to enter grades, but not submit them.
  3. Multiple component classes need an instructor assigned to each component. 
  4. Your primary instructor on a non-graded Lecture section cannot enter grades unless they are also the instructor for the Lab and/or Discussion sections.
  5. The Print checkbox determines if an instructor (or proxy) is listed on the Class Search.
  6. The Classes Missing Instructor Information query will find classes with enrollment but without instructors. This is located in the Reporting Center.

Thursday, May 18, 2017

Improvement to CCS session code lookup

Session beginning and end dates are now displayed in Collaborative Class Scheduling (CCS) by using the session lookup button (magnifying glass icon). This makes it easier for CCS users to choose the correct session to schedule the class into.

Improvement to Academic Plan lookup on Student Program/Plan

Users who update the Student Program/Plan page in PeopleSoft can now search for Academic Plan codes by description (i.e., title of the major, minor, or certificate plan) from the Student Program/Plan page. On the Student Plan tab, click on the lookup button (magnifying glass icon) next to the Academic Plan code field and use the Description field to search.

Keep in mind that this search is case sensitive and that capital letters are used in plan titles. For example, you may search “Spanish” to return a list of all plans that begin with that word. However, searching lowercase “spanish” may not return results.

NR grades posted for spring 2017

Yesterday, May 17, 2017, was the deadline to submit grades for the spring 2017 regular academic session and second half term.

A symbol of NR (Not Reported) has been added to the grade roster and student’s record for any grade due but not entered. Missing grades can negatively affect students’ academic standing, financial aid, scholarship, job, or continued education opportunities. To change the NR to a final grade, instructors and proxies responsible for grades entry should follow the instructions on the How to Change a Grade PDF. Now that the grading deadline has passed, grades cannot be uploaded from a spreadsheet or from Moodle.

For more information or questions, please refer to the Grade changes FAQ or contact srhelp@umn.edu.

Quick Tip: How to open multiple PeopleSoft windows

Did you know that you can look at multiple PeopleSoft windows at the same time? Just click on the “New Window” link that appears in the upper right corner of most PeopleSoft pages.

How to cancel a class section in CCS

Collaborative Class Scheduling (CCS) users who need to cancel a class do so following the path: Curriculum Management > Schedule of Classes > Collaborative Class Sch (CCS) > UM CCS Maintain Sched of Class. Then, on The Enrollment Control Tab, select the Class Status “Canceled,” and Save. Keep in mind that the rest of the process depends on the timing of CCS.

During CCS Open Initial Build, schedulers cancel class sections that will not be offered. OCM Scheduling will delete canceled classes the next day.

During CCS Open Emergent Changes, schedulers cancel classes that will not be offered. OCM Scheduling will delete canceled classes upon request.

Once students register for a class, OCM Scheduling will cancel the class by request, dropping any students enrolled. Schedulers, please contact the students first.

Note: Please do not change the Class Type to Non-Enroll or use the Class Status of Stop Further Enrollment, as these will cause you scheduling problems in future terms.

Thursday, April 20, 2017

Waitlist gotcha

Occasionally, students who are enrolled in one section of a lab or discussion place themselves on the waitlist for a different, preferred lab or discussion, which auto-enrolls into the same lecture section they are already registered for.

Due to system limitations, students who waitlist for an additional section which shares a component can never be auto-enrolled off of the waitlist. This is confusing for the students, because they wonder why they are not moved from the waitlist into the class, even if they are at the top of the list.

To proactively assist students that may be affected by this, schedulers may use the UM Manage Waitlist page’s “Other Sections” tab and the “Also Enrolled in Other Sections” column to identify students already registered for another section of the lab or discussion and advise them accordingly.

Auto-enroll from waitlist reminders

Fall 2017 auto enroll from waitlist begins April 26, 2017 for the Twin Cities campus. Staff or instructors who wish to reorder students’ positions on a waitlist should do so prior to this date.

For a class to be picked up by the auto-enroll process, a Wait List Capacity must be entered and the Auto Enroll from Wait List box (on UM CCS Maintain Schedule of Classes, basic data tab) must be checked for all sections of the class, including the non-enrollment sections. (See screenshot.) If this box is not checked, students on the waitlist will not be auto-enrolled, even if seats open up in the class.

ECAS technical issues

ASR is working closely with OIT to identify and resolve ECAS issues. Currently, we have identified specific issues with the View page.

There have also been reported problems related to starting, saving, submitting, and approving proposals, but these occur intermittently and do not impact all users. Further analysis is underway to identify and resolve the issues. Many of the issues seem to be occurring in the afternoon.

Course proposals are generally moving through ECAS, but some may experience delays. Please contact ASR Training & Support at srhelp@umn.edu if you have any questions or concerns.

PeopleSoft Campus Solutions upgrade underway

The effort to upgrade PeopleSoft Campus Solutions from version 9.0 to 9.2 started the first week in April. This project is on a much smaller scale than "The Upgrade"/ESUP that was completed in 2015. The upgrade to 9.2 will go through June 2018 and will be completed in two phases.

The first phase, the technical upgrade, is an upgrade of the technical platform from version 9.0 to 9.2. This is being done to maintain vendor support for security and regulations as well as to allow for the adoption of future vendor-released functionality. This will be completed September 24, 2017. Students, faculty, and staff will notice little to no changes as a result of this technical upgrade.

