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Replace Default Checklist Items for System Materials

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Special use only checklist items disable automatically generated checklist items for system materials, which can then be replaced by custom checklist items.

This article describes the steps needed to disable creation of the default items for:

 

Special_Use_Only_Checklist_Items.png

 

Transcripts

You might choose to turn off the creation of standard checklist items if, for example:

  • You direct applicants to provide one transcript (for example, Final Transcript, Graduate Transcript, or Undergraduate Transcript)
  • You wish to fully customize the transcript process. In this case, you'll turn off the automatically generated, school-specific functionality, which generates a checklist item for each school with a level of study on an applicant's record.

Example generic transcript checklist items

Three methods that depend on your database

There are three methods to turn off the automatic generation of school-specific transcripts. Which of the first two methods you use depends on when your database was provisioned. The third method is an alternative to the first two and can be used regardless.

To determine which method to use, navigate to Database and, under the Records section, select Checklists.

If:

1. An inactive checklist item exists in the Transcript Section...

The standard functionality will be turned off in the Rules Editor.

 

2. No checklist item exists in the Transcript Section...

You will use a Transcript (Special Use Only) Checklist Item to turn off standard transcript checklist auto-generation functionality.

 

Or:

3. Alternatively, limit the number of schools that applicants can add to an application.

 

Option 1: Using the Rules Editor

  1. From the main navigation, select Database.
  2. In the Automations section, select Rules.
  3. Locate the rule titled School-Specific Transcript Checklist Item and select it.
  4. Set Status to Inactive.
  5. Click Save.

Inactivate_Rule_-_School-Specific_Transcript_Checklist_Item.png

Once this rule is inactivated, confirm your institution's custom transcript process is in place.

  Further Reading

School-Scoped Checklists

 

Option 2: Setting checklist item section to Transcript (Special Use Only)

Adding a checklist item with its Section set to Transcript (special use only) will turn auto-generating functionality off. This occurs whether the item is Active or Inactive.

As a result, any school added with a level of study to an applicant's record will not receive a corresponding checklist item.

Begin by inserting a new checklist item:

  1. From the main navigation, select Database.
  2. In the Records and Datasets section, select Checklists.
  3. Click Insert.
  4. Configure the following settings:
    • Status: Inactive 
    • Group: Enter an optional group name.
    • Scope: Person/Application
    • Section: Transcript (special use only)
    • Subject: To help administrative staff quickly identify the checklist item's function, add a descriptive subject, such as "Disables person-scoped auto-generated transcript checklist items."
  5. Click Save.

Section_-_Transcript_-_Special_Use_Only.png

With the checklist item created but not yet active, confirm your institution's custom transcript process is in place.

  Further Reading

School-Scoped Checklists

 

Alternative: Limiting the number of schools applicants can add to an application

Rather than turn off Slate's automatically-generated, school-specific checklist items, you may choose to limit the number of schools an applicant can add to their Slate-hosted application.

To set a limit on the overall number of schools an applicant can provide on their application:

  1. Select Database from the main navigation.
  2. In the Applications section, select Application Editor.
  3. Select the appropriate application base link (such as /apply/).
  4. Select the 'aca' Part ID in the application menu (likely labeled "Academic History").
  5. Select General Settings. An Edit Configuration window appears.
  6. In the field Limit (Optional), insert the number of schools that an applicant should be allowed to add. For instance, if schools should be limited to one, enter "1" in this field. If limited to two, insert "2", and so on.

Limit_Number_of_Schools_in_Application.png

 

References

Inserting a new checklist item with Section set to Reference (special use only) disables the automatic generation of Recommendation checklist items.

This lets you institution alter an applicant's checklist from a reference-specific example (references created in a Slate-hosted application specifically for Dumbledore and Dewey Finn) To generic recommendations.

Generic recommendations as a result of Reference - special use only.png

Setting checklist item section to Reference (Special Use Only)

To create this checklist item:

  1. From the main navigation, select Database.
  2. In the Records and Datasets section, select Checklists.
  3. Click Insert.
  4. Configure the following settings:
    • Status: Inactive
    • Scope: Person/Application
    • Group: Enter an optional group name.
    • Section: Reference (special use only)
  5. Click Save.

