Steps and Guidance:

1. Select UMN Training Hub

2. Select Course Catalog

3. Search for training by

   1. Keyword (use training title below) or

   2. Department offering training = Academic Support Resources

4. Complete the following training courses for basic inquiry to student academic data:

Guidance:

Data Reporting Training

1. Sharing Enterprise Data Training

DLP001 Administered by: Enterprise Data Mgmt/Reporting

This training provides information on how to properly and appropriately share enterprise data in compliance with University policies, procedures and guidelines.

2. Using the Reporting Center

FIN402 Administered by: Controller's Office

(Online) Accessing the Reporting Center from MyU portal, locating a report, setting favorites, locating additional reporting tools and additional resources.

3. FERPA

The purpose of this tutorial is to familiarize faculty and staff with the Family Educational Rights and Privacy Act (FERPA) and to understand the importance of protecting a student’s educational record.

4. Reporting Center Training for Student Systems Users for Student Systems (reporting access only)

Staff and faculty who need to access private student data in Reporting Center should complete the FERPA tutorial and then submit the Reporting Center Access Request Form (ARF). A quick start guide for Reporting Center is also available for reference.

Student Records Data Training (base access)

1. FERPA

The purpose of this tutorial is to familiarize faculty and staff with the Family Educational Rights and Privacy Act (FERPA) and to understand the importance of protecting a student’s educational record.

2. SDI - Student Data Inquiry (both system & reporting access)

This is an introductory online training for all PeopleSoft Campus Solutions system (student records) users, and is a prerequisite to additional access in Student Records. Completion of this training grants users view-only access to Student Records pages as well as some Admissions and Student Financials pages. Staff will understand/be able to: how PeopleSoft is organized; navigate within PeopleSoft; FERPA; and basic student record processes.(prerequisite for PeopleSoft access)

3. Reporting Center Training for Student Systems Users for Student Systems (reporting access only)

Staff and faculty who need to access private student data in Reporting Center should complete the FERPA tutorial and then submit the Reporting Center Access Request Form (ARF). A quick start guide for Reporting Center is also available for reference.

4. SDU - Student Data Update

This training builds on the information provided in the Student Data Inquiry course. Staff will learn the fundamentals of updating student records in PeopleSoft. This training prepares staff to update: service indicators; term activation; student groups; and student advisors. Prerequisite: SDI - Student Data Inquiry

Additional Student Training:

1. Astra Events

This class is for college or department staff who manage the scheduling of (non credit) events into department-owned space(s).

2. APAS Exceptions Training (New) (TH0706) Section: 001

3. Collaborative Class Scheduling (CCS) SR525C (includes UMD Waitlists and Class Permissions)

4. Registration

This course covers the steps to enroll students via the Quick Enroll page, the Enrollment Request page, and through Block Enrollment. The use of options and overrides is also discussed. Prerequisites: SDI - Student Data Inquiry and SDU - Student Data Update

5. Waitlists SR238T

6. Student Program/Plan SR220C

For the following in-person trainings, please email: UMDReg@d.umn.edu

• DL5010 Academic Data Basics

• SR310C Registration basics - personalized instruction & support

• SR220C Program/Plan Process (PPS) (manage your student's majors, minors, certificates data)

• SR234T Graduation Tracking & Clearance

Future workshops:

• DL5000 Student Data: Managing Class Size,

• DL6000 Transfer, Test & Other Credit Basics

• DL8000 Student Operational Reporting for faculty & staff

• DL800C Post Enrollment Requirement checking for faculty

Change of Employment:

Change of Employment (COES) form (link) must be submitted for every employee who changes positions or leaves the University of Minnesota. This is critical to "clean up" security access. Given many of us keep our email address and accounts it is important to make sure that we secure our systems as situations and need for access changes.

New employee or additional security needed:

(ARF) Access Request Form: PeopleSoft, Reporting, APAS, Imaging, etc

the basics for many users who work with student data:

1. Duo - for Enterprise Access

2. CS PeopleSoft Attachment for most users

3. APlus UMD's advising system (contact Susan Lombardo for assistance)

4. There are many other "ARF" forms depending upon your job responsibilities. Call Carla Boyd for some coaching through the process.

• APAS System

  • • • select: Academic Progress Auditing System (APAS)

      • For most people select: "Generate Audits Only" in the Request Details field.

• PeopleSoft

  • • • Student Records View: select: CS PeopleSoft Attachment for most users and the role = "SR-SDI - Student Data Inquiry"

      • Student Records Update: select: CS PeopleSoft Attachment for most users and the role = "SR-SDU - Student Data Update"

      • Registrar Guide to requesting access:

        • • • Faculty who advise undergraduate students (APAS view, APLUS and Reporting Center for Private Student Data)

            • Faculty who advise graduate students (SDI)

            • Administrator with class administrative view access (Collaborative Class Scheduling (CCS))

            • Faculty with transfer evaluation access job duties

              • • Transfer Evaluation System (TES) - department heads please contact Sarah Hatfield at umdreg@d.umn.edu

                • Transferology Security Request form

• Class Scheduling security:

  • • • • Access Request form = Collaborative Class Scheduling (CCS) or https://tdx.umn.edu/TDClient/31/Portal/Requests/ServiceDet?ID=296

        • You MUST know your department's 5 digit DEPTID code associated with each "Course Subject" (if they are different).

        • If you want to see/access historical information you must also know and provide your department's 3 digit DEPTID code associated with each "Course Subject."

• Change of Employment Status form

• IMAGING System: Users with need for private student data may request access to:

  • • • • D ADM APP View (College Admission application materials & transcripts)

        • D OTR College View (Student academic records shared with the Registrar)

• Transfer Evaluation System (TES) - department heads please contact Sarah Hatfield at umdreg@d.umn.edu

• Transferology Security Request form

Perceptive Content: NOTE: Windows Machines (only can have the client) if you have a MAC you have to use the WebNow version (contact ITSS for help)

1. Go to your computer's Window Home Button

2. Search for "Software Center"

3. Applications: Note there are 2 options

3.1 Perceptive Content for SCANNING documents

3.2 Perceptive Content (version number) for viewing documents

General

DL UMN Systems Overview

UMD OTR The Basics - Training Outline

Student Academic Program/Plan

• • UMD OTR Student Program/Plan - Training Outline

  • UMD OTR Making Changes to Student Program/Plan

Class Scheduling (CCS)

• • See Scheduling page

  • Collaborative Class Scheduling (CCS) Guide training materials (DL CCS training archive)

Transfer Credit

• • Department Adjustment of Previous Transfer Credit Decisions

  • TES Evaluator Quick Guide - helpful introduction to TES for Evaluators

  • TES FAQ & Evaluation Quick Guide - support for TES Evaluators