Astra to be replaced with 25Live

After completing the Request for Proposal (RFP) process, CollegeNET has been selected as the vendor to replace Astra for the University’s class and room scheduling system. CollegeNET’s 25Live product achieved the top score with the following highlights:

• An updated, multi-campus academic and room scheduling platform
• Improved workflow management, calendars, and customization options
• Smarter event forms and streamlined event pricing
• Increased “what-if” scenario planning
• Advanced administrative tools

A core group has conducted preliminary analysis and planning to prepare for the late July project kickoff. The project is expected to launch in June 2025. The project team will work with the University community to ensure 25Live is optimally configured. Communications will continue throughout the project with current Astra users to ensure a smooth transition. 

Astra will continue to be the University’s class and room scheduling system until 25Live launches.

UM Report Retirement

ASR’s work addressing the retirement of UM Reports last fall is now completed. Below is a list of reports that have been moved to new platforms (i.e., UM Analytics or PS Query) and are available in the Reporting Center. Permanently retired reports are no longer available in the Reporting Center. The decision to permanently retire reports was based on overall usage rates, data being available in other formats, and specialized reports that were no longer needed for the intended stakeholder groups. Ad Hoc report data requests can continue to be made using ASR’s Student Data Request form. 

Reports moved to new platforms and available in Reporting Center:

• Major/Minor Roster
• Eligibility for lower tuition fringe rate assistantship
• Student Roster Summary Statistics/Detail
• Dean’s List
• Grade Selector
• Rochester Student Roster 
• Degree Applicants
• Graduate Education Student Report for Majors/Minors
• Student Group Roster
• GE Student Non-Graded Course Enrollments 

Reports that are permanently retired:

• Student Addresses
• My Advisees - Dean’s List
• My Advisees - Graduated Students
• Collegiate Degree Honors Detail
• Degree Honors Percentage (Undergraduate)
• Grade Roster Entry Statistics
• Student Selector
• Student Photo
• Graduate Faculty Advising/Committee Summary by Field of Study
• Graduate Faculty Advising/Committee Summary by Faculty
• Athletics suite of reports
• Education Abroad suite of reports

FERPA Q&A

Q: I’m new to the University. What resources are available to better understand FERPA and student data access?

A: The following resources are available for you to learn more about FERPA and other policies: 

• FERPA resources page on the ASR website
• Managing Student Records Policy (updates to this policy will be reflected soon)
• Sharing Enterprise Data resources and training

Transcript/Diploma withholding & service indicator updates

Starting July 1, 2024, the University (systemwide) will no longer be withholding transcripts or diplomas for students who owe a balance to the institution. Academic Support Resources, along with the campus registrars, is reviewing service impacts and determining if any service indicators (“holds”) should continue to withhold transcripts (TRAN) or diplomas (DIPLM). 

Additionally, the Office of the Registrar will be working to release held diplomas and collect updated mailing address information from students as needed. 

Upcoming PeopleSoft unavailability and changes

MyU, PeopleSoft applications, and other related online services, such as APAS, will be unavailable due to a system upgrade on Saturday and Sunday, June 8 and 9. Service is expected to be restored on Sunday afternoon. During the outage, you can check the Service Status website for updates. When work is complete, we recommend that you clear your browser cache before logging into PeopleSoft or MyU. 

Changes that PeopleSoft Campus Solutions users will notice include a new look and additional options on all search pages. 

Additionally, a button will replace the tab layout on search pages that include the option to Add a New Value or Find an Existing Value. This includes Quick Enroll a Student, Student Program Plan, Request a Transcript Report, and other pages.

UM Reports retirement

Please see below for ongoing updates related to student records reports being transitioned off of the UM Reports platform. The anticipated timelines may fluctuate based on ongoing testing.

Reports moved to new platforms and available in Reporting Center:

• Major/Minor Roster
• Eligibility for lower tuition fringe rate assistantship
• Student Roster Summary Statistics/Detail
• Dean’s List
• Grade Selector
• Rochester Student Roster 
• Degree Applicants
• Graduate Education Student Report for Majors/Minors
• Student Group Roster

Reports with work currently in progress:

• Anticipated deployment in June 2024
• GE Student Non-Graded Course Enrollments
• Graduate Faculty Advising/Committee Summary by Field of Study
• Graduate Faculty Advising/Committee Summary by Faculty

FERPA Q&A

Q: What if a parent comes with a student to orientation? How does FERPA apply to students admitted to the University but haven’t started classes?

A: It is not unusual for a parent to attend the orientation and registration sessions for an incoming student. From a FERPA perspective, you should obtain written permission from the student prior to allowing the parent to attend either of these activities. In practice, the most practical thing to do is to speak to the student privately and ask if they want the parent to be present during these sessions, explaining to the student that it truly is their choice. 

If the student agrees to the parent being present, they should agree to this in writing. If the student does not want to have the parent present, politely explain to the parent that orientation and registration activities are only for the student.