Accommodations Application and Tracking

Detailed description of desired deliverable:

Create an environment in TUP where students who have been admitted to a TUSMGP program can complete an application for disability accommodations which can be reviewed and managed by OGSS staff in Slate.

Goal is to have a form available for April 2024.

Research:

Reviewed student success documentation, one significant issue is that unless timeline access is turned off for all Slate users, emails sent to and from the student are viewable in the timeline.

Olivia created a test form here: https://tup.test.technolutions.net/manage/form/form?id=06f4e0db-a7ca-4eaf-acfc-4c68d24a7a48

From Olivia:

Common verification forms – “what do you want them to be called”?

• Chronic Health Disability Verification Form: https://tufts.app.box.com/file/1014917880465?v=tusmgp-ada-chronic-health-form

• Mental Health Disability Verification Form: https://tufts.app.box.com/file/1014922538452?v=tusmgp-ada-mental-health-form

• Physical Disability Verification Form: https://tufts.app.box.com/file/1245018579410?v=tusmgp-accomod-provider-form

List of most common accommodations

• extended time (standard is time and half) on quizzes and exams

• ability to take exam in a distraction reduced setting

• extension for assignments/projects

• Ability to record lectures, notes, materials, and assignments.

• Movement breaks

• Access to voice recognition software

• Access to text to speech software

• Peer Note taker

• Alternative exam formats (paper exam instead of examsoft)

1/8/2024 - created a round and test app in TUP test to begin to identify process:

• Round is inactive, does it need a portal?

• Need to update period each year?

• Created application in 380229622 Caesar, Anastasius

  • profile materials carry over (application upon submission, transcripts) – do we want that?

  • Need to hide all the other app-scoped tabs here

  • Use dashboard at the top or do we need a tab?

  • exclude from rules?

    • app status rules?

• Created material types (Disability Verification: XYZ)

  • Should be set as available for upload through student self-service website?

  • Can restrict by population… maybe have them submit the form, and then they can upload these through the portal? Can’t put into population until they have submitted something…

  • Restrict by custom permission?

• Created activity

  • parent code vs. sub-codes

    • Accommodations> Decision

    • Accommodations>Staff Notes

    • Accommodations>Student Communications

  • restrict by custom permission? (who can add or who can view? or everything?)

  • Configure to show in the reader

1/8/2024 - Met w/Olivia and decided the following:

Student will submit form to create application.

Modify form to add a question about if they have their documentation (one of the 3), if they do can upload in the form, if not they should submit and Olivia will get later. If later, student email to Olivia and she will upload in Slate on the back-end. Provide link to website for full description of documentation needs.

Approval entity is good; have one field for accomodation duration (until graduation vs. temporary). If temporary, provide a specific end-date.

Will do basic workflow with bin for inquiry/newly submitted, has documentation vs. awaiting documentation, ready for final review, decided. Need form for first review and then form for final review/decision.

Add decision code of “Accommodation Approved” Olivia will upload custom PDF of letter (won’t use the letter template in Slate for now becuase they are complicated with lots of logic).

Create material type to export application, forms, letter, and notes into a single PDF for archiving.

Outcome:

1. Build application-creation form in prod

   1. Update hidden round field

   2. Update properties to require login (turned off for testing)

2. Create system fields in prod

3. Create entity in prod

4. Create workflow in prod

5. Add material types in prod

6. Create custom permission? Realm?

Application Form

Permissions/Security

1. Create new custom permission for “Permission: Accommodation App”

2. Create rule to add custom permission to records that have an app in that round.

3. User Permissions updates:

   1. Create Realm = Accommodation App

   2. Create custom permission for general/other use:

      1. Custom Permission = Accommodation App

         1. Workflow

         2. Fields for the entity

         3. Materials

   3. Create Role = PP-A ACC: OGSS Accommodation Reviewer

Workflow

1. Create new workflow + bins

2. Create screening form

3. Create final decision form

Entity

Accommodation App

• Request (prompt list of common requests + other)

• Request - Other (open text)

• Status (prompt)

• Duration (prompt)

• Expiration Date (open text)

Portal