Technical Details

Current Release Version: FY24.1.1

Release Date:  09 Oct 2023

Security Roles: SPS Academics

Requested Features

Current Cycle 

Release FY24.1.2 [November 2023]

Features to Complete

• Database Ops / Feeds
  • Need an indicator to discern between SPS faculty, and faculty from other schools
• Communications
  • Create an automated email triggered by confirmation that faculty is active in PAC to send:
    • Direct deposit setup information
    • Payroll calendar
    • Faculty self-service
• Hiring Checklist / Application Configuration
  
  • Update custom instructions on all forms in coordination with FA team
  • Create checklist group for rehires(?)
  • Update the login page to show SSO login link for re-hires, or any user with a valid CU login
    • Continue with local account for new hires without UNI
    • Confirm applicants can login through SSO if they have UNIs

Features to Consider

• Faculty Dashboard
  • Include the following fields: 
    • Languages
      • Field: person_languages
    • Social Media Handles: X, LinkedIn, Other
    • Interests:
      • Teaching interests
      • Research interests
      • Service interests
• Database Ops / Feeds
  • Need to account for cases where the course is cancelled after import, or when the instructor changes
    • Unique IDs will allow for updates, but will not be removed when they drop from the feed
• New Instructor Record Request Form *** Get clarification on how this is used *** 

  • Require SSO to complete

  • Fields:
    • Email address (textbox - read-only)
    • Role (Option buttons: Instructor, Advisor - required)
    • First name (textbox - read-only)
    • Middle name (textbox - read only)
    • Last name (textbox - read only)
    • UNI (textbox - read only)
    • Department (drop-down: see original form for list - required)

    • Instructor/Advisor YEAR of birth - 4 digit year of birth. If not provided, this may be requested. Not required for active graduate and undergraduate TAs. (textbox - integer format - required)

• The following form was built but has been removed from the application as per the Faculty Affairs' team's request to avoid redundancy in the hiring process. It could be added back if asked:
  • FORM: Employment Eligibility
    • What program will you be teaching with? (option buttons - required)
    • If you already have a UNI, please list it below (textbox)
    • Work Eligibility: Non-US citizens will be required to provide copies of their work authorization documents in addition to payroll paperwork. Documents requested may include PR Card, EAD Card, I-20, I-94, DS-2109, Passport, and current Visa. (instruction)
      • Please enter your current status (option buttons: US Citizen, Permanent resident, EAD Card, F-1 Visa, J-1 Visa, Other)
        • If status is "other," include the following field:
          • Other status (textbox - required)
    • Student Status (Section heading)
      • Are you a current student at Columbia, Teacher's College, or Barnard? (option buttons: yes, no - required)
      • If yes, include the following fields:
        • In which school are you enrolled?  (option buttons: Columbia University, Teacher's College, Barnard - required)
        • What type of degree program are you currently enrolled in? (option buttons: Undergraduate, Graduate, Doctorate/terminal - required)
        • Are you enrolled full-time (12+ credits) for the semester you will be working? **Half-time enrollment is NOT considered full-time (option buttons - yes, no - required)
        • If you are a current student, when is your expected graduation date? (Columbia confers degrees in February, May, and October) (date - month/year - required)
    • Columbia Employment (Section heading)
      • Will you be employed in any other department or program at Columbia University during the semester you will be working for SPS? (Option buttons: yes/no - required)
      • If yes, include the following fields:
        • In what capacity will you be employed? (option buttons - see current form for list - required)
        • What is your title (textbox - required)
        • What School and Department will your other position be in? (textbox - required)
        • Who is the HR Contact for this position? (Full Name and Email) (textbox - required)
    • Past Columbia Employment (section heading)
      • Have you ever been employed by Columbia? (Option buttons: yes/no - required)
      • If yes, include the following fields:
        • What was your title? (textbox - required)
        • Approximately when did you receive your last paycheck? (date - month/year - required)
        • What School and Department did you work for? (textbox - required)
        • Who was the HR contact for this position? (Name and Email) (textbox - required)
    • Policy Agreement (section heading)
      • Lecturers and Associates are eligible to teach up to three courses per year, but no more than two courses per semester. This includes all courses across Columbia University, including those in other departments/schools. By selecting yes below, you agree that you will not violate this policy. (option buttons: yes/no - required)
      • Students cannot hold more than 1 Officer Position (e.g. TA, Teaching Fellow, etc.) at a time, and may not work more than a total of 20 hours per week across all jobs in which you are employed by Columbia University. By selecting yes below, you agree that this position with SPS will not violate this policy. (option buttons: yes/no - required)

