Special Use Only Checklist Items

Special use only checklist items are used to disable auto-generated checklist Items for system materials so they may be replaced with custom checklist items.

Disabling Auto-Generated School-Specific Transcript Checklist Items

If a Slate partner relies on an applicant providing only one transcript (e.g. 'Final Transcript,' 'Graduate Transcript,' or 'Undergraduate Transcript,' -- seen in the image below), or they wish to fully customize their transcript process, then it would be beneficial to them to turn off Slate's inherent auto-generated school-specific functionality (i.e. generating a checklist item for each school on a person's record with a level of study).

Example generic transcript checklist items:

How to turn off Slate's auto-generated school-specific transcript functionality will depend on when the instance was provisioned. To determine which method to use, navigate to Database and select Checklists under the "Records" section.

  • If an inactive checklist item exists in the Transcript Section, then the standard functionality will be turned off in the Rules Editor.
  • If no checklist item exists in the Transcript Section, then a Transcript (Special Use Only) Checklist Item will be used to turn off the standard transcript checklist auto-generation functionality.

Important

Before turning off auto-generated transcripts for Slate applications

One other option partners may pursue before deciding to turn off Slate's auto-generated, school-specific checklist items is to limit the overall number of schools an applicant is allowed to add within the Slate application itself. To set a limit on the overall number of schools an applicant can provide on their application, follow these instructions:

  1. Select Database on the top navigation bar select Application Editor.
  2. Select the appropriate application base link (such as /apply/).
  3. Select the 'aca' Part ID in the application menu (likely labeled "Academic History").
  4. Select "General Settings."
  5. Enter the following configuration:
    • Limit (Optional) - Insert the number of schools that an applicant should be allowed to add. 

      For instance, if schools should be limited to one, insert a '1' in this setting. If limited to two, insert 2, etc.
Rules Editor
  1. Select Database on the top navigation bar and select Rules Editor.
  2. Locate the rule titled "School-Specific Transcript Checklist Item" and open it.
  3. Enter the following configurations:
    • Status - Set the status to 'Inactive.'
  4. Select Save.

Once this rule is Inactive, partners will want to make sure that their custom transcript process is in place. Technolutions has written an article entirely about these specific custom, school-scoped checklist items and how to add them to checklists.

For additional information, please see School-Scoped Checklists.

Special Section - Transcript (Special Use Only)

Important

'Transcript (special use only)'  DO NOT ADD a checklist item with the Section of 'Transcript (special use only)' UNLESS the goal is to disable Slate's inherent auto-generated school-specific transcript functionality. Adding a checklist item with the section of 'Transcript (special use only)' (whether the item is 'active' or 'inactive') will turn this auto-generating functionality off. As a result, any school that is added with a level of study to an applicant's record will not receive a corresponding checklist item.

Be aware that Slate users cannot delete checklist items in Slate. These can only be removed by Technolutions staff. (That said, Slate users can alter the Section setting of a checklist item. That is, if a checklist item with a section containing '(special use only)' is added accidentally, altering the section (e.g. to material or form) will reactivate the inherent Slate functionality that was disabled by the corresponding item.)

Begin by inserting a new checklist item:

  1. Select Database on the top navigation bar and select Checklists.
  2. Select Insert.
  3. Enter the following configurations:
    • Status - Set the status to 'Inactive.'
    • Group - DO NOT configure a group.
    • Section - Select 'Transcript (special use only)' for the section. These '(special use only)' sections disable Slate's auto-generated system materials.
    • Subject - Add a descriptive subject such as 'TURNS OFF AUTO-GENERATED TRANSCRIPTS.' This is a recommended naming practice and will help administrative staff quickly identify what the particular function of these checklist item(s) is/are.

Once this 'Transcript (special use only)' item is in place, partners will want to make sure that their custom transcript process is in place. Technolutions has written an article entirely about these specific custom, school-scoped checklist items and how to add them to checklists as desired.

For additional information, please see School-Scoped Checklists

Disabling Auto-Generated Recommendation Checklist Items

To disable the auto-generated reference-specific functionality in Slate, follow the same steps outlined above for creating a 'Transcript (special use only)' checklist item.

