PeopleTools 8.56 update

The PeopleTools 8.56 update weekend has been changed from April 6-7 to June 1-2, 2019 to allow more system testing time. All PeopleSoft users will start receiving messages about one month prior to the go-live date with more information on what to expect. The update includes new homepage and navigation options. Please note that PeopleSoft and MyU will be down during the update.

Editor note: This post has been updated on March 21, 2019 to reflect the new PeopleTools 8.56 dates.

Housekeeping tip for Astra event schedulers

Events in Astra Schedule must have an event status of “Scheduled” in order for them to appear on the Astra calendars. Events with a status of “Incomplete” (i.e., those missing Event Type, Customer, Customer Contact, or a room assignment on any meeting) will not display on the calendars, making the room appear available. Therefore, if the scheduler attempts to book that room for another event, they will find the room is actually unavailable, because the “Incomplete” event is holding the room.

When creating events, schedulers should take a moment to ensure the event record status is “Scheduled” and the event displays on the calendars. Additionally, schedulers can proactively find and resolve“Incomplete” events they may have unintentionally created by filtering for “Incomplete” events. Instructions for how to find incomplete events in Astra are available at the Astra iCoP website.

Mid-term grade rosters are available

Mid-term grade rosters are now available in MyU for spring 2019. Mid-term grades should be entered between now and the withdrawal deadline for the class. The withdrawal deadline for full-semester classes is Monday, April 8, 2019.

University policy requires instructors of 1xxx-level classes to provide mid-term grades for students who appear to be in danger of receiving a D, F, or N grade. However, instructors are encouraged to submit mid-term grades for all students.

Instructors with questions may be referred srhelp@umn.edu or to the following resources:

• How to Enter Mid-term Grades (pdf)
• Mid-term grades FAQ
• Registration and withdrawal deadlines
• In-progress notifications policy

Auto-enroll from waitlist reminders

Auto-enroll from waitlist stops running for each term/session on a date specified per campus. For the spring 2019 regular session, the last waitlist run for the Twin Cities campus is January 22.

Filling seats after auto-enroll stops running

Following the last run, classes that still have waitlists will typically have an Enrollment Status of “Closed.” How do you fill any seats that may subsequently open due to enrolled students dropping the class? You have two options to pick from based on the best option for your department.

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 permission to waitlisted 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, un-check 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) up until instructor approval is required.

Permission number expiration reminder

Permission numbers expire and are deleted at the end of the term/session’s add and drop period. After this time, unused permission numbers will no longer permit students’ enrollment.

Check spring term instructor assignments

You can have a positive impact on your classes when you enter complete and correct instructor information. Entering instructors in CCS gives them access to their online class rosters, Canvas or Moodle site, and their grade rosters (at the end of the term). Students also benefit from knowing who their instructors will be as they begin the semester.

CCS schedulers should please verify instructor information for spring (1193) on the UM CCS Maintain Schedule of Classes, Meetings tab including:

• Correct Instructor
• Accurate instructor role 
• Appropriate grading access

Note, all teaching assistants should be entered with a role of “TA.”  Additionally, undergraduate teaching assistants can not have grade access.