Student Academic Services User Group Minutes 

Time and Location: 2 - 3 p.m. August 2, 2520D UCC


  1. New Daily Grade Runs - Elissa Thoman and Jessica Alberhasky, REG-MAUI-Support - Office of the Registrar - Beginning Fall 2017, the Office of the Registrar is moving to daily grade runs and will be removing early and supplement runs.
    • Open: Grades will open approximately two weeks before the final grade run.
      1. Off-cycle grades will open 14 calendar days prior to the last day of the course listed on Course Offerings Planner
      2. Full Semester-length courses will open 14 calendar days prior to the grades closing/deadline.
    • Close and Run: 
      1. Off-cycle grades will close 10 calendar days after the course end date listed in Course Offerings Planner. Grades in an "Approved" status will go through the next day's Grade Run, or go through a Grade Run at the end of the 10th calendar day from the course end date, regardless of status in Workflow.
      2. For full semester-length courses, final grades will run 3 business days after the last day of finals week.  Grades will not go through a grade run, even if in "Approved" status, until after the 3rd business day.
    • End of Session Processing will occur once all grades for a particular student are in "Final" Status
      1. 'I' and 'O' grades are considered "Final"
    • Grade Runs will capture grades for courses 4 sessions prior, the current session, and one session in future. No longer session specific.
    • For more information please visit the our two help pages below:
      1. Daily Grade Run Beginning Fall 2017
      2. Daily Grade Run FAQs
      3. Email to Faculty and Staff
  2. New Online Withdrawal Process - Cherrie Baird, Office of the Registrar - Danielle Martinez, Academic Support & Retention - Becky Tjelmeland - ITS
    • Beginning Fall 2017 Students will now be able to initiate and complete a withdrawal of all their courses online through MyUI.
    • Authorized users will be able to grant authorization online through MAUI.
    • Detailed information including help pages and screenshots can be found on the Office of the Registrar website.
    • Email to Faculty and Staff
  3. Textbook Announcement - Jessica Alberhasky, REG-MAUI-Support - Office of the Registrar
    • We are currently working on updating the Textbook and Resource Panel in MAUI.  We should have more to present at the next user’s group meeting on Wednesday, Sept. 6th.
    • For this Fall, we ask that departments use the Office of the Office of the Provost Textbook & Resources Statement as a reference.
  4. Learning Center Restrictions - Jolene Cole, REG-MAUI-Support - Office of the Registrar
    • We now have the ability to add learning centers to a course restriction.
    • Please keep in mind this is not the same as indicating a learning center as part of a course offering.  ADA’s have the ability to add restrictions using the restriction drop down box in offerings planner.
    • If you would a learning center added as part of a course restriction, please use the restriction form request available on our website (see bottom of our home page the page to access forms & within the forms choose “Restriction Request Form” and submit to workflow.
    • Most restrictions are currently set by program but can be set down to program of study.
    • If this is a change to an existing restriction, please indicate such in the “restriction criteria”.  This is also the field you should use to indicate the particular learning center


  • Students may make registration changes through the first five days of the semester via MyUI. This option ends at 11:59 p.m. before the sixth business day of the session (Sunday, August 27 at 11:59 p.m. for the Fall 2017 semester). Waitlists will also continue to be active during this time.
  • Prerequisite checking - Please be sure students have the appropriate prerequisite special permissions assigned (Permanent, Conditional-Proof Required, or Met-Proof Provided). Notification of potential prerequisite drops will be sent to students ten days prior to the semester for those with Conditional-Proof Required Special Permission. Students who fail to provide proof will be dropped from the course on Wednesday, August 16th.
  • Effective Fall 2017, Special Permission Numbers will continue to work through the first five days of the semester via MyUI.
  • If waitlist is in effect, instructors should not sign slips to add students to a course. To add a student to the waitlist, the instructor would contact the academic department administrator. If a course is off-cycle, the waitlist ends at 11:59 pm the day before the class starts. At this point approved users will be able to see the waitlist but it will no longer be in use, instructors would sign an add slip to add the student to the course.
  • Annual Facilities Governance Report email was sent out to this group on Friday, August 4th.  Please review your Fall 2017 offerings for accurate meeting pattern information in MAUI.  If ARR locations are known at this time, please update the Time Location panel with details.  Deadline for updates is Tuesday, August 29 at 11:59 pm.
  • Classroom Scheduling is currently recalling classrooms assigned to zero enrollment classes.  If your section should remain as scheduled, please contact Char Maher.
  • The August 1 deadline has passed for all undergraduate courses for changes in location, start and end time, or start and end dates without sufficient justification
  • Fall 2017 Final Examination Needs Tool is open for submission through Wednesday, August 16 at 4:30 pm. Please contact Caroline Jens after submission dates with any updates or questions.
  • If Fall 2017 midterm/evening examinations have not been submitted to Classroom Scheduling, we encourage you to do so in order to secure classroom assignments.
  • Winter 2017 course offerings available on MyUI on Monday, August 14.
  • Summer 2018 MAUI Planner is open to departments July 3 – September 5.
  • The next Student Academic Services Users Group meeting will be September 6 from 2 - 3pm in 2520D UCC - Add Meeting to Calendar