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Technical Details

Current Release Version: 2023.1.5

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Technical Details

Release Version: FY23.1.0

Release Date:

Security Roles: SPS Advising

Requested Features

Current Cycle 

Release 2022.1

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Features Ready for Release

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  • Update users assigned Advisor role to reflect the SPS advising team
    • Move those not on the team to other roles with similar privs

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  • Import data at the user level for supported programs using a new source format

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Features to Complete

  • Event & Appointment Management
    • For Advisors
      • Event Template for Registration Webinars
        • Custom CSS to align request form layout with SPS Advising home page
        • Default settings stored in the template
        • Includes defined email communications for typical milestones
          • Event announcements, RSVP instructions, upcoming date reminders, follow-up after attendance or no show
          • Pending final communications text from Advising team
      • Event Template for Advising Appointments
        • Default settings stored in the template
        • Includes defined email communications for typical milestones
          • Upcoming date reminders, follow-up after attendance or no show
      • Configure Active Scheduler functionality
        • Include custom portal for scheduling appointments 
        • Documentation and validation of Google Calendar feeds to Slate calendar
    • For Students
      • Form to see primary advisor's calendar for availability and book an appointment
      • Personal calendar view of scheduled appointments and events with Advising
        • Allow update and delete to scheduled entries
  • Course Waiver Process
    • Communications
      • Create a communication to be sent when the request has been fully processed
        • Send to CU and personal emails address for student
        • CC to the student's advisor
        • Use template located here for messaging: NEED TEMPLATE
        • Continually running message; trigger = setting the Review Status = Complete in internal section of request form
          • Batch sent each morning at 10am
  • CPA Application
    • Form
    • Communications
    • Query
      • Create query exporting the form data using the same format for three types: unprocessed, in review, and complete
        • Enable access for Advising Operations role
  • Data Management
    • Alumni data integration
      • Add the degree details to the Schools table for new degree conferrals
        • Update the source format to place data in the right locations when status becomes Alumni in feed
      • Backload all alumni degrees to the Schools table (for history)
    • Add new detail fields for the person record
      • Other (not in source)
        • CU employee flag
        • From Admissions
          • Home institution (for visiting population)
          • Home high school (for pre-college)
          • Part-time/full-time preference
    • Reports and queries
      • Audit queries to validate imported data
  • Student Relationship Management
    • Custom form(s) to collect information from students as required to support requests and process flows and store in the student profile
      • Slate-based forms
        • College Edge course interests

Features to Consider

  • Student Relationship Management
    • Advisor Snapshot Dashboard (Student Profile)
      • Add button link to send a canned communication to the student directly from the dashboard
        • E.g., nudge to register, follow-up about return from leave, reminder of upcoming meeting, etc.
      • Create additive dashboard snapshots based on the population to allow for more specific information to be displayed based on the audience
        • Auditors, Visiting, Pre-college?
    • Homepage widgets
      • Advisors
        • Create links to queries and reports that are tailored for the current user
          • Graduates (pending graduate load from SIS)
    • Define and build interaction categories required for reporting and tracking purposes
      • Placeholder for specifics; need to confirm if we will be using interactions for tracking
        • E.g., Phone calls, Zoom meetings
    • Portals
      • Student Portal
        • Show relevant details to students, including their history, interactions with advising, upcoming events, others?
        • Links to external and PDF-based process forms
  • Communications & Outreach
    • Copy relevant templates for Advising Comms from Slate+Admissions
      • Currently the only message is 'Welcome to Advising'; will continue to be delivered through Admissions for initial release
    • For Advisors
      • Message templates for common communications (non-event)
        • Registration "starts soon/now open" reminders
        • Student-specific messages based on population criteria
          • Hold notifications
        • General message templates for ad-hoc announcements via email
          • Pending list of common comms to students from working group
  • Security & Access Management
    • Define role-based security model and assign users to appropriate groups based on role
      • CONSIDER: Create program-level realms for segmenting individuals by program
    • Students should be allowed to view personal records and student-facing forms and events only
      • Dependent on the Student Portal implementation
  • Data Management
    • Incoming Data
      • Include the Expected Return Date for students that have an active Leave Status (students feed)
      • Create scheduled exports based on last modification date for the required data points in the following systems
        • Canvas
          • Course progress information
      • Create one-time exports from the following systems
        • Slate+Admissions
          • Additional personal data not available in SIS
            • Job history, previous institutions, etc.
            • Potentially extended contact details
      • Other potential fields/data to include
        • Pronouns?
        • Transcripts
        • HBCU fellow
        • Student Government
    • Reports and queries
      • Determine best reports for leadership view of advising status

Features to Review in Future Slate Updates

  • Import latest swipe and login history (not allowed according to campus safety, but can be requested any time)
  • Advising Notes
    • See if the user can default to currently logged in user
      • Not currently possible in an Entity Widget; results in an error on form submission; revisit in a future Slate releasePrevious Cycles

Previous Cycles

Release 2023.1.5 [April 18, 2023]