Section - Reference - special use only.png

Creating custom Recommender checklist item

To create a custom Recommender checklist item, configure the settings of the new item like so:

  1. From the main navigation, select Database.
  2. In the Records and Datasets section, select Checklists.
  3. Click Insert.
  4. Configure the following settings:
    • Status: Active
    • Group: Enter an optional group name.
    • Section: Material
    • Subject: Add a description of the new recommender item. Visible to the applicant as a label.
    • Material Fulfillment: If a corresponding "Letter of Recommendation" material exists, select it (or other appropriate custom material) here.
    • Material Fulfillment Rank: If this new "Recommendation" item is "Recommendation 1" for example, set this field to 1. Continuing, if the custom item being created is "Recommendation 2" (and two letters of recommendation are required), this should be set to 2, and so on for further recommendations.

Create Custom Recommender Checklist Item.png

  Important!

It is possible to add as many recommendation checklist items as necessary. However, be sure to set the Material Fulfillment Rank accordingly. Remember, the third recommendation item will not be fulfilled until three recommendations have been uploaded if the Material Fulfillment Rank setting is set to 3, and so on!

  Can generic recommendation items display recommender names?

It's currently not possible to make custom recommendation checklist items display with specific recommender information.

 

Test Scores

To migrate from automatically-generated score reports (that is, adding a score report item each time an applicant lists a test score on their application): 

Removing Slate Template Library test items from checklists

  1. From the main navigation, select Database.
  2. In the section Records and Datasets, select Tests.
  3. Select the appropriate test to edit. Only tests added from the Slate Template Library appear.
  4. On the setting Add to Checklist, select No.
  5. Repeat for each test that should no longer auto-generate a score report on an applicant's checklist.

Disable auto-generated score reports for a given test.png

Creating a Custom Test Scores Checklist Item

To create a custom test score checklist item:

  1. From the main navigation, select Database.
  2. In the Records and Datasets section, select Checklists.
  3. Click Insert.
  4. Configure the following settings:
    • Status: Active
    • Group: Enter an optional group name.
    • Section: Material
    • Subject: Add a description of the test score item. For example, if this requirement can be fulfilled by an ACT or an SAT score, you could name it "ACT or SAT Score." Visible to the applicant as a label.
    • Test Fulfillment #1-3: Select up to three verified tests that satisfy this new checklist item.

Create custom test score checklist item.png

  Note: Test Fulfillment fields are ORs, not ANDs

Let's say the ACT, SAT, or GRE would fulfill a given checklist item. You select each test as a separate Test Fulfillment option, with ACT selected for Test Fulfillment #1,' SAT for Test Fulfillment #2, and GRE for Test Fulfillment #3.

The applicant only needs to provide one of these Test Fulfillment items to satisfy the checklist item. So, it's Test Fulfillment #1, OR #2, OR #3. The checklist doesn't require all three tests to be fulfilled.

 

School Reports

Disable the automatic generation of school reports if, for example, you prefer not to associate school reports with school-specific individuals.

In this example, school report checklist items for each institution are replaced by a generic school report item, no longer tied to a particular school or official.

Generic school reports as a result of School Report - special use only.png

Setting checklist item section to School Report (Special Use Only)

To disable the automatic generation of school report checklist items:

  1. From the main navigation, select Database.
  2. In the Records and Datasets section, select Checklists.
  3. Click Insert.
  4. Configure the following settings:
    • Status: Inactive
    • Group: Do not configure a group.
    • Section: School Report (special use only)
    • Subject: Add a descriptive subject, such as "Disables automatically generated school reports."

Disable auto-generated school reports.png

Creating a custom school report checklist item

To create a custom school report checklist item:

  1. From the main navigation, select Database.
  2. In the Records and Datasets section, select Checklists.
  3. Click Insert.
  4. Configure the following settings:
    • Status: Active
    • Group: Enter an optional group name.
    • Section: Material
    • Subject: Add a description of the school report item. Visible to the applicant as a label.
    • Material Fulfillment #1-5: Select the School Report material, or whichever additional custom material is appropriate.

  Important! Limiting schools means limiting school reports

Limiting the number of schools an applicant can add also restricts the number of school reports that can be added. If you only allow one school per application, only one school-specific school report checklist item appears on the applicant's checklist. 

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