Considerations for Student Success and Admissions in the Same Database

Leveraging Slate for both admissions and student success processes offers a considerable advantage. Institutions can utilize the abundance of student data from the admissions cycle and collect additional data on enrolled students.

Valuable information collected in Slate during the admissions process, such as extracurricular interests, communication preferences, and other key data points, can be used by student success staff to make informed decisions and customize engagement with students.  The admissions office can offer insights to advising and student success staff as they continue to communicate with enrolled students.

Institutions sharing a Slate database for admissions and student success should have conversations about the following topics early on in the process:

Record Separation

Record management is one of the fundamental steps for maintaining a shared database.  One of the first high-level strategies to consider is how to separate prospects and applicants from enrolled students.  One solution is to add a status of "enrolled" or "current" to the three existing person statuses of prospect, inquiry, and applicant that exist in Slate. Creating corresponding person status rules ensure that the desired records will be included in various business processes.

Permissions

Given the potential sensitivities around enrolled students, it is important to consider user, object, and record access early in the implementation process to ensure a strategy is in place for handling these two cohorts. Slate provides the ability to control users' access, object access, and record access in a manner that allows each institution to control with granularity just how closely the different departments (admissions, student affairs, athletics) operate. For example, permissions may be granted to view information displayed on a student's record.

Data Integration

Many institutions transfer data bidirectionally between Slate and their institutional SIS, and between Slate and other databases as needed. File transfer via SFTP or RESTful web services is employed for such integration.  Laying out what data points you would like Slate to house, and from which system they are received, is important to consider while sharing a database.  In addition to the SIS, there may be a need for data points from an LMS, Financial Aid System, or other databases across campus.  Proper data integration can ensure the appropriate data is accessible in Slate (or another system) at the right time.

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