stop drowning in paper! let drupal be your life preserver
TRANSCRIPT
CAPITAL CAMP &
GOVERNMENT DAYS 2014
CAPITAL CAMP &
GOVERNMENT DAYS 2014
Stop Drowning in Paper! Let
Drupal Be Your
Life Preserver.
CAPITAL CAMP &
GOVERNMENT DAYS 2014Who are we?
Onaje Johnston PhD
Information Technology Specialist
@
National Agriculture Library
USDA
Leanne Duca
Web Design & Interactive Media Faculty
@
School of Design
Art Institute of Washington
CAPITAL CAMP &
GOVERNMENT DAYS 2014Topics
- Student Course Advising
- Reporting Students at Risk
- Faculty Course Archive
CAPITAL CAMP &
GOVERNMENT DAYS 2014Why Drupal was chosen
Too many paper documents - Drupal can store all information collected by the paper forms in one place.
Register office or student advisors can search or find all students status at any time.
Department manager can see student information, view faculty progress, perhaps see problems developing.
One location for faculty to locate administrative documents and to find out what is taught in other courses, especially useful for student portfolio reviews.
CAPITAL CAMP &
GOVERNMENT DAYS 2014
Student AdvisingART INSTITUTE OF WASHINGTON (SCHOOL WIDE)
CAPITAL CAMP &
GOVERNMENT DAYS 2014Architecture notes
Change the advising process
Replace the paper advising form
Stop customizing email to student
Do not have to locate students physically
(virtual advisor follows up)
Stop tracking advised students manually in
spreadsheet
Have an easy record of what students were
advised to take
First version launched: October 2011 using
Drupal 6
Separate advising site for individual
participating departments
Second version launched: July 2013 using
Drupal 7
All departments in school participating
One single site
CAPITAL CAMP &
GOVERNMENT DAYS 2014
Paper and Email Documents
CAPITAL CAMP &
GOVERNMENT DAYS 2014
Faculty Advisor ViewFirst page logged in faculty advisor view
CAPITAL CAMP &
GOVERNMENT DAYS 2014
Faculty Advisor ViewCreate student advising form
• Form references a course content type
• Student user account view
• Faculty user account view
• There is another version of advising form for
students not in the database
• Using improved multi-select
CAPITAL CAMP &
GOVERNMENT DAYS 2014
Faculty Advisor ViewCompleted student advising form
CAPITAL CAMP &
GOVERNMENT DAYS 2014
Faculty Advisor ViewAlphabetical advised student archive
CAPITAL CAMP &
GOVERNMENT DAYS 2014
Faculty Advisor ViewStudent information – using real name
CAPITAL CAMP &
GOVERNMENT DAYS 2014
Student Advising EmailStudent is emailed a copy of their advising form
CAPITAL CAMP &
GOVERNMENT DAYS 2014Key modules used
Automatic Nodetitles
Entity Reference
Entity Reference prepopulate
Entity Reference View Widget
Entity tokens
Feeds
Feed Import
Improved Multi Select
Mail System
Menu Per Role
Mime Mail
No Request New Pass
Node Reference
Pathauto
PDF version
Printer-friendly pages
Profile
Quickbar
Quickbar: Extras
Real name
Rules
Taxonomy
TCPDF library handler
Unique Field
User Import
User ReadOnly
User Reference
User role field
Views
Views Accordion
CAPITAL CAMP &
GOVERNMENT DAYS 2014
Student At RiskART INSTITUTE OF WASHINGTON (SCHOOL WIDE)
CAPITAL CAMP &
GOVERNMENT DAYS 2014Architecture notes
Staff overwhelmed managing alert forms
Replace paper forms
Academic early alert
Academic mid-term alert
Stop manually transcribing alert data into Excel
Stop scanning paper forms to save as PDFs
CAPITAL CAMP &
GOVERNMENT DAYS 2014
Early AlertPaper document or fillable PDF
CAPITAL CAMP &
GOVERNMENT DAYS 2014
Faculty ViewFirst page logged in faculty view
CAPITAL CAMP &
GOVERNMENT DAYS 2014
Faculty Create student at risk form
• Form references a course content type
• Student user account view
• Faculty user account view
• There is another version of at risk form for
students not in the database
CAPITAL CAMP &
GOVERNMENT DAYS 2014
Faculty Edit student at risk form
CAPITAL CAMP &
GOVERNMENT DAYS 2014
ManagerView archive of at risk forms
CAPITAL CAMP &
GOVERNMENT DAYS 2014
ManagerView archive of at risk forms
CAPITAL CAMP &
GOVERNMENT DAYS 2014Key modules used
Automatic Nodetitles
Entity Reference
Entity Reference prepopulate
Entity API
Feeds
No Request New Pass
Pathauto
Printer-friendly pages
Real name
Reference Field Synchronization
(for entityreference)
Taxonomy
User Import
User ReadOnly
User Reference
User role field
Views
Views Accordion
Views Data Export
CAPITAL CAMP &
GOVERNMENT DAYS 2014
Faculty PortalART INSTITUTE OF WASHINGTON (SCHOOL OF DESIGN)
CAPITAL CAMP &
GOVERNMENT DAYS 2014Architecture notes
Department manager wanted central location for documents frequently
used by faculty
Reduce/eliminate using stand in hallway.
Faculty can download forms from site at anytime.
Faculty can get a sense of what students did in other courses by looking at
syllabi, assignments, student work etc.
CAPITAL CAMP &
GOVERNMENT DAYS 2014
Faculty ViewFirst page logged in faculty view
CAPITAL CAMP &
GOVERNMENT DAYS 2014
Faculty ViewMenu
CAPITAL CAMP &
GOVERNMENT DAYS 2014
Faculty View Create course information
CAPITAL CAMP &
GOVERNMENT DAYS 2014
Faculty ViewSelect course
CAPITAL CAMP &
GOVERNMENT DAYS 2014
Faculty ViewCannot edit course information that was not authored by faculty
CAPITAL CAMP &
GOVERNMENT DAYS 2014
Faculty ViewEdit course information
CAPITAL CAMP &
GOVERNMENT DAYS 2014Key modules used
Automatic Nodetitles
Entity Reference
Entity Reference prepopulate
Entity API
Feeds
No Request New Pass
Pathauto
Printer-friendly pages
Real name
Reference Field Synchronization
(for entityreference)
Taxonomy
User Import
User role field
Views
Views Accordion
Views Data Export
CAPITAL CAMP &
GOVERNMENT DAYS 2014
Closing thoughts
CAPITAL CAMP &
GOVERNMENT DAYS 2014Lessons Learned
Manage resources and expectations
Not enough manpower (there are more sites)
Avoid scope creep
In person training sessions – no one reads the manual.
Centralized/unified user accounts – LDAP?
Investigate creating a distribution.
CAPITAL CAMP &
GOVERNMENT DAYS 2014//End
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