Enrollment Checklists track required or recommended items for students connected to an enrollment record. Staff can view checklist items internally, and students can view them through a portal when the checklist is configured for student-facing use.
In Student Success, Enrollment Checklists can track term-specific, program-specific, or experience-specific requirements. Common examples include:
Advising meetings
Registration clearance
Academic success plans
Study abroad documents
Clinical clearances
Internship agreements
Financial responsibility forms
Graduation requirements
This article introduces the planning and conceptual elements of Enrollment Checklists.
🏗️ Feature under development
Please note that Enrollments is under active development, with new features being rolled out over time. Check What’s New for release notes.
How Enrollment Checklists appear
Enrollment Checklists show three key values:
Details: The name of the checklist item.
Status: The current status of the checklist item.
Date: The date the checklist item was marked complete, waived, hidden, or otherwise updated.
Slate users with the necessary permissions can update checklist item statuses, add checklist items, or remove checklist items from a student's enrollment checklist.
Checklist item statuses
Checklist items include public-facing statuses that can be visible to students when the checklist is exposed through a portal.
Awaiting: The item has not yet been completed.
Received: The item has been fulfilled and appears with the completed date.
Waived: The item is no longer required and appears with the waived date.
Additional internal statuses can also be available.
Received Copy: Appears internally like Received. Students see the item as Received.
Hide/Hidden: Hides the item from students while preserving an internal record of the hidden item.
These statuses help staff distinguish between items that are outstanding, completed, waived, or intentionally hidden from the student-facing checklist.
How Enrollment Checklists work
Enrollment Checklists rely on two main concepts:
Assignment: How checklist items are added to a student's enrollment checklist.
Fulfillment: How checklist items are marked as received.
A checklist item can be assigned when the student meets specific criteria. Common criteria include:
Enrollment term
Program
Population
Campus
Cohort
Student type
Academic standing
Advising requirement
Study abroad participation
Clinical placement
Internship participation
Graduation status
A checklist item can be fulfilled when Slate identifies the related object or condition that satisfies the requirement. Fulfillments can include submitted materials, completed forms, test scores, staff-created records, administrative updates, or custom rule logic.
Adding items to an Enrollment Checklist
Checklist items can be added based on rules. These rules determine which students should receive specific requirements.
For example, an institution can assign checklist items based on:
Enrollment term
Academic program
Campus or cohort
Student population
Academic standing
Advising requirement
Registration status
Study abroad, clinical placement, or internship participation
Graduation term
Outstanding forms or materials
Checklist items can be added individually or as part of a group of related requirements. Group checklist items when related requirements should be managed together as a student's circumstances change.
For example, a student participating in a Spring 2027 study abroad program can receive a group of pre-departure checklist items. A student in a clinical placement can receive a group of clearance and documentation items. A student preparing for graduation can receive a group of graduation review requirements.
Checklist fulfillment
Fulfillment determines when a checklist item is marked as Received.
Checklist items are the student-facing requirements. Fulfillments are the Slate objects or logic that satisfy those requirements.
Enrollment Checklist item | Possible fulfillment |
|---|---|
Advisor Meeting Complete | Advising appointment, interaction, or staff form |
Registration Clearance | Staff-updated field, form submission, or rule |
Academic Plan Updated | Student success form or advisor-entered plan |
Success Plan Acknowledged | Student-submitted form |
Financial Responsibility Agreement | Submitted Slate form or uploaded material |
Emergency Contact Updated | Submitted student information form |
Graduation Application Submitted | Submitted graduation form |
Internship Agreement Submitted | Submitted form or uploaded material |
Clinical Clearance Complete | Uploaded material or staff-entered compliance indicator |
Study Abroad Course Approval | Submitted approval form or uploaded material |
Passport Uploaded | Passport material upload |
Arrival Check-In Complete | Student-submitted form |
Host Institution Transcript Received | Transcript material |
Study Abroad Credit Posted | Registrar status, field update, or rule |
Checklist items are marked received based on fulfillment logic and related checklist activity. If a received activity is removed, the item can return to Awaiting, even if the related material, form, score, or record still exists.
Checklist items and groups
After identifying checklist items, determine which group each item should belong to.
Groups are sets of checklist items that are added or removed together based on rule criteria. Assign each checklist item to a group, even if that group contains only one item. Grouping helps Slate remove checklist items automatically when a student no longer meets the criteria for that group. Individually assigned checklist items can remain on the checklist until a Slate user removes them manually.
