Administrators Update - Yale Connect -Campus Groups (YC-CG) Implementation

THIS ADMIN UPDATE IS JAM-PACKED with TASTY TIDBITS, SO PLEASE READ IT ALL!

Yale Connect Administrative Coordinators Updates 8-01-2020

From Amy Ferraro, IT, and Lisa Brandes, VPUL + GSAS

Implementation Phase 1 – Spring - August 2020; Implementation Phase 2 starts September 2020

• To Date- 20 Group Types (School/unit buckets) with over 1,000 Total Yale groups created in Yale Connect- Campus Groups
• Yale Branded URL released 7-23-2020 http://yaleconnect.yale.edu– always use this URL (instead of old yale.Campusgroups.com) for URL links or access to login pages.
• Yale U Connect Branded Mobile Apps –  in Apple and Android stores (may be there now)
• Member TAGS - Incoming or First Year Tag created as a Member tag- will work for all schools, especially those with different year classes (2 or 3 years)- use the tag + your school’s student user account type to Collect First year or incoming students for Orientation groups and events.
• Member TAGS - International Tag- coming soon. Amy has received data security approvals for API to pull data from People Hub/Banner to create this new member tag, for Admin use in collecting or tagging Intl students and scholars for groups and events. Use it carefully.
• Prox # RFID Programming for use with Card tappers (prox ID readers like with Orgsync) – done
• Deferral & Deactivations – looking into how to manage these if it is not a feed from a field/code in banner feed (Stacey Tuttle, YSPH asked)
• 25 Live Integration – being finalized. Special programming with Campus Groups for Dual integration with 25 Live AND EMS is underway, as a special project request with CG (most universities normally have one booking system integration, so this dual model is a special request just for Yale). EMS and Dual Integration expected by end of August 2020.
• Group Migrations by Type – existing OrgSync groups added or uploaded to School of Medicine, University Life. Orgsync is dying soon, so get any data, groups or files out NOW.
• Touchnet Payment processing research– possible Yale-wide integration with new Touchnet system and Campus Groups, Fall 2020. LB & AF following up with IT and Finance to discuss. Current Payment gateway options available in Campus Groups include Paypal and others.
• New COVID Safety, tracking and promotion ideas from Campus Groups – Besides tracking & testing compliance, which Yale is doing in various ways, How are you using YC-CG to promote Covid safety, compact, social norming, health tips and team spirit?
• Updates will be posted on the YC Admins Activity Feed  as they happen so please Follow it (check your Group Notifications in your personal account)!

2. Event App and Virtual Fair Modules - Important Updates
   1. Must be Connected to or owned by Individual Groups - Event Apps (for Orientations, one time conferences, multi-day events) and Virtual Fairs must be owned by a particular GROUP. They are time limited, not for a single year
      1. Individual Groups, including student groups, CAN create event apps and pay the $299 each. We ask that you advise this request process for groups in your Group Type Bucket – you could use a permission request form to gather info so you know when group apps are being created.
         1. Student or other group apps should be created with specific, limited access permissions – that’s so the App isn’t accessible to the entire Yale community or public if it doesn’t need to be. Try to avoid app spamming or App Envy.
   2. Yale Connect Event Apps published – Mostly for Fall Orientations or Trainings. First 5 were included as part of Yale License for 2020-21; additional event apps are $299 each. Event Apps must be owned or linked to a specific Group.
      1. For now, please Use the YC Admins Event App request form in YC Admins group to request an Event App for your group or one of the groups you oversee. This helps us keep tabs on Event App usage for oversight and for possible inclusion of more Event apps built into future year CG License contracts and budgets.
      2. Parent Events – To get your events to be listed on your group’s Event App, you can create a Parent Event which links to the group owning the event app (Start from the Event App builder to create the Parent event, not the other way around).  All group events listed that you want to show up on the event app must be created with that Parent Event chosen in the Advanced Features of CG Event Creation. Or you can Upload or input events directly into the Event App.
   3. Virtual Fairs Being Created now – 4-5 VFairs being built for Yale Orientations now; CG gave us special one-time pricing of $299/Vfair (regularly $899). VFairs are paid by each unit or group individually as add-on; not part of CG Contract License (since the VFairs didn’t exist in Spring 2020).
      1. Use the VFair request form in YC Admins group to request a Virtual request an Event App for your group or one of the groups you oversee. This helps us keep tabs on Event App usage for oversight and possibly for future year contracts and budgets.

3. Training, Help and Documentation – a work in progress
   1. Training and On-boarding of Staff and Student Group Officers at Yale is mainly decentralized to the Group Type or bucket for Schools/Units. YC Admins for each Group Type should be taking the lead on any training or on-boarding needed for their staff, officers and group leaders. YC Coordinators (Lisa & Amy) can advise, share docs, and help you prep if needed. Since group rules, uses and processes are highly decentralized at Yale, this may be the best training strategy for now.
      1. In Fall 2020, we’d like to schedule more group trainings online for Admins and possibly for wider officer and user communities, perhaps with CG staff participation in some virtual training events.
      2. Please share any training docs, PPTS or Tip sheets you have on the YC Admins User group FIles, so we can help each other out and share best practices
   2. Training Docs, Resource Lists & Files online in YC Admins group – many detailed training docs written by IT consultant Frances Foley in Summer 2020 live in the Documents Folders in YC Admins group. Feel free to download and share.
   3. CG Help center with searchable collection of articles and tutorials (screen shots) written by CG staff – share this site with your officers and staff so they can help themselves.
   4. Support@campusgroups.com is your go to resource for tricky tech issues, general advice on complex workflows or processes, and reporting of problems. This should mainly be used for YC Admins for now, to avoid overwhelming CG support with daily questions from our 1,000 Yale groups in CG.

4. Yale Connect Administrators – Your User Community
   1. The YC Admins Group is YOUR USER Community of 60+ Yale Connect Admins - please post Qs, tips or advice on the group page feed, upload docs, share use cases, and more.
   2. YC Administrators Agreement and Permissions Request Form is coming soon – to allocate admin permissions among admins and begin to develop common policies, shared guidelines and best practices; currently we have 66 Admins!
   3. Tag yourself with YC Admin Subgroup tags to find other members working on similar issues (Event Apps, Group registration, feeds, et). You can create new subgroup tags as needed and tag yourself to connect with other YC Admins.
   4. Future All YC Admin Implementation Training Meeting To Be Scheduled soon;
      1. Yale group meeting in August
      2. Future YC Admins Implementation Zoom Meeting in August or Sept with CG Staff – tbd, Likely after Orientation. 
      3. Suggested Group topics? – Group Registrations & Renewals, Funding (Money Processes), Appointments scheduling and Calendaring Others?
      4. For Fall 2020, standard YC Monthly Admins Meeting Times/Dates to be Set.