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Wednesday, September 20, 2017

New OCM website to launch in October

A redesigned Office of Classroom Management (OCM) website will launch Tuesday, October 3, 2017. Its simplified design offers easy access to classroom technology instructions, scheduling applications, and information about Classroom Technical Services (CTS), including audio/visual equipment design and installation.

The new site utilizes the Drupal 8 content management system, which enhances mobile delivery. The website address will remain the same; however, URLs for internal links will change. Redirects will be set up for commonly-accessed pages.

Summer 2018 CCS Opens for Initial Build

Collaborative Class Scheduling (CCS) in PeopleSoft will be available for initial build on Wednesday, September 27 for May/summer 2018 (1185) class schedule production. It will be open until October 28, 2017.

The following resources for scheduling classes are available:

Calendar for 2018-19 class scheduling production available

The 2018-19 CCS Production Calendar is available. Please note that some of the dates are still tentative and will be updated as academic calendars across system campuses are finalized.

As a reminder, you can find additional critical scheduling dates, including previous production calendars and academic session dates, on the OCM Academic Scheduling page.

Note the summer registration date change. Registration for degree-seeking students will begin March 1 for summer 2018.

Supplemental Class Search is being retired

The Supplemental Class Search will no longer be available as of September 23, 2017. The supplemental class search was built as a temporary solution for advisors and staff following the PeopleSoft upgrade in 2015.

Since then, new class search functionality has been added to Schedule Builder to replace this temporary solution. You may also continue to use the MyU/PeopleSoft delivered Class Search or other tools developed by colleges.

Feel free to provide feedback on the Schedule Builder Class Search via the comment form. Thank you.

Wednesday, September 6, 2017

Campus Solutions 9.2 Technical Upgrade Go-Live Information

A period of system downtime is necessary to complete the first phase of the PeopleSoft Campus Solutions 9.2 Upgrade. PeopleSoft Campus Solutions (Student Records) and related systems will be unavailable starting at 9 a.m. (previously reported as 7 a.m.) on Saturday, September 23. Work is anticipated to be complete and systems available again at noon on Sunday, September 24. See full details on system availability during the planned outage.

Academic schedulers should not do any work in Astra Schedule Sept. 23-24 during the upgrade, or their work will be lost. Scheduled events and event requests will work as normal. The academic term data will be refreshed before 7 a.m. on Monday morning.

When systems are restored Sunday afternoon, users will notice minimal changes in PeopleSoft (restricted to look and feel). Preview these changes.

Those who use PeopleSoft frequently may need to clear their browser cache and cookies when logging in for the first time after the upgrade is complete.

Canvas update

Over the next two years, Canvas will replace Moodle as the University's centrally-supported Learning Management System. About 5% of instructors will be using Canvas this fall. More are expected to use it in spring 2018. See the Canvas Transition website for more information and a timeline.

With the new Canvas process, all classes that are setup in PeopleSoft will have an unpublished class site automatically generated before the start of each semester. The unpublished Canvas courses will be displayed to instructors if they are assigned as a primary instructor in PeopleSoft.

Currently, many courses in PeopleSoft do not have a primary instructor assigned. Schedulers should assign primary instructors, teaching assistants, and other instructor roles to support this process as well as for class rosters and grade entry.

Wednesday, August 30, 2017

Fall 2017 final exam deadlines

In a response from schedulers asking to be able to confirm final exam room locations earlier in the semester, OCM has moved forward the final exam production cycle beginning with fall 2017. The Final Exam Change Request form is due on Tuesday, October 3.

After all common final exams are scheduled, change requests are processed in the order in which they are received. The earlier you submit your Final Exam Change Request form, the greater likelihood you will get the instructor's preferred classroom. You will notice some small changes to the change request form itself, in particular for those utilizing common exams. Please let us know if you have any questions.

For classes not holding an in-person exam during finals week, notify us by emailing ocmsched@umn.edu by Tuesday, October 3. Please use the subject line “Fall 2017 Final Exam” and include the subject designator and class section number(s) in the email text. In particular, it is helpful to know when large, lecture classes will not be using their classroom during exam week to fulfill special requests for other final exams requiring large classrooms.

All event requests made through Astra Schedule for finals week are held in our queue until all final exams are scheduled. Astra Schedule event requests should be used to schedule review sessions, but should not be used to secure classrooms for final exams. If you are unsure how to submit your request for an exam room, email ocmsched@umn.edu.
Note: An edit has been made on 9/20/17 to change the day Wednesday to Tuesday, October 3. Apologies for any confusion.

Roll forward for May/summer session 2018 (1185)

Class data entered into CCS rolls forward from the same term in the previous year (e.g., fall 2017 to fall 2018) as a convenience to schedulers. We will roll forward classes for May/summer session 2018 (1185) on Sunday, September 10. This happens two weeks prior to CCS Open - Initial Build to allow for behind-the-scenes data clean up.

As a reminder, classes with the following criteria will not roll forward:
  • Cancelled sections
  • Tentative sections
  • Topics classes
  • Classes with zero enrollment (excluding directed studies and research)
  • Undergraduate classes scheduled in Extended Regular Session (session 011)

Helping U desk: Students helping students navigate the U

One Stop Student Services and the Office for Student Affairs have partnered together to enhance the Helping U desk in Bruininks Hall.

At the Helping U desk, student-staff have been trained to connect fellow students to University-based resources such as academic support, career help, and health services. The desk is open M-F 8:00 a.m. to 4:00 p.m.