All of the settings will remain the same with the exception of Section. The Section setting will be set to 'Reference (special use only).'

Special Section - Reference (Special Use Only)

Inserting a new checklist item with a section of 'Reference (special use only)' will disable the auto-generation of Recommendation checklist items. Consequently, it will enable Slate partners to alter an applicant's checklist from a reference-specific example such as this (where references were created within a Slate application specifically for Dumbledore and Dewey Finn):

To a more generic recommendation situation such as this:

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

  1. Select Database on the top navigation bar and select Checklists.
  2. Select Insert.
  3. Enter the following configurations:
    • Status - Set the status to 'Active.'
    • Group - It is a best practice to add checklist items to a group.
    • Section - Select 'Material.'
    • Subject - Add a description of the new recommender item -- this will be the display label an applicant sees.
    • MaterialFulfillment - If a corresponding "Letter of Recommendation" material exists, select it (or other appropriate custom material) here.
    • MaterialFulfillmentRank - 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.

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.

Disabling Auto-Generated Test Score Checklist Item

To migrate away from Slate's auto-generated score report functionality (i.e. adding a score report item each time an applicant lists a test score on their application), follow these steps: 

  1. Select Database on the top navigation bar nd select Tests.
  2. Select Insert.
  3. Select the appropriate test to edit (only tests that have been added from the Slate Template Library will appear).
  4. Enter the following configurations:
    • Add to Checklist - Toggle the Add to Checklist setting to 'No'. This setting will need to be configured within each test that should no longer auto-generate a Score Report on an applicant's checklist.
How to Make a Custom Test Scores Checklist Item

To create a custom test score checklist item:

  1. Select Database on the top navigation bar select Checklists.
  2. Select Insert.
  3. Enter the following configurations:
    • Status - Set the status to 'Active.'
    • Group - It is again recommended that all checklist items be associated with a group.
    • Section - Select 'Material.'
    • Subject - Add a description of the test score item (e.g. if this requirement can be fulfilled by either an ACT or an SAT score, consider naming it "ACT or SAT Score").
    • TestFulfillment (#1-3) - Select up to three (verified) tests that will satisfy this new checklist item.

Important

If more than one test fulfills a given checklist item (e.g., ACT, SAT, GRE, etc.), and each of these tests is listed as a separate "test fulfillment" item (i.e. ACT for 'Test Fulfillment #1,' SAT for 'Test Fulfillment #2,' etc.) then an applicant only needs to provide one of these fulfillment items in order for this new checklist item to be fulfilled. Think of these settings acting as an “OR” rather than “AND”.
Disabling Auto-Generated School Report Checklist Items

To disable Slate's auto-generated school report functionality -- for example, if partners prefer to have school reports not associated with school-specific individuals (such as the example here):

To a more generic school report item such as this (where the school report is not tied to a particular school and/or school official):

Special Section - School Report (Special Use Only)
  1. Select Database on the top navigation bar and select Checklists.
  2. Select Insert.
  3. Enter the following configurations:
    • Status - Set the status to 'Inactive.'
    • Group - DO NOT configure a group.
    • Section - Select 'School Report (special use only)' for the Section. These (special use only) sections disable Slate's auto-generated system materials.
    • Subject - Add a descriptive subject such as 'TURNS OFF AUTO-GENERATED SCHOOL REPORTS' (recommended).

To create a custom school report checklist item:

  1. Select Database on the top navigation bar and select Checklists.
  2. Select Insert.
  3. Enter the following configurations:
    • Status - Set the status to 'Active.'
    • Folder: Keep your records organized by putting them in a folder. Select Other to create a new folder.
    • Group - It is recommended that all checklist items be associated with a group.
    • Section - Select 'Material.'
    • Subject - Add a description of the school report item. This will be the label that the applicant will see.
    • MaterialFulfillment - Select the "School Report" material which already exists in Slate and/or whichever additional custom material is appropriate. 

Important

If there is a limit to the number of schools an applicant is allowed to add on a Slate application, that limit will also restrict the number of school reports that can be added. That is, if only one school is allowed on an application, only one school-specific school report checklist will appear on an applicant's checklist. 
Was this article helpful?
1 out of 2 found this helpful

Comments

0 comments

Please sign in to leave a comment.