Technical Details
Current Release Version: FY24.23.1
Release Date:
Security Roles: SPS Advising
Requested Features
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Features
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- If a student wants an extension in a course and therefore receive a temporary grade of Incomplete, the following steps will occur:
- The student will compete a form specifying the class for which they would like the extension and upload documentation explaining the purpose.
- A confirmation email will go to the student, the spsadvising alias, and (possibly) to the instructor.
- The instructor will respond to the request stating: what the student needs to complete in the class, a date by which it needs to be completed, and the grade that the student will receive if the work is not completed on time. The instructor will enter his/her signature on the form.
- A confirmation email will be sent to the student and the spsadvising alias.
- The student will sign the form acknowledging that they understand the consequences.
- A confirmation email will be sent to the student, their advisor, and the spsadvising alias.
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- Advisor Scheduling Portal - Build a portal similar to Slate + Advising for students to schedule sessions with CDL advisors.
- The portal homepage will list all advisors as well as their:
- Headshot
- Bio
- List of the program(s) they represent
- List of the types of meetings they conduct.
- Calendar to click to schedule a meeting.
- Each advisor will have two schedules: in-person and virtual
- Upon scheduling the session, students will complete a form asking them questions about:
- The purpose of their meeting (from a drop-down list of meeting types)
- Their career goals (i.e. preferred industry, location, etc.)
- Upload resume
- Students and advisors will receive confirmation emails with the details of their meeting.
- A reminder email will go to students ___ hours before the meeting.
- Remote coaching sessions will take place using Slate’s Share video platform.
- A follow-up email will be sent after the meeting takes place with a link to a survey.
- The portal homepage will list all advisors as well as their:
- Communications
- Move CDL's aliases from Front to Slate.
- Provide CDL advisors with Bcc email addresses to include in all of their messages with students.
- Create mass email template.
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Consider
- 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
- Define role-based security model and assign users to appropriate groups based on role
- Unregistered Student List
- Advisors will have a list of eligible students who are not registered on their main portal screen.
- Advisors can click into a student’s record to find out why s/he might not be registered.
- Advisors will be able to send form emails to students (either sent automatically or triggered by the advisor after assessing the student’s status).
- See Icebox for additional considerations
Previous Releases
Release FY24.
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- FERPA Release Form
- The FERPA Release form designates one or more people who can speak on behalf of the student. Students complete a form that grants permission to an individual who or an organization whose representatives can speak about their record on their behalf.
- Students receive an email confirming that their request was received. The confirmation e-mail also goes to spsadvising@columbia.edu.
- Information about the individual's designee(s) are displayed on a FERPA Release tab on their profile page in Slate.
- Students will have the ability to revoke a a FERPA release by emailing their advisor. In that case, the advisor can access a form to change the status from active to inactive.
- The FERPA Release tab has separate sections for FERPA releases that are active and inactive.
Release FY24.2.0 [March 2024]
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- When the status of a student's Leave of Absence request becomes fully executed, if "Suppress Communications" is set to "no", and it has been approved by the program rep, the advisor, and, in the case of a medical LOA, the wellness representative, a confirmation email automatically goes to the student and a copy goes to:
- If the leave was for a medical reason: his/her advisor and the wellness alias.
- If the leave is voluntary or military: his/her advisor.
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June 2024]
- Career Design Lab (CDL) Integration
- Coach Scheduling
- Created new fields for CDL coaches:
- Biography
- CDL Coach Start Date
- CDL Last Initials Covered
- CDL Programs Covered
- Created new materials types for CDL coaching:
- Resume
- Cover Letter
- Relevant Career Materials
- Created separate Scheduler Templates for virtual/in-person meetings
- For each template, created a form based on existing form in 12twenty.
- For each template, created the following communications:
- Career Coaching Appointment Scheduled
- Career Coaching Appointment Cancellation
- Career Coaching Appointment Reminder
- Career Coaching Appointment Follow-Up
- Career Coaching Appointment No-Show
- Career Coaching Appointment Updated
- Created User accounts for all CDL coaches.
- Added a managed Scheduler calendar for each coach.
- Created blank Active Scheduler calendars for each coach (virtual and, when appropriate, in-person)
- Built "CDL Scheduling" landing page
- Built "Book CDL Coach Meeting" portal
- Created a method for each coach
- Created a view page for each coach with widgets for the modes of appointments they conduct (virtual and/or in-person)
- Created new fields for CDL coaches:
- Communications
- Moved CDL's aliases from Front to Slate.
- Created a CDL inbox group.
- Had CDL forward CDL alias emails to the new inbox group.
- Created a CDL Inbox role
- Associated CDL Inbox role with CDL inbox group.
- Assigned CDL Inbox role to appropriate users.
- Provided CDL coaches with Bcc email addresses to include in all of their messages with students/alumni.
- Created mass email template.
- Moved CDL's aliases from Front to Slate.
- Coach Scheduling
- Leave of Absence Form
- Added an internal entry field for the date upon which a student submits a Return from Leave of Absence form.
- Added an internal entry field for the date upon which a student requests an extension for their leave of absence.