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Tuesday, March 25, 2014

FERPA Q&A: Spousal access to a student record

Question: Can a spouse access a student record?

Answer: A spouse is considered a third party, and therefore must have the student's permission to access non-public information. For One Stop related information (e.g., registration, grades, financial aid, student account), a student can give his or her spouse access by using Parent/Guest Access. Parent/Guest Access gives the designated third party access to view online systems and to call or email with questions related to the access granted. For individual requests, such as obtaining a transcript on the student's behalf, the spouse must present a signed and dated statement from the student giving the spouse permission.

New Associate Director of Continuity and Compliance

Stacey Tidball joined ASR on March 3 as the new Associate Director of Continuity and Compliance. Her role fills the position previously held by Ingrid Nuttall, who is now the Director of Academic Records for ASR.

In her new role, Stacey will be responsible for supporting academic policy initiatives, as well as supervising the ASR Communications and Student Records Training and Support Teams. A graduate of the University of Minnesota Law School, she has previously worked for the University as Associate Director of the Law School's Career Center.

President Kaler sets priorities for 2014

During his 2014 State of the University address, President Eric Kaler shared this year's academic and legislative successes and outlined his vision for the future. His goals for 2014 include recruiting and retaining top-notch faculty and researchers, promoting excellence, supporting equity and diversity initiatives, investing in graduate education, and more. To read his speech in its entirety, visit the Office of the President website.

Monday, March 24, 2014

You are invited to the Graduate Revels

We are pleased to invite you to attend the Graduate Revels, a celebration of the re-opening of Northrop Auditorium and the accomplishments of our best and brightest graduate students. This afternoon event will include the 2014 Doctoral Research Showcase, plus theatre, music, dance and spoken word performances, a photo show and contest, readings, a debate, research demonstrations, and good food, among other revelrous activities. Tours of Northrop will provide a first look at some of the architectural and historical highlights of the renovation.

Event details

  • April 8, 2014 from 12-3 pm

  • Location: Northrop Auditorium

  • No cost; no RSVP required

For more information about the Graduate Revels, please contact Melissa Anderson at mand@umn.edu or visit http://z.umn.edu/revels. This event is co-sponsored by the Graduate School and the Institute for Advanced Study.

Review and updates via PCAS due Fri., April 4 for University's Graduate Education Catalog

The deadline to review and submit any changes to program/minor/certificate requirements via PCAS is Friday, April 4. This process will ensure accurate information is included in the University's 2014-16 Graduate Education Catalog.

Upon confirmation that the existing degree/minor/certificate requirements are up-to-date and accurate for fall 2014 at the department/college level, information should be entered into PCAS as follows:

  • Enter fall 2014 in the "Effective date" cell

  • Add notation to the "Brief summary" cell

  • Sample language: Requirements reviewed on [day/month/year] by [name(s)/title(s) of responsible individual(s)]. Requirements are up-to-date and accurate for Fall 2014 and the 2014-16 Graduate Education Catalog.

If the review identifies requirements for the degree/minor/certificate are out-of-date and inaccurate for fall 2014, revisions should be entered into PCAS as follows:

  • Enter the updated requirements in the appropriate PCAS cells

  • Add notation of to the "Brief summary" cell

  • SAMPLE LANGUAGE: Changes to [x, y, and z requirements]. Changes result in up-to-date and accurate requirements for Fall 2014 and for the 2014-16 Graduate Education Catalog.

If you have any questions, please contact Emily Ronning in the Office of the Provost at 6-8031 or via email at ronn0044@umn.edu; or Karen Starry in the Graduate School at 5-2815 or via email at starry@umn.edu; for PCAS help, please contact the Student Records Training Team at 5-2803.

Wednesday, March 19, 2014

ESUP preview session for schedulers

A preview session for departmental and collegiate schedulers will be held on Wednesday, April 30, 2-3:15 p.m. This session will provide a sneak peak at the improvements and changes that will be coming to class scheduling with the upgrade to PeopleSoft 9.0. An update on the scheduling cycle for fall 2014 and spring 2015 will also be included.

The session will be offered concurrently in Rapson Hall 56 (East Bank), CSOM 2-215 (West Bank), and Peters Hall 155 (Saint Paul). No pre-registration required.

Friday, March 14, 2014

Fall 2014 registration starts April 10

Queued registration for fall 2014 begins on Thursday, April 10. Open registration begins May 2. As a reminder, colleges and programs are now able to place/remove the following holds:

  • OJ - general hold

  • OM - too many incompletes

  • OG - doctoral program not filed

  • OF - master's program not filed

  • OL - GPA requirement not met

If you are interested in being able to place/remove holds, please email Amber Cellotti directly. However, in order to be able to place holds and give access, you must have completed Student Data Inquiry and Student Data Update training in PeopleSoft. If you're not sure you have completed these, you can check your training history on the HR website.

Sample Grad Packs available online

Staff now have access to view sample Grad Packs online. Addition of these materials to the website was decided after feedback was given to GSSP staff during Registrar's Advisory Committee (RAC) and College Advisory Group (CAG) meetings. Sample Grad Packs include:

The materials can be found on the Graduate School website > Faculty and Staff > Tools > (under) Student Degree Progress and Grad Pack materials.

Thursday, March 13, 2014

ESUP Student Work Stream: Collaboration Key to Successful Decision Making

Members of the Student work stream Functional Steering Committees (FSC) faced a daunting task during the nine months they spent in Interactive Design and Prototyping: the first comprehensive examination and restructuring of PeopleSoft-related business processes since 1998. This included reviewing 93 business processes and nearly 900 modifications to the existing system. The goal of this effort was to increase efficiency and retire as many modifications as possible to allow for using delivered functionality. The challenge was accomplishing this while maintaining a high level of service. Questions such as, "Is there a better way?" and "What modifications can we do away with?" were routinely asked and the FSC members were charged with finding the answers and making decisions.

Read more about how they did it on the ESUP blog.