Faculty & Staff Announcements

FERPA Protections Take Effect for New Students on Monday, Jan. 13

Linda Sprouse — Fri, 10 Jan 2025 07:00:00 +0000

FERPA Protections Take Effect for New Students on Monday, Jan. 13 Linda Sprouse Fri, 01/10/2025 - 00:00 Office of the Registrar

Who Received This Email?

We sent this email at 7 p.m. on Thursday, Jan. 9, 2025, to CU ��«��Ƶ faculty, staff and temporary employees.

Dear faculty and staff,

Student data privacy is everyone's responsibility. The Family Education Rights and Privacy Act (FERPA) and the ��«��Ƶ have set forth guidelines related to the disclosure of and access to student education records maintained by the university.

FERPA protections go into effect for incoming Spring 2025 students on Monday, Jan. 13, and remain in effect for continuing and returning students.

Education Records

Any record that directly relates to a student and is maintained by CU (regardless of medium) is classified as an education record. Education records include:

Directory information, which may generally be disclosed to a third party without the written consent of the student, as long as the student hasn't established full privacy. This includes items such as student name, major(s) and minor(s), and participation in officially recognized activities or sports (see Directory Information for a complete list).
Nondirectory information, which is personally identifiable information that may not be disclosed to anyone, including parents, without documented student consent. School officials, including faculty and staff, may only access nondirectory information if they have a legitimate educational interest. This includes sensitive data, such as SSNs, grades and financial information, and class recordings (see below).

Remote & Online Classes

Recordings of lectures or class meetings are considered education records if students' names or likenesses are displayed or disclosed. You may share these recordings with the class, but not with others without documented consent from each student identified in the recording.

When offering classes through Zoom, plan a secure meeting by requiring authentication and setting a meeting password. Before sharing your screen in class, close all documents or systems displaying personally identifiable information. Accidental sharing of such information is a violation of FERPA.

Students on full privacy (see below) are not treated differently than other students within the physical or virtual classroom. Their name, image and email address may appear on screen and in your learning management system, and you may call on them by name.

Letters of Recommendation

Any disclosure of nondirectory student information (e.g., class performance, grades, abilities, background) to a third party in letters of recommendation or reference calls requires prior documented consent from the student. For full details and a student release form, see Release of Student Recommendations.

Accommodations Related to Disabilities

Students’ disabilities are protected under FERPA. When contacting students in your class to discuss accommodations related to disabilities, you must email students individually or bcc each student email address to avoid a FERPA violation. If you have any questions, please contact Disability Services.

Artificial Intelligence

AI development, its uses and tools are rapidly evolving. AI users at CU ��«��Ƶ should stay current with campus policies and guidance regarding student data privacy, compliance, security and other AI considerations and implications. See Artificial Intelligence at CU ��«��Ƶ.

Student Privacy Options & University Business Practices

FERPA Training & Resources

Each year, the Office of the Registrar offers a FERPA review and training session that allows faculty and staff to ask questions about specific situations. Visit our training and support page to view upcoming sessions or request departmental training.

Please don't hesitate to contact the Office of the Registrar when questions arise. Additional FERPA information is available in Skillsoft and on the Office of the Registrar and U.S. Department of Education websites.

Office of the Registrar | ��«��Ƶ
303-492-6970 | registrar@colorado.edu

The protection of student privacy is everyone's responsibility. The Family Education Rights and Privacy Act (FERPA) and the ��«��Ƶ have set forth guidelines related to the disclosure of and access to student education records maintained by the university.

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Faculty & Staff Registration

Anonymous — Fri, 03 Jan 2025 07:00:00 +0000

Faculty & Staff Registration Anonymous (not verified) Fri, 01/03/2025 - 00:00 Office of the Registrar

Who Received This Email?

We sent this email at 7 p.m. on Thursday, Jan. 2, 2025, to CU ��«��Ƶ faculty, staff and temporary employees.

If you still need to apply to CU ��«��Ƶ as a degree-seeking or nondegree student, see the Bursar's Office's getting-started resources for admission application links.

Dear faculty and staff,

Nondegree faculty and staff can register for CU ��«��Ƶ Main Campus classes at the start of open enrollment, beginning 12:01 a.m. on Monday, Jan. 6.

Degree-seeking employees and student dependents using the tuition assistance benefit can register and waitlist during the standard registration periods.

