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UR Student

"Engagements" Demo Recap & What's Next

What We Covered:

At July's Demo Days, attendees discussed a new feature within our new student information system coming July 2019, Engagements.

Dynamic communications plans, Engagements will let you schedule targeted emails, create custom audiences, and more. Although the standards and processes for Engagements are yet to be developed, we saw a sneak peek of the steps involved with building plans, emails and creating the audiences that can update dynamically as students continue to meet set criteria. Our presenters (Sean Hanna and Liz Powell shown below) went into the non-production UR Student environment to show how it looks from the administrator's perspective as well as the student's.

A survey is sent out every month which will capture feedback from attendees to ensure we are informing all impacted users appropriately. If you missed this session, visit our Demo Days page to view a playback of the event.

What's Next:

Please note: we're taking off for August (it's a little busy for everyone), so in September you'll learn about two timely UR Student topics:

  • Registration Process (suggested for all faculty and staff members)
  • Undergraduate Major Declaration Process (best for Undergraduate Advisors, Registrars, Coordinators, Undergraduate AS&E faculty, and those in Student Records and Undergraduate departments). 

As always, everyone is welcome at these demonstrations to get a preview of how UR Student will work. It's also a great opportunity to ask questions specific to your area and offer ideas for system features.

Subscribe to UR Student!

Enter your email (under the logo on the URS homepage) to stay connected with our latest updates. And, don't hesitate to contact us if you have questions for the team.


Get "Engaged" at Demo Days on the 17th & 18th!

Attention: Records Supervisors, Registrars, Dept. Coordinators, and those in Bursar's Offices: You'll definitely want to be here, but we encourage everyone to participate.

Have you put the UR Student Team's July presentation on "Engagements" on your calendar? If not, check the schedule below and register now to join us in the room or on Zoom.

Creating campus engagement plans and much more...

We'll walk you through the steps for sending coordinated communications customized for your academic unit or level. You'll see how key functions, like creating targeted student emails and personalized printed items, will work. And we'll take you behind the scenes to show how things look from the administrator's and the student's perspective.

Seats are still available--please register to attend:
Chose one of three identical presentations (or a remote meeting option) offered at the locations listed below.

  1. 7/17, Eastman School of Music: Register for in-person OR Zoom remote attendance
  2. 7/18, River Campus: Register for in-person OR Zoom remote attendance
  3. 7/18, Medical Center: Register for in-person OR Zoom remote attendance

A black and white copy of our PowerPoint slide deck is now available. Visit our Demo Days page for a multicolored version.

If you cannot attend in-person, our remote meeting details are below:

Meeting Information by Location

Where: Eastman School of Music

Date: July 17th

Time: 10:00 – 11:00 PM

Zoom remote meeting link:

https://rochester.zoom.us/j/616741252

Connect to audio through your computer or Dial in:

US: +1 646 876 9923, CODE: 616 741 252#

Where: River Campus

Date: July 18th

Time: 1:00 – 2:00 PM

Zoom remote meeting link:

https://rochester.zoom.us/j/504551724

Connect to audio through your computer or Dial in:

US: +1 646 876 9923, CODE: 504 551 724#

Where: Medical Center

Date: July 18th

Time: 3:00 – 4:00 PM

Zoom remote meeting link:

https://rochester.zoom.us/j/351252612

Connect to audio through your computer or Dial in:

US: +1 646 876 9923, CODE: 351 252 612#

 


Review June Demo Days

In case you couldn't go or just want to review the UR Student demonstration on Cohort Management, download one of the recordings from the Demo Days page.

Here's the Recap:

UR Student Cohorts will represent specific groups of students that are created for one of the following reasons:
To assign students to advisors.Because the cohort is required for transactional purposes (e.g. Enrollment eligibility rules).To assign an attribute for which there is no field in UR Student for reporting or trend analysis.

What Next:
Register for July's Demo Days to learn how to create an engagement plan for sending coordinated communications from UR Student. Specific to an academic unit, these plans identify engagement items like:

  • Creating student emails or printed items using merge fields
  • Creating the audience or recipients for the engagements
  • Creating an engagement plan (an automated schedule for the engagements)

Who should go in July:
We encourage everyone to participate, but Records Supervisors, Registrars, Dept. Coordinators, and those in Bursar's Offices, will definitely want to be here.

Subscribe to the UR Student website (under the logo) to receive announcements instantaneously. And, don't hesitate to contact us on our UR Student site if you have questions for the team.


