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SGS Student Services Welcome

SGS Student Services Welcome. General Meeting for Graduate Administrators Friday, March 13, 2015 2:00 p.m.- 4:00 p.m. AGENDA. Welcome Don MacMillan, Director, Student Services Update from Systems & Records

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SGS Student Services Welcome

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  1. SGS Student ServicesWelcome General Meeting for Graduate Administrators Friday, March 13, 2015 2:00 p.m.- 4:00 p.m.

  2. AGENDA • Welcome Don MacMillan, Director, Student Services • Update from Systems & Records Josie Lalonde, Associate Director, Student Services, Student Systems & Records • Update from Information Services Corey Dales, Director, Information Services • Student Accounts Updates Audrey Cheung, Manager Student Accounts • Centre for International Experience Marc Arnold, Coordinator of Transition and Advising • Updates Graduate Awards Office Fong Di Caterina, Senior Awards Officer, Graduate Awards & Financial Aid • Updates from Student Services Liam O’Leary, Programming Coordinator, Grad Room Ed Baluyut, Recruitment and Admissions Officer Don MacMillan, Director, Student Services • Questions

  3. Update fromStudent Systems & Records Josie Lalonde Associate Director, Student Services

  4. Student Systems & Records • Registration Rollover • Took place yesterday • From previous academic year to 20155 • 6 a.m. Monday: course enrolment begins • Set your MAZ and M07 sessional event dates if your course enrolment dates differ from the SGS default • Section 1.4 of the ROSI Manual

  5. Student Systems & Records • eMarks • 9 Faculties used eMarks for 20149 grades • Others are confirmed for 20151 grades • eMarks settings and background data

  6. Student Systems & Records • eMarks: Process Questions • Late and revised grades • Coursework extensions and SDFs • Switching to a different faculty

  7. Student Systems & Records

  8. Student Systems & Records • ACORN: Main features and benefits • User-friendly, intuitive design • UTORid authentication replaces student number • Notifications of upcoming dates and deadlines • Warnings for pre and co-requisites and more • Enrolment planning tool • Access to other online services (e.g., MyRes)

  9. Student Systems & Records • ACORN: Implementation status • No firm release date but at least a month’s notice • Updating print and online material • ROSI/SWS and ACORN will run side-by-side • Information for students and staff

  10. Student Systems & Records • SGS Drive • Guidelines & Set-Up Guides: SGS website  Faculty & Staff  Manuals & Guidelines • User name: gradunit • Password: Access4U • User support: support@sgs.utoronto.ca

  11. Student Systems & Records • Admissions • Enter responses in ROSI as soon as they come in • Essential Grad Guide • Statistics used for strategic planning • Section 4.8 of the ROSI Manual

  12. SGS Information Systems Projects Overview Corey Dales Director, Information Systems

  13. Requesting Support • If you have a problem with an SGS system please email support@sgs.utoronto.ca • Online Admissions Application • SGS Drive • SGS Website • Changes to Graduate Unit and Program Director (http://portal.sgs.utoronto.ca/public/directory/graduateunits) • Systems Access Forms

  14. Requesting Support • Why email support@sgs.utoronto.ca? • One spot access for support • We will route to the appropriate person • Accessed by all members of the team helping ensure a prompt response • Identifies common issues and solutions • Helps track status of issues and requests • Metrics

  15. Email Migration • Email System • SGS is moving to UTORExchange • Working with IT+S to address needs • Moved outgoing system emails to university systems • Mass mailings will be queued until 1am • Small groups can be sent immediately • Storage quotas • Distribution Groups will become Listservs • We are working on the migration schedule and will publish once confirmed

  16. Email Migration • How does this impact you? • Little immediate impact to the graduate community • Minor interruptions during the move • All addresses will stay the same • No need to change anything just yet • Slowly deprecate “@sgs.utoronto.ca” so eventually people will need to update • Marketing materials/website • Address books / contacts • Big Benefits • Calendars for SGS (free busy/time) will be available for those on UTORExchange

  17. Email Migration • How does this impact you? • Little immediate impact to the graduate community • Some minor interruptions during the move • Schedule will be published once finalized • All addresses will stay the same • No need to change anything just yet • Slowly deprecate “@sgs.utoronto.ca” so eventually people will need to update • Marketing materials / website • Address books / contacts

