Querying for Applications with Provisional Status

You can query for applications with provisional status to monitor admitted applicants whose decisions include additional conditions or follow-up needs. Use this information to review applicant circumstances, coordinate outreach, and confirm that provisional admits receive the right next steps before enrollment.

Try a Slate example 💼

Copy this Suitcase ID and paste it in Database → Suitcase Import to import this query:

1e364e93-b5e5-4778-a7e5-4b4b83972b1c:slate-admissions-showcase

💡 Tip

Find this query and other importable examples in the Admissions Showcase environment.

Reviewing provisional admits

Provisional admission decisions often require extra tracking because the applicant has been admitted but still needs to satisfy a condition, provide additional information, or complete follow-up before enrollment. A query can help admissions staff review those applicants in one list.

The example starts from application records and joins the applicant person record, application round, and highest-ranked decision. It filters for applications where the ranked decision status is Provisional.

Building the query

Use the Application base so each row represents one application. The key filter comes from the joined decision record.

1. Go to Queries / Reports.

2. Select New Query.

3. Configure the following settings:

   • Name: Enter a descriptive name, such as Applications with Provisional Status.

   • Folder: Select the folder where the query should be saved.

   • Category: Records

   • Type: Configurable Joins

   • Base: Application

4. Select Save.

Adding joins

Add joins that make applicant, round, and decision details available to the query.

1. Select Join and create a join to Decision by Rank.

2. Set Rank: 1

3. Select Join and create a join to Lookup Round.

4. Select Join and create a join to Person.

Adding filters

The decision status filter keeps the results focused on applications whose ranked decision has a provisional status.

1. Select Filter.

2. Add the Decision by Rank / Status filter.

3. Set Decision by Rank / Status: IN Provisional

📝 Note

The imported example includes an inactive subquery filter named decision name exists. Because it is inactive, it does not affect the query results and is not required for the build.

Adding exports

Add exports similar to these so staff can identify the applicant, review the application context, and confirm the provisional decision details. Field names may differ in your database.

• Person: Reference ID, Name, Status, Staff Assigned

• Application: Type, Entry Term, Status

• Lookup Round: Round

• Decision by Rank: Decision, Decision Status

Using the query

Use the query when you need to:

• Review applicants admitted with provisional status.

• Prepare outreach lists for applicants who need follow-up before enrollment.

• Monitor provisional decisions by round, term, or application type.

• Confirm that assigned staff can review and resolve provisional conditions.

Customizing the query

After importing the query, adjust it to match your decision and yield process. You can:

• Change the decision status filter to review other decision statuses.

• Add entry term, round, application type, or application status filters to focus on a specific admitted cohort.

• Add exports for checklist items, missing materials, conditions, counselor assignment, or territory.

• Add a staff-assignment filter so each staff member sees only assigned applicants.

📝 Note

This example assumes your database uses a decision status named Provisional. If your database uses a different status name, select the equivalent local decision status.