July Demo Days: Connect with UR Student "Engagements"

What’s happening:
On July 17th & 18th we’ll show you how to create an engagement plan for sending coordinated communications from UR Student. Specific to an academic unit, these plans identify engagement items like:

  • Creating student emails or printed items using merge fields
  • Creating the audience or recipients for the engagements
  • Creating an engagement plan (an automated schedule for the engagements)

How to register:
Chose one of three identical presentations (or a remote meeting option) offered at the locations listed below.

  1. 7/17, Eastman School of Music: Register for in-person OR Zoom remote attendance
  2. 7/18, River Campus: Register for in-person OR Zoom remote attendance
  3. 7/18, Medical Center: Register for in-person OR Zoom remote attendance

Who should go:
We encourage everyone to participate, but Records Supervisors, Registrars, Dept. Coordinators, and those in Bursar's Offices, will definitely want to be here.

FYI:
These monthly events will inform all impacted employees of the upcoming process and system changes due to the implementation of our new student information system. The project team provides a live demonstration of UR Student with time set aside for a Q&A.
If you have questions for the team, please contact us on our UR Student site.


Be There for June's UR Student Demo Days!

Join us for a UR Student demonstration offered on June 19th & 20TH. Seats are still available!

Agenda: UR Student Cohorts will represent specific groups of students that are created for one of the following reasons:

  1. To assign students to advisors.
  2. Because the cohort is required for transactional purposes (e.g. Enrollment eligibility rules).
  3. To assign an attribute for which there is no field in UR Student for reporting or trend analysis.

All are welcome to learn more at our demonstration on Cohort Management within UR Student with Q&A. It’s a must-see for Records Supervisors, Registrars, Department Coordinators, and those in Finance Offices or Admissions.

In-person attendance is still available at multiple location options. Select one of the locations listed below to register for one of these identical presentations.

Presentations:

The Demo Days’ PowerPoint slide deck and remote meeting (Zoom) details for these identical events are now available. If you cannot attend in-person, our remote meeting details are below:

Remote Attendance by Location
Location: Eastman School of Music
Date: June 19th
Time: 10:00-11:00 AM
ZOOM remote meeting link
Connect to audio through your computer or dial in:
US: +1 646 876 9923
CODE: 874774346#
Location: Medical Center
Date: June 19th
Time 1:30 – 2:30 PM
ZOOM remote meeting link
Connect to audio through your computer or Dial in:
US: +16468769923,,
CODE: 348188836#
Location: River Campus
Date: June 20th
Time 1:00 – 2:00 PM
ZOOM remote meeting link
Connect to audio through your
computer or Dial in:
US: +16699006833,,
CODE 693678249#

Visit our Demo Days page for meeting recordings (playbacks) posted one week after the event date.

If you have questions for the team, please contact us on our UR Student site


Did You Miss May Demo Days?

For those who couldn't make it to our second round of events (or you just want to refresh your memory), please visit our Demo Days page. You'll be able to download presentations of UR Student's Onboarding Steps for New and Returning Students held at the River Campus and Medical Center last month. Questions in the room vary based on the audience, but topics included submitting documents prior to arrival on campus (e.g. FERPA, Financial Responsibility Agreement).

Presenters simulated the onboarding process using multiple roles available in UR Student, such as a student or administrator, and discussed some of the actions/options available. Here's a good example: Required student forms will show up as Inbox tasks, like the Academic Honesty Statement and Financial Responsibility Agreement, ensuring the documentation is completed.  For a handy summary of the demonstrated UR Student Onboarding Steps in the system as designed today, please view our Fast Facts sheet.

You asked, we listened! Our May Survey revealed that more Demo Days content would be beneficial, so June's agenda will be packed with a full hour of detailed information on how Cohort Management works within UR Student. Choose from three events June 19th and 20th at the Eastman School of Music, the Medical Center, the River Campus, with remote Zoom-meeting options for all. You'll get up to speed on specific content that's especially useful for Records Supervisors, Registrars, Department Coordinators, and those in Finance Offices or Admissions.

Subscribe to the UR Student website (under the logo) to receive announcements instantaneously. And, don't hesitate to contact us on our UR Student site if you have questions for the team.


UR Student Demo Days for June - Please Join Us

UR Student is presenting a UR Student Cohort demonstration using UR Student on June 19th and 20th. Three identical presentations are listed below with remote meeting options for each. Register for one today!

Agenda:  UR Student Cohorts will represent specific groups of students that are created for one of the following reasons:

  1. To assign students to advisors.
  2. Because the cohort is required for transactional purposes (e.g. Enrollment eligibility rules).
  3. To assign an attribute for which there is no field in UR Student for reporting or trend analysis.

