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Tuesday, November 25, 2014

Probation/Suspension schedule

The Twin Cities probation/suspension schedule for fall 2014 and spring 2015 is now available.

Fall 2014 is as follows:

Last day of finals (end of term)
Final grades due by 11:59 p.m.
PeopleSoft query for probation/suspension run
Probation/suspension report available to view in UM Reports
Fall 2014 SAP run
P3 suspension holds due by 4 p.m. (need to be placed for Financial Aid SAP processing no later than this date)

The full schedule can be found on the One Stop website.

New policy language: Credit and Grade Point Requirements for an Undergraduate (Baccalaureate) Degree

The new policy language reflects that D grades cannot count in fulfilling certificate requirements (this is for Twin Cities and Rochester only). The policy states:

“[Twin Cities and Rochester only] D grades are not permitted in major, minor, or certificate courses. Required courses for the major, minor, or undergraduate certificate in which a student receives a D grade (with or without plus or minus) do not count toward satisfying the major, minor, or certificate requirements (including transfer courses). All other courses, including courses in the major or minor field that are not required to complete the major or minor, will count toward a degree if the student earns a D or better.”

The full policy is available here: http://www.policy.umn.edu/Policies/Education/Education/BACREDITREQ.html

FERPA: Are students allowed to access other students' educational record information?

Two of the principle tenets of FERPA are: school officials and legitimate need to know.

At the U of MN, school official is defined in the Board of Regents policy on Education Records. Specifically, school official shall mean a person employed by the University in an administrative, supervisory, academic, research or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the University has contracted to perform an institutional service or function in accordance with law; a person serving on the Board of Regents; or a student serving on a University committee or otherwise assisting another school official in performing institutional tasks.

Legitimate educational interest is defined as: an interest in reviewing student education records for the purpose of performing an appropriate University research, educational or administrative function. 

So, based on these two criteria If students are serving in a capacity as a school official and their position requires access to student educational records, it's perfectly acceptable for them to access it. 

Just like with non-student staff, these individuals must compete FERPA training and it's very important for them to understand that they should not discuss the materials with which they are working.

If you have any questions about this or other FERPA related matters, please contact Tina Falkner at rovic001@umn.edu or Dan Delaney at delan021@umn.edu.

Grade entry best practices

As a reminder, fall 2014 grades (full semester) are due on Tuesday, December 23. A complete list of grading due dates is available online. The Office of the Registrar would like to highlight some common questions and issues related to grade entry that might affect your instructors and faculty. 

Verify access to grade rosters
Instructors should verify that they have access to all of their assigned grade rosters before the last day of instruction by using the "My Classes" report in UM Reports. Grades can be entered online through the University Self-Service grades pages. Class rosters and grade entry for courses owned by the School of Public Health are available only through the School of Public Health grading system.

Mobile devices 
At this time, smart phones and iPads cannot be used to enter final grades. (The PeopleSoft self-service pages for grade entry are not compatible with mobile devices.)

Browser compatibility 
The browser type and version used by the grade enterer can also affect grade entry. Mac users typically have the best success with the Safari browser (Safari on an iPad will not work for grade entry). PC users typically have the best grade entry success with the Firefox browser.

Clearing your cache 
All grade enterers and approvers should clear their browser cache prior to the grades entry period to ensure they have the most recent version of the grades pages. Some assistance is available on the grade entry section of the Faculty One Stop web page.

Releasing "Student-Release Questions" from the Student Rating of Teaching
Consider consenting to allow the release of students' responses to the "student-release questions" from the Student Rating of Teaching form. Students use this information to make more informed choices about courses in the future. To release your information, go to this website.

Where to go for help
If you know of someone encountering issues with grades entry please refer them to the Student Records Training and Support Team for further assistance at (612) 625-2803 or via email at srhelp@umn.edu.

Please share this message with your department staff, faculty, and instructors. Thank you for your attention.

**Due to the PeopleSoft Upgrade, the process will be changing for spring semester grade entry. We will keep you informed via this publication or The Upgrade website as more information becomes available.**

Now available for viewing: Upgrade Student System Preview session

In October the ASR Training team presented a series of preview sessions about The Upgrade impact on staff with access to student data in PeopleSoft. Attendees learned about required training and how to access training resources. There were also demonstrations of the new MyU, the new Faculty Center, the new Advisor Center, and key processes (e.g., permission numbers, service indicators, related content). If you missed these sessions, you can watch and access the session handout on the training website.

PeopleSoft 9.0 Upgrade training - Coming soon!

The ASR Training team is developing two training courses to prepare staff for The Upgrade.

  • The Student Systems Upgrade Overview course will be provided online and is required of all staff who have access to student information in PeopleSoft. This online, on-demand training becomes available on December 15. 
  • As part of The Upgrade, Electronic Course Scheduling (ECS) will change to Collaborative Class Scheduling (CCS). Staff with access to ECS will attend an in-person Collaborative Class Scheduling class, which will cover the changes coming with CCS. Registration for this class will be available on December 15, with classes starting on January 6.

In the coming weeks, staff who have current access to student data/records and ECS will be sent invitations to complete training. For more information about training, please visit the PeopleSoft 9.0 Upgrade Training website.

See how the PeopleSoft Upgrade will affect students

In November and December, One Stop will be presenting several Student Experience Previews to staff. The sessions will include demonstrations of class registration, bill payment, and viewing financial aid. Also covered will be how MyU and the One Stop website will work together after the upgraded systems launch in February. For more information including dates and time, check out this Upgrade blog post.

