Student Contact Log

The Problem:

Managing conversations and notes with students or groups of students about specific topics was a challenge for the institution's staff. The existing system was outdated and inefficient, making it difficult to keep track of these interactions. The need for a centralized, web-based application to streamline this process was evident.

The Solution:

To address this challenge, we developed the Contact Log Application, a web-based tool designed for desktop browsers. This application allows internal staff to manage 'conversations/notes' with individuals or groups of individuals about specific topics. Each 'conversation/note' is recorded as a Contact Log. The application is specifically tailored for Learner Facilitators (LFs) in the Student Success Team (SST) and Engagement Facilitators (EFs).

Key Features:

1. Contact Log Management:

   • Staff can create Contact Logs for individual students or groups of students.
   • Each Contact Log can include multiple topics, referral information, and metadata such as date, time, and location.
   • Staff can record several notes about the same conversation.

2. Home Screen:

   • Displays a list of all recent Contact Logs, with filtering options to show only those involving the logged-in user.
   • Group Contact Logs are indicated, and each student in the group is listed individually.
   • Options to add Individual or Group Contact Logs.
   • Access to external reports.

3. Student Search:

   • Allows staff to search for and select students to add to Contact Logs.
   • Depending on the navigation path, staff can either create a new Individual Contact Log or add a student to a Group Contact Log.

4. Individual Contact Log:

   • Staff can create, edit, and view Contact Logs.
   • Fields to record information about conversations.
   • Ability to record and view notes.
   • View recent Contact Logs related to the selected student.

5. Group Contact Log:

   • Similar functionality to Individual Contact Logs, but for groups of students.
   • Staff can search for courses to find students to add to the log.
   • Students from selected courses are displayed in a grid, allowing staff to select and add them to the group.

Technical Details:

• Authentication & Authorization:

  • Uses Azure AD for Single Sign-On (SSO) and Microsoft Graph for retrieving user group memberships.
  • Role levels are assigned based on AD group matches in the Role_Levels table.

• Database Connection:

  • Utilizes Azure Vault for secure database connections.

• Development:

  • Local development uses SQL definitions and sample data, with client responsible for deployment and integration into their Azure AD.

System Architecture: