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News

Google Shared Drive Service Update

Great news for people with shared storage needs greater than 100 GB. UW IT  is releasing a new service to replace the old Shared Drive service. This service is called “Google Shared Drive for Google Workspace.” The first 100 GB of storage for each Shared Drive will be subsidized by UW-IT until at least 2025/2026. Users that require more storage can request larger Shared Drives at a recharge rate of $19.44 per 100 GB of storage above the subsidized tier.

More detailed information is available at Google Shared Drive Service Offering – IT Connect

Pricing Cost Estimate

Shared Drive Size (Gb):

Monthly Cost

$0 if drive size is smaller than 100Gb

DocuSign Pilot

Moving DocuSign signed envelopes can be a tedious job, but it is a required step to manage retention policies for this kind of document. We have been working with UW-IT to conduct a pilot service to automate document backup on SharePoint. The service will create a copy of each signed document into a OneDrive folder. Please contact us if you are interested in participating!

Contact us!

College Database Updates 130

November 2022 – April 2023

Applicant Review

  • (Complete) Add styled email template to emails sent from the system.
  • (Complete) Show missing reviewer authorizations. When a reviewer is added to an application or to a committee and they don’t have access to the system a message is displayed next to their name. This message links to a help page that explains how to get authorized.
  • (Complete) Search looks in legal name field as well as preferred name.
  • (Complete) Update report filter for degrees to allow focus on any specific COE degree, e.g. EdS.

Budgets

  • (In Progress) Import new UW Financial Transformation (Workday financial) fields into budgets database for planning and comparison. This is a step toward converting TREQ and NARF to Workday worktags.

Effort Tools

  • (Complete) Rebuild the default view and data entry tools in our effort planning systems (CL-Effort, HC-Effort) so they are easier to read and simplify data entry. It now automatically breaks planning into periods whenever there are allocation changes.
  • (Fixed) Adding date parameters to budget report was not working.

OnCourse

  • (Complete) Make proposed Course Releases more visible. Course Releases that need dean approval(s) show up in area reports, but their SCH are not included in totals until they are approved.
  • (Fixed) Summary fields like instructors and meetings were not always refreshed after a local section plan was updated from the UWTS version.

Student

  • (Complete) Add Graduation Planning tools and reports.
  • (Complete) Add breadcrumb trail navigation to most pages in Student.
  • (Complete) Add new undergraduate Education Studies major (EDUC S) to scope and report filters.
  • (Complete) Add option to see meeting times within Current Registration.
  • (Complete) Show final doctoral committee members for completed students.
  • (Complete) Update report filter for degrees to allow focus on any specific COE degree, e.g. EdS.
  • (Complete) Fix issue where we would occasionally lose access to a student’s current enrollment and transcript. This was caused by change to their identifying RegID field.
  • (Complete) Previously we had added current advisor to student lists which caused substantial slow downs in some reports and maintenance processes. This was refactored so we pull in the current advisor view only when it is needed.
  • (Fixed) Page navigation on report views with > 500 records was not working correctly.

TREQ

  • (Complete) Prompt for meal times in trip orders. This helps make sure the correct reimbursement rate is used.

Infrastructure

  • (Complete) Fake data for testing and demonstration. We implemented a system that replaces live data with fictitious records in most of our college databases. This feature can be activated (on request) in our development or test environment.
  • (Complete) Application menu (top left hamburger) in all college databases only loads when it is triggered by the user.
  • (Complete) Administrative impersonate feature which is used for testing and support is now consistently implemented across all college databases.
  • (In Progress 40%) Store user uploaded attachments in secure cloud storage instead of local file system. Started with OnCourse syllabi as proof of concept.
  • (Complete) Upgrade to Laravel 10. Framework and library updates for all projects.
  • (Complete) Implement log collection and navigation tool. Queryable view of college database user activity.
  • (Complete) Implement central error reporting and tracking for all college databases.

Cole Schoonmaker

“Hey everyone, I am originally from Portland Oregon and moved to Seattle about four years ago. I worked for a company as account manager, general helpdesk, and onboarding that provided basically every tool that a school could potentially need (CRM, CMS, SIS) for every department you can think of. Before that I worked at Bertschi Elementary helping them move their data from systems that were nearing the end of the lifecycles. In my free time I do some photography/photo-editing, yoga (sans heat), and hope to do more hiking. I look forward to working with everyone here.”

CTL Featured Resources: Accessible Teaching Strategies

The Center for Teaching and Learning has published excellent resources for our community! From their website: … accessibility is a mindset and an ongoing process of planning, designing, and adapting our teaching around the needs of our students. While designing accessible, inclusive learning environments is essential for meeting the needs of students with disabilities, doing so will ultimately help all students learn and succeed.

Updating our College’s Website

We are actively working on a new design for our website. With applicants in mind, the new site will improve user experience by streamlining search and intuitive program design and content structure. Our first step was to engage with consultants to conduct user experience analysis, and now we are ready to move forward with design and content updates. Thanks to all the people who have participated so far! We are hoping to have a new website ready for our college community next spring.