If you know a student or department who may benefit from the Helping U desk, please share this message. Thank you.

Monday, August 28, 2017

Welcome to fall 2017

The Office of Classroom Management (OCM) welcomes you to the start of fall 2017 semester! 

We have information to share with you about teaching in classrooms, updates about projects we have been working on, and information about a planned, enterprise-wide system maintenance outage happening in September. Please read below for details.

Locate your classroom assignment
Room assignments for fall 2017 are available on the Class Schedule. Please note: room assignments are subject to change prior to the start of term. While this usually only affects a small number of classes, verify your classroom assignment before the first class meeting. If you have specific questions about your room assignment, contact your department scheduling coordinator.

Room Search
The Room Search allows you to view the classroom inventory. You can filter by campus, building, capacity, and/or feature. You can also view room details, including capacities, layout, photos, links to campus maps, and room schedule. Orientation is available upon request for those who want to learn more about the technology features. For any questions, contact OCM Classroom Support.

Classroom technology
The classroom technology instructions provides a list of equipment and additional features as well as a representative image of the instructor station in each classroom.

Class rosters
Access and print your class roster.

ADA table and chairs
All OCM classrooms are equipped with ADA compliant tables and chairs as a standard feature. We work with Disability Resource Center to accommodate student needs and ask for your help in assuring its proper use.

New Study Space website
A new study space website has launched that helps students find places on campus where they can study: studyspace.umn.edu. The site includes images, building features, and locations on the East Bank, West Bank, and St. Paul campuses. Listings include computer labs, coffee shops, and on-campus study spaces for both individuals and groups. The website was a collaborative project between OCM, University Libraries, Student Unions, OIT, AHC Classroom Services, and Facilities Management.

Summer classroom renovations and updates
Several general purpose classrooms received environment or technology updates during the summer, including the following:
  • Magrath 8 has been converted to a testing center and is supported in partnership with the Office of Information Technology (OIT). 
  • McNeal Hall - OCM partnered with the College of Design (CDES) in McNeal 144 and 146 provide two additional Active Learning Classrooms (ALCs), using six-person group tables with student displays. The rooms seat 42 and 30, respectively. 
  • Mondale Hall - Major renovations in 15, 35, 45, 55 and 65 include new furnishings and technology features. 
  • Rapson Hall - An additional partnership with CDES to combine two classrooms into a new 112-seat ALC that will support the unique, collaborative, and team-based structure of the product design program courses. Rapson 56 differs from other ALCs on campus in that the student tables are movable. 
  • Tate Hall - We welcome the reopening of John T. Tate Hall this fall semester. The building will open to the public on September 5th and house 10 general purpose classrooms ranging in capacity from 32 to 250 seats. 
  • Technology feature upgrades were completed in nearly 70 rooms. Specific features are detailed by room on the room search page.
    • Improvements included: wide-screen video projectors, HDMI input cables, and document cameras. Instructor microphones and class capture cameras were also added to select classrooms. 
  • Seating has been replaced in a variety of classrooms as part of planned lifecycle renewal updates. 
Planned system maintenance
An extended planned maintenance window during the weekend of September 23-24 is necessary for the upcoming upgrade of PeopleSoft Campus Solutions (Student Records). From Saturday morning to Sunday afternoon, students, faculty, and staff will not have access to functions such as registration and grading. Other systems such as email, Moodle, and Canvas will have regular availability.

Contact us
As always, OCM is available to help with questions, concerns, and comments regarding general purpose classrooms, scheduling, and central student study spaces. We are available for calls Monday through Friday, 7:30 a.m. to 4:00 p.m.

Call Classroom Support Hotline at 612-625-1086
Messages left at the hotline are monitored by an on-call manager after hours
Email classrm@umn.edu

We wish you a great start to the semester!

Wednesday, August 16, 2017

Make final changes to variable credit/grading basis for fall classes

It is imperative to make final changes to classes requiring set credits and/or changes to grade basis as soon as possible. After the semester begins, the grading basis and the number of credits for a class cannot be altered. 
  • To change the number of credits at the class level from a variable number to a set number, email ocmsched@umn.edu as soon as possible.
  • To make a change to the grading basis, submit the request directly through ECAS.

Similarly, it is important to cancel classes that will not be offered prior to semester start. 
  • If you do not plan to offer a class that has students enrolled, set the status of the class to Stop Further Enrollment, notify the students directly of the short notice cancellation, and email ocmsched@umn.edu to process the cancellation.

Removal of grade access for all undergraduate students

In response to an internal audit following ESUP, ASR will be removing Approve and Grade access for all undergraduate students assigned to classes during the last week of August. Full-time employees who are taking undergraduate classes will be excluded from that process.

Moving forward, do not grant undergraduate students Approve or Grade access to your classes. An automatic process will remove this grading access from undergraduate students if they are added inadvertently. Consider assigning this access to a faculty member or staff proxy instead to ensure grades can be reported. If you have any questions about this change, please contact ocmsched@umn.edu.