All are welcome to learn more at our demonstration on Cohort Management within UR Student with Q&A. It’s a must-see for Records Supervisors, Registrars, Department Coordinators, and those in Finance Offices or Admissions.

These monthly events will inform all impacted employees of the upcoming process and system changes due to the implementation of our new student information system. The project team provides a live demonstration of UR Student with time set aside for Q&A.

If you have questions for the team, please contact us on our UR Student site.


Attend UR Student Demo Days for May

Join us for a UR Student demonstrations offered on May 24th. Seats are still available for in-person, or remote participation!

Agenda: A demonstration of new and returning student onboarding steps within UR Student. This includes documents to submit prior to coming to campus (FERPA, Financial Responsibility Agreement, etc.). All are welcome with specific content directed towards Registrars, Undergraduate Orientation, Graduate Studies, Financial Aid, Bursars, University Health Service and affiliate offices. There will be a Q&A session with the team at the end.

In-Person Meeting Registration with Location

In-person attendance is still available. Select one of the locations listed below to register for one of these identical presentations.

Presentation Materials

Our Demo Days page contains our MS PowerPoint slide deck. Meeting recordings (playback) will be added one week after the event date.

Remote Meeting Details

If you cannot attend in person, our Zoom virtual meeting details are below:

River Campus

Medical Center **Updated Link**

Location: (virtual) River Campus

Date: May 24th

Time 1:30 – 2:30 PM

Zoom remote meeting link:

https://rochester.zoom.us/j/587426519

Connect to audio through your computer or

Dial in:   US: 646-558-8665,,Code:587426519#

Location: (virtual) Medical Center

Date: May 24th

Time 3:30 – 4:30 PM

Zoom remote meeting link:

https://rochester.zoom.us/j/656242391

Connect to audio through your computer or

Dial in:   US: 669-900-6833,, Code:656242391#

If you have questions for the team, please contact us on our UR Student site.


UR Student Demo Days May 24th – Please join us

UR Student is presenting a student onboarding demonstration within UR Student on May 24th. Two identical presentations are offered with remote meeting options listed below. Register for one today!

*Note: In person sessions at Eastman School of Music will be offered on alternate months.

Agenda:  Onboard for new and returning students within UR Student. This includes documents to submit prior to coming to campus (FERPA, financial responsibility agreement, etc.). All are welcome with specific content directed towards Registrars, Undergraduate Orientation, Graduate Studies, Financial Aid, Bursars, University Health Service and affiliate offices. There will be a Q&A session with the team at the end.

These monthly events will inform all impacted employees of the upcoming process and system changes due to the implementation of our new student information system. The project team provides a live demonstration of UR Student with time set aside for Q&A.

If you have questions for the team, please contact us on our UR Student site.


Schools Provide Feedback to UR Student

Several UR Student Special Interest Groups (SIG) recently met generating further feedback on the UR Student structure currently being configured. SIG members are an extension of the UR Student team and have explicit roles and responsibilities to support the successful outcome of the implementation.

SIG members provide feedback on their school's current business processes and requirements to assist in system design decisions. Ultimately, these discussions will form the building blocks for common business practices used throughout the University.

Our newly formed Faculty SIG consists of appointed faculty members across the University gathered to provide insight and feedback on faculty features and faculty engagement.

The Records and Registration SIG team met to discuss new terminology, the academic structure set up in the UR Student system and programs of study.

Our Advising SIG met with an excellent turnout. The conversation was informative and lively with ample feedback and questions. The team was tasked with thinking through the various groupings of student information used within their school, in addition to existing clusters, to discuss further at their next meeting.

The Institutional Research and Information Technology SIG provided an update on the programs of study structures, project’s integrations, conversions, reporting and Data Warehouse activities with a presentation on Workday’s architecture and design. The team meets every fourth Tuesday of the month.

Phase 1 Special Interest Groups:

We will continue to communicate changes that will affect faculty staff and students on our News page and within your school newsletter. Faculty and staff can participate in system demonstrations at our UR Student Demo Days events announced on our Calendar page and University Calendar.

If you have questions for the team, please contact us on our UR Student site.


Did You Miss Demo Days?

The UR Student project team conducted their inaugural Demo Days events on April 18th and 19th introducing future users to our new student information system. Over 130 faculty and staff members attended to view UR Student login steps, basic navigation and how to access departmental student listings, course schedule and analytics. The demonstration finished with a mobile view for students using an iPad. If you missed this event or would like a refresher, visit our Demo Days page to access a playback video of our Medical Center event.

