FY24.2.x: Functional Design (Slate+Advising)

Executive Summary

The purpose of this document is to detail the functional design of the tools that will be used to facilitate the Slate+Advising Platform that will be deployed with this project.  It will be supplemented with a more detailed Technical Design that covers the specifics of the application elements that will comprise the overall toolchain.

Functional Components

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

• 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 would complete a form in Slate when they are ready to return from a Leave of Absence.
  • The form would ask the reason for the leave of absence.
  • Students would receive an email confirming that their request was received. The email would also go to the student's advisor and spsadvising@columbia.edu.
• FERPA Release Form
  
  • The FERPA  Release form designates one or more people who can speak on behalf of the student. Students will complete a form that grants permission to an individual who or an organization whose representatives can speak about their record on their behalf.
  • Students would receive an email confirming that their request was received. The confirmation e-mail will also go to spsadvising@columbia.edu.
  • Information about the individual's designee(s) would be displayed in 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.
• 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.