Customizing Your Turnkey (4 Year & Graduate Admissions) Database
  • 13 Mar 2024
  • 6 minute read
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Customizing Your Turnkey (4 Year & Graduate Admissions) Database

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Article Summary

This article is specifically tailored for institutions implementing our ready-to-use turnkey database.

The following checklist is your go-to resource for understanding your database's full range of preconfigured features and functionalities. It provides a detailed overview of all elements that require customization to unlock the full potential of certain capabilities. This checklist provides a clear roadmap to explore, configure, and optimize your Slate database, resulting in a seamless user experience tailored precisely to your needs.

This article serves as an extension to the themes and functionalities highlighted in the "Fundamentals of Admissions" course. We highly recommend engaging with it concurrently as you navigate through your database. The course is designed to supplement your understanding, providing a robust framework to enhance your experience and proficiency with our database.

Getting Started

Test Record

We've set up Alexander Hamilton, a dedicated space in this database, exclusively for your testing needs. To ensure seamless functionality within your Slate instance, we highly recommend creating multiple test records with diverse data points

 * Denotes action is required 

Testing

Ensuring the reliability of your configurations in Slate is paramount. Whenever modifications are made, particularly before initiating any "Go-Live" functionalities, it's crucial to rigorously test your processes. To facilitate this, consider provisioning or refreshing your Test environment. This environment mirrors your Production setup, granting you the freedom to run Slate functions without compromising data integrity in your production environment.

Applications

Application Components

Pre-Built

Requires Further Configurations

Slate-Hosted Application Pages

Enrollment Information Page *  - This page can be customized in any way to meet your institutional needs. The following prompt-based fields have been preconfigured - You must modify and add the prompt list that mirror your institutional options:

  • Preferred Start Term

Knowledge Base - Custom Personal Background Page

Status Portal

The application status portal has been preconfigured. However, this portal can be enhanced based on institutional needs at any time.

Knowledge Base - Custom Applicant Status Portal

Submission Requirements

 

All common submission requirements have been preconfigured based on historical knowledge of other institutional expectations. These can all be modified or removed. You can also create any additional requirements at any time.

Knowledge Base - Application Logic Settings

Rounds & Periods *

* Placeholder periods and rounds have been preconfigured. These must be updated prior to going live.

Knowledge Base - Period and Round Structure

Reader Workflow

Pre-Built

Requires Further Configurations

Dashboard Portal

A Workflow Dashboard has been preconfigured and can be modified as necessary.

Bins

Workflow Bins have been preconfigured and can be modified as necessary.

Knowledge Base - Bins

Bin & Queue Automations

Workflow Bin automation has been preconfigured and can be modified as necessary.

Knowledge Base - Bin & Queue Automations

Reader Tabs

Workflow Tabs have been preconfigured and can be modified as necessary.

Knowledge Base - Reader Tabs

Review Form

A reader form has been pre-configured with the most common fields and made available in the First Read and Second Read bins.

Workflow Review Forms

Knowledge Base - Reader Review Form Calculations

Decision Management

The Slate decision management system is streamlined and comprehensive, allowing for the release of electronic decisions to application records on an individual or batch basis. The system uses reader evaluations, rankings, and other inputs to make decisions that can be released immediately or scheduled for future release. 

Pre-Built

Requires Further Configurations

Decision Codes

Best practice Decision Codes have been preconfigured and can be customized to meet your institutional process.

Knowledge Base - Decision Codes

Decision Letters *

Three example placeholder letters have been preconfigured that can be customized to meet your institutional language and branding.

Knowledge Base - Decision Letters

Automation

The following rules have been pre-configured in an inactive status. They must be activated when ready to use:

  • Add Decision Reply Form to Checklist

  • Add Enroll Decision Code

Knowledge Base - Decision Automations

Reply Form

A reply to offer of admission letter has been preconfigured. 