Summer classroom renovations and updates

Several general purpose classrooms received environment or technology updates during the summer, including the following:
  • Magrath 8 has been converted to a testing center and is supported in partnership with the Office of Information Technology (OIT).
  • McNeal Hall - An additional partnership with CDES in McNeal 144 and 146 provide two additional Active Learning Classrooms (ALCs), using six-person group tables with student displays. The rooms seat 42 and 30, respectively.
  • Mondale Hall - Major renovations in 15, 35, 45, 55 and 65 include new furnishings and technology features.
  • Rapson Hall - OCM partnered with the College of Design (CDES) to combine two classrooms into a new 112-seat ALC that will support the unique, collaborative, and team-based structure of the product design program courses. Rapson 56 differs from other ALCs on campus in that the student tables are movable.
  • Tate Hall - We welcome the reopening of John T. Tate Hall this fall semester. The building will open to the public on September 5th and house 10 general purpose classrooms ranging in capacity from 32 to 250 seats.
  • Technology feature upgrades were completed in nearly 70 rooms. Specific features are detailed by room on the room search page.
    • Improvements included: wide-screen video projectors, HDMI input cables, and document cameras. Instructor microphones and class capture cameras were also added to select classrooms.
  • Seating has been replaced in a variety of classrooms as part of planned lifecycle renewal updates.

Preparing for the Campus Solutions 9.2 technical upgrade go-live

The first phase of the PeopleSoft Campus Solutions 9.2 Upgrade is the technical upgrade of Campus Solutions from version 9.0 to version 9.2. In order to complete this phase, Campus Solutions will be unavailable for approximately 30 hours over the September 23 weekend. During this time, students, faculty, and staff will not have access to functions such as registration, student account payments, and grading. Human Resources and Financials systems and Moodle will have regular availability.

While this timeframe was selected to minimize impacts to the University community, we would like to hear from you if there are activities that will be negatively affected by this downtime. Please contact project manager Carrie Otto (zast0020@umn.edu) with details.

System changes as a result of this technical upgrade are minimal and restricted to look and feel. Preview these changes.

Graduate Student Services and Progress (GSSP) content transition to One Stop

On August 24, 2017, Graduate Student Services and Progress (GSSP) content will be moved from the Graduate School website to the One Stop Student Services website. Users looking for GSSP content on the Graduate School website will automatically be redirected to One Stop during the transitionary period. Faculty and staff content will remain on the Graduate School’s website, and only Twin Cities websites will be affected.

GSSP content will appear under the Academics tab on One Stop in the following pages:
  • Degree completion steps
  • Examination committees
  • Doctoral oral exam scheduling 
  • Thesis/dissertation submission and formatting
  • Contact GSSP
GSSP forms will be housed on the One Stop forms page. Application for degree and other information related to graduation will be updated on the ‘apply to graduate’ and ‘checklist for grad students’ pages that already exist on One Stop.

The goal of this content transition is to better serve students by housing content in one place and making navigation easier. Integrating GSSP with One Stop also better aligns with GSSP’s organizational structure.

Please communicate this change with students, staff, and faculty who may not be aware. Contact Chris Abts at cjabts@umn.edu with any GSSP questions. Thank you.

Wednesday, August 2, 2017

Cancel classes for fall 2017 with zero enrollments

There are classes on the fall 2017 (1179) class schedule with a room assignment but no enrolled students.

If you do not plan to offer a class, cancel the class in CCS as soon as possible. Simply changing the enrollment capacity to zero and checking the “no print” box in CCS will not release the classroom assignment. The class must be cancelled directly in CCS.

If you plan to offer the class, please move it to a departmental classroom or conference room when available. Email ocmsched@umn.edu if you need assistance assigning the room.

For classes with low enrollment that you plan to cancel, email ocmsched@umn.edu to process your cancellation. If your college requires collegiate approval for cancellation with low enrollment, refer to your college procedures. Remember to always notify enrolled students directly, before requesting a class cancellation.

Upgrade to Astra Schedule

Astra Schedule will undergo a planned system upgrade on Friday, August 11. Access to Astra Schedule will be unavailable from Friday, August 11 from 11:00 a.m.-5:00 p.m. This upgrade does not affect PeopleSoft or CCS. Updates on the outage will be available on the University's IT Service Status page.

After this upgrade, users will notice the following changes:

  1. Scheduling Grids – Significantly faster loading times. 
  2. Event Summaries – The subject line of the email will now auto populate with the Event Name and Reservation Number 
  3. Event Request Notifications – Now will include the actual event reservation number instead of a previously used event request number.
  4. Inactive Customer Contacts – Will no longer appear on drop down menus on the Event Request forms. 
If you have any questions about the upgrade, please contact ocmsoftwarehelp@umn.edu.

Assign instructors to classes

A presentation of the internal audit for PeopleSoft Campus Solutions was given at the February 2017 Registrar's Advisory Committee (RAC) meeting. The conclusions of the audit were that the system is doing its job, but some users are frustrated. Class schedule data entry errors were highlighted, noting that the 300+ system-wide Collaborative Class Scheduling (CCS) users impact the quality of data. Specific audit findings of note:
  • 725 of 1,101 (66%) graduate students were entered as Primary Instructor instead of Teaching Assistant
  • 2,234 of 7,521 (30%) classes with no instructor listed
  • Meeting patterns set up incorrectly 

Two bullets highlight the importance of instructor information for students. Please input instructor information, grade access, and meeting patterns in CCS on the Meetings tab. See the UPK on meeting pattern set up.


Study Space Finder

Study Space Finder has launched for students that includes images, building features, and locations. Students can find computer labs, coffee shops, and study spaces for individuals and groups via the map markers on East Bank, West Bank, and St. Paul campuses. The finder will be housed at studyspace.umn.edu and will also appear as a link on sites with study space content.

