Academic Approval Tracking
Documentation and tracking of the approval process for curriculum, academic program, and other academic administrative changes. The application is available at: http://apps.aa.ufl.edu/approval/ while explanations of the policies and procedures is available at: http://approval.ufl.edu.
Faculty Course Evaluations (GatorRater), Online
Online application (GatorRater) for students to assess instructors of UF college credit courses, access for instructors and departments to view the results of those evaluations, and integration with UF's Online Promotion and Tenure packets. The application is available at: https://evaluations.ufl.edu while the informational site is available at: http://tss.it.ufl.edu/evals/home
Fora – Collaboration & Governance Groups
Fora provides public web pages for Presidential, Provost, and Faculty Senate sponsored committees, working groups, task forces, search committees, and the like. Items to be found on Fora include committee memberships, meeting times, locations, minutes, agendas, etc. A key administrative feature is the tracking of group membership over time.
Online web space for internal committee work and communication is provided at:
mojoPortal is a web content management system (CMS) for supported units, which allows unit personnel to edit and update websites without HTML or web programming knowledge. This application will be deprecated once supported units migrate their websites to T4. More on mojoPortal >>
The overall AA SharePoint site is located at: https://connect.ufl.edu/aa; Units currently using SharePoint websites include the Provost Office, OIPR, TNT, Undergraduate Affairs, Provost-related committees, etc.
- Unit Intranet
- Announcements, current & historical
- Knowledge base
- Calendaring – room scheduling (ex: exams), employee vacations, departmental deadlines, etc.
- Simplified tracking of departmental projects and responsibilities
- Documents & lists that only a few people may edit, while other people at UF need view-only access
- Phone lists
- Internal newsletters
- Internal policies
- Seating charts & office floor plans
- Secure transfer of files between units (more secure than email)
- Mail log – when the original is signed and returned, an electronic copy is kept for reference (with meta data for ease of display and retrieval)
- Phone log – trends and groupings of issues may be more quickly and easily identified
- Approval log – the final results of items that go through a UF approval process, whether the specific approval process is manual or electronically tracked elsewhere (ex: Center & Institute names)
- Internal Committee Collaboration – Rough drafts, proposed documents, announcements, discussions between committee members
- Online surveys – anonymous access, anyone with a GatorLink ID (excluding LOA1 affiliations), or restricted by UFAD group.
- Online application forms – input via a SharePoint form into a list rather than emailing a PDF document to be manually compiled.
Online voting for elections supporting UF colleges and business administrative functions, such as promotion and tenure or search committee evaluations. Originally designed for the Faculty Senate, the application is used by UF academic and administrative entities for anonymous and non-anonymous ballots. Information for using the application is available at: http://tss.it.ufl.edu/uf-voting
Non-Traditional Programs Support
DCE Student – Search for continuing education student data
DCE Student allows central UF support units—like the UF Computing Help Desk—to search TSS registration information for non-college credit students who are not recorded within the UF Registrar's system. Access is granted on a department basis, after the head of that department certifies that all related employees have had the proper FERPA and data privacy training.
Distance Course Catalog
The Distance Course Catalog is a searchable web application for displaying information about distance programs and courses, whether they are for college credit or non-college credit (continuing education, professional development, pre-licensure, etc.). Course information from the publicly displayed activities in RMS and QuickReg is automatically merged with information uploaded directly into the Distance Catalog database to reduce duplicate data entry.
Distance Program Inventory
The Distance Program Inventory provides a central repository for the data elements specific to Fully Online and Primarily Online Programs. Self-funded programs are also maintained as there can be large overlaps between online and self-funded activity. Special Program Codes, which are directly related to but distinct from programs, have a discrete interface and dataset within the system. The data and metadata are critical to meeting various state and federal reporting requirements.
FMS – Financial Management System
FMS is the Academic Finance Office's internal financial system for tracking and reporting 143 fund activities in more detail than currently provided in PeopleSoft, such as Program Ledger life-to-date reports, and individual document lookup. Access to these reports is controlled to the "DCE program number" level, finer designation than UF's flexfield. AFO staff are the primary users of FMS. Data may be entered by hand or imported from XMS, RMS, or Bridges/PeopleSoft data download. WebFMS is the web-accessible version of FMS, which will eventually replace the desktop-based FMS.
FMS Reports is a web-accessible subsystem of FMS which allows units with 143 fund accounts to upload budgets and run reports on financial data (such as program life-to-date ledgers). Units may only access information for their specific programs.
AR (Accounts Receivables) is a subsystem of FMS used by AFO staff to track monies owed on 143 fund accounts and flexfields.
UF Quick Registration (QuickReg)
QuickReg provides automated registration, payment, GatorLink ID creation, and enrollment for non-college credit courses into Canvas. Students can register, pay, and access their activities and materials in Canvas within a few minutes; UF staff do not need to be available for the student to complete their enrollment.
More about QuickReg, including how to get started using it.
View the current, publicly available activities in QuickReg >>
RegUp/DCE Affiliations – UF Identity Directory registration upload service
RegUp takes selected student demographic information from both XMS and RMS and uploads it into the UF Directory. UFIDs are created at this time, which are copied back into the appropriate DCE database. Students are also granted UF Directory affiliations so they may create GatorLink IDs in order to access course information and other appropriate UF systems.
RMS – Registration Management System
RMS is the business process system for Flexible Learning, which manages rolling enrollment programs for departments across campus. Its core is a desktop application that tracks student registrations and fees, course materials, book store inventory and pricing, student assignment submissions, instructor grading, instructor payments, etc. Both online and paper-based submissions are tracked through RMS.
TACS is a web-accessible subsystem of RMS that allows students to submit assignments and receive grades online.
RMS Courses pulls data from RMS data, displaying Flexible Learning and Professional Development courses for marketing purposes and allowing prospective students to register and pay online.
Registration and final grade data is electronically transmitted to the University of Florida's Registrar's Office while financial information is transmitted to FMS for further tracking by AP accounting.
XMS – Extensible Registration Management System
When a UF unit is considering online credit card payments for self-funded or continuing education programs—whether for an online or face-to-face activity—it may either program against IPAY (UF's supported eCommerce application) or use TSS's online registration management application (XMS). XMS allows 143 fund account units, with the proper deposits training and PeopleSoft permissions, to accept online registrations and payments for courses, sections, and programs at any time for any price point (e.g.: CME's online registration). Extensive reporting capabilities provide everything from receipts, to mailing lists, to 1098T reports. XMS is tied with the UF Directory so that UFIDs may be automatically generated, granting students access to create GatorLink IDs. More info >>
Other services supported by XMS:
- The UF Conference Department’s Support Service Programs
The UF Conference Department provides free (as in RCM funded) registration services and online credit card processing for UF non-college credit activities.
MyXMS – Student access to XMS records
MyXMS allows students to log into XMS with their GatorLink accounts to view their registrations in XMS, as well as update their contact and demographic information.
XMS Reports – Report generator for XMS data
XMS Reports allows unit faculty and staff to view and download reports for their program, such as participant lists and payment/accounts receivable activity logs. This allows administrators to grant access to individuals who may view, but not edit, their program's data in XMS. Access to these reports is controlled to the "DCE program number" level (a finer designation than UF's flexfield), with individuals only able to download their specific program's information.