/
FY24.1.x: Requirements / Design (Slate+Academics)

FY24.1.x: Requirements / Design (Slate+Academics)

Owned by Bryon Vaughn
Last updated: Oct 09, 2023

Functional Requirements

  • Landing Page
    • Show series of at-a-glance charts for quickly determining the status of key indicators in aggregate
      • Limit the views to the current term (define "current")
      • Link to report showing all terms
    • Provide a quick list of helpful links (e.g. Additional Compensation policies)
  • Faculty Profile Page
    • Display additional data points on the faculty profile
    • Update bios and headshots
  • Faculty History Tab
    • No compensation details are to be displayed in this tab
    • Display a list of the individual’s complete history of instructional and non-instructional activities
      • Include Columbia positions
        • These are fed by PAC and must be modified in the system or record
      • Include extended activities such as publications, mentorship, honors, among others
        • Allow faculty to create/update/delete extended activities
  • Materials Tab
    • Allow staff to add pre-defined materials to faculty profiles
      • Use material categories to classify the file that are allowed
      • Allow for ad-hoc materials that fall outside expected categories
  • Hiring Process in Slate
    • Application -  Employees will be able to create an "application" in slate, which will consist of:
      • Forms:
        • Personnel Information Form 
        • New Instructor Record Request Form
      • Material uploads:
        • Resume/CV
        • Signed offer letter
        • NYS 195.1
        • Tax forms
        • Visa documents
        • Ethnicity forms
    • Checklist - A Slate Checklist will gauge faculty members' progress on completing their hiring paperwork:
      • Completing the above forms and uploading the above materials will automatically mark those items as complete on the checklist.
      • As the following processes become complete, staff will mark them as received on the checklist:
        • Instructional Eligibility Form
        • Permission Form
        • I-9 completed (needs to be updated every 3 years.
        • Provided UNI activation info.
        • ID card received
        • Confirm UNI activated.
        • Faculty active in PAC
        • Direct deposit set-up
    • Faculty administration will be able to track how people are moving in the process, send bulk communications with reminders of missing materials.

Technical Requirements

  • Landing Page
    • Create a widget with the following:
      • A pie chart with breakdown of Full-Time vs. Part Time faculty.
      • A pie chart with breakdown of faculty headcount by rank at a glance.

    • Create a link to see a report with historical data (Question: How to filter this data by term?)

    • Create a list of helpful links for faculty leadership (TBD).
  • Extended Faculty Data
    • Form to collect person-scoped data not captured in hiring application process (including updated bios and headshots)
    • Custom fields for all data that will appear in the UI or queries
  • Faculty History Tab
    • Display faculty member's Columbia position history with the following fields:
      • Title
      • Start date
      • End date
      • Notes
    • Display lists of the faculty member’s activities (broken down by type), including:
      • Mentorship & Supervision: Student name, degree program, department/school, project title, graduation month/year (actual or expected)
      • Service to Profession: Workload (hours per month), external service type, responsibility, scope
      • Professional Memberships - Scope, responsibility
      • Honors & Awards - Scholarship, degrees
      • Scholarship - Article title, publication title, publication date, patent numbers, digital media \
      • Activity Type (Work History, Mentorship & Supervision, Service to Profession, Professional Memberships, Institutional Committees, Honors & Awards, Scholarship)
      • Start Date
      • End Date
      • Organization
      • Title
      • Description/notes
      • Fields dependent on Activity Type
    • Plan to collect the above data and populate database.
  • Faculty Materials
    • Create categories for different types of material uploads
      • CVs, permission documents
  • Hiring Checklist
    • Create an application period and rounds
      • Create the following forms with a scope of Application Pages 
        • Personnel Information Form 
        • New Instructor Record Request Form
      • Make above forms checklist items that are triggered to mark as complete upon completion.
      • Define the following 
        • Populate data in such as contact information, work history, etc.
        • Upload Documents  (e.g. I9, CV, etc.)
    • Give staff ability to track completion of required processes:
      • Employee Eligibility Form Complete. 
      • Videos/trainings attended.
      • UNI created
      • Associates added to Canvas (Should there be a question about rank? If the person is an associate, the added to canvas field should appear?)
      • I-9 completed
    • Generate reports so administration can track how new faculty members are moving through the hiring process (what materials are needed, etc.)
    • Generate targeted communications to reach people based on missing requirements.

Data Requirements

  • Data Feeds
    • Automate all prototyped data feeds from previous cycle to refresh daily

Technical Design

Purpose

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

  • Data Feeds
    • Faculty Core Records
      • Create full and incremental exports of faculty core data, combining PAC table with data warehouse tables
        • Store on H: drive through Crystal
        • Script daily transport to SFTP on Slate
        • Configure source format to import when file is dropped daily
    • Faculty Teaching
      • Create full and incremental exports of faculty teaching data, combining SIS tables with data warehouse tables
        • Store on H: drive through Crystal
        • Script daily transport to SFTP on Slate
        • Configure source format to import when file is dropped daily
    • Faculty Positions
      • Create full and incremental exports of faculty teaching data, combining PAC table with data warehouse tables
        • Store on H: drive through Crystal
        • Script daily transport to SFTP on Slate
        • Configure source format to import when file is dropped daily
  • Landing Page
    • Faculty by Program - Create a chart with the following features:
      • Base: Person
      • Filter to include only faculty members with employment status of "Active - Full Time" or "Active - Part Time."
      • Create two columns:
        • Instructors - Filter for people with a status that is not in "Associate."
        • Associates - Filter for people with a status that is in "Associate."
      • Group by primary department.
    • Faculty by Rank - Create a chart with the following features:
      • Base: Person
      • Filter to include only faculty members with employment status of "Active - Full Time" or "Active - Part Time."
      • Group by Status.
    • Full-Time vs. Part-Time - Create a chart with the following features:
      • Base: Person
      • Filter to include only faculty members with employment status of "Active - Full Time" or "Active - Part Time."
      • Group by Employment Status.
  • Faculty Dashboard
    • Include the following fields: 
      • County of Origin 
      • Ethnicity 
      • Languages 
      • Office Location 
      • Social Media Handles: X, LinkedIn, Other
      • Interests:
        • Teaching interests
        • Research interests
        • Service interests
  • 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
    • Create an Period "Fall - Summer" (Key=AY24, Year=2024) and Rounds "Faculty New Hire" and "Faculty Re-Hire"
      • Use existing application forms and fields where collected values align
        • Personal Background (Slate form)
          • 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
      • Use 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)
          • Marital Status (Option buttons: Single, Married, Separated, Divorced, Widowed - required)
            • If Martial status is married, separated, or divorced:
              • Effective date (date - required)
          • 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)
        • 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)
      • Update custom instructions on all forms in coordination with FA team
      • 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
      • Person-scoped form(s)

        • New Instructor Record Request Form

          • 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)

    • Create 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
      • Group: International
        • Visa documents (if necessary)
  • 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