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