This is a joint project between the Office of Classroom Management (OCM), University Libraries, Student Unions, Office of Information Technology (OIT), AHC Classroom Services, and University Services. Technical fixes are still in progress, but issues should be resolved shortly. Please share with students and contact studyspacefeedback@umn.edu with any questions.
Screen Shot 2017-07-25 at 2.02.53 PM.png

Wednesday, July 5, 2017

Fall 2017 (1179) classroom assignments

Check the Class Schedule to view fall 2017 general purpose classroom assignments. Many departments will notice that placement includes both East Bank and West Bank. If a class is not assigned a room, that means that we are still looking for a general purpose classroom for your class. If you have a departmental space for the class to meet, please email ocmsched@umn.edu to assist with assigning the class to the space. We appreciate your partnership in finding solutions to space shortages.

Please remember: All room assignments are subject to change prior to the start of fall semester. Room assignments are not guaranteed. Changes will continue to be made to the Class Schedule throughout the summer months as departments make adjustments to classes. We will likely need to re-examine room assignments once enrollments are stabilized so that we can adjust for actual, rather than projected, enrollments.

Academic calendar changes

Beginning with the 2018-19 academic calendar, the spring term will change from having 74 instructional days to having 70 instructional days. This change means that fall and spring semesters will have the same length going forward, and there is room for an additional study day for students in the spring term.

The full calendars for 2018-22 can be viewed on the University Senate page.

Spring 2019

January 21 (Monday)
MLK holiday
January 22 (Tuesday)
Classes begin
March 18-22 (Monday through Friday)
Spring break
May 6 (Monday)
Last day of instruction
May 7, 8, and 12 (Tuesday, Wednesday, and Sunday)
Study days
May 9-11 and 13-15 (Thurs.-Sat. and Mon.-Wed.)
Final examinations
May 15 (Wednesday)
End of term

Note that spring term will continue to start on the Tuesday after the MLK holiday, the second half of the term will still begin the Monday after spring break, and there will be no finals on the Sunday of finals week.

Because some classes may have 1 to 2 fewer meeting dates (depending on meeting pattern), syllabi may need to be reviewed. Please communicate these changes to those within your departments so that they are able to prepare accordingly.

Course access

The University is anticipating higher than projected New High School (NHS) enrollments for fall 2017 with about 300 to 400 additional students. Many individuals and offices across campus are paying attention to the impact this could have on course access.

The Office of Undergraduate Education with Academic Support Resources is asking that advisors let us know if you identify specific courses filling faster and or earlier than usual. Please email Katie at russellk@umn.edu. Keep in mind, we anticipate some courses will fill as they always have.

First-year writing is aware of the increase in students and believes they have scheduled sufficient WRIT 1301 sections to serve this large incoming class. If needed, they will investigate the possibility of adding a section or two for spring 2018.

Chemistry placement exam

Advisors may enroll students in CHEM 1015 or CHEM 1065/61/81 after consulting with individual students. Advisors may enroll a student who has not yet met the 70% ALEKS completion bar threshold but the student must ultimately meet the 100% score to remain in the course. More information can be found in the Advising Update.

Wednesday, May 3, 2017

Spring 2017 Final Exams

Finals week for spring semester begins Saturday, May 6 with Study Day. The last day of exams is Saturday, May 13.

Review the final exam room assignments for your department by following the steps outlined on the OCM blog post: Spring 2017 final exam schedule available for review >>>

Grade entry deadlines and reminders

Spring 2017 grades are due on Wednesday, May 17. A complete list of grading due dates, how-to guides, and policies, are available on the ASR website.

Grade rosters are now available in the Faculty Center in MyU. Please encourage instructors to log into Faculty Center ahead of time to check that they have a final grade roster for the classes they expect to enter grades in. If instructors do not see their expected final grades rosters, they should contact their department’s class scheduler.

If you know of someone encountering issues with grades entry, please have them call the ASR Training & Support Team at (612) 625-2803 or srhelp@umn.edu.

Auto-enroll from waitlist reminders


Fall 2017 auto-enroll from waitlist began April 26, 2017 for the Twin Cities campus. See more information on auto-enroll from waitlist on the Training Update blog >>>

Monday, May 1, 2017

Extended weekend classroom hours during finals week

Finals week for spring semester begins Saturday, May 6 with Study Day. The last day of exams is Saturday, May 13. Official University final exam schedules are available online.


Study days: Saturday, May 6 and Sunday, May 7
Finals week: Monday, May 8 – Saturday, May 13, 2017


General purpose classroom hours will be extended on Saturday 5/6, Sunday 5/7, and Saturday 5/13, to meet the needs of students and faculty during finals week. Weekday hours remain unchanged during finals week (see standard operating hours).


Saturday, May 6 and Saturday, May 13:
All general purpose classrooms will be open from 7:00 a.m. - 10:00 p.m. to accommodate scheduled final exams and student study.


Sunday, May 7:
All classrooms in weekend buildings will be open from 7:00 a.m. - 10:00 p.m. to accommodate students for official University study days. Weekend buildings include the following:
  • East Bank: Bruininks Hall, Folwell Hall, Keller Hall, Nicholson Hall, Rapson Hall
  • West Bank: Blegen Hall, CSOM, Hanson Hall, Humphrey Center
  • Saint Paul: McNeal Hall, Peters Hall, Ruttan Hall
After final exams week, we will return to our standard operating hours.

NOTE: Building hours may vary from standard classroom hours. Be sure to carry your U Card with you at all times. Some buildings will require your U Card for exterior building access.

Wednesday, April 19, 2017

CCS closes on April 24 for spring 2018 (1183)

We are currently in CCS Open Initial Build for spring 2018 (1183) until April 23, 2017. On April 24, we will close CCS to make central room assignments.