The following rules have been preconfigured using the best practice decision codes:

  • Add Enrollment Deposit Payment Due - This rule is inactive and should only be activated if your institution receives payment

  • Add Deposit Pending Decision

  • Add Admit/Decline Decision

Knowledge Base - Decision Automations

Events

Pre-Built

Requires Further Configurations

Template *

The following commonly used templates have been preconfigured and must be customized:

  • Campus  Tour

  • Information Session

  • Online Information Session (Share Hosted)

The following must be updated in order to use these templates:

  • Location

  • Description

  • Registration Settings

  • Rescheduling (if applicable)

Template Communications

The following commonly used template communications have been preconfigured for each template and must be customized or deleted:

  • Confirmation Page

  • Email Confirmation

  • Sorry We Missed You

  • Thank You for Attending

You must updated the "Sender" and "Reply To" for every communication.

Additional communications should be created as needed. These communications must be activated to begin sending. We would also recommend using a deliver template to enhance the aesthetics of these mailings.

Event Landing Page

An event landing page has been preconfigured and can be modified as necessary.

Deliver

Pre-Built

Requires Further Configurations

Templates

An example template has been pre-configured. This template has not been added to any communications.

Application System Emails

The most common system mailings have been pre-configured. You can edit these at any time. Additional system mailings can be created.

Knowledge Base - System Emails

Forms

Pre-Built

Requires Further Configurations

Request for Information

* The following prompt lists are included on this form have been preconfigured with placeholder values, are associated with custom fields, and must be customized:

  • entry_term *

Knowledge Base - Creating a Form

Request for Information Communications*

The following communications have been preconfigured but must be modified further in order to activate and use. These communications do not include the preconfigured template.

  • Confirmation Page Only*

  • Email Only*

Queries / Reports

Pre-Built

Requires Further Configurations

Query - Data Export *

This query has been preconfigured but must be modified further in order to activate and use.

Knowledge Base - Exporting Data Overview

Voyager - Domestic Travel Planning

This Voyage has been preconfigured and can be modified as necessary.

Knowledge Base - Voyager

Tabs

Pre-Built

Requires Further Configurations

More Information Tab

Update the form to include any additional institutional-specific person-scoped fields, as necessary.

Knowledge Base - Custom Tabs

Application Details Tab

Update the form to include any additional institutional-specific application-scoped fields, as necessary.

Knowledge Base - Custom Tabs

Origin Groups & Sources

Pre-Built

Requires Further Configurations

Groups

Common groups have been preconfigured. Add any additional groups as necessary.

Knowledge Base - Origin Sources

Sources

Common sources have been preconfigured. Add any additional groups as necessary.

Knowledge Base - Origin Sources

Rules

Pre-Built

Requires Further Configurations

Staff Assignments

The staff assignment exclusively group has been preconfigured. The remainder of these rules commonly are unique to each institutions. Be sure to update the filter criteria and all users associated. Alternatively, use these as a reference and delete them all / create your own from scratch.

Knowledge Base - Getting Started with Staff Assignments

 

Population

 

Two sample populations and associated rules have been configured that can be used throughout drop marketing campaigns. They are inactive and can be added at any time.

  • Graduate

  • Undergraduate

Knowledge Base - Creating Populations

Fields & Prompts

Pre-Built

Requires Further Configurations

Fields

The following fields are custom. If there is an associated prompt list, the list can and sometimes must be customized:

  • Application - Application Signature

  • Application - Enrollment Status

  • Application - Entry Term * The associated prompt list has been preconfigured with placeholder values and must be customized in order to use.

  • Application - Military Fields

  • Application - Primary Major

  • Application - Student Type

  • Person - Academic Interest

  • Person - Entry Term * The associated prompt list has been preconfigured with placeholder values and must be customized in order to use.

  • Person - Mobile Opt-In

  • Person - SIS ID

  • Person - Staff Assigned Locked

Knowledge Base - Field Settings

Prompts

The following prompt lists have been preconfigured, are associated with standard fields and can be customized:

  • course_grade

  • course_grade_level

  • course_level

  • course_term

  • course_type

  • degree

  • honors

  • industry

  • major 

  • rating

  • reference_type

  • relationship_education_level

  • sex

  • sport

  • sport_rating

  • study_level

  • visa

Knowledge Base - Prompt Settings

Users & Access

Pre-Built

Requires Further Configurations

Role Groups & Permissions

The following roles have been pre-configured and can be updated to remove or add permissions that make sense for your users. These roles can be granted to any new user that you create that meet that criteria:

  • Academic Advisor

  • Admission Counselor

  • Admissions Inbox

Knowledge Base - Role Settings

Knowledge Base - Custom Permissions

 


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