October Users Group 2020 Meeting Minutes

October 2020 SASUG Meeting Agenda

Time and Location

10:30 am – 12:00 pm, Thursday, October 22, 2020

Agenda

Program of Study and Academic Orgs Historical Documentation in MAUI

Becky Keogh and Chris Carlson - Office of the Registrar

In an effort to promote transparency and preserve records, the Office of the Registrar is currently uploading Program of Study and Academic Organizations documentation directly to MAUI. The initial phase of this project includes identifying the type of documentation and the corresponding POS and/or AO. Over 900 files will be uploaded, including Board of Regents required paperwork, university memos, and other relevant documentation. Presently, Tippie College of Business and Graduate Management Programs documents are being uploaded and users can view these in MAUI on the details view within Programs of Study and Academic Organizations. Future applications of this upload capability will include colleges/departments being able to upload additional documentation.

Registration Reminders

Jolene Cole - Office of the Registrar

Early registration – November 30 through December 11

Days & time have been posted and can be found on the student’s home page on MyUI
Will be viewable on their courses/registration page when sessions are available on October 30

Prerequisite drop dates

UI In Progress Coursework – December 24th (part of end of semester processing)
Non-UI coursework – January 20th

Seat reservations – send to reg maui support so viewable before courses displayed on MyUI

Typically won’t add once students are enrolled
Seat Reservations Report: available under Planner Menu in Offerings Planner
Additional information regarding seat reservations and a link to the Restriction and Seat Reservation Request form can be found on our website.

Course cancellations for Winter 2020 & Spring 2021

Will no longer require Office of the Provost (or CLAS approval if offered through CLAS) before cancelling course.
Departments should work with their collegiate offices before sending course cancellations to reg-maui-support.
Beginning Winter 2020, departments can begin notifying students regarding course cancellations before contacting reg-maui-support.

Course Cancellation Steps

Change the Registration Status of the course section from “Open” to “Pending”.
Consider alternative courses available for students.
Notify enrolled and waitlisted students of cancellation. Please include the session, course number(s), and if alternate courses are available to students.
Contact reg-maui-support and indicate you need to cancel a course. Include the course number and session. If students should be moved to an alternative course section, please include student information, original course section and new course section.
After all students have been removed from the course section, the Office of the Registrar will cancel the section.

New “Unresolved COVID-19 Compliance Training” Registration Hold and TALA Update

Jessica Alberhasky - Office of the Registrar

New “Unresolved COVID-19 Compliance Training” Registration Hold

The new “Unresolved COVID-19 Compliance Training” Registration has been placed on student that have not completed their COVID-19 Compliance Training for Winter 2020 and Spring 2021. These holds were added Monday, October 19. If a student completes the compliance training, the hold will be removed. MAUI checks ICON every 30 minutes to see if students have taken the course. Students also have the option on the MyUI reminder screen to click on the big blue "check now" button, which would check ICON and update their MAUI record on the fly.

TALA- Temporary Alternative Learning Arrangements

Students that were verified for TALA in the fall will be moved automatically to Spring. Additionally, those students wish to apply for winter/spring, will be able to submit a form the first part of November. More information will be forthcoming in a campus announcement.

IVETS Veterans Week Update

Chelsea Burk - Office of the Registrar

Veterans Day is Wednesday, Nov. 11 and we have virtual recognition efforts running throughout that week:

#honorhawkeyevets campaign on social media: post a picture of someone you know who is a veteran or current service member with the hashtag to show support
Check out a new profile of a Hawkeye veteran each day the week of Nov. 9-13 on our social media and website, veterans.uiowa.edu.
View our virtual gallery of the "I" flag display on the Pentacrest at veterans.uiowa.edu
Tune in to the live-streamed Hawkeye Distinguished Veterans Award ceremony on Thursday, Nov. 12 from 5-5:30 p.m. here: https://imu.uiowa.edu/about/memorial/veterans-award/ (Please Note: You must register prior to the start of the event.)

Commencement Overview

UI Service Center/Grad Services/Commencement Liaisons

Sara Sullivan - Office of the Registrar

The Commencement Team, in an effort to improve communication and student service, has partnered with the UI Service Center and Graduation Services to create a team of liaisons to better share information between units. Representatives are Kelly Taylor from the Commencement Team, Dee Ann Vincent from the UISC, and Mark Grover from GS. We are also wanting to clarify that Graduation Services works on the student record side of ‘graduating’ and commencement is the ceremonial aspect. This clarification may help when folks need to identify a contact person.

Intro Commencement RSVP

Sara Sullivan - Office of the Registrar

RSVP Overview

Alysha Ahlf - Office of the Registrar

A commencement RSVP has been created and is live in MyUI for students to access. The Degree Application tile in MyUI has been modified to the Degrees/Graduation tile, and the RSVP can be found there. Only students who meet certain criteria will be able to access the RSVP. RSVPs for virtual and on campus commencement have been created. Students are able to upload a photo to use on their commencement slide if they will attend a ceremony. Students who do not attend will have access to a slide with no photo. Commencement coordinators have access to reporting and other new features in MAUI.

