招生專業人員實用指南：將 Liaison CAS 與 Slate集成.ppsx

1、A Practical Guide for Admissions Professionals:Integrating Liaison CAS with SlateMargarita ClarkeUMass Chan Medical SchoolLaura SturgillWest Chester UniversityElizabeth StorrsTufts UniversityHelen WilliamsTufts UniversityTufts Technology ServicesA Practical Guide for Admissions Professionals:Integra

2、ting Liaison CAS with SlateHelen WilliamsSr.Business AnalystTufts UniversityElizabeth StorrsSr.Business AnalystTufts UniversityMargarita ClarkeAdmissions Data SpecialistUMass Chan Medical SchoolLaura SturgillData Systems and Project ManagerWest Chester UniversityTufts Technology ServicesTufts Univer

3、sity School of Medicine Graduate Degree ProgramsTufts Technology ServicesThe Basics“Manual”WebAdMIT APICAS APIReview Liaison“Integration Help Center”documentation to get lots of guidance about integration models and options.Tufts Technology ServicesThe BasicsTufts Technology ServicesIntegration Opti

4、onsAll WebAdMITHybrid ManualHybrid AutomatedAll SlateCreate lists,exports,and PDFs in WebAdMIT and Source Formats in SlateRun exports of CSV and PDF files and import to Slate manually using Source Formats and Batch AcquireSame as Hybrid Manual,but use WebAdMIT API to send CSV files and PDFs to Slate

5、*importing documents entirely automated is not possible?Use CAS API to send application data and documents to Slate using Postman,provided Source FormatsUse WebAdMIT and its functionality for full Application Funnel,moving data to Slate after cycle/decisions finalized or to enroll admitted students.

6、Tufts Technology ServicesPerson and Application MatchingProblem:After starting to integrate,we found that sometimes either:1.A record in Slate would have a duplicate application for the CAS program or2.An application in Slate would have application information overridden by updated information from

7、a different CAS or different application cycle yearTufts Technology ServicesPerson and Application MatchingSolution:1.Understand the difference between person-scoped fields and application-scoped fields in Slate.2.Understand unique identifiers and how they function in databases.3.Ensure that your so

8、urce format is mapping the WebAdMIT ID to a person-scoped field that is configured as unique for merging,and that you map a unique application ID to an application-scoped field configured as unique for merging in Slate.Tufts Technology ServicesPerson and Application MatchingFirst NameProgramConcentr

9、ationCollege NameGPAFavorite DogFirst NameProgramConcentrationCollege NameGPAFavorite DogTufts Technology ServicesPerson and Application MatchingFirst NameProgramConcentrationCollege NameGPAFavorite DogFirst NameProgramConcentrationCollege NameGPAFavorite DogTufts Technology ServicesPerson and Appli

10、cation MatchingPERSONAPPAPPAPPTufts Technology ServicesPerson and Application MatchingPERSONAPPAPPAPPPERSONAPPAPPAPP397195752825564173153250143594125385451002335412521123958701355531148965Tufts Technology ServicesPerson and Application MatchingFirst NameProgramConcentrationFavorite DogFirst NameProg

11、ramConcentrationFavorite DogTufts Technology ServicesPerson and Application MatchingPerson IDApplication IDTufts Technology ServicesWebAdMIT vs CAS APIProblem:We were used to integrating Slate with WebAdMIT by using the“hybrid manual”model,and when we got a first look at the CAS Data Dictionary,we r

12、ealized all the field names we knew and understood were totally unfamiliar.Tufts Technology ServicesWebAdMIT vs CAS APISolution:Start by making a test applicant and reacquainting yourself with the CAS application.Take notes on the fields that you want imported to Slate.Obtain:1.Sample data file from

13、 CAS API feed for fields2.CAS API fields available,lookups,and document types3.Configuration Portal CAS fields and lookupsReview the above files and identify all fields you want mapped so you have a reference.Decide if you have existing fields to map to or will need to create new custom fields in Sl