  • Course Waiver Process
    • Form
      • Add fields to the Internal Processing section
        • Review Status (unprocessed/in review/complete)
        • Processed by (user list)
        • Reviewing Director (user list) – filter by program director role
        • Director Decision (approved/denied)
        • Notes (text box)
        • Total Points Earned (text box)
        • Date Posted to SIS (date)
        • Date Note Added to Stellic (date)
    • Communications
      • Create a form submission communication acknowledging receipt with a copy of the request details to the requester
    • Query
      • Create query exporting the form data using the same format for three types: unprocessed, in review, and complete
        • Enable access for Advising Operations role

Release 2023.1.4 [April 4, 2023]

  • Withdrawal Request Process
    • Form
      • Add conditional Session field for Summer withdrawals
      • Add fields to the Internal Processing section
        • Dynamic Form Completed (yes/no)
        • Submitted to Registrar by (text box)
        • Withdrawal Hold Placed in SIS (yes/no)
        • Notes (text box)
        • Effective Date of Withdrawal (date)
        • Date Dynamic Form Submitted (date)
        • Refund Rate (drop down of rates)
        • Points Withdrawn From (text box)
        • Add "Send Notification" flag to the form for cases where a notice should not be sent
    • Communications
      • Update the submit and scheduled mailing to suppress the send on emails to the student
      • Create a form submission communication acknowledging receipt with a copy of the request details to the requester
      • Create a communication to be sent when the request has been fully processed
    • Query
      • Create query exporting the form data using the same format for three types: unprocessed, in review, and complete
        • Enable access for Advising Operations role

Release 2023.1.3a [March 28, 2023]

  • Communications & Outreach
    • Referrals
      • Create an ongoing mailing for remaining referral types (use Health Hold as archetype)
  • Data Management
    • BUG: Include Last_Mod_Date in the incremental feed logic for the student core data to include new enrollments as a trigger for record update
      • This will capture the Last Registered Term value based on the latest registrations

Release 2023.1.3 [March 13, 2023]

  • Dashboard
    • Create a snapshot for Former Students that displays relevant information only, and is less advisor-centric
    • Do something similar for Alumni, geared toward Sonal and her team
  • Data Management
    • Handle cases where STUD record was removed, but was loaded to Slate
  • Slate-based forms (converted from FormAssembly)

Release 2023.1.2 [March 1, 2023]

  • Update the Advising Notes form to make the Referred By User a required field
    • This is because it is used in all referral cases, and should never be null
  • Communications & Outreach
    • Referrals
      • Update CC addresses for two ISSO comms
      • Update the From address and name source for all referral comms to the person making the referral instead of the assigned advisor
  • Data Management
    • Handle cases where STUD record was deactivated
      • Update student feed to send past students with deactivated STUD records (not including grads, which are already covered)
        • Backload full history for full population
        • Add missing program codes to the prompt list for history
      • Set person_status to Former Student and student_enrollment_status to Deactivated
      • Add Deactivated status to the student_enrollment_status prompt
      • Update the enrollments feed to pull course history for the new population
        • Backload history for full population

Release 2023.1.1 [February 21, 2023]

  • Data Management
    • Include the Call Number in the enrollments feed
      • Add a field in class schedule entity to hold value
      • Update source format to map value to field
      • Add to the class schedule tab view
      • Update the Crystal Reports feed to include new field
    • Add a Reg_Status field to the enrollments feed that can designate ADD/DROP for each row
      • Add a field in class schedule entity to hold value
      • Update source format to map value to field
      • Update the Class Schedule tab to show Adds in one table and Drops in another based on the field value
      • Update the Crystal Reports feed to include new field
    • Include Alumni in the primary and extended student data feeds
      • All SPS alums should be included in both feeds; incremental will contain those that were modified in the last seven days
      • Newly conferred degrees will appear when records are added to APRG
        • Flip the person_status for students to "Alumni" (label vetted with Sonal)
          • Set Cohort_Status; update rule to set Person Status
        • Flip the student_enrollment_status to Graduated
  • Add prior terms for alumni to the prompts and ensure they are inactive for forms
    • Include the graduation terms as well
    • Update the dashboard to show the term of graduation for alums

Release 2023.1.0b [February 16, 2023]

  • Dashboard
    • Change the graduation term prompt from standard term identifiers to a set of date-based values
      • 20231 = February 2023, 20232 = May 2023, 20234 = October 2023 (? = 20233)
      • Update all locations that reference the old prompt to use the new one
        • Advisor Expected Grad Term; Degree Conferral Request Term
      • Retroactive refresh of all student records to use the new values

Release 2023.1.0a [February 14, 2023]

  • Add link to Vergil in External Resources on Advisor Dashboard 

Release 2023.1.0 [January 25, 2023]

  • Communications & Outreach
    • Referrals
      • Incorporate into the Advising Notes form and process; add a branch in the form display and fields to collect referral specific details
      • Add fields to the Advising entity to capture the referral details
        • Field: Advising Referral Type (prompt list)
          • Health Hold
          • Admissions Hold
          • ISSO for New Students
          • ISSO For Continuing Students
        • Field: Send Referral
          • Yes/No (default = no)
        • Create an ongoing mailing per referral type, and configure to send once per case where the send value = yes and the referral type is defined
          • Complete: Health Hold, Admissions Holds, both ISSOs