Commencement Slide Overview

Becky Keogh - Office of the Registrar

Eligible students will be able to download a commemorative graduation slide via MyUI. If a student responds yes for the ceremony, they have the opportunity to choose official or preferred name and upload a photo, which is reviewed by the collegiate commencement coordinator. If a student responds no or has no response for the ceremony, they can still download a slide with no picture, using official name. Slides will display the word DRAFT until almost 2 weeks before the ceremony.

RSVP Communication Strategy

Josh Hutchison - Office of the Registrar

An email message was sent to nearly 1,700 undergraduate students with an active degree application and a fall 2020 ceremony on October 15. The email directed students to the Virtual Ceremonies page on the Commencement Site for more information. (The Graduate College and Tippie MBA decided to contact their students directly.)
The same message will be sent in the coming weeks to students who did not open the email and have not already opted out.
An email will be sent to the spring 2020 graduates who did not participate in a spring virtual ceremony offering them to join the fall virtual ceremonies.
The RSVP will close on December 2 and an email will be sent to those who have not replied one way or the other approximately two weeks before that deadline.
There is a fall 2020 commencement subscription list that we are encouraging people to join and will start sending out bi-weekly updates soon.

Course Offerings Q&A

Renee Houser and Char Maher - Office of the Registrar

Spring 2021 scheduling classroom assignments are going well and on schedule for release to MyUI on Friday, October 30 at originally planned
A large thanks to the Course Offerings/Classroom Scheduling team for expediting this priority project and delivering it on time
Kudos to the ITS AIS programming team for the “Reset To Planning” button in MAUI Planner which has played a critical role in our rescheduling processes as a result of COVID-19
Reminder: Deadline for Fall 2021 course offering submissions is midnight on Thursday, October 29. Planner is closed on Friday, October 30
We are operating under the assumption that the Fall 2021 session will return to “normal” operations (standard seating). Delivery modes should be updated as appropriate; for example, Face to Face, Hybrid (2 new options), Individualized Experience, TILE, or Web (if you used Face to Face + Web for Fall 2019 or 2020, please adjust to new single label of Hybrid to improve reporting and replication processes). Course Category (High, Medium, or Low – On Campus Priority) is not necessary at this time.
The Planner will reopen for the offerings review period from January 18 to January 31

Announcements

Congratulations to Sarah Harris on her retirement! After 35 years as the University of Iowa you will truly be missed by all!

Exam Deadline

Spring 2021 midterm exam needs will open October 30th
The Spring 2021 final exam needs tool opens December 14 and runs through January 20.

General Catalog Deadlines

The historical 2020-21 General Catalog PDF will be available in late October on the Catalog website: https://catalog.registrar.uiowa.edu. Those in the Catalog workflow will receive an email in mid-November to let them know specifics about the opening of the Catalog for updates.

Grades

Midterm Class Lists are open from October 8- 22, 2020
Final Exam Grade Submission from December 9-23, 2020

Offering Planner Deadlines and Updates

Fall 2021- Operating under the assumption, session will return to “normal” operations (standard seating)
Delivery Modes should be updated as appropriate; for example: Face to Face, Hybrid (2 new options), Individualized Experience, TILE, or Web
In Fall 2019, if Face to Face + Web, please adjust to new single label of Hybrid to improve reporting and replication processes.
Course Category (High, Medium or Low – On Campus Priority) completion is not necessary, at this time. If necessary, to pivot due to early decision to resume normal operations, data will be collected at that time with other fall offering edits.
October 30, 2020 - January 17, 2021 the Fall 2021 Course Offerings Planner are closed to editing. The Planner is always open for instructor, textbook, descriptions, requirements, recommendations, restrictions, registration information editing, updating waitlist plans, and updating syllabus information.
The Planner will reopen for the offerings review period from January 18 to January 31. Once the Planner reopens, you can submit any changes or new sections you did not submit for Fall 2020 before the Planner closed. This proof period will allow departments time to submit their offering prior to courses being viewable on MyUI on February 1.
Offerings Planner module in MAUI will remain open for sections in Planning status and courses requesting a non-UCR during the Planner closed period for classroom assignments. Users will need to wait until the Planner reopens to submit any sections requesting a UCR to workflow.

Textbook Deadlines

Textbook Deadline- Now available in the Academic Calendar!
Winter 2020/Spring 2021 Textbook Deadline - Early Registration 11/30/2020
Winter 2020 Textbook Deadline - 4 weeks prior to start of session is 11/30/2020
Spring 2021 Textbook Deadline - 4 weeks prior to start of session is 12/28/2020

Registration Deadlines

Student's Winter 2020 and Spring 2021 day/time assignments will run on Monday, October 19. If you have any questions, please contact reg-maui-support@uiowa.edu.
Early Registration is November 30- December 11, 2020.
Prerequisites are enforced during registration. More information is available on our website.
Last day for undergraduates to drop without Dean's approval for Fall 2020 is December 18. Off-cycle courses do not apply.