Examples of Enrollment Checklist groups include:
Current Term Requirements
Advising Required
Academic Standing Support
Graduation Candidates
Study Abroad Pre-Departure
Study Abroad Active Term
Study Abroad Return
Clinical Program Requirements
Internship Requirements
Student Athlete Requirements
Annual Student Verification
Financial Clearance Required
Planning an Enrollment Checklist
Before building an Enrollment Checklist, inventory the requirements that should be tracked and determine how each item should be assigned and fulfilled.
As part of planning, identify the following information:
Checklist item: The requirement or task the student needs to complete.
Student population: The students who should receive the item.
Group: The set of related checklist items the requirement belongs to.
Fulfillment: The material, form, field, record, or rule that marks the item as received.
Owning office: The office responsible for monitoring or resolving the item.
Student visibility: Whether the item should be visible to students.
Timing: When the item should appear and when it should be completed.
Automation rules: How the item should be added, removed, fulfilled, waived, or hidden.
Example Enrollment Checklist plan
Checklist item | Student population | Group | Possible fulfillment |
|---|---|---|---|
Advisor Meeting Complete | Students with advising required before registration | Advising Required | Advising appointment, interaction, or staff form |
Registration Clearance | Students blocked from registration until cleared | Advising Required | Staff-updated field, form submission, or rule |
Degree Audit Reviewed | Juniors and seniors | Upper-Level Academic Review | Advising note, interaction, or completed form |
Success Plan Acknowledged | Students on academic standing support | Academic Standing Support | Student-submitted form |
Financial Responsibility Agreement | All enrolled students each term | Current Term Requirements | Submitted Slate form or uploaded material |
Emergency Contact Updated | All active students once per year | Annual Student Verification | Submitted student information form |
Graduation Application Submitted | Students nearing degree completion | Graduation Candidates | Submitted graduation form |
Clinical Clearance Complete | Students in clinical programs | Clinical Program Requirements | Uploaded material or staff-entered compliance indicator |
Study Abroad Course Approval | Students preparing for study abroad | Study Abroad Pre-Departure | Submitted approval form or uploaded material |
Passport Uploaded | Students preparing for study abroad | Study Abroad Pre-Departure | Passport material upload |
Arrival Check-In Complete | Students currently studying abroad | Study Abroad Active Term | Student-submitted form |
Host Institution Transcript Received | Returned study abroad students | Study Abroad Return | Transcript material |
Building an Enrollment Checklist
After planning the checklist structure, begin building the checklist items, related materials or forms, groups, fulfillments, and assignment rules.
Use the following build order:
Identify the student populations that need checklist items.
Inventory the requirements each population must complete.
Create or confirm the materials, forms, fields, records, or rules that fulfill each item.
Create the checklist items.
Assign checklist items to groups.
Configure fulfillment logic.
Configure rules that assign checklist items to the correct enrollments.
Test with sample enrollment records from different populations.
Confirm what students and staff can see.
Review reporting and dashboard needs for staff offices.
Testing Enrollment Checklists
Before launching Enrollment Checklists broadly, test several enrollment scenarios.
Recommended test records include:
A student with a current-term enrollment.
A student with an advising requirement.
A student on academic standing support.
A student preparing for graduation.
A student participating in study abroad.
A student in an active study abroad term.
A student returning from study abroad.
A student in a clinical placement or internship.
A student whose status changes after checklist items are assigned.
For each test record, confirm that:
The correct checklist items appear.
Unnecessary checklist items do not appear.
Grouped checklist items are removed when the student no longer meets the criteria.
Fulfillments correctly mark items as received.
Waived and hidden items behave as expected.
Students see the appropriate public-facing language.
Internal staff can identify the owning office and next action.
Troubleshooting
If checklist behavior is not working as expected, review the following settings and related configuration:
The checklist item was assigned to the enrollment.
The enrollment meets the rule criteria for the checklist group.
The fulfillment material, form, field, record, or rule is configured correctly.
The related received activity exists.
A received activity was not removed.
The item was not waived or hidden.
The student-facing portal or checklist display is referencing the correct checklist.
Unexpected behavior often comes from one of three issues:
The checklist item was not assigned.
The fulfillment did not occur.
The received activity was removed or was not created as expected.