Thursday, March 14, 2019

1600grand planned maintenance Saturday March 16 and Wednesday March 20, 2019. Outage expected.

ITS will perform scheduled system maintenance during spring break on these days:

Saturday March 16, 2019 6am - 12pm: Planned outage.
All Systems and Self Service Applications listed below will be unavailable.

Wednesday March 20, 2019 from 8am - 12pm: Planned intermittent disruption of service.
Expect intermittent disruption of service when accessing only Self Service Applications listed below.

Systems
  • DegreeWorks (additional outage on Tuesday, March 19, 8am-12pm)
  • Intramural Sports IMLeagues
  • Disability Services AIM
  • Banner Admin
  • Internal Job Board
  • My Housing
  • Conduct Coordinator
  • GET Funds
  • Student employee application JobX
  • Web Clock In/Clock Out

Self Service Applications
  • Registration Information
  • Holds
  • Contact Information
  • Transcript viewing and ordering
  • Grades
  • Leave Reporting and Balances
  • Direct Deposit info
  • Paystub
  • Tax Forms
If you have any questions or would like more information, please contact the ITS Help Desk at helpdesk@macalester.edu or 651-696-6525.

Wednesday, March 13, 2019

Google Form Pre-Flight Checklist

Creation, Storage, Collaborators

  • Form Title: viewable to the public, make descriptive and not too generic
  • File Title: viewable to editors only, make descriptive, doesn’t have to match the Form Title
  • Form description: include identifying information, for example: Macalester College, Department, department website address, etc.
  • File upload: When using this question type, the Form MUST be stored in My Drive. The File upload question type is not supported in Team Drives and will appear grayed out.
  • My Drive or Team Drives? Storage location matters depending on who is filling out your form. If you want people from your own department to fill out the form and they are members of your department’s Team Drive, you may not want to store the form in that particular Team Drive, since members of Team Drive will automatically have edit permissions to Form. Decide if that’s appropriate.
  • Collaborators: Share with appropriate collaborators who you trust to edit the form. View-only collaborators is not an option.
  • Customize Theme: Change Header, Font, Font Style, Theme Color, upload image

    Add Questions

    • Required: Use sparingly and only when necessary
    • Email: Macalester only? Have the form auto-collect responder’s email address
    • Skip logic: Go to section based on answer; used with Multiple choice or Dropdown question
    • Break up questions into meaningful chunks: Contact info, lunch choices,
    • Titles and descriptions: Use along with grouped questions to increase readability
    • Checkboxes: User can select more than one answer
    • Multiple choice: User can select 1 answer (confusing, right?)

      General Settings

      Go to Settings (gear icon) > Settings > GENERAL
      • Collect Email Addresses
      • Response receipts: if respondent requests it or Always
      • Requires sign in: Restrict to users in Macalester College and trusted domains
      • Limit 1 response: Only when necessary
      • Respondents can: Edit after submit, See summary of charts

      Presentation Settings

      Go to Settings (gear icon) > Settings > PRESENTATION
      • Show progress bar
      • Shuffle question order
      • Show link to submit another response
      • Confirmation message: Update your confirmation to let responders know who to contact with questions or other information

      Get the right Link to your responders!

      Go to SEND > Send form > Send via > Link
      • Check Shorten URL: you can never go wrong by using the shorten URL!
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      Send via Email to track responders

      Go to SEND > Send form > Send via > Email
      • To: Enter recipients, individual email addresses or Google Group
      • Subject: Form name is default, but you can change it.


























      Then send email reminders to those who have not responded

      Go to Form > Responses > Who has responses > SEND EMAIL REMINDER



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      Test, test, test

      1. Fill out the form
      2. Look at the responses spreadsheet. Are you getting the information you want?
      3. Tweak the questions as necessary.
      4. Test again.

      After testing, delete all test responses

      Google Form > Responses > 3 dots > Delete all responses

      Publish Link or Send form


      • Test with incognito browser window. Are you prompted for Google Sign In? Is that expected?
      • Use Shorten URL or send via email. NEVER EVER copy the URL from the browser window. It’s too easy to copy the editor’s version of the form.

      Friday, March 8, 2019

      Macalester's New Log In Screen


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      What is changing?

      Macalester upgraded to a new Single Sign-On service for most applications that use your Macalester username and password. The new Log In screen appears for the following:
      Systems
      • Banner Admin
      • Conduct Coordinator
      • DegreeWorks 
      • Disability Services AIM
      • GET Funds
      • Internal Job Board
      • Intramural Sports IMLeagues
      • My Housing
      • Student employee application JobX
      • Web Clock In/Clock Out
        Self Service Applications
        • 1600grand
        • Contact Information
        • Direct Deposit info
        • Grades
        • Holds
        • Leave Reporting and Balances
        • Paystub
        • Registration Information
        • Tax Forms
        • Transcript viewing and ordering

        When did Macalester's New Log In screen appear?

        Transitioning applications and services began during the week of spring break and continued through the first week of April 2019. During the transition from the old SSO to the new, you may have been prompted to log in again, when moving from one application to the next.

        What does Single Sign-On (SSO) mean? 

        Single sign-on (SSO) is a type of authentication process that allows you to access multiple applications with one set of login credentials without needing to sign in again.

        The SSO website address is new too!

        When you log into an application that is behind our new SSO environment, like 1600grand, you may notice that the website address looks different. This is by design and it's okay to proceed.

        Need help?

        If you have any questions or would like more information, please contact the ITS Help Desk at helpdesk@macalester.edu or 651-696-6525.