You can query for applications missing academic or teacher references to find applicants who may need follow-up before their files are ready for review. Use this information to identify stalled applications, prepare counselor follow-up lists, and monitor where missing recommendations may be slowing the admissions process.
Try a Slate example 💼
Copy this Suitcase ID and paste it in Database → Suitcase Import to import this query:
daeff76d-ee52-4f02-ae38-f5764e873719:slate-admissions-showcase💡 Tip
Find this query and other importable examples in the Admissions Showcase environment.
Reviewing missing references
Missing academic or teacher references can delay file completion and create extra follow-up work for admissions staff. A query can surface applications that do not yet have an academic reference record so staff can decide whether to contact the applicant, the school counselor, or the recommender.
The example starts from application records, joins applicant details from the person record, and uses a dependent subquery to look for related application reference records. It keeps applications where no academic or teacher reference exists.
Building the query
Use the Application base so each row represents one application. The missing-reference logic comes from a subquery filter that checks related application references.
Go to Queries / Reports.
Select New Query.
Configure the following settings:
Name: Enter a descriptive name, such as
Applications Missing Academic or Teacher References.Folder: Select the folder where the query should be saved.
Category: Records
Type: Configurable Joins
Base: Application
Select Save.
Adding a join
Add a Person join so the query can return applicant identifiers, names, and staff assignment fields.
Select Join.
Create a join to Person.
Adding a subquery filter
The subquery filter is the part of the query that identifies missing references. It checks whether the application has a related academic or teacher reference and keeps only applications where that reference does not exist.
Select Subquery Filter.
Select the application reference source for academic or teacher references.
Configure the following settings:
Name: Academic/Teacher Reference
Type: Dependent subquery
Aggregate: Not Exists
Confirm that the subquery is limited to academic or teacher reference records.
Select Save.
Adding a subquery export
The subquery export returns the count of academic or teacher reference records for each application. In this example, the filter already limits the query to applications without that reference, so the count is mainly useful for validation and review.
Select Subquery Export.
Select the application reference source for academic or teacher references.
Configure the following settings:
Name: Academic reference count
Type: Dependent subquery
Output: Aggregate
Aggregate: Count
Select Save.
Adding exports
Add exports similar to these so staff can identify the applicant, see application context, and route follow-up. Field names may differ in your database.
Person: Reference ID, Name, Staff Assigned
Application: Round
Subquery export: Academic reference count
Using the query
Use the query when you need to:
Find applications that are missing academic or teacher references.
Create follow-up lists for admissions staff or counselors.
Review recommendation-related bottlenecks in the application funnel.
Identify applicants who may need a reminder before review.
Customizing the query
After importing the query, adjust it to match your local process. You can:
Add application status, submitted date, application round, or entry term filters to focus on a specific review population.
Add a staff-assignment filter so each staff member sees only assigned applications.
Change the reference type in the subquery to look for a different missing material or recommendation type.
Add exports for applicant email, school, program, territory, or checklist status.
📝 Note
This example does not include an application status filter. Add one if you only want submitted, active, or review-ready applications.