Standard Transcript Functionality

Slate's inherent functionality is to auto-generate school-specific transcript checklist items for every school on a person's record. Additionally, school data collected via the Slate application will always include level of study, as it is a required field on the 'academic history' page. These auto-generated school-specific transcript checklist items will display in the following format on an applicant's application checklist: Transcript (School Name).

These auto-generated checklist items correspond to the system (sys:transcript) materials mentioned earlier. For additional detailed information on Slate's standard transcript functionality, see this portion of our Checklists article. It is highly recommended that partners understand this functionality before creating custom school-scoped checklist items and rules.

Custom Functionality and Creating School-Scoped Checklist Items

Partner processes may call for a more nuanced approach to collecting transcripts. This can be accomplished by creating custom school-scoped checklist items. To create school-scoped checklist items, follow these instructions:

1. Select Database on the top navigation bar and select Checklists.

2. Select Insert.

3. Enter the following setting configurations in the dialog box:

   • Status : Set to Active.

   • Folder: Keep your records organized by putting them in a folder. Select Other to create a new folder.

   • Scope: Set to School.

   • Section: If the checklist item corresponds to a school-scoped material, set this to Material. 

   • Subject: The subject is applicant facing and the school name automatically appears in parentheses after the subject. For example, if the new checklist item is called "College Transcript" and the associated school is "Slate University,"' the checklist item is "College Transcript (Slate University)."

   • URL: If the checklist item has a related URL (such as a form URL), list it here.

   • Key: Key is not a required field for checklist items.

   • Order: If the item should display in a particular order, provide an order number here.

   • Material Fulfillment (#1-5): Select the appropriate school-scoped material that can fulfill this school-scoped checklist item. Up to five different materials can be selected to fulfill each checklist item.

   • Material Fulfillment Rank: Leave blank unless multiple checklist items can be fulfilled by the same material. For more information on this, see our article on Checklists.

   • Test Fulfillment (#1-3): Leave blank.

   • Form Fulfillment: Leave blank.

   • XML Configuration: Leave blank.

   • Type: If the applicant should see the checklist item on their checklist, set this to Public. If this checklist item should only be seen internally by administrative staff, set to Private (internal only).

   • Optional: If a checklist item is optional (that is, not required for an applicant to move forward in the review process), leave this set to Optional. If the checklist item is critical for the review process, set this to Required. 

   • Optional for Reading: If a checklist item is optional for the reading process, leave this set to Optional for Reading. If the checklist item is required for the reading process, set this to Required for Reading. 

   • Export Key: If a value is needed or required for an external SIS, enter a value here.

Click the Slate Scholar Lightbulb    in the top left corner for a complete listing of all setting descriptions.

High School Transcript

For partners who wish to add a school-scoped checklist item of "High School Transcript" to every applicant record listing a school with a level of study of "high school" (with no degree or rank restrictions):

1. Select Database on the top navigation bar and select Rules Editor.

2. Select New Rule.

3. Enter the following configurations in the dialog box:

   • Name: Add High School Transcript to Checklist

   • Population: Applications

   • Type: Checklist

   • Trigger: Upon Update (Deferred)

   • Folder: Checklist

4. Select Save.

Configure the appropriate action:

Use: By creating the rule above, every applicant who provides a school with a level of study of "high school" receives the following item on their checklist:

• High School Transcript (School Name)

Transcripts from Undergraduate Transfer Applicants

This option is for partners who require school-specific "transcript" checklist items from transfer applicants (Round Key: TR) for schools on their records with a level of study of "undergraduate":

1. Select Database on the top navigation bar and select Rules Editor.

2. Select New Rule.

3. Enter the following configurations in the dialog box:

   • Name: School Specific Transcripts for UG Transfer Applicants

   • Population: Applications

   • Type: Checklist

   • Trigger: Upon Update (Deferred)

   • Folder: Checklist

4. Select Save.

Configure the appropriate action:

Filter: In order to have this rule apply to Transfer applicants only, a filter of "Round Key IN TR" would be needed, assuming that a Transfer Round with a key of TR existed in a partner's instance. 

Use: The rule above would add a school-specific checklist item (structured Transcript (School Name)) for every applicant in the "TR" application round who provides a school with a level of study of "undergraduate."

This Transcript (School Name) checklist item would be generated for each school with a level "undergraduate." For example, if an applicant in the "TR" application round listed two schools as "undergraduate" (for example, "Slate University" and "School of Rock"), the following checklist items would be generated:

• Transcript (Slate University)

• Transcript (School of Rock)

Transcripts from Graduate Applicants (Shared Slate Instance)

This option is for partners with a shared database (for example, graduate and undergraduate). In this example, undergraduate applications do not require school-specific transcripts, but graduate applicants (Round Key: GR) are required to provide school-specific transcripts for every school listed on their application. 

1. Select Database on the top navigation bar and select Rules Editor.

2. Select New Rule.

3. Enter the following configurations in the dialog box:

   • Name: School Specific Transcripts for Graduate Applicants

   • Population: Applications

   • Type: Checklist

   • Trigger: Upon Update (Deferred)

   • Folder: Checklist

4. Select Save.

Configure the appropriate action:

Filter: "Round Key IN GR"

Use: By filtering on the specific graduate round key (GR), the school-scoped material of "Transcript" would be added for every school (no restrictions) added to applicants in the graduate round. No school-scoped checklist item rule is necessary for undergraduate applicants since transcripts are not required of them in this instance.

Rank 1 Overall Schools

This option is for Slate partners who only require school-specific "transcript" checklist items for the "rank 1 overall" school:

1. Select Database on the top navigation bar and select Rules Editor.

2. Select New Rule.

3. Enter the following configurations in the dialog box:

   • Name: Add Transcript

   • Population: Applications

   • Type: Checklist

   • Trigger: Upon Update (Deferred)

   • Folder: Checklist

4. Select Save.

Configure the appropriate action:

Use: In this instance, only one Transcript (School Name) checklist item would be created for each applicant, and this checklist item would correspond to the "rank 1 overall" school on the applicant's record. For more information on the determination of ranks, see the article covering Determination of Table Ranks.

Official Transcripts from Admitted Applicants

This option is for Slate partners who collect official transcripts from admitted students.

1. Select Database on the top navigation bar and select Rules Editor.

2. Select New Rule.

3. Enter the following configurations in the dialog box:

   • Name: Official Transcripts for Admitted Applicants

   • Population: Applications

   • Type: Checklist

   • Trigger: Upon Update (Deferred)

   • Folder: Checklist

4. Select Save.

Configure the appropriate filters:

• Application Period Active - Returns applications that are in an active or inactive period.

Decision (released with dates) = Decision IN Admit; 
Start Released Date (optional)=; End Released Date (optional)=

Configure the appropriate action:

Use: In this instance, only applicants who have a released decision IN "Admit" on their record would receive additional checklist items. These items would be generated for every school listed with a level of study. These checklist items would appear like:

• Official Transcript (School Name)