By the end of the day on April 23, please make sure to:
  1. Work with your faculty and instructors to obtain updated information for the term.
  2. Update class information using the CCS pages in PeopleSoft.
    • Cancel class sections that will not be offered this term.
    • Set realistic enrollment limits and requested room capacities (+/- 10% of last year’s enrollments)
    • Input instructor information and grade access in CCS. 
    • Adjust non-standard class meeting times to a standard time
    • Review classes outside of the Regular Session to make sure it is in the appropriate academic session (remember that classes in the extended regular session are typically not financial aid eligible).
    • Indicate the required room characteristics (technology, seating styles, etc.) needed to facilitate teaching by using the room characteristic codes accessible in the meeting pattern page of CCS.
    • Email ocmsched@umn.edu to add facility ROOM000TBA or NOROOMREQD to all class meeting patterns that will not require any room assignment or that will meet in a small office space.
    • Use Astra Schedule to assign departmental classrooms and labs directly to class sections. If you are not able to get these assignments made in Astra Schedule by the end of the day on April 23, please email ocmsched@umn.edu to make the assignments for you. This will ensure your class is not unnecessarily assigned a general purpose classroom. 
  3. Review the Class Scheduling Distribution Summary Report to assess department/college compliance with distribution of meeting times (no more than 3% in any standard time block) and distribution of meeting patterns (no more than 50% meeting on Tuesday/Thursday).
  4. Avoid scheduling course sections in high demand periods/days.
All room requests sent to ocmsched@umn.edu will be queued until after the batch scheduling run for fall semester has been complete. They will be reviewed in mid-May, and we will try to accommodate as many requests as we can, but we cannot guarantee specific room requests.

PeopleSoft Campus Solutions upgrade underway

The effort to upgrade PeopleSoft Campus Solutions from version 9.0 to 9.2 started the first week in April. This project is on a much smaller scale than "The Upgrade"/ESUP that was completed in 2015. The upgrade to 9.2 will go through June 2018 and will be completed in two phases.

The first phase, the technical upgrade, is an upgrade of the technical platform from version 9.0 to 9.2. This is being done to maintain vendor support for security and regulations as well as to allow for the adoption of future vendor-released functionality. This will be completed September 24, 2017. Students, faculty, and staff will notice little to no changes as a result of this technical upgrade.

The second phase, the functional upgrade, will be dedicated to implementing process improvements and utilizing available delivered tools over several months. During this phase, functionality will be released on a monthly basis rather than one, final launch date. The project will conclude in June 2018.

Training and communication plans on the functional upgrade will be dependent on what functionality is selected to be implemented. This will be determined in the next month or so. You can learn more about the upgrade on the project website.

Friday, April 7, 2017

NGN WiFi upgrade begins April 12

The Next Generation Network (NGN) project at the University of Minnesota will upgrade all components of the University's network, both wired and WiFi, over the next three years. The new network will increase speed and throughput capacity, improve wireless access, and improve security management.


WiFi access point hardware upgrades will begin on the University of Minnesota Twin Cities campus on Monday, April 12, 2017. This work will impact every WiFi access point in buildings and structures across campus. Replacement of access points is a bit like replacing a light bulb; the old one is removed and the new one is installed and turned on. Service disruption is expected to be minimal.


The first phase is on the St. Paul Campus, and the schedule is available at it.umn.edu/ngn-schedule. Please note that the NGN schedule is subject to change.


Network access after cutover:
  • Users should begin using "eduroam" for the most user-friendly experience.
  • After an access point has been replaced, available networks will adjust slightly. Users may need to reauthenticate after an access point has been replaced if they are using the "UofM Secure" network. Reauthentication should not be necessary for users connected to "eduroam."
  • The outdated network "UofM" will no longer be available.
  • "UofM-Guest" will be available for guest access, and a new user-friendly portal web page will instruct users how to securely log in. Students, faculty, and staff will be encouraged to connect to eduroam.
  • Students, faculty,, and staff who choose to connect to the "UofM-Guest" network will NOT be able to visit applications or services controlled by central authentication (Shibboleth).
    • For example: MyU, University Google applications, VPN, financial systems, etc. WiFi access to centrally-authenticated controlled applications will only be allowed from eduroam and UofM Secure.


The following are more in depth details of the WiFi Access Point upgrade project:
  • WiFi AP upgrade work will happen during business hours, from approximately 6:30 a.m. to 5 p.m.
  • WiFi cutover work will be performed all day, every day of the schedule until it is complete. When a building is completed, the contractor team will move to the next building on the NGN schedule.
  • The project team does not expect to perform any building cuts on weekends or holidays. Overtime work is not in scope.
  • The expected individual access point service impact is approximately 15 minutes. If other access points cover that physical space, service impact will be limited.


Classes will be taken into consideration during the WiFi Access Point upgrade project work.
  • During WiFi AP upgrades, the contractors and NGN project field staff will work in classrooms when vacant, based on class schedules provided by the Office of Classroom Management (OCM) and Academic Health Center (AHC) Classroom Management.
  • OCM and AHC will provide access to classrooms and spaces for contractors when needed.
  • Wherever possible, cuts in classrooms will be completed in the early morning.


The NGN project team is doing everything possible to ensure smooth transitions and minimal service disruptions during the project.
  • The Technology Help Desk and Tier 2 support are trained and ready for calls regarding WiFi changes, service disruptions, re-authentication, and/or network name changes.
  • All support issues should be sent through the OIT Help Desk. Explore Technology Help resources at it.umn.edu/contact-us.
  • Post-cutover feedback is encouraged and can be shared with ngn@umn.edu.
  • News and schedules will be posted to the NGN website in a timely matter at it.umn.edu/ngn. You can also follow NGN updates on Twitter at @UMN_NGN.


