Technical Details

Current Release Version: FY23.2.2

Release Date: 01 Mar 2023

Security Roles: SPS Advising

Previous Releases

Release FY23.2.2 [March 1, 2023]

Update the Advising Notes form to make the Referred By User a required field
- This is because it is used in all referral cases, and should never be null
Communications & Outreach
- Referrals
  - Update CC addresses for two ISSO comms
  - Update the From address and name source for all referral comms to the person making the referral instead of the assigned advisor
Data Management
- Handle cases where STUD record was deactivated
  - Update student feed to send past students with deactivated STUD records (not including grads, which are already covered)
    - Backload full history for full population
    - Add missing program codes to the prompt list for history
  - Set person_status to Former Student and student_enrollment_status to Deactivated
  - Add Deactivated status to the student_enrollment_status prompt
  - Update the enrollments feed to pull course history for the new population
    - Backload history for full population

Release FY23.2.1 [February 21, 2023]

Data Management
- Include the Call Number in the enrollments feed
  - Add a field in class schedule entity to hold value
  - Update source format to map value to field
  - Add to the class schedule tab view
  - Update the Crystal Reports feed to include new field
- Add a Reg_Status field to the enrollments feed that can designate ADD/DROP for each row
  - Add a field in class schedule entity to hold value
  - Update source format to map value to field
  - Update the Class Schedule tab to show Adds in one table and Drops in another based on the field value
  - Update the Crystal Reports feed to include new field
- Include Alumni in the primary and extended student data feeds
  - All SPS alums should be included in both feeds; incremental will contain those that were modified in the last seven days
  - Newly conferred degrees will appear when records are added to APRG
    - Flip the person_status for students to "Alumni" (label vetted with Sonal)
      - Set Cohort_Status; update rule to set Person Status
    - Flip the student_enrollment_status to Graduated
Add prior terms for alumni to the prompts and ensure they are inactive for forms
- Include the graduation terms as well
- Update the dashboard to show the term of graduation for alums

Release FY23.2.0b [February 16, 2023]

Dashboard
- Change the graduation term prompt from standard term identifiers to a set of date-based values
  - 20231 = February 2023, 20232 = May 2023, 20234 = October 2023 (? = 20233)
  - Update all locations that reference the old prompt to use the new one
    - Advisor Expected Grad Term; Degree Conferral Request Term
  - Retroactive refresh of all student records to use the new values

Release FY23.2.0a [February 14, 2023]

Add link to Vergil in External Resources on Advisor Dashboard

Release FY23.2.0 [January 25, 2023]

Communications & Outreach
- Referrals
  - Incorporate into the Advising Notes form and process; add a branch in the form display and fields to collect referral specific details
  - Add fields to the Advising entity to capture the referral details
    - Field: Advising Referral Type (prompt list)
      - Health Hold
      - Admissions Hold
      - ISSO for New Students
      - ISSO For Continuing Students
    - Field: Send Referral
      - Yes/No (default = no)
    - Create an ongoing mailing per referral type, and configure to send once per case where the send value = yes and the referral type is defined
      - Complete: Health Hold, Admissions Holds, both ISSOs

Release FY23.2.0.8a [January 10, 2023]

Removed "Current Term" filter from the default configuration for the Lookup search page

Release FY23.2.0.8 [December 19, 2022]

Data Management
- Source the student pictures and automate their import into the student record
  - Feed being built by Identity Management team
    - One initial seed of all photos, then weekly update of changed photos
    - Requires comma separated manifest file in a zip archive
      - CUID,filename
    - SPS_Photos.zip file sent daily with updated photos per student
      - File transferred from H: Drive folder each morning with other feed files
      - Automated pickup and import enabled in Slate

Release FY23.2.0.7.3 [December 1, 2022]

Configuration
- Interaction codes
  - Phone Call, Email, Walk-in, Zoom

Release FY23.2.0.7.2 [November 22, 2022]

Configuration
- Materials
  - Forms: LOA form, MLOA Form, Incomplete Form, Registration Adjustment Form, Internship Form, OPT Form, CPT Form, CPA Conferral Form, Withdrawal, Change of Program, Change of Modality,
  - Requests: Advanced Standing Request, Course Waiver Request
  - Applications: Advanced Credit Applications, Credit Waiver Applications
  - Return from Leaves, Academic Success Plans, Maxient, Other
- Tags
  - Student of Concern, Student Government, VIP Student, SPS Employee, CU Employee, Hold Conferral, Behavioral Concern, Veterans, Federal Aid, Disability Request
Data Management
- Create DIP import source format to load images by CUID
- Add new detail fields for the person record
  - Alumnus flag
  - Financial aid flag (including set/unset tag rule)
  - Veteran status (including set/unset tag rule)
  - Housing flag (including set/unset tag rule)

Release FY23.2.0.7.1 [November 18, 2022]

Data Management
- Create separate import for detail fields and schedule for regular update
  - Daily import via file upload to SFTP
  - Address records will overwrite as long as they are exactly the same, otherwise there will be some limited duplication
  - In cases where there is nothing new, ensure that existing values remain and are not cleared out
- Add new detail fields for the person record (extract and source format)
  - Contact Information
    - Local address and phone
    - Parent(s) name, email, address and phone
      - Use a relationship as the landing place for this information
    - Emergency contact address and phone
      - Use a relationship as the landing place for this information
      - Add a custom "Emergency Contact" type to the system relationship_type prompt
  - Other
    - Ethnicity
    - Degree conferral requested term
    - Deceased flag
- Class schedule
  - Instructor email address
- Holds
  - Add the SIS ID for the person that added and updated the holds (two separate fields)
Dashboard
- Minor cosmetic changes to photo placement and layout style
- Add a custom field for an advising-sourced Expected Graduation Term and add the edit function to the validation form
- Add a new graduation card and include the deferral request and expected grad term values when present

Release FY23.2.0.7 [November 15, 2022]

Dashboard
- Update the Open on Stellic button to be on for all users instead of looking at whether or not the plan has been reviewed
Landing Page
- Update all widgets to point to the Spring 2023 term
Advising Notes
- Change the prompts and form to update "concern" to "notes" (except for Student Concern)
Add the UNI to the indexed values to enable search in the same way as CUID
Training and Documentation
- Sending ad-hoc emails directly from Slate, and using the Slate Email Gateway [via BCC] for external email clients (e.g., Gmail)
  - Advising team added to platform user manual and trained at launch

Release FY23.2.0.6 [September 14, 2022]

Upload Stellic plan Y/N that match on existing active CUIDs
Data Management
- Incoming Data
  - Create scheduled exports for the required data points in the following systems
    - SIS
      - Person data from system of record (a2_slate_advising_students)
      - Holds current and historic (a2_slate_advising_student_holds)
      - Course registration status and history (a2_slate_advising_enrollments)
  - Create scripts to copy exports to Slate SFTP daily
- Record Management
  - Create a weekly retention policy to remove class schedule records for the current term in advance of the daily refresh
    - Required to deal with add/drop of courses

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