Student:

Mentor:

Where to Find

Access using the navigation bar and click “Log a Meeting” in the student view. Or, when logged in as a student, can access at the URL ending, :3000/student/meeting-log (example: https://10.8.0.56:3000/student/meeting-log)

How to Use

1. A student should use this page to fill out a form to log any meetings between a mentor and mentee.

2. The form has the following fields: email (text), preferred name (text), CWID (text, 8-character limit), major (dropdown select - computer science or cybersecurity), minor (text), student notes (text), interest/meeting summary (multi-select)

   Note that the interest/meeting summary acts as a simple summary of what was discussed in the meeting (ex. Internships, research opportunities, time management etc.)

3. After navigating to the form, the form should be pre-filled with student's information. The student can make edits to their major or minor if something has changed, then they can fill out the fields of the form giving details about their meeting.

4. When all information is inputted, a student will use the submit button to submit the form. All fields are required. On successful submission, the student will be redirected to the landing page. Submission of this form will add an entry to the meeting-log table in the database.

5. If any information related to a student is changed in the form (preferred name, major, minor etc) the student table will be updated to reflect this change.

Additional Considerations

• If a developer or admin is testing this page, they may have access to both the admin and the student views. In this case, the admin MUST be logged out of the admin dashboard before attempting to submit a meeting log. If not logged out, the form will not be submitted due to CSFR (Cross Site Request Forgery) checks failing.

• The student email and student CWID fields will not be editable in this form, but they are required. With the pre-fill functionality, this should not cause issues. That being said, when a student is added, they MUST have an email and CWID associated with them.

Where to Find

You can access it from the navigation bar under “Meet my Mentor” tab. (https://10.8.0.56:3000/student/meet-my-mentor)

Purpose

Allow students to view their assigned mentor's contact information.

How to Use

1. The page automatically displays your assigned mentor's contact information: profile photo, full name, office hours and email address.

2. If you see an empty page, contact Dr. Monica Anderson (Anderson.cs.ua.edu) to request a mentor assignment.

Where to Find

You can access it in the navigation bar under “Mentor Directory”. This page is available for both mentors and students. (https://10.8.0.56:3000/student/mentor-directory)

Purpose

To allow students to view all available mentors and to allow them to request a mentor change.

How to Use

1. Each mentor’s information is displayed in a card with their full name, title, research areas, office hours, phone number, email address and an option to request change to the mentor.

Where to Find

You can access it by clicking “Request change to this mentor” on a mentor's profile card in the mentor directory page. (https://10.8.0.56:3000/student/mentor-directory)

Purpose

To allow students to request a mentor change.

How to Use

1. To request a mentor change, click on the “Request change to this mentor” link under the mentor you wish to switch to.

2. A pop up will appear that says “You are REQUIRED to confirm that this mentor is alright with you switching to them! Send them an email if you haven't yet, BEFORE emailing administration to make the change.” Once you are sure hit Send Email.

3. Once you click on send email, it will generate a prefilled email with to: Dr. Anderson email (anderson@cs.ua.edu), subject: Mentor Change Request and email body that says “This student is requesting a mentor change to {new mentor's email address}”

Where to Find

Access using the navigation bar and click “Log a Meeting” in the student view. Or, when logged in as a student, can access at the URL ending, :3000/student/meeting-log (example: https://10.8.0.56:3000/student/meeting-log)

How to Use

1. A student should use this page to fill out a form to log any meetings between a mentor and mentee.

2. The form has the following fields: email (text), preferred name (text), CWID (text, 8-character limit), major (dropdown select - computer science or cybersecurity), minor (text), student notes (text), interest/meeting summary (multi-select)

   Note that the interest/meeting summary acts as a simple summary of what was discussed in the meeting (ex. Internships, research opportunities, time management etc.)

3. After navigating to the form, the form should be pre-filled with student's information. The student can make edits to their major or minor if something has changed, then they can fill out the fields of the form giving details about their meeting.

4. When all information is inputted, a student will use the submit button to submit the form. All fields are required. On successful submission, the student will be redirected to the landing page. Submission of this form will add an entry to the meeting-log table in the database.

5. If any information related to a student is changed in the form (preferred name, major, minor etc) the student table will be updated to reflect this change.