The NGN project and field teams are committed to making this a smooth experience. If you have specific questions or would like to meet with the project team to discuss the NGN project further, please contact ngn@umn.edu.

Wednesday, April 5, 2017

Make final changes to May/summer and fall 2017 prior to registration

CCS is open for emergent changes to the class schedule for May/summer 2017 (1175) and fall 2017 (1179). Department schedulers may update class information (cancel, add, or change) directly in CCS. As a reminder, changes to meeting time(s) or to enrollment capacities greater than the current room capacity will result in loss of room assignment. If you make these changes, notify ocmsched@umn.edu to determine if a general purpose classroom will still be available.
Queued registration for May/summer 2017 begins Tuesday, April 11 and fall 2017 begins Thursday, April 13. To ensure the greatest success for students, please make sure to finalize the following information in the class schedule prior to registration:
  • Confirm session dates are set to the most reflective session. For reference, view session dates by term here.
  • If choosing a set number of credits for a variable credit class, make those changes before students register by emailing ocmsched@umn.edu.
  • Confirm grading basis. If changes need to be made, submit changes through ECAS.
  • All date, day, and time changes should be made before students register to make sure to minimize student conflicts. 
If any of the above needs to be changed after students have registered, email ocmsched@umn.edu to determine if changes may still be made.

Waitlist setup for summer and fall 2017 classes

There are currently over 300 classes for summer 2017 or fall 2017 which have a Wait List Capacity above zero, but which do not have the Auto Enroll from Wait List box checked.

The Auto Enroll from Wait List box (on UM CCS Maintain Schedule of Classes, basic data tab) must be checked for all sections of the class, including the non-enroll sections, for the class to be picked up on the auto-enroll process. (See screenshot.) If this box is not checked, students on the waitlist will not be auto-enrolled, even if seats open up in the class.



If your department uses waitlists, make sure sections are set up correctly before registration begins.

Summer 2017 registration begins April 11, 2017
Summer 2017 auto enroll from waitlist begins April 25, 2017
Fall 2017 registration begins April 13, 2017
Fall 2017 auto enroll from waitlist begins April 26, 2017

CCS is open for emergent changes to the class schedule for May/summer 2017 (1175) and fall 2017 (1179). Department schedulers may update class information (cancel, add, or change) directly in CCS. As a reminder, changes to meeting time(s) or to enrollment capacities greater than the current room capacity will result in loss of room assignment. If you make these changes, notify ocmsched@umn.edu to determine if a general purpose classroom will still be available.

Queued registration for May/summer 2017 begins Tuesday, April 11 and fall 2017 begins Thursday, April 13. To ensure the greatest success for students, please make sure to finalize the following information in the class schedule prior to registration:
Auto-enroll from waitlist process reminders:
  • As a general rule, the auto-enroll process begins on the first day that sophomores can register and runs through the first day of class for that session.
  • Students can learn more about adding themselves to a class waitlist with this How-to guide that is available on the One Stop website.
  • For staff wanting to learn more about managing a waitlist, view this Quick-start guide (available on the ASR website).
If you have additional questions or encounter any issues with waitlisting or the auto-enroll process, please contact the ASR Training & Support Team at srhelp@umn.edu.

Review room assignments for summer and fall 2017

General purpose classroom assignments for summer 2017 (1175) and fall 2017 (1179) are available on the Class Search. Room assignments are subject to change prior to the start of the term as we work to accommodate all class activity.

Review room assignments for your department, and contact ocmsched@umn.edu if any classes that do not need a general purpose classroom have inadvertently been assigned one.

Please note: Changes made in CCS may result in the loss of your room assignment. Always confirm room assignments after making CCS changes to times, days, class status, enrollment capacities, and requested room capacities.

Wednesday, March 29, 2017

Spring 2017 final exam schedule available for review

The spring 2017 final exam schedule for general purpose classrooms is now available for review in Astra Schedule. Please forward room locations to instructors to ensure they know the location of their final exam.

Be sure to check your department's classes for accuracy. Email the Scheduling Unit at ocmsched@umn.edu as soon as possible if you notice any of the following:
  • An exam scheduled for a class that does not require a room 
  • An exam missing for a class that should have had one scheduled
  • An exam scheduled at a time or place you did not expect
To review your department's final exams, please follow the steps below:
  1. Sign into Astra Schedule with your University internet ID and password in the upper right-hand corner of the screen.
  2. Click on the “Academics” tab located in the top navigation menu.
  3. Click on the “Sections” link at the top of the page.
  4. Update the filters in the left column as follows:
    1. Is Exam = Yes
    2. Term = Spring 2017
    3. Subject = Select the subject(s) you schedule
    4. Campus = Mpls/St Paul
  5. Click “Search” at the bottom of the filter column.
  6. To save your filter selections for future use, click on the save button next to the “Search” button at the bottom of the filter column on the left.
  7. Export the list to Excel by using the icon located in the middle of the bottom of the page.
Common exam room assignments are available to review separately in this Google sheet.

Want a few extra tips and tricks for getting around in Astra Academics? Check out the resources available on ASR’s system support page under Astra Schedule. Still have questions on how to review your final exams? Contact ocmsched@umn.edu.

