Time and Location
10:30 am – noon, Thursday, Aug. 3, 2023 - Meeting Recording
Agenda
Iowa Hawk Shop and University Bookstore (Follett Discover and Updated Structure)
Helen Hansen, Ben Means, Jason Smith, and Danita Kirkegaard - Follett/Iowa Hawk Shop and University Bookstore
Please contact helen-hansen@uiowa.edu with any textbook or material adoptions or questions.
Graduate Exam Sign-off Update
Heidi Arbisi-Kelm - Graduate College
The Graduate College administers approx. 1,250 grad exam annually and collects signatures for these milestone events from nearly 5,625 faculty to verify results. The roadmap enhancements the registrar's office and ITS have led for grad exams will ensure the following benefits across campus: 1) real-time, electronic, sign-off option for faculty submitting exam results, which the sole, final, determining factor for whether a grad degree is awarded (or not); 2) secure and automated delivery of exam result requests to faculty; 3) accurate and automated recording of exam results in MAUI/SIS.
Currently, the Graduate College uses DocuSign for grad exams. And, while it provides an electronic option for administering this mission-critical graduate education milestone activity, it requires daily manual delivery of exam result requests, coordination from departments to manually route electronic requests to exam approvers, and countless hours of manual data entry on the part of the Graduate College to record the results.
The Office of the Registrar and ITS enhancements coming very soon will eliminate all of these liabilities, redeploying invaluable personnel effort elsewhere while also improving the accuracy and efficiency of exam records.
Upcoming Curriculum Teach and Learn
Hannah Rounds and Sara Morelli - Office of the Registrar
Teach & Learn: Curriculum Management Team Overview Presentation
Inactive Course Review Reminder
Kelly Taylor - Office of the Registrar
Fall 2023 Inactive Course Review Process
- Inactive courses for this year’s review will be those that have not been taught since fall 2020.
- Academic departmental administrators (ADAs) for departments that have inactive courses to review will receive an email regarding the process on Aug.14.
- When the review period begins on Sept. 6, ADAs will receive another email that includes a list of the courses that need to be reviewed and a link to their department’s inactive course forms in MAUI.
- Sept. 6–26, ADAs need to review the courses and add a status of either “drop” or “keep” to each inactive course form. Note: drops will be effective fall 2024.
- On Sept. 27, the inactive course forms will automatically route via workflow to DDEOs for approval.
- Deadline for finalizing the inactive course forms in workflow is Oct. 18.
- Detailed instructions are available on the Inactive Course Review page of the MAUI Help website.
General Catalog Updates
Kristan Hellige - Office of the Registrar
Final 2023–24 General Catalog Deadlines & Looking Ahead to the 2024–25 Catalog Cycle
Questions regarding the General Catalog may be directed to registrar-publications@uiowa.edu.
Course Cancellation Reminder
Alysha Ahlf - Office of the Registrar
Alysha Ahlf, on behalf of Reg-MAUI-Support, discussed course cancellation best practices and provided information regarding ways we can work to maintain student enrollment when sections are cancelled.
Course Cancellation Best Practices
To Initiate Course Cancellation Process:
Please consider the following when cancelling sections with enrollment
- If there are other sections of the same course with open seats, or if seats can be added to existing sections, review student schedules and provide a list of sections students can be moved to.
- If seats need to be held for students in sections to be cancelled, change Registration Status to Pending so that seats are not taken by other students.
- Reg-MAUI-Support can assist with optimum enrollment adjustments and waitlists if the department is able to increase seats in full sections to accommodate students in sections to be cancelled.
- If students cannot be moved to another section of the same course, providing students with other options and suggesting they reach out to their advisor for assistance is appreciated.
Thank you for your continued partnership with our office as we work to maintain student enrollment!
Registrar/ITS Roadmap Update for FY24
Becky Tjelmeland- ITS; Jessica Alberhasky, and Sara Morelli - Office of the Registrar
MAUI Overview Presentation
What is a roadmap project?
MAUI Technology Roadmap projects align with campus strategic goals and are designed to improve efficiency, enhance services, and support student success. The MAUI Roadmap adapts to changing circumstances, allowing for flexibility, while maintaining a focused approach towards realizing desired strategic outcomes.
In-progress (IP) roadmap items:
- REG (student record) project
- Residency enhancements
- Move the residency application from paper to MyUI workflow and create administrative pages within MAUI to manage applications.
- Graduate exams committee sign-off
- Move the graduate committee sign-off process from DocuSign to MAUI, using Universal Workflow and the current Graduate Exam Panel.