Note: The tuition assistance benefit policy no longer requires employees wait to register until seven days before the start of the semester to use the benefit. Please be aware there may be other registration period requirements that you will need to honor.

Your Next Steps

Complete the following tasks by the dates indicated:

Submit your tuition assistance benefit application in the employee portal by 11:59 p.m. on Feb. 15 (step-by-step instructions). Review the policy statement and potential tax impacts carefully.
Register for your class(es) during your registration period.
If you’re an in-state undergraduate, complete the one-time COF application by 5 p.m. on May 1, and authorize the use of COF funds by 11:59 p.m. on May 7.

For more information, visit Employee Services’ CU ��«��Ƶ Tuition Assistance page.

Office of the Registrar | ��«��Ƶ
303-492-6970 | registrar@colorado.edu

If you're using the tuition assistance benefit, learn more about registering for spring classes.

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Fall 2024 Grades Very Overdue (Targeted Message)

Anonymous — Thu, 02 Jan 2025 07:00:00 +0000

Fall 2024 Grades Very Overdue (Targeted Message) Anonymous (not verified) Thu, 01/02/2025 - 00:00 Office of the Registrar

Who Received This Email?

We sent this email on Thursday, Jan. 2, 2025, to instructors with post access who had unapproved grades in one or more Fall 2024 classes (law, specialized program, thesis and dissertation classes excluded).

Dear [instructor],

Your grades for the following class(es) are very overdue. It is critical that you post these grades immediately. Late grades cause serious consequences for your students, which may include academic standing, financial aid and graduation eligibility.

Class Info	Class #	Class Description	# Enrolled

Web grading is the only method of posting grades, including late grades. Do not email grades, as this violates campus security policies.

To complete the grading process:

On MyCUInfo's Teaching Tools tab, click "Go to Web Grading."
If the wrong term is selected, click "Change Term."
Click the grade roster icon next to the class you want to grade.
Sync, upload or enter your grades.
Approve and post your grade roster(s).

For online assistance, see OIT’s Canvas web grading sync page webpage and the Office of the Registrar’s step-by-step instructions and videos, or reference our FAQs. You may also contact:

Office of the Registrar
303-492-6970
registrar@colorado.edu
Hours: Monday–Friday, 9 a.m.–4:30 p.m. MT

Please note: On January 9, 2025, all students who remain ungraded for Fall 2024 will be assigned a grade of NR (not reported). After NR grades are assigned, instructors must submit an individual grade change request to assign a final grade for each student.

Thank you for your prompt attention to this matter.

Regards,

Erika Randall
Interim Dean & Vice Provost for Undergraduate Education

E. Scott Adler
Dean of the Graduate School & Vice Provost for Graduate Affairs

Your grades for the following class(es) are very overdue. It is critical that you post these grades immediately, because late grades cause serious consequences for your students.

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Fall 2024 Grades Overdue (Targeted Message)

Anonymous — Tue, 24 Dec 2024 07:00:00 +0000

Fall 2024 Grades Overdue (Targeted Message) Anonymous (not verified) Tue, 12/24/2024 - 00:00 Office of the Registrar

Who Received This Email?

We sent this email on Tuesday, Dec. 24, 2024, to instructors with post access who had unapproved grades in one or more Fall 2024 classes (law, specialized program, thesis and dissertation classes excluded).

Dear [instructor],

The final deadline to post Fall 2022 grades has passed. It is critical that you post your grades for the class(es) listed below as soon as possible.

Class Info	Class #	Class Description	# Enrolled

Web grading is the only method of posting grades, including late grades. Do not email grades, as this violates campus security policies.

To complete the grading process:

On MyCUInfo's Teaching Tools tab, click "Go to Web Grading."
If the wrong term is selected, click "Change Term."
Click the grade roster icon next to the class you want to grade.
Sync, upload or enter your grades.
Approve and post your grade roster(s).

For online assistance, see OIT’s Canvas web grading sync pageand the Office of the Registrar’s step-by-step instructions and videos, or reference our FAQs. You may also contact:

Office of the Registrar
303-492-6970
registrar@colorado.edu
Hours: Monday–Friday, 9 a.m.–4:30 p.m. MT

Winter Break Notice: The Office of the Registrar will be closed for Winter Break beginning Tuesday, Dec. 24 at 5 p.m. and will reopen Thursday, Jan. 2, 2025, at 8 a.m.