The group engaged in lively conversations ranging from changing procedures on faculty grading to viewable student data for advisors. Inbox and notifications within UR Student were of great interest to all staff who support student success. The event ended with a UR Student mobile demonstration revealing a modern way for students to engage with their billing, academic schedule, faculty, advisors and departmental coordinators and administrators.

Our next Demo Days scheduled for May 24th, 2018 will be held at the Medical Center and the River Campus with remote Zoom meeting options at both locations. The agenda will include student onboarding steps within UR Student. All are welcome with specific content directed towards Registrars, Undergraduate Orientation, Graduate Studies, Financial Aid, Bursars, University Health Service and affiliate offices. Meeting details are forthcoming. Subscribe to the UR Student website (under the logo) to receive announcements instantaneously.

If you have questions for the team, please contact us on our UR Student site.


UR Student Demo Days Meeting Details

UR Student Demo Days begin tomorrow with repeat presentations held on April 19th. The Demo Days’ PowerPoint slide deck and the remote meeting (Zoom) details for the April 18th session are now available.

Presentation Materials:

Visit our Demo Days webpage to download presentation materials and meeting recordings (Playback) that are posted 1 week after the Demo Days Zoom meeting event.


Remote Meeting Details for April 18th event:

Date: April 18th

Time 3:00 – 4:00 PM

Zoom remote meeting link: https://rochester.zoom.us/j/761378164

Connect to audio through your computer or Dial in: US: +16699006833,,761378164#


Demo Days in-person attendance is still available for all sessions. Register for one of these identical presentations from the locations listed below.

Meeting Agenda: Project overview and progress update along with an Overview demonstration of UR Student interface.

 

We hope you can attend these monthly events for a preview of UR Student functionality and Q&A session with the team. Please contact us with any question you have regarding UR Student Demo Days.

 


UR Student Design Continues

UR Student team is currently configuring the primary elements of UR Student. This work is the foundation of the University's new student information system for faculty, staff, and students going live July 2019.

Earlier this year, the project team attended trained and guided discussions through a number of system configuration options. The team is currently constructing the fundamental structures for our records, registration, student finance and advising activities. This framework will allow for effortless communication methods between advisors, faculty and support staff, as well as real-time registration and billing information for students. Other features include alternative reports being drafted to supplement traditional print for staff and faculty such as:

  • Dynamic in-system reporting with data pivot views by student and course
  • Real-time dashboard graphs and charts
  • Integrations for data warehouse reporting using Cognos

The system design is collaborative to ensure that system processes reflect feedback from all schools. Design decisions and demonstrations will be reviewed by special interest groups composed of individuals from across the University. Records and registration, advising SIG and the information technology/ institutional research SIGs have already conducted their first meeting to onboard members, set expectations and begin reviewing the initial structure for feedback.

Attend our monthly UR Student Demo Day events to learn about important changes that will impact faculty and staff with a live demonstration on a selected process area; records, course registration, student finance for bursars, faculty grading, rosters, reports, and advising activities to support student success. Stay informed with our announcements and public calendar events coming late winter.

If you have questions for the team, please contact us on our UR Student site.


UR Student Offers Live Demonstrations – Please join us

Please join us for our inaugural UR Student Demo Day events held on April 18th with encore personations held at alternate locations. Event details for these identical presentations can be accessed below. Follow the instructions provided to register for an event at a location near you.

These monthly events will inform all impacted employees of the upcoming process and system changes due to the implementation of our new student information system. At each session, the UR Student project team will provide a brief update on project milestones against the timeline with a live demonstration of UR Student. There will be time set aside at each event for a Q&A session with the team.

Agenda: Project overview and progress update along with an overview of UR Student interface.

If you have questions for the team, please contact us on our UR Student site.


UR Student Publishes Inaugural Newsletter

UR Student Newsletter has been created to orient and summarizes the latest developments from the UR Student implementation.
To view this edition, select the link above and scroll past the header image to view its components; Project Summary, What We DidWhat We Are Doing and What We Will Do Next.

Visit our Newsletter page to download a printable copy. We hope you enjoy the information presented. For comments or feedback, please contact us.


UR Student Survey #1 Results are In!

We recently completed our first UR Student Stakeholder Survey. Thank you to all that responded.

This survey provided insight on awareness levels across the University for this project’s mission and goals. We will continue to periodically survey throughout the duration of the project to help align project communications and readiness activities to the needs of the community.

The survey had a 13% response rate.  Here is what we heard from the 206 people that responded.

