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Student Records

FERPA Tutorial (SR0071)

The FERPA Tutorial familiarizes faculty and staff with the Family Educational Rights and Privacy Act (FERPA) and to understand the importance of protecting a student’s educational record.

Reporting Center access

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

If you’re planning to take SDI training, you do not need to submit the Reporting Center ARF.

Student Data Inquiry (SR110T)

Student Data Inquiry (SDI) is the introductory training for PeopleSoft Campus Solutions, the University’s system containing student records data. Completion of this training is required to view information in PeopleSoft Campus Solutions. It is also a prerequisite for additional access within the system. This training includes an overview of PeopleSoft navigation and sections of Campus Solutions including the following:

  • Campus Community
  • Curriculum Management
  • Records & Enrollment
  • Student Financials

After gaining access, you can also use reports in the Reporting Center that contain student information.

Prerequisite: SR0071 FERPA Tutorial

Student Data Update (SR210T)

Student Data Update (SDU) is required training for making updates to student records in PeopleSoft Campus Solutions. This training prepares staff to understand update processes for the following pages:

  •  Service Indicators
  •  Term Activate a Student
  •  Student Groups
  •  Student Advisor

Prerequisites: SR0071 FERPA Tutorial, SR110T Student Data Inquiry

Collaborative Class Scheduling (SR525C)

The Collaborative Class Scheduling (CCS) course is an introduction to CCS scheduling processes, including adding, changing, and canceling class and section data. Class schedulers must complete this training to gain access to the CCS scheduling pages for Twin Cities or Rochester classes. This training will teach you how to do the following:

  • Add and cancel class sections
  • Adjust class enrollment capacities
  • Update dates and times of classes
  • Assign instructors to sections
  • Create waitlists
  • Combine sections
  • Manage class permissions

If you need to assign departmental rooms to classes, please also take Astra Academics training (15 minutes).

Contact the Office of Classroom Management Scheduling Team at ocmsched@umn.edu with any questions.

Prerequisites: SR0071 FERPA Tutorial, SR110T Student Data Inquiry

Student Data Update add-on training courses

SR231T Academic Standing
SR232T Class Permissions
SR233T Credit Exemptions
SR234T Degree Clearance
SR235T Enrollment Appointments
SR236T Manage Committees
SR237T Milestones
SR238T Waitlists

Prerequisites: SR0071 FERPA Tutorial, SR110T Student Data Inquiry, SR210T Student Data Update

Student Program Plan (SR220C)

This self-directed training is required for those who need to make updates to the Student Program/Plan page. This includes actions on student records such as plan changes, leaves of absence, discontinuations, and re-admissions.

  1. Access is granted by submitting an Access Request Form (ARF) for the Student Program Plan role.
  2. Once the ARF is approved, the OTR Training team will email you the training materials and update your training record.

Prerequisites: SR0071 FERPA Tutorial, SR110T Student Data Inquiry, SR210T Student Data Update

Registration (SR310T)

The Registration 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: SR0071 FERPA Tutorial, SR110T Student Data InquirySR210T Student Data Update

Block Enrollment (SR320T)

This business process is now covered in the SR310T Registration training class. Contact srhelp@umn.edu for more information.

Quick Admit (SR610R)

Quick Admit training introduces staff to using the Quick Admit process to add a student to PeopleSoft.  This training is typically only for limited staff, including those in the Learning Abroad Center or College of Continuing and Professional Studies. This training is scheduled upon request. Contact srhelp@umn.edu for more information.

Prerequisites: SR0071 FERPA Tutorial, SR110T Student Data InquirySR210T Student Data Update, SR220C Student Program Plan
 
Admissions training is managed by the Office of Admissions.

Astra

Astra Events (SR550C)

**This course is currently being offered remotely upon request to accommodate staff working off-campus. Contact ocmsched@umn.edu to request training.

The Astra Events course is for college and department administrative staff who are responsible for managing the scheduling of events (non-credit bearing activities) into department owned space using Astra Schedule. This training will cover:

  • Direct scheduling events in Astra Schedule
  • Editing events and meetings
  • Responding to room requests submitted online (if applicable)

Please complete the Astra Schedule Access Request form immediately after registering for this training.