Please note: On January 9, 2025, all students who remain ungraded for Fall 2024 will be assigned a grade of NR (not reported). After NR grades are assigned, instructors must submit an individual grade change request to assign a final grade for each student.

Thank you for your prompt attention to this matter.

Regards,

Erika Randall
Interim Dean & Vice Provost for Undergraduate Education

E. Scott Adler
Dean of the Graduate School & Vice Provost for Graduate Affairs

The final deadline to post Fall 2024 grades has passed. It is critical that you post your grades for the class(es) listed below as soon as possible.

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Fall 2024 Grading Deadline Reminder (Targeted Message)

Anonymous — Mon, 23 Dec 2024 07:00:00 +0000

Fall 2024 Grading Deadline Reminder (Targeted Message) Anonymous (not verified) Mon, 12/23/2024 - 00:00 Office of the Registrar

Who Received This Email?

We sent this email on Monday, Dec. 23, 2024, to instructors with post access who had unapproved grades in one or more Fall 2024 classes (law, specialized program, thesis and dissertation classes excluded).

Dear [instructor],

Reminder: All final grades must be posted by 11:59 p.m. on Monday, Dec. 23, 2024.

According to the Office of the Registrar, you have not finished posting grades for the following class(es):

Class Info	Class #	Class Description	# Enrolled

Web grading is the only method of posting grades, including late grades. Do not email grades, as this violates campus security policies.

To avoid causing serious negative impacts to your students, which may include academic standing, financial aid and graduation eligibility, complete the following steps by 11:59 p.m. on Dec. 23:

On MyCUInfo's Teaching Tools tab, click "Go to Web Grading."
If the wrong term is selected, click "Change Term."
Click the grade roster icon next to the class you want to grade.
Sync, upload or enter your grades.
Approve and post your grade roster(s).

For online assistance, see OIT’s Canvas web grading sync page and the Office of the Registrar’s step-by-step instructions and videos or reference our FAQs. You may also contact:

Office of the Registrar
Phone: 303-492-6970
registrar@colorado.edu
Hours: Monday–Friday, 9 a.m.–4:30 p.m. MT

Winter Break Support: The Office of the Registrar will be closed for Winter Break beginning Tuesday, Dec. 24 at 5 p.m. and will reopen Thursday, Jan. 2, 2025, at 8 a.m.

The university and your students appreciate your dedication to timely grading.

Regards,

Erika Randall
Interim Dean & Vice Provost for Undergraduate Education

E. Scott Adler
Dean of the Graduate School & Vice Provost for Graduate Affairs

All final grades must be posted by 11:59 p.m. on Monday, Dec. 23, 2024.

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OnBase for Graduate Forms: Approvals Process Change Coming Soon

Naomi Porper — Tue, 17 Dec 2024 18:33:00 +0000

OnBase for Graduate Forms: Approvals Process Change Coming Soon Naomi Porper Tue, 12/17/2024 - 11:33 Registrar Network

On Wednesday, Jan. 8, the approval process will be changing for some graduate-level Registrar forms, including some future graduate-level forms requiring departmental approval and the following:

BAM
BAM Supplement
Candidacy for Advanced Degree
Leave of Absence

The administrative guides will be updated to reflect the new approval process.

Current Approval Process

Approvals for these forms require approval by the individual department administrators (GPAs). In the old process, we’ve created a workflow folder (Life Cycle) for each department, resulting in 56 departmental life cycles in addition to an administrative life cycle for each form. As new graduate programs are added, new departmental life cycles are also added.

While this structure has worked successfully for several years, it has become difficult to maintain. It has also created an internal problem within OnBase that cannot be left unchecked. UIS has requested that we make some changes to resolve the internal issue.

What’s Changing

The new process eliminates the 56 individual department life cycles and replaces them with approval life cycles for each form. The BAM Intent form will now have a BAM Intent Departmental Approval life cycle. BAM Supplement will have 2 approval life cycles, BAM Supplement UGRD Approval and BAM Supplement GRAD Approval. Candidacy for Advanced Degree will have Candidacy for Advanced Degree Approval life cycle. Leave of Absence will have 3 approval life cycles: LOA Approval 1, LOA Approval 2, and LOA Approval 3.

