FY24.1.x: Technical Design (Slate+Advising)

Executive Summary

The purpose of this document is to provide the full details of the technical solution to be used for the build of the Slate+Advising solution. Everything that is needed by the developer(s) to produce the required data model, forms and workflows will be included in this specification.

Technical Components

The following sections will detail the technical components within each functional area that are required to successfully implement this project.

Data Requirements

Purpose

Define any integrations or data that must be provided to deliver the solution.

• Single Sign-On (SSO)
  • UNI will need to be copied to the SSO Username field in Slate for all managed records

Technical Design

Purpose

Define in detail the technical work that will need to be completed to deliver the final solution.

• Single Sign-On (SSO)
  • Set Meet our Advising Team portal and relevant forms to require SSO.
  • Modify forms to inherit UNI, student first name, student last name, email address, etc. as read-only fields.
  • Configure Slate to use only SSO for authentication (must be completed by Technolutions team)
• Move spsadvising inbox from Front to Slate
• Leave of Absence Workflow
  • Create a form based on this PDF: https://sps.columbia.edu/sites/default/files/2019-11/LeaveofAbsenceRequestForm.pdf
  • Add a textarea for the student to explain the purpose of his/her desired leave (instead of the letter requirement listed on the form).
  • Add a section of Internal fields for the advisor to complete:
    • Advisor’s name
    • Select: Approved/Denied/Awaiting more information
    • Approved by advisor date
    • Advisor notes
  • Add a section of Internal fields that the advisor will complete on behalf of the program representative
    • Program representative’s name
    • Approved/Denied/Awaiting more information
    • Approved by program representative date
    • Program representative notes
  • Add a section of internal fields for the advising administrator (Jean) to complete consisting of the same Internal fields as used on the Withdrawal Form: https://advising.sps.columbia.edu/manage/form/form?id=b8f8801f-530e-4cb1-9d91-b4b3ed624510.
  • Trigger a confirmation email to go to the student and his/her advisor

• Automated Communications
  • Welcome Mailing
    • Create a mailing template using the Advising team's provided language.
    • Create a query based on the following criteria:
      • Enrollment Status: Enrolled
      • Staff Assigned: (current user)
    • Advisors will copy the query in order to make customizations and send it themselves.
  • End of Program Change period mailing.  
    
    • Create a mailing from the Advising team's template.
    • Create a query with the criterion: Enrollment Status: Enrolled.
  • Automated No-Show Communication 
    • Create a communication for students who do not show up to a scheduled advising session using the template here: https://docs.google.com/document/d/1l6BVLkn1GztUoQj3uyuUk2bEJmWuUuBI2G5WBTyMUIE/edit#heading=h.plai2swv04ij (the text says that the student missed an appointment “today,” but that should be modified to “yesterday” because the e-mails will go out the following day.
    • Set the recipient list as:
      • Persons with a form response connected to a form with the template of “Scheduled Advising Session in Person” or ”Scheduled Advising Session Virtual” and a registration status IN “No Show.”
    • When we create this form, there will be students in the query who were no-shows weeks or months ago. To ensure that the message does not go to them:
      • Create a subquery that captures the meeting start date (format mask: yyyy-MM-dd) and the current date (format mask: yyyy-MM-dd)
      • Filter by dates where the datediff between the current date and the meeting date equals one day.

• Active Scheduler for Wellness Team
  • See here for form/email language: https://docs.google.com/document/d/1xOooMT006b2o6fYpOrAe9yjfJlwLdlbIXxUauTJsrMc/edit?usp=sharing).
  • Create copies of the existing Scheduler templates with the following names:
    • Scheduled Advising Session In Person → Scheduled Wellness Session In Person
    • Scheduled Advising Session Virtual → Scheduled Wellness Session Virtual
  • Modify the form to match the specs in the document linked above.
  • Have Danielle and Brooke create active schedulers using the newly created templates.
  • Go to the portal Meet Our Advising Team > advisor_scheduling view. Copy two existing widgets each for Danielle and Brooke. In their virtual widgets, change the selection for “Online Session” to “Host session using external service.” Enter their respective Zoom Personal Meeting Room URLs for the URL field.