Final exam policy resources:

Wednesday, March 15, 2017

Final exam scheduling for spring 2017 (1173)

Standard final exams have been scheduled for spring 2017 (1173). The OCM Scheduling Unit is currently working on scheduling common exams and special requests submitted through ASR final exam change request form. While OCM does its best to accommodate special requests, there is always a possibility that your request may not be able to be fulfilled.

After all final exams have been scheduled, detailed instructions for how to review exam room assignments will be sent to schedulers through the Scheduling Update newsletter to verify for their department.

Space is very tight this final exam period. Please continue to notify Scheduling if a spring 2017 course section will not require a general purpose classroom during finals week. Email ocmsched@umn.edu with the subject line “Spring 2017 Final Exam” and the designator/section number(s) in the text.

Final exam schedule and regulations are posted on the Academic Support Resources site.

OCM website redesign

We are in the process of redesigning the Office of Classroom Management website (classroom.umn.edu), with the intention of launching the new site by late fall 2017. As users of the current OCM site, we need your help. Here’s what you can do:
  • Watch for an email invitation to participate in an online activity known as a “card sort.” The activity will give you the opportunity to provide input on how content will appear on our new
    website.
  • Participate in an in-person website usability testing session. If this interests you, please submit your contact information. We will reach out at a later date to share more information.

MyU and PeopleSoft outage

On Saturday and Sunday, April 1-2, 2017, an upgrade to the PeopleSoft development platform, PeopleTools, will occur. While the upgrade work is underway, MyU and PeopleSoft applications will be unavailable.

Specific impacts to note:
  • MyU (and dependent applications)
  • PeopleSoft (and dependent applications)
  • ServiceNow
  • APAS
  • Grad Planner
Aside from downtime during the weekend, no significant impact for end users is expected, and no action is required as a result of this upgrade. Access to Moodle courses and University email will not be affected.

The upgrade ensures that our PeopleSoft systems remain stable and secure, and we retain vendor support. We encourage you to mark your calendars for the upgrade weekend so that you can plan around the service outage accordingly. During the weekend of April 1-2, updates will be available on the University’s Service Status page.

Wednesday, March 1, 2017

Class schedule data from the PeopleSoft Upgrade internal audit

Sue Van Voorhis, Associate Vice Provost Academic Support Resources and University Registrar, presented the key findings from an internal audit of the 2015 PeopleSoft Upgrade at the February 2017 Registrar’s Advisory Committee (RAC) meeting. The scope of the audit included administration (information and communication), system functionality (evaluating support for users), and data integrity (data accuracy and access rights). The audit also included soliciting community feedback through surveys to “faculty go-tos” and advisors. Five advisors were interviewed.

Sue reminded the group that the charge of the Upgrade was to implement delivered functionality as much as possible. As a result, the Campus Solutions effort removed 53% of customizations. Sue also shared data on the ongoing work related to Campus Solutions work. Almost half of that work is unplanned (e.g., bug fixes, responding to changes to regulations).

The conclusions of the audit were that the system is doing its job, but some users are frustrated. Class schedule data entry errors were highlighted, noting that the 300+ system-wide Collaborative Class Scheduling (CCS) users impact the quality of data. Specific things of note:
  • 725 of 1,101 (65%) graduate students were entered as Primary Instructor instead of Teaching Assistant
  • 2,234 of 7,521 (30%) classes with no instructor listed
  • Meeting patterns set up incorrectly (see the UPK on meeting pattern set up)
If you’re interested in learning more about the audit, review Sue’s internal audit presentation.

Make final changes before registration starts

It is imperative to make final changes to summer 2017 and fall 2017 classes prior to registration. Changes after registration has occurred may have a detrimental effect on students. For degree-seeking students, summer 2017 registration opens April 11, and fall 2017 registration opens April 13.

Submit the following changes directly through ECAS:
  • Credit changes
  • Grading base changes of any kind
  • Drop consent required
  • Career changes
  • Repeat allowance updates
  • Component changes
  • Adding topics courses
To make the following change, email ocmsched@umn.edu:
  • Change the number of credits for which a class is offered, from a variable number to a set number within the range
For classes that are not planned to be offered, cancellations should be made directly in CCS during CCS Open Initial Build. If a cancellation needs to occur after students have enrolled, email ocmsched@umn.edu. ASR formally reviews class changes made post-enrollment. Many changes are not able to be accommodated after students are enrolled.

Verify instructor information

Many classes are on the schedule without an instructor listed. Please input instructor information directly into CCS with accurate role and access type for spring (1173), summer (1175) and fall (1179). This practice ensures instructors will be able to access their online grade rosters at the end of the semester and assists students with complete information when registering for classes. Additionally, please verify all of your spring (1173), summer (1175) and fall (1179) classes have the correct instructor assigned.

OCM Year in Review

The OCM Year in Review is an account of how well we have met our charge during the past year. It is also an opportunity to highlight trends that will impact decisions and services in the Office of Classroom Management throughout the coming years.

Wednesday, February 15, 2017

Astra iCop February 2017: tips and tricks discussion

All are invited to join this online discussion on basic tips and tricks in Astra Schedule. Astra Schedule has many features that can make scheduling more efficient. Event and academic schedulers will learn about the options available in the events, reporting, and calendar tabs within Astra Schedule. There will be something for all Astra users to learn from this online session, whether beginners or experts. Join the WebEx meeting on Tuesday, February 21, 2:00 p.m. - 3:00 p.m.

Waiting to assign fall room assignments

CCS Open Initial Build for fall 2017 (1179) will be open until February 28, 2017. At that time, we will close CCS to make central room assignments. Review fall scheduling reminders from the last edition of Scheduling Update.

