January 2022 Users Group Meeting Minutes

January 2022 SASUG Meeting Minutes

Time and Location 

10:30 a.m. – 12:00 p.m., Thursday, January 13, 2022 - Meeting Recording

Agenda 

  • Delivery Mode Updates- Renee Houser and Jessica Alberhasky- Office of the Registrar
    All updates were included in the "Updates to Delivery Modes in MAUI and MyUI" email sent out on 1/11/2022

  • Course Sections Reports- Renee Houser and Alysha Ahlf- Office of the Registrar
    Course Sections (Simplified- Approved Day/Time Listing)
    The simplified course section report is similar to a report that many permissioned departmental users in Ad Astra found beneficial.  This new customized report focuses on the time location entries.

    Course Sections (Comprehensive - Proof Copy)
    The comprehensive course section report now includes fields that previously were only on the Proof Copy. Departments should be able to utilize this report both for future session course planning, as well as review of course sections prior to early registration to ensure accuracy. It provides a way to review virtually all information about a course section in one place.

    The report uses day-old information from the data warehouse. Off-campus users must be logged in to the VPN to access the report.

    Please email Reg-MAUI-Support if you have questions or would like suggestions on how to best utilize the comprehensive section report

  • Course Library Reminders and Resource– Becky Keogh- Office of the Registrar
    Becky Keogh demonstrated how to use the Course Library MAUI report. The MAUI Course Library shows a list of all courses, even those no longer active. The Course Library MAUI report is useful for finding active identities (based on session) at the academic unit or specific acronym level along with their cross-references. It can also be used to see prerequisites, requirements, and semester hour options available across multiple units.

    The Course Library team is making an effort to align sessions with the academic year. You may receive emails from the team asking if a particular session can be changed. For example, the team may receive a request for a title change effective spring 2022. If the course is not taught in spring 2022 or summer 2022, the team may ask to change the session to fall 2022. This is not a requirement and the team understands accreditation may require a certain session.

  • Program of Study/Academic Org Resources – Brittany Benda- Office of the Registrar
    • Informational documents can be found via MAUI on the program of study or department/academic org page. Navigate to the Registrar Tab, and select the links for Academic Organizations or Programs of Study under the Academic Structure section
    • Our team is currently uploading 30+ years of documentation
    • If departments find informational documents regarding programs of study or academic orgs and think they could live on a MAUI page, they can send documents to brittany-benda@uiowa.edu and Rebecca-keogh@uiowa.edu.  
  • Sample Plan Process Updates & Reminders – Emily Johnson- Office of the Registrar
    • New this year: Sample Plans will not appear in the 2022-23 General Catalog until we have confirmed they match Catalog requirements. If a program of study has no curriculum updates, the existing plan will just go into the Catalog after we receive completed pages from a department, unless we receive a sample plan update form that still requires work at that time.
    • For colleges adding the Sustainability GE (CLAS and Education undergrad), we will make college-wide updates, so these will not require update forms from advisors.
    • As in the past, we have updated some plans already to reflect Course Library changes; we will prompt update forms from you if we don’t receive them.
    • We ask that update forms be completed by Friday, April 1
    • While we do check plans against the Catalog every year, we only check that they match requirements. We recommend you review plans to make sure they still represent an accurate way to complete the program.
    • Kelly Taylor and Emily Johnson divide sample plans by college, except for CLAS undergrad plans, which are divided between us. We try to make sure an individual sample plan admin has a single point of contact on our team. You are always welcome to contact reg-sample-plans@uiowa.edu or us individually with questions.
    • This info was also included in emails to sample plan admins on December 9 (Sample Plan Process Changes) and January 5 (Sample Plan Review). Information and reminders about forms and sample plan components are available on the Sample Plans of Study page on the Registrar website.
  • Independent Section (OIND) Instructor Reminder- Elissa Thoman- Office of the Registrar
    • Review and update instructor lists for the current session and future sessions
      • Recommend reviewing the lists prior to replication (spring 2022 will replicate February 4)
    • Students are able to register with any instructor that remains on the list regardless of availability
    • Instructor lists can be updated within the “Instructor Panel” of Offerings Planner or the “Instructors” page
    • “O” grades may be assigned as a result of an unavailable instructor and delay degree conferrals
    • Resources
  • Changes to Pending Email for Degree Applicants- Curt Graff- Office of the Registrar
    Graduation Services has changed the Pending Email from a general email with many bulleted reasons the degree application may be Pending to a more specific email stating the reason or the primary reason the application is Pending. Students may receive a Pending email for the following reasons:
    • Incompletes
    • Multiple POS or Degrees
    • Residence
    • Study Abroad
    • Transfer
    • Unmet Requirement-GEP
    • Unmet Requirement-POS

