Academic Alert project update

Academic Alerts, a process to replace the mid-term grades process, will be available to instructors in APLUS by early October. So far, usability testing was conducted, and the project team is making final changes based on this feedback. The team is also working on a training guide for instructors and final communication plans. Instructors will be asked to have enough grading events before the middle of the term so that they can properly evaluate students’ academic performance and inform those who are not meeting class requirements, consistent with University policy on “in-progress notifications.”

Instructors will also be encouraged to provide feedback early and often as this system allows instructors to send as many updates as necessary so advisors can assess how students are doing across multiple classes and what services might be the most beneficial to keeping students on track. We will send out communications and resources after the start of the term. Instructors will receive reminders to add grades in APLUS and comments at midterm per usual. For other programs that depend on mid-term rosters, mid-term rosters will still be made available.

Address project update

A few weeks ago, all TC students received a short Qualtrics survey regarding their mailing and home addresses. The form asked them to verify if their current addresses are correct and to make any needed updates via MyU. So far over 19,000 students have responded to the survey, which will make sure that these students receive important documents in the future as well as allow the university to accurately plan for on campus resources. Reminder emails will be sent out to students who have not yet completed the survey.

Wait list changes for fall 2020

As a reminder, the wait list process is changing slightly starting fall 2020. Going forward, the auto enroll process will run for the last time the day before a session begins, and the wait lists will be deleted the first day of the session. For fall, the auto enroll process will run for the final time on September 7, 2020 for all regular sessions and 1st half of term classes. The wait lists will be deleted on September 8, 2020.

FERPA Q&A

Q: We grade an activity in our course where the students state their name and then give an oral presentation. If this is done via Zoom, can we record these sessions and still comply with FERPA?

A: The recordings will be student education records under FERPA and therefore must be kept properly private. If the recordings are only accessible to and shared with school officials with a legitimate educational interest, such as an instructor grading the activity, it is permissible under FERPA. We also recommend having a process to delete recordings once they are no longer needed. Consult the Maintaining Records of Student Work policy for more information.

Academic Alert project update and implementation plan

Academic Alerts, formerly known as mid-term alerts or in-progress notifications, will be changing this fall. In the past, instructors have been notified to submit midterm grades into PeopleSoft to alert advisors if a student is at risk of failing a course. Advisors would receive an alert to follow up with the student to discuss ways they can work through academic challenges.

The current system has a low adoption rate (only 15% of 1000-level rosters were reported at midterm in Spring 2018) despite the fact that it is a requirement per University policy. Additionally, other units have developed their own systems to meet different requirements. This means that instructors may have to use different systems within the same semester. Lastly, in the current system, instructors were unsure when mid-term alerts went out to advisors or when the student had been contacted. This ambiguous time frame caused the alerts to feel less meaningful.

This fall, the following changes will be implemented:

• We will change and standardize the language from “midterm alerts,” “in-progress notifications,” or any other term used to “academic alerts.”
• We will move the process from PeopleSoft to APLUS.
• Instructors will receive a narrow, easy-to-use role in APLUS allowing them to enter academic alert information into APLUS that will automatically trigger alerts sent to both the student and their advisors. We will provide resources to instructors on how to add, modify, and remove alerts.
• Instructors will be asked to enter grades into APLUS.
• Instructors may use the Academic Alert system any time during the semester to notify the academic advisor that a student is struggling, which is not limited to midterm.
• We will reduce the number of overlapping systems. Athletics will still maintain their own system to ensure their eligibility requirements are met. But, we hope to meet system requirements for Athletics in Phase II.

Timeline:

• Usability testing with Usability Services is from August 13 - 14.
• After Usability, we will be working creating resources for faculty.
• We will send out communication and resources after the start of the term (approximately after the second week of the term).
• We will send official reminders to instructors to add grades in APLUS and comments at midterm per usual, but it’s important to note again these can be sent any time during the semester.

Schedule on classroom doors

General purpose classrooms are available as study spaces during unscheduled times. To see if a classroom is available, students can view each classroom schedule by using the QR code on the classroom sign in the hallway.

Study Space Finder

As students return to campus this fall, areas, such as study spaces, libraries, classrooms not in use, and lounges, will be made available so that students will have various areas to study and attend classes, whether their course is online, remote, or blended. To find these areas, students should be directed to the Study Space Finder.

Maximum room capacity

In order to accommodate social distancing, the maximum capacity for each general purpose classroom has been reduced. Each classroom will have a maximum occupancy sign at its entrance, as well as an additional sign next to the new room layout.

WiFi coverage map

Since classes will be taught in a mix of in-person, online, remote, or blended formats this fall, students and staff should check out the WiFi coverage map throughout the semester. This interactive map will indicate the best wifi coverage in each campus building, which will be helpful as students attend their online, remote, or blended classes across campus.

Room layouts

Each general purpose classroom will have an updated room layout to accommodate for safe, 6-foot social distancing. Seats that are designated for students will be identified with a floor decal, while other unusable seats will be labeled with a “Do not use” sign. Examples of 6-feet physical distancing layouts for various room types can be found on OCM’s 2020 explanations and guidelines.

One Stop reopening plan

One Stop Student Services is planning to resume limited in-person services on August 24 at their Bruininks Hall location. The St. Paul and West bank locations will remain closed.

• Offering limited 15-minute, in-person appointments
• Launching virtual drop-ins via Zoom
• Scheduling will be available online via the One Stop website
• Drop box available for form and scholarship check submission

University Veterans Services, Graduate Student Services & Progress (GSSP), and the Helping U desk will remain temporarily closed for in-person services until a later date. Due to limited availability and staffing for in-person appointments, students are highly encouraged to contact One Stop by email, phone, Zoom drop-in, or web chat.

Student Data Inquiry (SDI) training update

Academic Support Resources has been reviewing and reformatting the Student Data Inquiry (SDI) training course content in order to make it more efficient for learners and easier to keep up to date. The updated course will be available in Training Hub by the end of August 2020. Only new PeopleSoft Campus Solutions users will be required to take the course. One notable change is that the FERPA compliance training course will be a prerequisite to SDI for new users. If you have any questions, please contact the OTR Training and Support Team at srhelp@umn.edu.

Address project

This week and next week, students are receiving a short Qualtrics survey regarding their mailing and home addresses. The form asks them to verify if their current addresses are correct and make any needed updates via MyU. Having this information will make sure that students receive important documents, and for the university to accurately plan for on campus resources.

FERPA Q&A

Q: Can a parent join a virtual meeting with a student, such as an advising appointment?

A: Sharing a student’s private information with a parent or other guest is not allowed unless we have written permission from the student. Even though the student may verbally agree to having the parent present, we need to document this with written permission. For some additional guidance about virtual meetings with students and how to obtain student consent, see our FERPA COVID-19 information available on the ASR website.