While all GPAs will use the same life cycles to approve the forms, they will see only the forms that they need to approve. The approval workflow uses built-in OnBase load balancing functionality to display forms to the correct GPAs.

This new process will also make it significantly easier to add new programs. The steps to add a program will take less that one hour and will take effect overnight.

The approval process will be changing for some graduate-level Registrar forms this January.

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Fall 2024 Web Grading Now Open (Targeted Message)

Anonymous — Tue, 10 Dec 2024 07:00:00 +0000

Fall 2024 Web Grading Now Open (Targeted Message) Anonymous (not verified) Tue, 12/10/2024 - 00:00 Office of the Registrar

Who Received This Email?

We sent this email on Tuesday, Dec. 10, 2024, to instructors with post access who had unapproved grades in one or more Fall 2024 classes (law, specialized program, thesis and dissertation classes excluded).

Dear [instructor],

Web grading is now open. Please submit your grades in MyCUInfo for the following class(es):

Class Info	Class #	Class Description	# Enrolled

To support student success, be sure to enter, approve and post each class's grades by the deadline below:

Final Exam Date	Web Grading Deadline
Saturday, Dec. 14	Wednesday, Dec. 18, 11:59 p.m.
Sunday, Dec. 15	Thursday, Dec. 19, 11:59 p.m.
Monday, Dec. 16	Friday, Dec. 20, 11:59 p.m.
Tuesday, Dec. 17	Saturday, Dec. 21, 11:59 p.m.
Wednesday, Dec. 18	Sunday, Dec. 22, 11:59 p.m.

All grades must be posted by the final grading deadline, Sunday, Dec. 23, 2024, to avoid causing serious negative consequences for your students, which may include academic standing, financial aid and graduation eligibility.

Special session class's grades must be entered, approved and posted within four days after the last day of class. See Fall 2024 Special Session Grade Processing Calendars.

If you're in need of first-time training or a thorough refresher, RSVP for our online web grading training this Friday, Dec. 13, from 11 a.m. to noon.

All instructors must indicate the level of course participation and last date of participation (if applicable) for all assigned incomplete and failing grades. Instructions are provided at the top of each grade roster.

For online assistance, see OIT's Canvas web grading sync page and the Office of the Registrar's step-by-step instructions and videos, or reference our FAQs. You may also contact:

Office of the Registrar
Phone: 303-492-6970
registrar@colorado.edu
Hours: Monday–Friday, 9 a.m.–4:30 p.m. MT

Winter Break Notice: The Office of the Registrar will be closed for Winter Break beginning Tuesday, Dec. 24 at 5 p.m. and will reopen Thursday, Jan. 2, 2025 at 8 a.m.

Thank you in advance for your dedication to timely grading!

Office of the Registrar | ��«��Ƶ
303-492-6970 | registrar@colorado.edu

Web grading is now open. To support student success, be sure to enter, approve and post each class's grades by the deadline.

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No More Late Registration and Withdrawal Fees

Naomi Porper — Mon, 02 Dec 2024 15:00:00 +0000

No More Late Registration and Withdrawal Fees Naomi Porper Mon, 12/02/2024 - 08:00 Registrar Network

In support of the student experience and in collaboration with the Bursar’s Office and the Office of the Registrar, the Budget and Fiscal Planning has approved no longer charging the $100 late registration and the $200 withdrawal fees beginning Spring 2025.

Removing the late registration fee supports students who aren’t enrolled by census and request late registration. This will primarily support graduate students being enrolled in dissertation or thesis hours.

Removing the withdrawal fee supports all current students who may be experiencing a crisis, changing their plan to attend CU, or undergraduate students moving their enrollment to Continuing Education. This will also more closely align CU ��«��Ƶ with peer institutional best practices.

Beginning Spring 2025, students will no longer be charged the $100 late registration fee or $200 withdrawal fee.

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Fall 2024 Web Grading Opens 12/10

Anonymous — Mon, 02 Dec 2024 07:00:00 +0000

Fall 2024 Web Grading Opens 12/10 Anonymous (not verified) Mon, 12/02/2024 - 00:00 Office of the Registrar

Web grading for Fall 2024 opens on Tuesday, Dec. 10. See the Fall 2024 grade processing calendar (PDF) or the chart below to determine your grading deadlines.