New online workflow for requesting a minor

A new online workflow is now available for graduate and professional students who wish to request a minor. This new workflow is intended to complement the business process for Academic Advisement (AA) and will help standardize processes for graduate (GRD) and departmental master’s (DMS) students.

Departmental master’s students will have access to this workflow starting November 17. Graduate programs will go through a roll-out process that will coincide with the upgrade and the implementation of Academic Advisement in February.

A student will be unable to request a minor if:

  • The program prohibits GRD minor declaration
  • The student does not have an active graduate program

Once a student has completed the minor request form, it will be routed for data entry. After processing is complete, a notification will be sent via email to program level coordinators (PLCs) and the adviser(s). DMS students will need to check with their program for specific minor coursework approval procedures after they have completed the form.

The workflow will be accessible from the following two pages on the Graduate School's website:

We appreciate your updating of internal documentation to reflect the availability of this new tool and communicating to departmental master's students in your program/college interested in pursuing a graduate (GRD) minor.

If you have any questions, please contact gssp@umn.edu.

Tuesday, November 18, 2014

MyU Preview: Faculty Career Tab

MyU Preview is a series giving a peek into pages within the new MyU. Keep in mind MyU is still in development and some things will be updated between now and Go Live.

After the new MyU launches with the Upgrade in spring 2015, faculty will have access to the new Faculty Career tab. The tab aggregates resources for tenured and tenure-track faculty. These resources are critical components for faculty development and success: key information about support and collaboration, as well as the policies pertaining to faculty appointments. Click the image to view more detail.

Faculty Career Tab: 1. Promotion and tenure related policies and forms 2. General resources for faculty 3. "Works" is a new system designed to make it easier for faculty to maintain an accurate record of activities and accomplishments 4. Links to service, collaboration and development opportunities


Questions? Contact esup@umn.edu.

Friday, November 7, 2014

MyU Preview: Research Tab

MyU Preview is a series giving a peek into pages within the new MyU. Keep in mind MyU is still in development and some things will be updated between now and Go Live.

After the new MyU launches in spring 2015, faculty, PI’s and Co-I’s will have access to the new Research tab. If you’re a faculty member, PI or Co-PI, the Research tab will show you:

  • Details about your sponsored and non-sponsored research activities
  • Deep links to the UMReports that display the details of your sponsored and/or non-sponsored activities.
  • Supportive links to Research tools: Reporting Center, EGMS, REPA, eResearch Central, eProtocol, Effort Certification and Research Topics.
If you do not have sponsored or non-sponsored grant funding, you still get all the research support information and links to other systems. Click the image to view more detail.

Research tab: 1. Number of your sponsored and non-sponsored activities. 2. Link to the UM Reports with the details of your sponsored and/or non-sponsored activities. 3. Links to resources for research. 4. Links to external systems related to research.

Questions? Contact esup@umn.edu.

Tuesday, November 4, 2014

Watch the Student Systems Preview

In October, Student Systems Preview Sessions were held on all campuses to share training information, give demonstrations of the new MyU, the new Faculty Center, the new Advisor Center, and explain key processes (e.g., permission numbers, batch processing of service indicators and student groups, academic standing).

If you missed these sessions and are interested in the content, view an edited recording of one of the presentations (the accompanying handout is also available). The recording is less than 40 minutes and will help those with access to the Student Systems (i.e., Campus Solutions) prepare for the changes coming with the Upgrade.

See how the PeopleSoft Upgrade will affect students

Interested in learning how the Upgrade will affect students? Attend one of the several Student Experience Previews held on each campus. The sessions will include demonstrations of class registration, bill payment, and viewing financial aid. Also covered will be how MyU and the One Stop website will work together after the planned upgraded systems launch in April 2015*.

These sessions were created for those who support students (e.g., advisers, student services staff). Previews for a student audience will be available in January and February. No need to register, just come when you can!

  • Wednesday, December 3, 2-3 Bede B-E
  • Wednesday, December 3, 10-11
    Griggs Center
  • Thursday, December 4, 1-2
    Griggs Center
  • Monday, December 1, 1-2 109 Imholte Hall
  • Monday, December 1, 3:30-4:30 109 Imholte Hall
  • Tuesday, December 2, 9-10 109 Imholte Hall
  • Wednesday, December 3, 1-2 109 Imholte Hall
  • Tuesday, December 2, 10-11 (location, TBD)
  • Wednesday, December 3, 1-2 (location, TBD)
Twin Cities
  • Wednesday, November 12, 10:30-11:30 2-260 Keller Hall (East Bank)
  • Friday, November 14, 2-3 2-122 Molecular & Cellular Biology (East Bank)
  • Tuesday, November 18, 9-10 10 McNeal Hall (St. Paul)
  • Thursday, November 20, 10:30-11:30 140 Nolte Center (East Bank)
  • Friday, November 21, 10:30-11:30 31 Rapson Hall (East Bank)
  • Monday, November 24, 3-4 143 Ruttan Hall (St. Paul)
  • Wednesday, November 26, 9-10 50B Humphrey (West Bank)
  • Monday, December 1, 3-4 512A STSS (East Bank) NEW DATES ADDED!
  • Tuesday, December 9, 2-3
    212 Mechanical Engineering (East Bank)
  • Thursday, December 11, 10-11 512A STSS (East Bank)
  • Wednesday, December 17, noon-1 108 Folwell Hall (East Bank)
  • Tuesday, January 6, 10-11 140 Nolte (East Bank)
  • Thursday, January 8, 2-3 143 Ruttan (St. Paul)
  • Monday, January 12, 2-3 1-123 CSOM (West Bank)
  • Wednesday, January 14, 10-11 512A STSS (East Bank)
*This article was updated on 02/04/2015 to reflect the most recent timing information.