14、ate.Tufts Technology ServicesWebAdMIT vs CAS APIField Names for Organization and Program QuestionsTufts Technology ServicesWebAdMIT vs CAS APIField Names for Organization and Program QuestionsTufts Technology ServicesWebAdMIT vs CAS APITufts Technology ServicesWebAdMIT vs CAS APISource Format fieldT

15、ufts Technology ServicesWebAdMIT vs CAS APITufts Technology ServicesWebAdMIT vs CAS APIGraduate School with 80+Program Offerings including masters,doctoral and certificatesGrad Enrollment approx.3000 studentsGraduate School supports student from admission to graduation&beyond.Slate since 2020Slate l

16、ives in Admissions,2 instances one for GRAD and one for UNDGSlate Administrator is Graduate Systems and Data Project Manager(serves as liaison for the Graduate School needs related to all other University systems such as SIS,SAS and Onbase.Grad Instance of Slate supports both Admissions and Academic

17、 Operations NeedsApprox.60 Apps a cycleApprox.1000 Apps a cycleApprox.300 Apps a cycleApprox.30 Apps a cycleLaunching for 2024 Cycle What features in Slate are wins for Program/Faculty Buy in?What tasks in Webadmit can be translated to Slate?What expectations do the Program/Faculty have for this mig

18、ration?Problem:Program/Faculty Buy-In and Coordination Create Workflow unique to the program in Slate Create Reader Dashboards to see key data points Bring the Scoring Model into Slate as an automated formula rule Increase the efficiencies of interview invitations in Slate using Application Scoped F

19、orms Automate and Enhance Emails originally sent from Webadmit Communicate!Communicate!Communicate!Provide Training Materials for Slate Share Queries and Population Based Portal for Viewing Students in SlateSolutions:WorkflowView in WorkflowReader DashboardCreating Scoring as Rule System Emails Chec

20、klists Application Fees applied to accounts The Graduate School Review Processes Decision Letters Deposit amounts What if a student starts a slate hosted application as well?How do the loaded apps match the required fields for import into the SIS?Problem:Intersecting CAS Applications with Existing B

21、uild in Slate Audit Queries in Slate using Source Filters Internal Auditing of all the automation features in Slate and adjusting conditions and filters on those automated processes Rules apply application fee Rules apply checklist requirements Creating rules when necessary to loop the uploaded apps

22、 into a current process Adding Page Keys/Hard Fail Logic to Application to prevent submission if student tries to start an application for one of these programsSolutions:Audit QueriesSource Filters35How I navigated CSV How I navigated CSV issues when importing issues when importing Reference and Sch

23、ool dataReference and School dataMargarita ClarkeAdmissions data specialistSlate CRM administrator36 Single admissions instance of Slate shared by 3 graduate schools(medicine,nursing,biomedical sciences)June 2021 launched Inquiries and Events November 2021 CAS integrations live(2-month setup)All CAS

24、 by Liaison-Applications(x2)All CAS by Liaison-Documents CAS systems AMCAS(not integrating with Slate)BiomedCAS NursingCAS PeopleSoft SIS Slate team of 1 within Office of CommunicationsAbout UsAbout Us37 Some schools track specific reference data in WebAdmit and use generic Slate checklists Our user

25、s requested that we build Slate to mimic as much of the operational functionality of WebAdmit as possible This required reference checklists to be specific to the recommender 2 possible mappings of reference data suppInfo.eval.evalRequ:references collected at the CAS level(not institution-specific,s

26、ent to all programs applied to)progMate.eval.evalRequ:references collected at the program level(institution-specific,sent to each program)Importing References-SetupImporting References-Setup38 Since our programs require specific evaluations,we are using the program level mappings 25 available datapo

27、ints to map but we chose the basics Name Email Title Organization FERPA waiver Data is grouped in.csv for easy matching(requ0,requ1,etc)Importing References-SetupImporting References-Setup393 major issues to address CAS evaluation documents cannot be directly tied to the Reference record Evaluation

