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Overview

The purpose of this document is to provide the manual steps required within the Slate+Advising instance whenever a new term is imminent. Over time, this list of tasks should decrease as more processes are automated.

Actions

Each of the sections below must be completed for each new term. The timing for this should coincide with the open enrollment date for the term.

Add New Advising Term Prompt

  • Go to Database > Prompts
  • Click advising_term
  • Click the "New Prompt" link.
    • For Folder, select "Advising." 
    • For Value, enter the season and year (e.g. "Fall 2024").
    • For Export Value, enter a 5 digit code where the first for digits are the year and the fifth digit is the term number where Spring = 1, Summer = 2, and Fall = 3 (e.g. Fall 2024 → 20243).
    • Click the "Save" button.

SIS Import Configuration

  • Remap Student Core Records
    • Go to Database > Source Formats
    • Click Student Core Records
    • Click the "Remap" button. 
    • Click the "Prompt Value Mappings" link.
    • Click the "Latest_Registered_Term" link.
    • In the "Destination Value" textbox next to the newly added term, enter the season and year (e.g. "Spring 2024").
    • Click the "Retroactive Refresh" link.
    • Click the textbox to select all in each of the two tables.
    • Click the "Retroactive Refresh" button.
  • Remap Course Enrollments
    • Go to Database > Source Formats
    • Click Course Enrollments
    • Click the "Remap" button. 
    • Click the "Prompt Value Mappings" link.
    • Click the "Term Identifier" link.
    • In the "Destination Value" textbox next to the newly added term, enter the season and year (e.g. "Spring 2024").
    • Click the "Retroactive Refresh" link.
    • Click the textbox to select all in each of the two tables.
    • Click the "Retroactive Refresh" button.

Advisor Snapshot

Update the underlying query

  • Edit Dashboard in the Active Student Snapshot query
    • Change the Registered Term section of the markup to reference the new term id and term name

Dashboard Landing Page

Update the widgets

  • All Statistics and My Caseload
    • Change the target term for all widgets to the new term id and name

Queries

  • My Students to Validate
    • Change the filter to the new term id

Forms

  • The Certification for Professional Achievement form has a dropdown list of the month and year in which the student anticipates graduating. After October, the menu options should be updated to the subsequent two years.


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