To support student success, please enter, approve and post all grades by each class's deadline. The final grading deadline is Monday, Dec. 23 at 11:59 p.m. MT. Late grades can lead to serious negative consequences for your students.

Final Exam Date	Web Grading Deadline
Saturday, Dec. 14	Wednesday, Dec. 18, 11:59 p.m.
Sunday, Dec. 15	Thursday, Dec. 19, 11:59 p.m.
Monday, Dec. 16	Friday, Dec. 20, 11:59 p.m.
Tuesday, Dec. 17	Saturday, Dec. 21, 11:59 p.m.
Wednesday, Dec. 18	Sunday, Dec. 22, 11:59 p.m.

Special session class's grades must be submitted within four days after the last day of class. See the Fall 2024 special session grade processing calendar (PDF) to determine your grading deadlines.

If you need a web grading refresher, you can:

Attend our online web grading training on Friday, Dec. 13 (11 a.m.–noon).
Walk through OIT's Canvas web grading sync tutorial.
Review our step-by-step instructions and how-to videos.

If you need additional help, feel free to contact our office during business hours. Thank you in advance for your dedication to timely grading!

Web grading for Fall 2023 opens on Tuesday, Dec. 12. To support student success, be sure to enter, approve and post each class's grades by the posted deadline.

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2025–26 Catalog: Getting Started

Naomi Porper — Tue, 05 Nov 2024 16:12:54 +0000

2025–26 Catalog: Getting Started Naomi Porper Tue, 11/05/2024 - 09:12 Catalog News

Thank you to everyone who submitted workflow edits for the 2025–26 catalog production cycle! If we didn't receive any updates to your workflows, then the same people who reviewed your catalog pages last year will be set up for catalog review access again this year. If your workflows are affected by any additional staffing changes this fall, please let us know by submitting a workflow update.

Getting Started

As previewed, we began kicking off the workflows for academic program pages in the 2025–26 catalog this week.

If you're the first reviewer in the workflow, you should receive an automated email for each page as it’s ready for your review with a link to access your approval queue.
If you're set up to edit/approve catalog pages but not as the first reviewer, you'll receive an email as soon as those ahead of you in the workflow have completed their review and approved the page(s).
If you’re reviewing other catalog pages including those related to university policies, procedures, student services and more, a reminder that these pages open for edits beginning Dec. 15.

For pages where you need to update curriculum information (e.g., program requirements, plans of study, learning outcomes), don't forget to:

Propose your curriculum edits through CIM program management.
Approve the catalog page and the corresponding CIM program edit form from your approval queue. We recommend approving both at the same time. Note: Curriculum edits submitted in CIM will only display on the corresponding catalog page after they’ve been fully approved, but please be assured that they’ve been received.

Remember, the target department/unit review deadline for academic program pages is Dec. 15. (View all upcoming catalog dates & deadlines.) Please ensure updated program learning outcomes are included in your submission, and contact Aaron Zimmerman if you have any questions related to program learning outcomes.

Submitting Course & Faculty Updates

A reminder that some of the information displayed in the catalog is pulled in from other campus systems and must be edited in those systems accordingly. Once approved/processed, edits will automatically carry over within the catalog as well.

Submit a course proposal or revision. All course proposals and revisions are managed through our curriculum inventory management system (CIM). To learn more, see Course Proposals.
Request faculty updates. Only the catalog production team has access to modify the catalog's faculty database. To learn more, see Faculty Lists.

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Faculty & Staff Announcements

FERPA Protections Take Effect for New Students on Monday, Jan. 13

Education Records

Remote & Online Classes

Letters of Recommendation

Accommodations Related to Disabilities

Artificial Intelligence

Student Privacy Options & University Business Practices

FERPA Training & Resources

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Faculty & Staff Registration

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Fall 2024 Grades Very Overdue (Targeted Message)

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Fall 2024 Grades Overdue (Targeted Message)

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Fall 2024 Grading Deadline Reminder (Targeted Message)

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OnBase for Graduate Forms: Approvals Process Change Coming Soon

Current Approval Process

What’s Changing

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Fall 2024 Web Grading Now Open (Targeted Message)

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No More Late Registration and Withdrawal Fees

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Fall 2024 Web Grading Opens 12/10

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2025–26 Catalog: Getting Started

Getting Started

Submitting Course & Faculty Updates

We’re Here to Help

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