28、status mismatches between Slate and WebAdmit Recommender submitting evaluations to wrong systemImporting References-IssuesImporting References-Issues40Can I use the system recommendation material?No,a custom material will need to be created for CAS evaluationsProblem 1:Documents cannot map to Refere

29、ncesProblem 1:Documents cannot map to References41How do we know which recommender each evaluation is for?Honestly,we dont _()_/If your staff has time,you could manually update the memo of each material to include the name of the recommenderProblem 1:Documents cannot map to ReferencesProblem 1:Docum

30、ents cannot map to References42How do we update the checklist in Slate?Since evaluation documents cannot be matched to specific Reference records,checklists cannot be automatically updated based on when new materials are received However,there is a datapoint in the.csv file that tracks the submissio

31、n status of each evaluationProblem 1:Documents cannot map to ReferencesProblem 1:Documents cannot map to References43When new files are sent to Slate,we can use the evaluation status to update the Reference-Submitted FlagThis works great!Except when it doesntProblem 2:Evaluation status mismatchProbl

32、em 2:Evaluation status mismatch44What triggers a new file?A new file is sent to Slate when there is an update on the application in WebAdmit Evaluations being submitted do not constitute an application update and therefore do not trigger an updated file This causes the Slate checklist status to be i

33、ncorrect despite being complete in WebAdmit Regular audits by Admissions are critical If you have missing material reminder emails,consider including a note about potential discrepancies and how to resolveProblem 2:Evaluation status mismatchProblem 2:Evaluation status mismatch45 Our settings allow t

34、he ability to send reminders to recommenders via the status portal when the checklist is still in Awaiting When we implemented,we shared a/apply/base and therefore could not turn this on/off by school and did not consider how this would impact imported applications When using the standard status por

35、tal there is no way to add logic to show/hide this reminder textProblem 3:Submitting to wrong systemProblem 3:Submitting to wrong system46 Although applicants are reminded to use their CAS portal to track their evaluations they would send the reminder email via Slate,leading the recommendation to be

36、 submitted to Slate instead of CAS If your CAS setup includes a custom recommendation form but your Slate setup does not have one,the evaluation will be missing critical info Our next steps Launch a custom status portal that has conditional logic to hide this reminder for all CAS applicants Update m

37、issing material emails to include instructions on sending reminders through CASProblem 3:Submitting to wrong systemProblem 3:Submitting to wrong system47 Like References,our users requested that transcript checklists be school-specific Our Admission offices do not process transcripts,all are sent to

38、 CAS Used Slate-provided mappings to import college-level school info We do not import High School data Transcript documents do map to the School record,so checklist is automatically updated upon receipt of new documentsImporting Schools-SetupImporting Schools-Setup48We import basic School informati

39、on from acadHist.collAtte Name ID&CEEB Start/End dates Location(city,state,country)Importing Schools-SetupImporting Schools-Setup49 We also import basic degree information from acadHist.collAtte.degr Degree*Level of Study*Major(Value)Major2*Minor*Can import prompt or value for major and minor fields

40、,dependent on your setup *Custom CAS Degree field/prompts for SIS import*Custom school-scoped fields created for these fieldsImporting Schools-SetupImporting Schools-Setup503 major issues to address You can only map as much as exists in your files Time consuming prompt value mappings Challenges matc

41、hing degree to correct school recordImporting Schools-IssuesImporting Schools-Issues51What happens when an applicant lists more schools than you originally mapped?School record is not added to Person record Transcript documents cannot match sent to Batch Acquire after 3 days Staff must be in the hab

42、it of checking Batch Acquire regularly Even if document is located,you cant match it to a school Checklist is not created or updated Slate and CAS/WebAdmit do not matchRecommend creating a test file with extra columns to have mappings ready.Copy headers and replace group number,use CAS API Lookups t

43、o append prompt valuesProblem 1:Too many schools!Problem 1:Too many schools!52 Admissions team must identify these applicants and notify Admin to update mappings to include more schools Source format Field Mappings do not automatically update to include new columns when they are received To update T