All room requests sent to ocmsched@umn.edu will be queued until after the batch scheduling run for fall semester has been complete. They will be reviewed in late March and we will try to accommodate as many requests as we can, but cannot guarantee specific room requests.

Spring final exam rooms are limited

Please continue to notify OCM Scheduling at ocmsched@umn.edu if a course section will not require a general purpose classroom during finals week. Use “Spring 2017 Final Exam” for the subject line, and include the course and section number in the body.

Space is very tight on campus and any chance we have to release a classroom to be used by another exam is appreciated.

Reminder: OCM only schedules final exams for classes that meet in general purpose classrooms. Final exams for classes that meet in departmental spaces need to be scheduled within the department.

Wednesday, February 1, 2017

Final exam scheduling for spring 2017 (1173)

Final exam scheduling for spring 2017 will begin soon. If a class will hold its final exam as indicated on the University final exam schedule in its regular classroom, there is no need for you to contact us. Your final exam will be scheduled centrally.

If a class is not holding an in-person exam during finals week (Monday, May 8 – Saturday, May 13, 2017) email ocmsched@umn.edu by February 19. Use the subject line “Spring 2017 Final Exam” and include the designator/section number(s) in the email text.

If a class is requesting a change to the day, time, or location to an exam, submit a Final Exam Change Request form (formerly ASR Forms 123 and 163) by March 3. Please note: If a class is on the pre-approved Common Exams list for the semester, a Final Exam Change Request form must still be submitted. While the Office of Classroom Management (OCM) does its best to accommodate special requests, there is a possibility that your request may not be fulfilled.

Final exam resources:

Fall 2017 (1179) scheduling is in progress

We are currently in CCS Open Initial Build for fall 2017 (1179) until February 28, 2017. At that time, we will close CCS to make central room assignments.

Prior to February 28, please make sure to:
  1. Work with your faculty and instructors to obtain updated information for the term.
  2. Update class information using the CCS pages in PeopleSoft.
    • Cancel class sections that will not be offered this term.
    • Set realistic enrollment limits and requested room capacities (+/- 10% of last year’s enrollments)
    • Input instructor information and grade access in CCS. 
    • Adjust non-standard class meeting times to a standard time
    • Review classes outside of the Regular Session to make sure it is in the appropriate academic session (remember that classes in the extended regular session are typically not financial aid eligible).
    • Indicate the required room characteristics (technology, seating styles, etc.) needed to facilitate teaching by using the room characteristic codes accessible in the meeting pattern page of CCS.
    • Email ocmsched@umn.edu to add facility ROOM000TBA or NOROOMREQD to all class meeting patterns that will not require any room assignment or that will meet in a small office space.
    • Use Astra Schedule to assign departmental classrooms and labs directly to class sections.
  3. Review the Class Scheduling Distribution Summary Report to assess department/college compliance with distribution of meeting times (no more than 3% in any standard time block) and distribution of meeting patterns (no more than 50% meeting on Tuesday/Thursday).
  4. Avoid scheduling course sections in high demand periods/days.

Thursday, January 19, 2017

Spring 2017 classroom resources

The Office of Classroom Management (OCM) welcomes faculty and staff to spring 2017 semester.

The General Purpose Classroom Search allows you to view the classroom inventory. You can filter by campus, building, capacity, and/or feature. You can also view room details, including capacities, layout, photos, links to campus maps, and the room schedule.

The classroom technology instructions provides a list of equipment and additional features by building, as well as a representative image of the instructor station in each classroom. Orientation is available upon request for those who want to learn more about the technology features. For any questions, contact Classroom Support Hotline at 612-625-1086 or classrm@umn.edu.

OCM staff are available for classroom and scheduling-related calls Monday through Friday, 7:30 a.m. to 4:00 p.m. Messages left at the hotline are monitored by an on-call manager after hours.

Summer 2017 (1175) scheduling resources

CCS continues to be open for May/summer 2017 (1175). Registration begins April 11. Remember to cancel any class sections that have rolled forward but will not be taking place and to update any class sections that require changes. Classroom have already been assigned and we will continue to monitor new sections added.

Be sure to review the class scheduling guidelines available on OCM’s website to review resources available to assist you in scheduling classes.

Wednesday, January 4, 2017

Make final changes to variable credit/grading basis

With the spring semester beginning soon, it is imperative to make final changes to classes requiring set credits and/or changes to grade basis. After the term has begun, the grading basis and the number of credits at which a class is being offered cannot be altered.

If you need to change the number of credits for which a class is offered from a variable number to a set number, email ocmsched@umn.edu. If you need to make a change to the grading basis of a course, submit it directly through ECAS.

Class cancellation policy

The last day for spring 2017 class cancellations is January 23, 2017. According to the Course Enrollment Limits and Cancellation policy, colleges (and sometimes departments) maintain policies regarding low-enrollment course sections. Sections may not be canceled after the fifth day of classes for the term. Each college has its own guidelines for canceling low enrollment classes on its website.

Remember to cancel classes with no enrollment for spring 2017 (1173). This will ensure the room assignment is released and the class is accurately displayed on the Class Schedule. As a reminder, simply changing the enrollment capacity to zero and checking the “no print” box in CCS will not release the classroom assignment. The class must be cancelled in CCS.

For class cancellations:
  • If there is no enrollment, cancel the class directly in CCS. 
  • If there are students enrolled, notify ocmsched@umn.edu for cancellations and follow collegiate policies.