Features to Review in Future Slate Updates

• Not started

Features Ready for Release

• None

Previous Releases

Release FY24.1.1 [October 2023]

• Database Ops / Feeds
  • Handle cases where staff have had faculty appointments, but are not currently appointed with a faculty position
    • They show as active, though the active state is only for their staff position – should be inactive from a faculty perspective
    • E.g., ah3175, mb3937
• Applicant Dashboard
  • Create a dashboard view for applicants (new hires only)
    • Include program and application start date
• Faculty Dashboard
  • Emergency contact information
  • Demographics
    • Country of Origin (Slate: Primary Citizenship when available)
    • Race + Ethnicity 
  • Office Location (Slate: Mailing Address)
    • From PAC, but very inconsistent
• Landing Page
  • Report tab - Active Faculty Statistics
    • By Program
    • By Rank
    • FT vs PT
  • Widget tab - All Faculty Stats
    • By Department
    • By Rank
• Hiring Checklist / Application Configuration
  
  • Create a Period "Fall - Summer" (Key=AY24, Year=2024) and Rounds "Faculty New Hire" and "Faculty Re-Hire"
  • Created Application Logic to ensure all required fields are included before application submission
  • Update the login page to show SSO login link for re-hires, or any user with a valid CU login
    • Continue with local account for new hires without UNI
    • Confirm applicants can login through SSO if they have UNIs
  • Created checklist groups, checklist items, and materials by application type
    • Group: All (for all applications)
      • Permission Form (upload - admin)
      • Signed offer letter (upload - admin)
      • NYS 195.1 (upload - admin)
      • Tax forms  (upload - admin)
      • Ethnicity forms (upload - admin)
      • I-9 (manually checked item)
      • Faculty active in PAC (manually checked item)
      • Staff Associate II Documentation (upload - admin)
    • Group: New Hire
      • Resume/CV (upload - user)
      • UNI activation confirmed (manually checked item)
      • Faculty ID card received (manually checked item)
    • Group: Re-Hire
      • Do we need this?
    • Group: International
      • Visa documents (if necessary)
  • Used existing application forms and fields where collected values align
    • Personal Background
      • Name: First, Last, Preferred
      • Email
      • Home and Mailing Address
      • Phone
      • Sex
      • Date of Birth
      • Ethnicity + Race
    • Academic History
      • Institution, Degree Type, Date, Location
    • Employment History
      • Use the employment form to capture this info
    • Activities and Distinctions
      • Use the activity form to capture this info
  • Used custom forms to collect additional information
    • FORM: Other Personal Information
      • Military Report Status - No military service, Not a veteran, Veteran, Newly separated veteran, Vietnam era veteran, Special disabled veteran, Other protected veteran, I choose not to disclose - required)
        • Custom Field: Military Status
        • Prompt: military_status
      • Marital Status (Option buttons: Single, Married, Separated, Divorced, Widowed - required)
        • If Martial status is married, separated, or divorced:
          • Effective date (date - required)
        • Custom Field: Marital Status
        • Prompt: marital_status
      • Emergency Contact (section heading)
        • Full Name (textbox - required)
        • Relationship (to you) - textbox
        • Phone Number (textbox - phone number format - required)
        • Email Address (textbox - email address format - required)
        • Custom Fields: Emergency Contact Full Name, Emergency Contact Phone, Emergency Contact Email, Emergency Contact Relationship
  • Applicant Dashboard
    • The Application Status page shows any sections of an application that have not yet been completed. An application cannot be submitted until all required sections are complete.
    •  The Status page also shows the same checklist that Faculty team members see.

Release FY24.1.0 [October 2023]

• Database Ops / Feeds
  • Automate incoming incremental data feeds per technical specifications
    • Faculty core data
    • Positions (entity)
    • Teaching (entity)
  • Look into move from Associate to Lecturer (or other roles) in the Person Status
    • Use the most recent position to determine the status to set on import (cml2137)
  • Issue with retirees showing as full-time and active
  • Map the emergency contact information to new custom fields
    • Since we only have name and phone number, it makes sense to just use fields for this instead of a relationship 
    • Retroactively refresh all records to backload the contacts