The second phase, the functional upgrade, will be dedicated to implementing process improvements and utilizing available delivered tools over several months. During this phase, functionality will be released on a monthly basis rather than one, final launch date. The project will conclude in June 2018.

Training and communication plans on the functional upgrade will be dependent on what functionality is selected to be implemented. This will be determined in the next month or so. You can learn more about the upgrade on the project website.

Get instant help using the UPK

Have you tried the Help link in PeopleSoft to access the User Productivity Kit (UPK)? The UPK is a help feature which allows you to see, try, and print instructions for U of M-specific business processes at your workstation by clicking the “Help” link in PeopleSoft. In a survey, 96% of our users who tried the UPK reported finding it very helpful. Check out our UPK guide to get started.

Thursday, March 16, 2017

MyU and PeopleSoft outage

On Saturday and Sunday, April 1-2, an upgrade to the PeopleSoft development platform, PeopleTools, will occur. While the upgrade work is underway, MyU and PeopleSoft applications will be unavailable. 

Specific impacts to note:
  • PeopleSoft (and dependent applications)
  • APAS
  • Grad Planner
  • MyU (and dependent applications)
Aside from downtime during the weekend, no significant impact for end users is expected. No action is required as a result of this upgrade. Access to Moodle courses and University email will not be affected.

The upgrade ensures that our PeopleSoft systems remain stable and secure, and we retain vendor support. We encourage you to mark your calendars for the upgrade weekend so that you can plan around the service outage accordingly. During the weekend of April 1-2, updates will be available on the University’s Service Status page.

Registration times available

Depending on your campus, registration for summer 2017 and fall 2017 is underway or beginning soon. Students can find their specific registration time by logging into MyU and selecting the Academics tab, then the Registration sub-tab. Twin Cities students will see their registration times there starting March 24. The registration appointment time table is also available on the One Stop website.

Update classes before registration begins

Collaborative Class Scheduling (CCS) users should make sure classes offered for summer 2017 and fall 2017 have correct dates/times, grade basis, and credit values entered prior to registration beginning.

On the Twin Cities’ campus, registration for summer begins April 11. CCS is currently open for summer 2017 and available for schedulers to make updates. Registration for fall begins April 13. CCS will reopen for emergent changes on April 1. Other system campus staff may check with their Registrar’s office for details.

What we do and when to contact ASR Training & Support

The ASR Training and Support team supports staff and faculty, specifically users of student record systems at the University of Minnesota. Our team conducts training for University staff (both online and in person), creates UPK topics and other documentation for users, and provides support to the users of the systems on which we provide training. We are here to support staff and faculty who use:
  • PeopleSoft Campus Solutions
  • Collaborative Class Scheduling (CCS)
  • Grades and Faculty Center
  • Class Permissions (numbers)
  • Student Program/Plan 
  • Enrollment processing
  • Service Indicators
  • Student Advisor
  • Student Groups 
  • Program & Curriculum Approval System (PCAS)
  • Electronic Course Authorization System (ECAS)
  • Astra Schedule
  • Reporting Center (Student Services)
We are also happy to help direct you if you’re not sure who in ASR a question should go to.

Our team is composed of four staff members: Renae Faunce, Sally Gutierrez, Heather Micek, and Jennifer Selander. Contact us at 612-625-2803 or srhelp@umn.edu whenever you have questions about the training we offer or the systems and processes we support.

Thursday, February 16, 2017

Updates regarding ARFs

The Provisioning and Access Request (PAR) group continues to work on new ServiceNow catalog request items to make the process of submitting Access Request Forms (ARFs) easier. The request items replace the need to attach a PDF to an ARF. Visit OIT’s Enterprise Access Requests self-help page to view the forms that are currently supported.

Recent forms to note are CS Student Systems and Data (CS PeopleSoft), which is used to request access following the completion of student data inquiry training, student data update training, etc., and Change of Employment (COES). COES is used to report when one of your employees has a change, such as termination of employment, which affects their access.

Delete unwanted ECAS proposals

ECAS currently has over 700 unsubmitted course proposals at the departmental level. This number suggests that editors may have created some proposals inadvertently, due to ECAS auto-save functionality, without having the intention to complete and submit them. (As a reminder, once an editor clicks Submit/Continue on the ECAS Course Set Up page, a proposal row is immediately created.)

To all ECAS editors, please review your department’s current list of ECAS proposals and delete any proposals that are not needed. You can find your list of proposals by clicking on the departmental link, under the approvals section in ECAS.

Changes to UM Manage Wait List Position

Effective January 29, 2017, the following improvements were made to the UM Manage Wait List Position page:
  • Search results only display classes with students on the wait list.
  • Search results display a Wait List Total number column.

  • The UM Manage Wait List Positions page displays the enrollment capacity and enrollment total in the Class Info area.





Gain efficiency by setting up a blank filter in Astra

In the course of using Astra, sometimes as a scheduler you have to apply many filter criteria to your Events list or Academic Section list. It can take a lot of clicks to remove each criterion later, when they are no longer needed.

To gain efficiency, you can quickly remove your existing filter criteria by setting up and saving a “blank” filter. To set one up, simply delete all existing criteria, click search, and then click the save button. Next time you want to remove all existing criteria just select your “blank” filter and click search.