Improving our Onboarding Process

We have been piloting a new onboarding service for new hires. If you are the new person’s supervisor, you will receive an onboarding email with a link to a form to fill out so various depts (such as IT and/or finance) can have a head start on providing equipment or system access (if need be).

Some accesses can’t be completed until the new hire has established a netID (which won’t happen until they are officially hired in WD), but it’s to keep depts in the know and to expect what is to come.

Canvas/Panopto News

Effective March 22, 2023, learners will no longer be able to sign into the UW Canvas LMS or Panopto by using a commercial Gmail account.

After this date, all individuals accessing Canvas and Panopto must use a personal UW NetID account.

If you support guests and affiliates who sign in with commercial Gmail accounts and they are not eligible for a personal UW NetID, you can provide a sponsored UW NetID account and grant it access to Canvas and Panopto with the Provisioning Request Tool.

If Gmail account users you support do have a UW NetID, you can point them to instructions on how they can continue to access courses and recordings in Canvas and Panopto using their UW NetID.

Instructors who teach Canvas courses in which learners are enrolled using a Gmail account — and the learners themselves — will be contacted about this change and how to continue signing in with a UW NetID.

You will receive an additional reminder message during winter quarter 2023.

Questions? Please contact the service team via help@uw.edu.

 

Thank you,

UW-IT Canvas and Panopto teams

Expanding our Service Center

We have been expanding our ticketing system use. Now, you can use our portal to request services from our Help Desk, Building Services, and Finance Services. Managing requests through the service center helps each team to respond quickly and to improve request response and tracking. Our systems assign requests automatically based on the email you addressed to (edhelp@uw.edu, mlrbldg@uw.edu or edfiscal@uw.edu). We have also expanded the available portal services with Building Operations services (keys, maintenance, furniture, etc).

College Database Updates 129

August 15, 2022 – October 7, 2022

Applicant Review

  • (Complete) Added application triage tools that will help Student Services and program administrators complete check-in of application material so reviewers get complete files.
  • (Complete) Added help article for Apply Portal that documents system and real-world workflows.
  • (Complete) Refine menu and report names for Undergraduate Applications Started and Graduate Applications Started. These reports are similar, but started applications are from different systems and have different properties and workflows.
  • (Complete) Add new program names to report filters. “Teacher Education and Teacher Learning for Justice” (EDUC 19) and “Culturally Sustaining Education” (EDUC 26). Also added these in Student database.
  • (Fixed) The new Unsubmitted Graduate Applications report was causing new application processing to be skipped. This resulted in missing review committees and initial certification. Fixed and missed applications have been reprocessed.

Faculty Mentoring

  • Started a new system to help faculty track mentoring relationships. This system was demonstrated during faculty retreat and will go live soon.

NARF

  • (Complete) Automatically search for matching student records on student appointment requests. Highlight students found in self-sustaining programs who may need special handling.
  • (Complete) Added a Department field (Miller, Cultivate, Haring, CEL) to appointment requests. This field will be completed by HR/P team during HR Review step and will be forward to Onboarding request in Technology ticket system.
  • (Complete) Change note times to absolute (10/10/22 10:19 AM) instead of relative (2 hours ago).
  • (Complete) Add download link to the authorized user list.

OnCourse

  • (Complete) Only Curriculum Manage can accept changes from the UWTS data to the local plan. Planners can still edit the plan using existing edit tools to make it correct.
  • (Complete) Added Course Variant Title and Summer Term fields to UWTS Entry screen.
  • (Complete) Sections that are added to faculty course releases can be marked as canceled. If sections are offered Area Chair may add appointment type of expected replacement.
  • (Complete) Course Release report now has tabs that show releases waiting for specific Dean approval.
  • (Complete) Person merge tool can be used to search for similar names using wildcards, no longer limited to records with exactly the same name.
  • (Fixed) Empty search request returns nothing instead of everything. What did the Zen Buddhist say to the hot dog vendor? Make me one with everything.

Rooms

  • (Complete) Rework the MRBS user management tool to support bulk editing. Show whether user has current COE appointment.

Student

  • (Complete) Add tool to support maintenance of ELS Minor group in UW Time Schedule. This allows registration to specific courses without add codes for students in the ELS Minor.
  • (Fixed) Cleared up several issues with the Mentor Payment report and moved it to the Placements menu.
  • (Fixed) Resolved a bug where specific reports could appear un-styled if you used the browser back button to return to them.

TREQ

  • (Complete) When an order gets an automatic Department Approval, because there was a Pre-Authorization order, make sure the automatic approval is created and labeled correctly.
  • (90 %) Add food form and food policy statement so requesters no longer have to complete paper food forms along with orders.
  • (Complete) Added report and alert of people who need access. These are people who are assigned tasks, but could not be automatically authorized.
  • (Fixed) Faculty with end date still appearing in My Faculty.

Infrastructure

  • (Complete) The new hire Data Agreement has been updated. Our agreement is simplified and focused. We also send new employees to the UW Data Agreement operated by the CISO.
  • (Complete) Copy to clipboard moved to modern, more secure, browser API.