Release 2022.0.8a [January 10, 2023]

  • Removed "Current Term" filter from the default configuration for the Lookup search page

Release 2022.0.8 [December 19, 2022]

  • Data Management
    • Source the student pictures and automate their import into the student record
      • Feed being built by Identity Management team
        • One initial seed of all photos, then weekly update of changed photos
        • Requires comma separated manifest file in a zip archive
          • CUID,filename
        • SPS_Photos.zip file sent daily with updated photos per student
          • File transferred from H: Drive folder each morning with other feed files
          • Automated pickup and import enabled in Slate

Release 2022.0.7.3 [December 1, 2022]

  • Configuration
    • Interaction codes
      • Phone Call, Email, Walk-in, Zoom

Release 2022.0.7.2 [November 22, 2022]

  • Configuration
    • Materials
      • Forms: LOA form, MLOA Form, Incomplete Form, Registration Adjustment Form, Internship Form, OPT Form, CPT Form, CPA Conferral Form, Withdrawal, Change of Program, Change of Modality,  
      • Requests: Advanced Standing Request, Course Waiver Request
      • Applications: Advanced Credit Applications, Credit Waiver Applications
      • Return from Leaves, Academic Success Plans, Maxient, Other
    • Tags
      • Student of Concern, Student Government, VIP Student, SPS Employee, CU Employee, Hold Conferral, Behavioral Concern, Veterans, Federal Aid, Disability Request
  • Data Management
    • Create DIP import source format to load images by CUID
    • Add new detail fields for the person record
      • Alumnus flag
      • Financial aid flag (including set/unset tag rule)
      • Veteran status (including set/unset tag rule) 
      • Housing flag (including set/unset tag rule)

Release 2022.0.7.1 [November 18, 2022]

  • Data Management
    • Create separate import for detail fields and schedule for regular update
      • Daily import via file upload to SFTP
      • Address records will overwrite as long as they are exactly the same, otherwise there will be some limited duplication
      • In cases where there is nothing new, ensure that existing values remain and are not cleared out
    • Add new detail fields for the person record (extract and source format)
      • Contact Information
        • Local address and phone
        • Parent(s) name, email, address and phone
          • Use a relationship as the landing place for this information
        • Emergency contact address and phone
          • Use a relationship as the landing place for this information
          • Add a custom "Emergency Contact" type to the system relationship_type prompt
      • Other
        • Ethnicity
        • Degree conferral requested term
        • Deceased flag
    • Class schedule
      • Instructor email address
    • Holds
      • Add the SIS ID for the person that added and updated the holds (two separate fields)
  • Dashboard
    • Minor cosmetic changes to photo placement and layout style
    • Add a custom field for an advising-sourced Expected Graduation Term and add the edit function to the validation form
    • Add a new graduation card and include the deferral request and expected grad term values when present

Release 2022.0.7 [November 15, 2022]

  • Dashboard
    • Update the Open on Stellic button to be on for all users instead of looking at whether or not the plan has been reviewed
  • Landing Page
    • Update all widgets to point to the Spring 2023 term
  • Advising Notes
    • Change the prompts and form to update "concern" to "notes" (except for Student Concern)
  • Add the UNI to the indexed values to enable search in the same way as CUID
  • Training and Documentation
    • Sending ad-hoc emails directly from Slate, and using the Slate Email Gateway [via BCC] for external email clients (e.g., Gmail)
      • Advising team added to platform user manual and trained at launch

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  • Upload Stellic plan Y/N that match on existing active CUIDs
  • Data Management
    • Incoming Data
      • Create scheduled exports for the required data points in the following systems
        • SIS
          • Person data from system of record (a2_slate_advising_students)
          • Holds current and historic (a2_slate_advising_student_holds)
          • Course registration status and history (a2_slate_advising_enrollments)
      • Create scripts to copy exports to Slate SFTP daily
    • Record Management
      • Create a weekly retention policy to remove class schedule records for the current term in advance of the daily refresh
        • Required to deal with add/drop of courses

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[August 12, 2022]

  • Student Relationship Management
    • Advisor Snapshot Dashboard (Student Profile)
      • Add button to open the term validation form for the student
        • Used for managing caseload review for each term
        • Validate the student's registration for the selected term
        • Update any other custom fields that are set per term
          • Completed Stellic Plan
      • Add link to open student profile in SSOL
      • Add link to open Stellic Plan (if it exists)

Release 2022.0.4 [August 5, 2022]

  • Data Management
    • Incoming Data
      • Update source formats to process incoming files via SFTP
      • Create the sps-integration service account for file transfers
  • Security & Access Management
    • Define role-based security model and assign users to appropriate groups based on role
      • Create the following roles: Advisor, Student Affairs Leadership, Program Administrator
        • Update all advisors to include the "Advisor" role
        • Update all program admins to "Program Administrator" role
      • Create "Advising" realm for segmenting all advising specific functionality

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