Astra Academics (SR540C)

The Astra Academics course provides an introduction to Astra Academics, including the connection between Astra and Collaborative Class Scheduling (CCS). You will learn how to do the following:

  • Navigate to the Astra homepage
  • Find your classes in Astra Academics
  • Assign a departmental classroom
  • Delete an assigned classroom

Questions about this training? Contact the Office of Classroom Management Scheduling Team at ocmsched@umn.edu.

ECAS - Electronic Course Authorization System

Electronic Course Authorization System (SR510R)

This self-directed training is required for those who need to propose, update, or approve courses in the Electronic Course Authorization System (ECAS). In-person training is not required for update access.

Submit an ECAS Access Request Form for the subjects which you would update. Once your access is approved, Academic Support Resources will email self-directed training materials and put this on your training record. Access is granted by the Office of Information Technology - Provisioning And Requests (PAR).

Note: all UMN staff have view (only) access to ECAS.

PCAS - Program & Curriculum Approval System

Program & Curriculum Approval System (SR530C)

This self-directed training is for staff who are responsible for proposing and editing program requirements for major, minor, and certificate programs in the Program and Curriculum Approval System (PCAS). In-person training is not required for initial update access.

Submit a PCAS Access Request Form for the programs which you would update.  Once your access is approved, Academic Support Resources will email self-directed training materials and update your training record.
Note: all UMN staff have view (only) access to PCAS. Access is granted by the Office of Information Technology - Provisioning And Requests (PAR).

New users are encouraged to attend in-person training when you have updates to make in PCAS.  Please contact srhelp@umn.edu for workshop dates and times.

Program & Curriculum Approval System - Approver Only (SR535R)

This self-directed training is for staff who are responsible for approving program requirements for major, minor, and certificate programs in the Program and Curriculum Approval System (PCAS). In-person training is not required for initial access.

Submit a PCAS Access Request Form for the programs which you would approve.  Once your access is approved, Academic Support Resources will email self-directed training materials and update your training record. Access is granted by the Office of Information Technology - Provisioning And Requests (PAR).

 

APAS - Academic Progress Audit Sytems

APAS Exceptions Training (TH0706)

In the APAS Exceptions Training course, you will learn how to grant exceptions in the Academic Progress Audit System (APAS). This content is for the system as of July 1, 2019 as part of the Transfer Articulation and Degree Audit project.

Prerequisite: SR0071 FERPA Tutorial

For more information about APAS training, contact apasle@umn.edu

GPAS - Graduate Planning and Audit System

Exceptions training courses

Degree audit

Planner

Additional GPAS information can be found on the GPAS website. For questions contact gssp@umn.edu.

Student Financials

SF Posting 1 (SF 1001)

SF Posting 1 will acquaint users with PeopleSoft Student Financials posting process along with an overview of Student Financials business processes.

Prerequisites: SR0071 FERPA Tutorial, SR110T Student Data Inquiry

SF Third Party (SF 2001)

SF Third Party will show users how to create a third party contract, and assign students to a contract.

Prerequisites: SR0071 FERPA Tutorial, SR110T Student Data Inquiry

Trainings are scheduled upon request. Contact sfhelp@umn.edu to arrange.

Scholarship Automation

For more information about scholarship automation training, contact saosf@umn.edu, or read about Scholarship Automation access on the Scholarship Administrators page.

Training for student workers

Student workers who need access to PeopleSoft Student Campus Solutions pages will be required to complete the online training courses available through the University of Minnesota’s Training Hub.  Student workers who require additional Campus Solutions access for which there is no online training available will be granted the access with the understanding that their supervisor will provide the needed training and be responsible for all work completed by the student worker. For any access to be established, an Access Request Form (ARF) must be submitted, approved, and then processed by the Office of Information Technology’s Provisioning and Requests (PAR) unit.

Learn more about the complete Student Worker Access Policy.

Transferology

Transferology and Transferology Lab for Advisors is an hour-long training that will:

  • Help advisors gain access to Transferology Lab
  • Provide a process overview geared toward advisors
  • Highlight how the Transferology products work in conjunction with TES
  • Inform advisors about how and where to access transfer equivalency information and transfer evaluation workflow status