Technical Details

Current Release Version: FY24.2.1

Release Date: 02 Oct 2023 

Security Roles: SPS Advising

Requested Features

Current Cycle

Features to Complete

• Change of Modality Form
  
  • Students enrolled in a remote program who want to change to in-person (or vice versa) complete a Change of Modality form.
  • The student receives a confirmation email upon completion. The email also goes to the student's advisor and spsadvising@columbia.edu
  • The request must be approved by the program director and advisor.
  • Once approved, it gets sent to Andy Hrycyk for processing.
• Incomplete Grade Request Form
  • 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.
• Career Design Lab (CDL) Integration
  
  • 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.
  • 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.

Features to 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
• 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 FY24.2.1 [April2024]

• 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]

• Leave of Absence Fully Executed Communication
  • 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.
• Return from Leave of Absence Form
  
  • Students complete a form in Slate when they are ready to return from a Leave of Absence.
  • The form asks the reason for the leave of absence, the term they plan to return for, and whether they are applying for on-campus housing. It also requires a letter about the reason for their leave and how they plan to return successfully.
  • Students receive an email confirming that their request was received. The email also goes to the student's advisor (if they have one) and spsadvising@columbia.edu.