Class Time Conflict Approval workflow moves to a new system

The system-wide Class Time Conflict Approval process has moved out of WorkflowGen and into Jadu as of Monday, October 27. The new solution follows the same routing and approval procedures, but also adds:

• Additional communications (including copies of student submission confirmation and final decision emails to APLUS) 
• More flexibility in how course information is input 
• An updated interface with more customized information based on the campus of the student/classes
• More detailed instruction

Any approval requests submitted in WorkflowGen prior to the switchover can and should be completed in WorkflowGen. The WorkflowGen platform will be retired in January 2026.

 

Directed Activity Contract: Transition to new solution

The new version of the Directed Activity Contract in the Jadu platform will go live the week of August 4. All new contracts will be initiated and carried out using the new solution. Any in-progress contracts will finish out using the previous version in WorkflowGen. 

The new version follows the same workflow and requires the same information. There are changes and updates to the language, question format, and interface. All in-progress contracts in WorkflowGen must be completed by Friday, September 12, 2025. Any in-progress contracts may no longer be available after this date, as WorkflowGen is prepared for retirement. For questions about Directed Activity policy and procedures, please contact oue@umn.edu. 

Committee Assignment Workflow

Based on a careful review of the Appointments to Graduate Examination Committees policy and feedback received at meetings of the Registrar's Advisory Committee, the process map for the assignment of committee [PDF] has been revised and automation work is underway. Once this process automation is complete, both assignment of adviser and assignment of committee will be released for use simultaneously. This automation will affect two forms currently in use: the Degree Program form and the "Thesis Project/Proposal" form.

The "Degree Program" form will be revised to exclude adviser and committee assignment information. This form will be available and should be used exclusively once the automated processes are live. The "Thesis Project/Proposal" form will be retired and will no longer need to be submitted to the Graduate School.

Moving forward with post-baccalaureate process automation

As work is nearly complete for automating the process of adding and updating advisers and is underway for assigning a committee for graduate students, the Graduate Education Team is planning the next phase of process automation. Based on feedback from constituents and an evaluation of what processes have significant value to users, the team decided to retain language requirement, plan type, and minor declaration on the existing paper-based coursework planning form when adviser and committee assignments are removed. For the time being, these four components of the degree program form will remain a paper process.

Beginning in February, the team will focus on automating exam forms (e.g., doctoral preliminary written, doctoral preliminary oral, final report). An update will be provided when the priority for individual exam forms is finalized.

Students experiencing intermittent errors with post-baccalaureate registration exception requests

Post-baccalaureate students attempting to request a registration exception have experienced intermittent errors since the afternoon of Tuesday, January 31, preventing them from completing their request. Technicians are aware of the issue and working on a fix. Because they are intermittent, students experiencing errors may have success attempting to make their request after waiting for a period of one to a few hours.

We will send an all-clear when the issue is resolved. Until then, updates will be available at here.

What is a "Plan Level Coordinator"?

In order for graduate education processes to be automated, specific roles (i.e., individuals who will be included in a workflow) must be clearly defined. One such role is the "Plan Level Coordinator" (PLC). There is a PLC identified for each degree plan (frequently a DGS assistant) who will receive requests, consult with those who need to be involved in the decision-making, and record the decision in the workflow. This role is integrated into the registration exceptions process and will be important in future processes.

If you are unsure who is the PLC for a specific plan, contact Heather McLaughlin.

Workflow for assigning a committee for graduate students

Work is underway to automate the process for assigning a committee for graduate students. Following the consultative model for transforming administrative processes, a user group representing both Twin Cities and Duluth programs has been assembled (see below). This group has completed an initial review and has documented the current official process for assigning a committee. The group has also started the discussion on requirements for the process going forward. Analysis of future process requirements and system capabilities is ongoing.


User group for assigning a committee
Duluth Representatives
Steve Frickstad (Academic Affairs)
Jenny Kroft (Math and Statistics)
Lori Lucia (Computer Science)
Tami Vatalaro (American Indian Studies)
Twin Cities Representatives
Danielle Bordeleau (Child Development)
Jan Goodno (Social Work)
John Gardner (Mechanical Engineering)
Laura Krider (Music)
Barbara London (Anthropology)
Lisa Wiley (CFANS)
Graduate School
Renae Faunce
Amber Knapp
ASR
Robert Bode
Eric Ecklund
Heather McLaughlin
John Vollum

Add/update adviser form (an update)

Testing is underway of the new online form and workflow for adding and updating advisers for post-baccalaureate students. Initially scheduled for a December release, the form will instead launch early spring semester to align with the release of an online form for adding and updating committee member assignments. These forms will launch together because of the critical relationship of advisers and committees; the joint release will also allow for a more effective revision of the Degree Program Form.