Additional Considerations

• If a developer or admin is testing this page, they may have access to both the admin and the student views. In this case, the admin MUST be logged out of the admin dashboard before attempting to submit a meeting log. If not logged out, the form will not be submitted due to CSFR (Cross Site Request Forgery) checks failing.

• The student email and student CWID fields will not be editable in this form, but they are required. With the pre-fill functionality, this should not cause issues. That being said, when a student is added, they MUST have an email and CWID associated with them.

Where to Find

Navigate to the student profile by clicking the My Profile button at the top when logged in as a student (https://10.8.0.56::3000/student/my-profile)

Purpose

To allow students to update their information.

How to Use

1. This page allows a student to view their profile (Name, email, cwid, preferred name, major and minor)

2. This page allows the student to edit their preferred name, major and minor

3. To change an option, simply change the value and hit “Save Changes”

Where to Find

Navigate to the all students page by hitting the all students button at the top when logged in as a student (https://10.8.0.56:3000/mentor/mentor-directory)

Purpose

To allow mentors to see all students in the system.

How to Use

1. This page allows a mentor to view all the students in the system and who their mentors are

2. Clicking on a student pulls up their profile information and their meeting log

Where to Find

Navigate to the my students page by hitting the my students button at the top when logged in as a student (:3000/mentor/meet-my-mentor)

Purpose

To allow mentors to see all students in the system.

How to Use

1. This page allows a mentor to view all the students in the system and who their mentors are

2. Clicking on a student pulls up their profile information and their meeting log

Where to Find

The My Students tab in the mentor view (:3000/mentor/meet-my-mentor) or the All Students tab in the mentor view (:3000/mentor/mentor-directory)

Purpose

To allow mentors to track meetings that a student participates in.

How to Use

1. While logged in as a mentor, visit either the All Students tab or the My Students tab

2. In either of these pages, click on a student to pull up that student's information.

3. In the modal that will pop up, there will be a section detailing details about the student. This includes the meeting logs. The modal will show the Date, Meeting/Interest Summary, Student Notes and Mentor Notes for each meeting a student has.

   Note that all mentors can see all meeting logs for any student.

Where to Find

The My Students tab in the mentor view (:3000/mentor/meet-my-mentor)

Purpose

To allow mentors to add notes to meetings they have had with their mentees.

How to Use

1. While logged in as a mentor, visit the My Students tab.

2. In either of these pages, click on the student you wish to add mentor notes to.

3. In the model, there will be a section showing all meeting logs for that student. Find the desired meeting log (you will most likely use the date to identify it) and click the pencil icon in that meeting row.

4. Type the desired notes and click save.

5. The mentor notes will be updated in the database and the student modals should showcase this change automatically.

Where to Find

Navigate to the mentor profile by clicking the Profile button at the top when logged in as a mentor (:3000/mentor/profile)

Purpose

To allow mentors to edit their information, most importantly their office hours.

How to Use

1. This page allows a mentor to view their profile (Name, email, title, research areas, office, office hours and phone)

2. This page allows the mentor to edit their title, research areas, office, office hours and phone

3. To change an option, simply change the value and hit “Save Changes”

Where:

Can be found when trying to access the Backend server.
(https://10.8.0.56:8000/admin/)

Purpose:

To secure the admin dashboard and keep out unwanted users.

How to Use:

1. To use the admin dashboard, you will need to login using the admin login page.

2. The user credentials will be created on deployment of the application. The password is set in the .env file, and the username is set in the entrypoint.sh file

3. If the Admin credentials are entered incorrectly, the screen will display a standard error message. You have 3 attempts to log into the admin dashboard.

4. If you exceed 3 attempts, you will be locked out of the admin dashboard for 1 minute before the attempt resets. The lockout is based on computer IP address.

Additional Considerations:

The cooldown period and attempt limit will be set in the development of the application and cannot be changed after deployment without redeploying the site. These features can be edited through the settings.py file. The cool off time is set by AXES_COOLOFF_TIME, and the limits are set through AXES_FAILURE_LIMIT (default is 3).

Documentation for Django Axes (what is used to implement login attempts) can be found in the Miscellaneous Documentation section in the How to Modify Page

Where:

This is done in the Django Admin Dashboard, which is found at (https://10.8.0.56:8000/admin/myproject/)

How to Use:

In the dashboard, click on any table to view it. You can view axes tables for login attemps, users to view the admins, and then you can view the mentor, student, mentorship and meeting log tables that are a part of our project.