44、emporarily suspend source format Download relevant.csv file Reimport to source format Map fields and prompt values Reactivate source format Retroactive refresh(all files to be safe)Problem 1:Too many schools!Problem 1:Too many schools!53 Each time a new School grouping is added you need to go throug

45、h all of the mappings again.There is no way to copy mappings from a previous group If you do not have an exact 1:1 match you cannot use the“Guess Below”option Country codes=249 prompt values Degree=162 incoming values to match to 5 degree types Level of Study=162 incoming valuesProblem 2:Time consum

46、ing mappingsProblem 2:Time consuming mappings54 Our biggest challenge was mapping degree data and assigning the appropriate Level of Study Originally told we could not use provided source format to map schools,started from scratch Attempted(and failed)to match.collAtte and.degr to same groups Receiv

47、ed new advice to use Slate source format,set.degr mappings to a new grouping(start at#20 to be safe)Problem 3:Challenges mapping degree dataProblem 3:Challenges mapping degree data55 Using.degree.type to assign Degree,CAS Degree,and Level of Study This only works if a degree was earned,but leaves no

48、n-degree granting schools without a Level of Study Without this,our custom transcript checklist rules are not creating checklists correctly No way to assign by Level of Study No checklist created if Level of Study missing Plan to explore mapping transcript data to more easily acadHist.gpaEntr.mgmtTr

49、anSumm0.schoolLevelProblem 3:Challenges mapping degree dataProblem 3:Challenges mapping degree dataElizabeth Storrs,PhDSenior Business Analystelizabeth.storrstufts.eduTips from the Trenches You have options,and tools!Private R1 university with four campuses in eastern and central Massachusetts,from

50、metro Boston to rural Grafton6500 undergraduates,3400 graduate students,2100 professional students(incl.human medicine,PT,OT,dentistry,veterinary medicine)5 instances of Slate across the university;Peoplesoft SISSchool-based support model being enhanced with more centralized resourcesMascot:Jumbo th

51、e Elephant Text style for captions Only Vet school in New England Implemented Slate hosted applications for all programs in 2014 Joined VMCAS in 2015;MS,PhD,and pipeline programs continued as Slate-hosted Reading,interviews,and decisions for CAS applicants handled in Slate 1100 VMCAS applications an

52、nually Old process includedManual data export from WebAdmit to 22 separate custom source formatsDocuments(transcripts,evaluations,and full.pdfs)Help!Our Slate Person Left!or,how an API was a solution to the problem of staff turnoverCAS Document API Once I had the CAS credentials,it took less than a

53、morning to set up Replaced a process that required multiple days of specialized staff time Stand aloneit can be done with data API,but does not have to be So successful that we immediately moved forward on setting up the data APIs as wellThe primary thing to remember when you do this in the middle o

54、f the cycle by the seat of your pants(or any time at all)You have optionsSources,triggers,mappingthese elements can be combined into multiple different paths that get you where you want to beThis is not all or nothingtake what aligns with your institutions business processes,support model,and availa

55、ble resources Postman Pre-built endpoints available in Postmandifferent triggersdifferent types of datacustomizable where,and file name formatReplayReplay allows you to go back in timeSource Formats&Retention Policies Only map what you need,and remember you can map a single field to multiple placesR

56、etroactive Refresh allows you to re-process individual data points,or entire files Retention Policies Sources,Source Formats,Source Folders are all available Source Formats Slate provides four custom Source FormatsSFTP Slates SFTP Explorer read only search download SFTP File Manager search&download

57、folder management file managementAnd,the ultimate Resource:Your Community Super Slate Technolutions Friends on FacebookGlobe Trotting Slate Users on FacebookSlate Community on SlackSlate Community ForumsSlate Stage and Summit PresentationsYour neighbors!Youve got this!DO NOT BE ALARMEDDownload the slide deck,and get bonus content,athttps:/ 9/1/2023Helen Williams,Tufts UniversityMargarita Clarke,University of Massachusetts Medical SchoolLaura Sturgill,West Chester UniversityElizabeth Storrs,Tufts University#SlateSummit