Getting Started with Staff Assignments
  • 20 Mar 2024
  • 2 minute read
  • Dark
  • PDF

Getting Started with Staff Assignments

  • Dark
  • PDF

Article Summary

Staff assignment rules assign staff members to students based on specific criteria.

This article walks you through the steps required to create basic staff assignments. This begins with prep work outside of Slate.

  1. Create a complete list of staff assignments

  2. Order the list by priority

  3. Assign the priorities to staff assigned rules

  4. Add all staff members as users in Slate (only active users can be assigned)

Creating a list of staff assignments

List rules on index cards or in a whiteboarding tool to get a complete picture of how staff assignments will work in Slate. This is a great opportunity to rethink and simplify old processes.

Hereโ€™s an example:

  • School Geomarket

  • School State

  • School Country

  • Specific CEEB Codes

  • Student Home Country

  • Transfer Students

  • Home School

  • Student Home State


Ordering staff assigned rules

With a complete set of assignment rules listed on index cards, put the cards in order of priority. To do that, youโ€™ll need to determine which rules take precedence over others.

There are two important factors when ordering:

  1. A student record can only match with one rule: For example, one staff member per student record.

  2. Once a student record matches with a rule (a staff member), that record can no longer match with any other rules.


๐Ÿ“œ Admissions

In the following example, if transfer students are assigned to a staff member regardless of the school they attend, the Transfer Students should be first in the order.

If specific schools should always take precedent, even if a record is a transfer student, then specific CEEB codes should be first in the order.

Once index cards are properly ordered, define which staff members are affected by each card:


Index Card


Specific CEEB Code


Home School


Transfer Students


School Country


Student Home Country


School Geomarket


School State


Student Home State

๐ŸŽ“ Student Success

Consider the following example table. The first rule could run assign an academic counselor to students without a declared major. Staff assignments for those who have a declared major can then be matched to an advisor by an individual major, or by groups of majors.

Think of this ordering process as a flowchart that asks big questions first, then gets progressively narrower.


Index Card


Undeclared Major


Declared Major - Biology


Declared Major - English or English Literature


Declared Major - Computer Science or Computer Programming


Declared Major - Performance Art

Assigning priorities to staff assigned rules

Once cards are ordered, define which staff members are impacted, the rule definition, and assign a priority number for each item.

Once cards are ordered, define which advisors are impacted, the rule filter, and assign a priority number for each item. We recommend leaving a gap within the Priority listing (10, 20, 30, etc.) in case you need to add rules in the future without needing to re-prioritize multiple rules.

๐Ÿ“œ Admissions

๐ŸŽ“ Student Success

Index Card Rule




1. Undeclared

Sally Smith

Major = Undeclared


2. Academic Counselor - Biology

Phil Johnson

Major = Biology


3. Academic Counselor - English

Rudolph Muller

Major = English or English Literature


4. Academic Counselor - Computer Sciences

Julian Bellingham

Major = Computer Science or Computer Programming


5. Academic Counselor - Performance Art

Abigail Williams

Major = Performance Art


Create a Staff Assigned Field

Slate includes a Staff Assigned field by default. You can use this field, a custom field, or multiple custom fields to add staff assignments.

To create a custom staff assignment field:

  1. From the main navigation, select Database.

  2. Under Records and Datasets, select Fields.

  3. Click Insert. A pop-up appears.

  4. In the pop-up, enter the following configurations:

    • Status: Active

    • Scope Category: Records

    • Scope: Person

    • ID: Enter "user"

    • Name: Give the field an internal name. Feel free to change this name, even if data already exists for the field.

    • Folder: Organize your fields by keeping them in a clear folder structure. Create a new folder by selecting Other.

    • Field Type: Single Value

    • Prompt: user

Was this article helpful?