Where

This is done in the Django Admin Dashboard, which is found at (https://10.8.0.56:8000/admin/myproject/)

Purpose:

To manage and make changes to the database to store information about mentors and students

Create (Add)

1. Navitate to the table you want to add an entry to

2. In the top right corner, click the add button (for example, the “ADD MEETING LOG+” button in the meeting log table).

3. This will open a form to fill out the attributes for that entry. The optional attributes will be grayed out. For example, see the student table add student form that has the words “minor” and “preferred name” in gray.

   To cancel, click the back arrow or the table tab on the left to return to the original table

4. Once the information is in, click SAVE to save the student, “save and add another” to reopen the same form to add a second entry, or “save and continue editing” to add the entry to the table but keep the form open to make edits to the entry.

Retrieve (Search)

1. Navitate to the table you want to find an entry in

2. The mentor, meeting log, and student tables have a search bar at the top of the table. You can type anything in this, and it will pull up any entries that contain this text in any of their rows. For example, if you search for a name, it will pull up the entry that matches that name. If you search for “Computer Science” it will pull up any students that have computer science as their major/minor.

3. Note that the meeting log table can also be filtered. In the right of the table, there is a Filter section, where you can filter by meeting date and choose a restriction of how recent of entries you want to see.

4. Note that the mentorship table does not have search functionality. With many mentorship relationships, this may be confusing, so you can use CTRL F (or CMD F on mac) to type a student name and pull up their entry.

Update (Edit)

1. Navitate to the table you want to update an entry from

2. Find the entry you want to update, then click the blue ID number for that entry. This will open up a form with all of the fields for that entry. It will be filled with the current values for each field.

3. Make any necessary changes, then, like the add functionality, click either “save,” “save and add another,” or “save and continue editing.”

4. There is also a change history for entries that have been changed. Click on the “History” button on the top right of the edit form, and it will show the past edits to that entry, showing what was changed, who made the change, and the date the change was made. It will not show the past value of the change, however.

Delete

1. Navitate to the table you want to delete an entry from

2. Click on the check box to the left of an entry's ID

3. Click the dropdown below the search bar and above the table title. Select “Delete Selected {Students/Mentors/MeetingLogs/Mentorships}”

4. Click the go button

5. It will ask if you are sure and will show any other entries that will be deleted on cascade. Select yes if sure, or cancel if you no longer wish to delete.

Where:

Go to Django admin dashboard and click on upload xlsx button after clicking on the student table

Purpose:

Allow admin to batch import students from an excel file into the database. This avoids the need for manual data entry for hundreds of students.

How to Use:

1. Prepare an excel file with columns in the following order:
   a. CWID
   b. Last Name
   c. First Name
   d. Middle Name
   e. Preferred Name
   f. Crimson Email
   g. Student Class Code
   h. Assigned Mentor Full Name
   i. Cohort Description
   j. Degree 1 Code
   k. Major
   l. Concentration
   m. Assigned Mentor Email
   n. Assigned Mentor Office Location
   o. Empty Column
   p. Testing Email
   q. Student Email along with Assigned Mentor Email
   

2. Once you have the excel file in the correct format upload the file

3. If the file format is correct, both student and mentorship tables will be populated.

Additional Considerations

If any mentor listed in the assigned mentor column (h) is not in the database, it will display an error message saying the given mentor is not in the database and will not add any students to the table. This includes if a mentors name is not spelled exactly how it is in the database.

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It will display an error message if you attempt to upload an empty xlsx file.

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Make sure that the Major is listed as "Computer Science" or "Cybersecurity" NOT CS or CYS

Backup Video Link (need to login to box): UA Box Backup Demo Video

Where:

This is NOT done on the website. This is done on the server that the container is currently running on in the terminal

How to Use:

This is not done in Django admin panel. Backup.sh and restore.sh are in the project root directory. To backup the current database state, just ssh into the server, navigate to that directory, and run the command “bash backup.sh” (you might have to use sudo). To restore the most recent backup, run “bash restore.sh”. To restore a specific backup from the backups/ folder in the same directory, run “bash restore.sh backup_file_name.sql”