Student Academic Services Users Group January Meeting

Time and Location

2-3pm, Wednesday, January 2, 2019 in 2520-D UCC

Agenda

1. OFSA award notification process - Sara Even from the Office of Student Financial Aid talked about how the Office of Student Financial Aid will begin 19-20 awarding in mid-February.  We're making major changes to the look of the award notification students will receive so if you ever view them with students in MyUI don't be surprised when it's very different.  We won't be automatically awarding the Parent PLUS Loan any longer so we can highlight the potential financial gap that exists.  This allows our office to begin conversations about paying for school a little earlier and more clearly.
2. Two-step authentication required for students in MyUI for Billing and Financial Aid functions - Sara Even from the Office of Financial Aid presented how MyUI Two-Step Login (Duo) will be required for students wishing to access their billing automated payment or refund bank accounts effective February 1.  I believe I may have said February 11 yesterday but in a meeting immediately following we settled on February 1.  We're doing this because so many schools, ours included, have been receiving phishing emails related to financial aid disbursements and refund accounts.  We are working with the ITS help desk and strategic communications on the email that will go out to students notifying them of this requirement.  We will only target current students who don't already have Two-Step set up for MyUI.  Messages will also be displayed in MyUI itself and in the Registrar welcome back email.  ITS is removing the requirement that students be on the campus network to activate it so distance student will be able to use it as well.
3. Preferred name option for the commencement program and diplomas - Curt Graff from the Office of the Registrar presented the new preferred name on degree applications, commencement program, and diploma.
   1. Preferred Name on Degree Application
   2. Degree Application Redacted
4. Registrar staff relocations and other announcements - Julie Fell from the Office of the Registrar talked about upcoming staff relocations.

Staff and Location Updates:  

• The Registrar Reporting team, Kathryn Stoltenberg, Michelle Davenport, Susan Sweeney and Dina McFarland, is now located in 34 Macbride Hall.
• The Residency team, Diane Bedell and Marcia McNamara, is now located in 2 Jessup Hall.
• Sara Sullivan is now in the GI Bill Services area of the office (201D Communication Center). She will continue to lead the Commencement team but will transition out of the Graduation Analysis area over the Spring semester.

Additional Announcements and Important Dates

• Winter 2018 Grades - Grades entry will be available in MAUI for courses ending on or before January 11, 2019.  DEOs need to approve by 5 pm Thursday, January 17. 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.
• Classroom Scheduling is currently recalling classrooms assigned to zero enrollment classes.  If your section should remain as scheduled, please contact Char Maher.
• The January 3 deadline has passed for all undergraduate courses for changes in location, start and end time, or start and end dates with sufficient justification
• 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, January 9. 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.
• Spring 2019 Final Examination Needs Tool is open for submission through Wednesday, January 9th at 4:30 p.m.  Please contact Caroline Jens after submission dates with any updates or questions.
• First Day of Classes for Spring 2019 is January 14
• Last Day of MyUI Registration is January 21
• Planner Review Period for Fall 2019 from January 21 to February 3
• Late Registration - Last Day for Undergraduates and Graduates is January 28 
• Create Academic Session for Summer and Fall 2019 on February 1
• MyUI Course Offerings Available and Schedule Builder Opens for Fall 2019 on February 4
• Midterm Evening Exam Scheduling begins Monday, February 4th.
   

Future meetings can be found on the Office of the Registrar website.