Student Academic Services Users Group

Meeting Minutes for December 7, 2016


Course Approval Workflow Update, Chris Carlson & Jessica Alberhasky, Office of the Registrar, Becky Tjelmeland, ITS

On January 9, MAUI Course Approval forms will be moved into the UI's Universal Workflow system. As some of you know, this allows more flexibility for routing at the departmental and collegiate levels. We have also updated the Course Approval forms in MAUI, adding new features and generally enhancing their overall functionality.

Major Enhancements:

  • Workflow path will be housed in Universal Workflow. All stops, except for departmental level, must be edited by internal Office Admin through Universal Workflow.
  • Accessing a course add form must be done by going to the Course Library and selecting “Create a Course”
  • Form will automatically populate MAUI
  • Forms for courses numbered 3000-4999 will no longer go to the graduate college
  • Revise forms will indicate changes that have already gone through workflow for that effective session
  • Grading options will be filtered when level of study is selected
  • The Rationale field is now required on all forms.  Consult your college if you have questions about what information they want to see in this field.
  • Selecting the “I” at the end of a field will display its definition.

For more information on the routing stops, please see our Course Approval Workflow Wiki page.

Questions regarding forms should be directed to Chris Carlson. Those questions related to workflow routing should be sent to Jessica Alberhasky.

New Course Offerings Heat Map Reports, Martin Happ & Becky Tjemeland, ITS, Renee Houser, Office of the Registrar

Martin, Becky, and Renee demonstrated the new Course Offerings Heatmap. 

This report will display a graph showing all the scheduled sections for the chosen session and college/academic unit/course subject at each respective 15-minute interval, for each day of the week.

Sections included are limited to those considered on-campus and with a scheduled start and end time. Click on an interval to generate a detailed list of those sections, which will appear below the graph. For best results in printing the graph, please use your browser's print function.

In addition to the columns shown for the individual sections, session information, college, academic unit, the off-cycle flag, and the is-location-arrangeable flag are included in the downloaded version using the links at the bottom of that table.

 This report can be found in MAUI under Reports > Registrar > Classrooms or by clicking the following link:  

Office of the Registrar Dispatch messaging, Josh Hutchison, Office of the Registrar

Josh showed the Student Correspondence and Faculty & Staff Correspondence pages on the Office of the Registrar’s website.  These webpages contain all of the mass communication that the Registrar sends to campus based on intended population.  There is a year’s worth of messages and so everyone can see when to expect a similar message to be delivered. 


Final Grades- Fall 2016 courses are open for final grade entry today! Grades must be in APPROVED status by 5:00 p.m. Wednesday, December 21st. Please remember, if you have roles that allow you to submit grades as an instructor delegate and to approve grades as a DEO or DEO delegate, you will not be allowed to submit grades and approve grades for the same course. Please review the Final Status grade column the afternoon of the grade deadline due date to verify Approved is indicated for Fall 2016 courses where final grades are due.

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 three days prior to the beginning of the semester.

December Commencement- the Commencement Team would like to extend thanks to those campus partners who have volunteered to help facilitate commencements. We appreciate the support of our colleagues across campus and value your time and energy. We encourage the campus community to attend one or more of these ceremonies and help our students celebrate their accomplishments as we welcome them into the Iowa Alumni Family. Commencements will take place December 16-18 at Hancher Auditorium and Carver-Hawkeye Arena. College and venue specific information and times can be found on the December Ceremonies and Events page