Stop Drowning in Paper! Let Drupal Be Your Life Preserver

CAPITAL CAMP &

GOVERNMENT DAYS 2014

CAPITAL CAMP &


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

[email protected]

Leanne Duca

Web Design & Interactive Media Faculty

@

School of Design

Art Institute of Washington

[email protected]

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 &


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 &


Paper and Email Documents

CAPITAL CAMP &


Faculty Advisor ViewFirst page logged in faculty advisor view

CAPITAL CAMP &


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 &


Faculty Advisor ViewCompleted student advising form

CAPITAL CAMP &


Faculty Advisor ViewAlphabetical advised student archive

CAPITAL CAMP &


Faculty Advisor ViewStudent information – using real name

CAPITAL CAMP &


Student Advising EmailStudent is emailed a copy of their advising form

CAPITAL CAMP &

GOVERNMENT DAYS 2014Key modules used

Automatic Nodetitles

Email

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 &


Student At RiskART INSTITUTE OF WASHINGTON (SCHOOL WIDE)

CAPITAL CAMP &


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 &


Early AlertPaper document or fillable PDF

CAPITAL CAMP &


Faculty ViewFirst page logged in faculty view

CAPITAL CAMP &


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 &


Faculty Edit student at risk form

CAPITAL CAMP &


ManagerView archive of at risk forms

CAPITAL CAMP &


ManagerView archive of at risk forms

CAPITAL CAMP &



Entity Reference


Entity API

Feeds

No Request New Pass

Pathauto


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 &


Faculty PortalART INSTITUTE OF WASHINGTON (SCHOOL OF DESIGN)

CAPITAL CAMP &


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 &


Faculty ViewFirst page logged in faculty view

CAPITAL CAMP &


Faculty ViewMenu

CAPITAL CAMP &


Faculty View Create course information

CAPITAL CAMP &


Faculty ViewSelect course

CAPITAL CAMP &


Faculty ViewCannot edit course information that was not authored by faculty

CAPITAL CAMP &


Faculty ViewEdit course information

CAPITAL CAMP &



Entity Reference


Entity API

Feeds

No Request New Pass

Pathauto


Real name

Reference Field Synchronization

(for entityreference)

Taxonomy

User Import

User role field

Views

Views Accordion

Views Data Export

CAPITAL CAMP &


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

Build your own Drupal site.

Stop Drowning in Paper! Let Drupal Be Your Life Preserver

Technology

student advising emailstudent

view faculty progress

student advisors

advising process

paper documents drupal

advised students

student portfolio reviews

virtual advisor