    Pending emails are only sent by Graduation Services to students in the colleges for which we do clearance: CLAS, TCOB, ENGR (non-BSE degrees and awards), PH, MED (BS degrees), NURS, UC, and EDUC.

Announcements 

Exam Deadline 

  • The spring 2022 final exam needs tool opens December 13 and runs through January 12.
  • The Midterm Exam Needs Tool for fall 2022 will open in MAUI beginning Monday, Feb. 1.

General Catalog  

  • Just a reminder that the 2022-23 General Catalog pages are due in the Registrar’s Office on Monday, Feb. 7. Any questions can be directed to Jan Brunstein (5-0222 or jan-brunstein@uiowa.edu) or Teresa Watson (teresa-watson@uiowa.edu).  Units will be able to review their updated pages at the proof stage.  The 2022-23 Catalog will be online by June 1. 

Grades 

  • Winter 2021 Grades - Grades entry will be available in MAUI for courses ending on or before Jan. 14. DEOs need to approve by 5 pm Wednesday, Jan. 20. Off-cycle final grades must be submitted and approved within ten calendar days of the course end date. If you have any questions, please contact reg-maui-support@uiowa.edu.
  • Spring 2022 Attendance Lists Open Feb. 1 - 17
  • Spring 2022 Midterm Class Lists Open March 3 - 24

Offering Planner Deadlines and Updates 

  • Classroom Scheduling is currently recalling classrooms assigned to zero enrollment classes. If your section should remain as scheduled, please contact Char Maher.
  • The Jan. 3 deadline has passed for all undergraduate courses for changes in location, start and end time, or start and end dates with enough justification.
  • Planner Review Period for fall 2022 from Jan. 17 - 31. We ask that departmental changes submit revisions no later than January 21 to allow for processing of information prior to the MyUI open date.
  • MyUI Course Offerings Available and Schedule Builder Opens for fall 2022 on Feb. 1
  • Textbook Deadlines
    • Summer 2022
      • Early registration deadline: March 7
      • 4 week prior to the start of the session deadline: April 18
    • Fall 2022
      • Early registration deadline: April 11
      • 4 week prior to the start of the session deadline: July 25

Registration Deadlines 

  • 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, Jan.12. Once the prerequisite drop occurs, if a student wants to re-add to the course (or waitlist) they would need permanent or met permission; otherwise, they would be dropped again the same day.
  • First day of classes for spring 2022 is Jan. 18
  • Last day of MyUI registration without authorization is Jan. 31
    • Waitlist functionality for full-semester length courses no longer in effect
  • Late registration - last day for undergraduates and graduates is Feb 1.
  • Create academic session for summer and fall 2022 on Feb. 4
    • Students can be authorized for either summer or fall
    • Capability to grant special permission for summer or fall
  • Registration Day/Time Assignment
    • Administrative view in MAUI; students able to view in MyUI
    • Summer 2022- Feb. 14
    • Fall 2022- March 7
  • Early Registration
    • Summer 2022- March 7 - 11
    • Fall 2022- April 11 - 22
  • Seat reservation deadline:
    • Summer 2022- Feb. 14
    • Fall 2022- March 21

How to request a seat reservation- Restriction and Seat Reservation Restriction Request Form

Sample Plans

  • Now is the time to review your department’s Sample Plans to make sure they match your 2022-23 General Catalog pages. Sample Plans are created and updated through MAUI (not the General Catalog) and must be submitted by June 1 to guarantee placement in the General Catalog. Note: this deadline will be earlier next year to give our office the opportunity to publish the completed plans by June 1. Questions? Contact reg-sample-plans@uiowa.edu.