- Anticipated graduation session (AGS enhancements)
- Create a new field to allow for new AGS by student program of study that administrative staff/collegiate admin/advisor to set. Current student level AGS sessions will remain programmed as is so they can be sent to National Student Clearinghouse.
- Move non-standard registration dates to the Academic Calendar
- Update current hard-coded non-standard registration dates to academic calendar-based dates by program
- Section and hours changes authorizations
- Allow students to initiate section, hours, and grade option changes after MyUI closes for registration changes. Authorizations will be given via MAUI.
- UACHIA (degree audit) project
- World Language Pathways
- IP-Creation of pseudo courses that represent high school language units
- Next-MyUI & MAUI pages to identify student participation in Pathways
- Next-Update code to support general education program 5
- Audit report accessibility concerns
- IP- encoding changes to the existing text to work better with screen readers, for example removing blocks of asterisks
Upcoming Teach and Learn
Thursday, Sept. 7, 2023 1:00 - 2:30 pm. – Add Meeting to Calendar
Teach and Learn Email Invite
Curricular changes drive updates to the registrar’s tools that support student success. Throughout the academic planning cycle, changes in one part of the curricular planning process may impact other areas, causing downstream effects...but how? When are these updates relevant? Why do certain deadlines matter?
Hosted by the Office of the Registrar’s Curriculum Management team, this Teach and Learn provides an overview of key processes and deadlines. Staff from the following areas - Academic Organization, Programs of Study, Course Library, General Catalog, Degree Audit, and Sample Plans - will introduce who they are, what they do, and how they work together to support campus.
Join us to learn more about how our processes intersect with the academic cycle and how we support curricular changes across academic units.
Announcements
Classroom Deadlines and Info
- The annual Instructional Facilities Governance Report data analysis of course offerings has begun. Academic departmental administrators (ADAs), please look for an email Thursday, Aug. 3.
- The Office of the Registrar needs your assistance in the verification of the fall 2023 course data in order to fulfill our yearly obligation to the Board of Regents, State of Iowa.
- Please review and complete the required modifications by Wednesday, Aug. 30, 2023, at 11:59 p.m.
Degree Application Deadlines
Fall 2023 degree applications deadline for all degree candidates on Friday, Sept. 29, 2023.
General Catalog
The historical 2023–24 General Catalog PDF will be created on Sept. 1, 2023.
Grades and Attendance
- Summer 2023 final grades for six-week II, eight-week, and twelve-week summer sub-sessions open July 26–Aug. 9
- Fall 2023 attendance class lists are open from Sept. 5–21=
- Fall 2023 midterm class lists are open Oct. 6–19
ICON
ICON Getting Started pages
MAUI in ICON Tool-Plugin to ICON course sites that primary instructors can use for combining courses, viewing/emailing the class list, and importing grades.
Offering Planner Deadlines and Updates
- Summer 2024 planner closes on Aug. 8
- Spring and summer 2024
- Offerings Planner reopens for proof period on Sept. 18
- MyUI Course Browse and Schedule Builder available on Oct. 2
Registration Deadlines
- Fall 2023 last day of MyUI registration without authorization and waitlist functionality is Aug. 27
- Students may make registration changes through the first five days of the semester via MyUI without authorization of an advisor. This option ends prior to the sixth business day of the session. For fall 2023, this option will end on Sunday, Aug. 27 at 11:59 p.m. Waitlists will also continue to be active during this time.
- If waitlist is in effect, instructors or departments should not initiate adds in MAUI or sign any change of registration add slips. To add a student to the waitlist, the instructor would contact the ADA. If a course is off-cycle, the waitlist ends at 11:59 p.m the day before the class starts. At this point approved users will be able to see the waitlist but it will no longer be in use. Instructors or departments could initiate an add in MAUI or the student should initiate the add in MyUI.
- Reminder: Special permission numbers will continue to work through the first five days of the semester via MyUI.
- Fall 2023 prerequisite review dates:
- Prior to Thursday, Aug. 10 review and update students with In Progress UI Coursework permission
- Prior to Wednesday, Aug. 16 review and update students with Conditional-Proof Required permission
- Prerequisite checking-Please be sure students have the appropriate prerequisite special permissions assigned (Permanent, Conditional-Proof Required, or Met-Proof Provided). Notification of potential prerequisite drops will be sent to students ten days prior to the semester for those with Conditional-Proof Required special permission. Students who fail to provide proof will be dropped from the course on Wednesday, Aug. 16.
- Winter 2023 and spring 2024 session creation is Sept. 8.
- At this time, students can be authorized to register, and special permission can be granted.
- In addition, the Student Billing Agreement restriction will be placed on the students' account.
