Associate Provost
Information Technology

Unless otherwise indicated, all AP-IT web applications use GatorLink authentication to access restricted data and services.

For questions or issues with any of these applications, please submit an AP-IT Help Request, selecting "Website or Web Application" as the Request Type.

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, Online

Online application for students to assess instructors of UF college credit courses, and for instructors to view the results of those evaluations. The application is available at: https://evaluations.ufl.edu.

Faculty Senate

• Faculty Blog - http://blog.senate.ufl.edu
  Online discussion board focused on faculty concerns.
• Faculty Voting - http://voting.senate.ufl.edu
  Online voting for elections involving the Faculty Senate or other UF groups.

Fora - Collaboration & Governance Groups

Fora - http://fora.aa.ufl.edu - 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.

Online web space for internal committee work and communication is provided at:

• UF Connect - https://connect.ufl.edu/aa/Collaboration
• Sakai Project Sites - https://lss.at.ufl.edu/sakai-training/include/helppages/myworkspace_create_projectsite.shtml

mojoPortal

Web content management system for supported units, which allows unit personnel to edit and update websites without HTML or web programming knowledge. More on mojoPortal >>

Search Committee Training

Required training to serve on a UF search committee for faculty members.  Includes reporting on completion of training for selection of members for search committees: http://training.aa.ufl.edu.  This system will be replaced by an HR/Enterprise Systems supported application.

SharePoint/UF Connect

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)
• Logging
  • 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.

ACES - Automated Continuing Education System

ACES is being deprecated in favor of QuickReg for automated registration and payment for non-college credit courses.

DCE Student - Search for continuing education student data

DCE Student allows central UF support units - like the UF Computing Help Desk - to search AP-IT 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 Catalog

The Distance 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 publically displayed activities in ACES, QuickReg and RMS is automatically merged with information uploaded directly into the Distance Catalog database to reduce duplicate data entry.

FMS - Financial Management System

FMS is the Academic Finance Office's internal financial system for tracking and reporting 143 fund activities in more detailed 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 a 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 & flexfields.

UF Quick Registration (QuickReg)

QuickReg provides automated registration, payment, GatorLink ID creation and enrollment for non-college credit courses in Sakai. Students can register, pay, and access their activities and materials in Sakai 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, publically 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. UFID's 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 ID's 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 & fees, course materials, book store inventory & 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 which allows students to submit assignments and receive grades online.

RMS Courses pulls data from RMS data, displaying Flexible Learning/Professional development courses for marketing purposes and allowing prospective students to register & 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-IT 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 for face-to-face activity - it may either program against IPAY (UF's supported eCommerce application) or use AP-IT's online registration management application (XMS). XMS allows 143 fund account units, with the 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 UFID's may be automatically generated, granting students access to create GatorLink ID's. 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 & online credit card processing for UF non-college credit activites. 
  
  • More details are available at: http://conferences.dce.ufl.edu/SupportPackage.aspx
  • A sample registration page: http://conferences.dce.ufl.edu/SSP/section.aspx?s=1400032666
  • Examples of groups taking advantage of this service: http://conferences.dce.ufl.edu/SSP/

   

• MyXMS - Student access to XMS records
  MyXMS allows students to log into the 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 & 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.