  18. Email Migration • How does this impact you? • Benefits • Calendars (free busy/time) for SGS staff will be available for those on UTORExchange

  19. SGS Drive • Exploring offering a web based alternative for accessing the existing file share • Nothing is changing • Access via WebDAV will continue • Access via CyberDuck will continue • Access via Windows Explorer (drive mappings) will continue

  20. Progress Tracker • An optional, web based tool to assist graduate students, supervisors, and units with tracking progress of research stream students. • Held a number of consultations, request for feedback and focus groups • Development occurred over the summer and is continuing

  21. Progress Tracker • Project has been delayed due to competing priorities • we are working to get it back on track • Winter 2015 • Setup a demo environment for those interested • If you would be interested in testing please contact me • About 10 units have expressed interest so far • Summer 2015 • Work with EASI on integration with ROSI • Develop training and user guides • Fall 2015 • Production for those who wish to use it

  22. Electronic Forms • 74 forms on our website • Used by students, faculty, and staff • Most are PDF’s but the process is very much paper based • OAA, OGS, Travel Grant, Conference Grant require IS involvement to change • No way to know the status • No way to access the data collected

  23. Electronic Forms • SGS is developing a new web forms tool • Reduce turn around time on form development/deployment • Maintain version/history without losing data • No database changes • No system down time for deployment • Provide a single location to access forms, view their status, and their results • Forms are searchable by title and description

  24. Electronic Forms • Data is prepopulated from University systems (ROSI, CM, etc.) • Incorporates workflows including sign off by departments, chairs/deans, SGS, etc. • Administrators: ability to change department / roles on the fly

  25. Electronic Forms • Next Steps… • March / April • Finish implementing forms functionality • Design and develop the administrative interface • Once the data is in, how do we interact with it • Summer 2015 • Deploy for simple single stage workflows • Student -> SGS • Units -> SGS (potentially)

  26. Electronic Forms • Next Steps… • Fall 2015 • Training for Chairs / Admins / Coordinators • Deploy complex forms with multi-stage workflows • Student -> Unit -> SGS • Longer Term Goals • Reporting (globally for all systems) • From Design Tools • Complex systems such as OAA and OGS

  27. Graduate Awards Updates Fong Di Caterina, Senior Awards Officer, Graduate Awards & Financial Aid

  28. Three minutes One slide Go!

  29. What’s it all about: • A public speaking competition for doctoral students • Competitors have 3-minutes to present their research to a panel of non-specialist judges • Divisional heat will consist of up to ​​25 competitors each • The topfive competitors from each heat will go forward to compete at the U of T Final • The winner will represent U of T at the Provincial 3MT competition at Western University

  30. U of T Divisional Heats (x3) March 25th & March 26th Claude T. Bissell Building 140 St. George St, room 205 Heat #1:​ Division IV March 25 - 1pm Heat #2:​ Division III March​ 26 - 11am Heat #3: Division I&II March​ 26 - 2pm

  31. 3MT U of T Final April 8th at 7 pm Sandford Fleming Building 10 King's College Road, room 1105 3MT Ontario Final hosted by Western University ​​April 23rd at 3 pm

  32. So how’d our students do?

  33. 3MT Winners 2013 U of T and Provencal 3MT winner JasdeepSaggar, Medical Biophysics Hypoxia-activated pro-drugs: a novel approach for breast cancer 2014 U of T and Provencal 3MT winner Daiva Nielsen, Nutritional Sciences Do Dietary Recommendations Based on Genetics Change Eating Behaviour? 2015 Stay tuned!

  34. Updates from Student Services Liam O’Leary, Programming Coordinator, Grad Room & GPS Program

  35. Grad Orientation 2015 Tuesday, September 8, 2015 JJR Macleod Auditorium 10am-12pm 2pm-4pm 5pm-6:30pm

  36. Updates from Student Services Ed Baluyut, Recruitment and Admissions Officer

  37. Updates from Student Services Don MacMillan Director, Student Services

  38. International Visiting Graduate Student Research AgreementIVGSR

  39. And now your questions…

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