Below is the breakdown of respondents by University area and role.

By University Area:

  • Central Administration: 14%
  • River Campus and Eastman School of Music: 68%
  • Health Care Education (School of Nursing, School of Medicine and Dentistry Graduate Programs, Eastman Institute for Oral Health): 18%

By Student Information System Role:

  • Staff and Support: 29%
  • Advisors and Faculty Advisors: 39%
  • Administration: 22%
  • Other: 10%
    Note: University Faculty will receive a tailored survey Spring 2018.

Some key observations from the survey results include:

  • The project’s Guiding Principles were strongly supported (87%). These strategies will drive the configuration design for UR Student and are the underpinnings of stakeholder support.
  • At this early stage, awareness of the project goal is very high at 90% with a majority supporting this effort and investment (73%). Project requirement meetings held this summer with select staff and focused leadership presentations contributed to this score.
  • Respondents informed us that they have a basic understanding of change impacts (41%), but most need detailed information. As project configuration activities conclude, we will communicate the system design and offer demonstrations via public events announced on the UR Student Calendar.
  • An overwhelming number are committed to learn and change how they work using UR Student (93%). Training and support details are required (67%) and will be addressed further into the project.

Over the coming months, we will be taking the following action steps to address your feedback:

  • Special Interest Group sessions comprised of select University members will begin this winter, increasing awareness of impacts to current processes and incorporating your feedback. Who represents your SIG area?
  • As the system design takes shape, communications including web, newsletters, and live interactive presentations, will continue to clarify process changes and system roles for all stakeholders.
  • The project team will continue outreach efforts such as regular demonstrations and meeting with standing committees to assure broad transparency to project activities and decisions.

Please note this summary of the university’s feedback is based on a 13% response rate. Increased participation in future surveys will reveal a clearer picture.

We look forward to hearing from you on our next survey and throughout the project.


UR Student Project Underway

The UR Student project was officially kicked off on October 2nd with a target go-live for Phase I of July 2019.  The scope for Phase I includes Student Records and Advising and Student Finance with the primary focus on decommissioning the legacy Student Information System.

The project team is currently working through guided design sessions and workshops to learn about how best to configure the application to meet the needs of the University.  Interested parties are encouraged to contact the Leads for each of the Special Interest Groups to get engaged with the project team and to provide feedback throughout the project.

SIG Team Leads:
Julia Kraus Student Records
Sean Hanna –Student Advising
Liz Powell –Student Finance

General project updates will also be provided through community forums and “demo days”; a full calendar of events is available on the website.


Don’t Forget to Take the UR Student Survey

Thank you to those that have already completed the survey. Your feedback and comments are important to the team and vital for a successful implementation.

For those who have not yet taken the survey, please check your Microsoft Outlook inbox for an email sent from the UR Student Project. The survey takes 5-7 minutes to complete. and will officially close on November 13th.

The UR Student Stakeholder survey was sent to current consumers of student information impacted by this project.

We will periodically send surveys throughout the project to gather the following information:

  1. Project implementation awareness for all individuals impacted
  2. Appropriate ongoing communications for the UR Student project

If you have not received the survey and feel you will be affected contact us and we will add you to our distribution list and survey.


UR Student Project Kickoff Playback

The UR Student project was officially kicked off on October 2nd with a target go-live for Phase I of July, 2019.
The scope for Phase I includes Student Records and Advising and Student Finance with the primary focus on decommissioning the legacy Student Information System.

Total run time length – 38 minutes

Check out the entire event, or jump directly to our UR Student demonstration. 

 


The UR Student Project Kicks Off

Over the past three years, the University has collaborated with Workday Inc. and select universities to develop an innovative, feature rich, cloud-based student information system.

On October 2nd, a cross-functional team will kick off the UR Student project to implement the new system for the University’s Records, Registration and Student Finance areas. The system is scheduled to go live July 2019 and will affect all students, faculty and related staff.

The project implementation will continue to phase-in Admissions and Financial Aid components in 2021. Visit the UR Student project and News pages to learn about the new system and project activities.

For further questions on this project, please contact the UR Student Project Team.


Welcome to the UR Student Implementation Website!

This website will be your informational guide during the five stages of implementation for the new Student System interface. As the project progresses, announcements will be posted regarding; functional areas impacted, project progress as well as system learning events and resources.  This website will initially be updated on a bi monthly basis, then increase in frequency when the project kicks off July, 2017.

To keep up to date on this project, subscribe to the site to receive automated posts as they are published using the email form located in the upper right of the screen.