To insert or edit a checklist item, go to Database → Checklists. Select Insert to create a new checklist item, or select an existing one to edit it.

Status

Select Active to enable the checklist item for use.

Inactivate checklist items that are no longer used without fear of losing data associated with them.

Folder

Keep your records organized by putting them in a folder.

Select Other to create a new folder.

Scope

Scope describes the entity to which the checklist item is related.

• Person/Application: Items associated with an individual person or application record

• School: Items associated with an individual school record on the person record. School-scoped checklist items can be applied based on a specific level of study or degree with checklist rules. For more information on school-scoped checklist items, see Assigning Checklist Items.

Group (optional)

Group impacts how checklist items are assigned and removed. When certain checklist items are always assigned together, they should be in the same group. A single rule will determine the criteria for adding the group of items to an applicant’s checklist, and that group will be removed from the checklist if an applicant ceases to qualify for that rule.

Use this setting to group checklist items together that are applied to defined groups of records to consolidate the checklist rule writing process. For example, international applications, transfer applications, or non-degree applications.

Group names cannot include spaces. For example, enter First_Year for first year applications.

Section

Defines the type of checklist item.

If you’re using a custom status page, section can be used to categorize checklist items.

Checklist sections are displayed as tabs within the checklist module, or can be presented in separate checklist modules that display dynamically.

• Material: A Material checklist section displays checklist items for all custom materials.

• Financial Aid:" The Financial Aid checklist section displays financial aid checklist items, which are only updated using Upload Dataset.

• Form: The Form checklist section displays checklist items fulfilled by form registrations.

• Special Use Only: Special Use Only checklist items are used to inactivate automatically-generated checklist items in Slate (e.g., school-specific transcripts, references, etc.).

• Other: Create custom checklist sections to organize the display of checklist items on a custom application status portal.

🔔Important! Read and understand the implications of auto-generated checklist items before selecting any Special use only sections from the list.

Subject

Enter the name that appears on the Checklist section of the applicant status portal.

URL

If the checklist item has a related URL, such as a link to a PDF an applicant should read or a non-Slate website they should visit, list it here. Adding a URL will make this checklist item appear as a link to a website.

Only link to non-Slate destinations.

📝 Note

Do not use a vanity Slate URL. Updating the URL to a vanity URL changes it from /apply to /register, which lets applicants fill out the form multiple times when configured as a checklist item.

💫 Best practice: If you want a Slate form to be a checklist item, use the Form section.

Key

Enter a unique, computer-friendly identifier (lowercase and underscores only). Internally-facing.

🔔 Important! Do not change this ID after creating the checklist item.

Order

Specify the order in which checklist items are listed.

Material Fulfillment 1-5

Select up to five material types that fulfills a checklist requirement. That is, if an applicant uploads a material of one of the five specified material types to a record, the checklist item is marked as received.

The materials available in these lists are limited to those of the checklist item’s scope.

If you select more than one material type, an applicant only needs one of these items to fulfill the checklist item. Think of these settings as ORs, rather than ANDs.

📝 Note: This menu only displays custom materials created in Database → Materials.

Material Fulfillment Rank

Enter a number specifying which material type fulfills the checklist item.

For example, a material fulfillment rank of 1 on a checklist item for letter of recommendation indicates that the first letter of recommendation associated with the record fulfills the checklist item.

Another example: let's say you’ve created two checklist items:

• Letter of Recommendation 1

• Letter of Recommendation 2

Let's also assume you have a generic material of type Letter of Recommendation.

If each separate checklist item (Letter of Recommendation 1 and Letter of Recommendation 2) uses the custom material of Letter of Recommendation for one of the material fulfillment settings, then both Letter of Recommendation checklist items would be fulfilled when only one Letter of Recommendation material is present.

To avoid this, the Material Fulfillment Rank setting for Letter of Recommendation 1 should be set to 1. The Material Fulfillment Rank setting for Letter of Recommendation 2 should be set to 2, and so on.

This way, when one letter of recommendation material is present on a person's record, only the Letter of Recommendation 1 checklist item will be fulfilled. If another Letter of Recommendation material comes in (bringing the total number of Letter of Recommendation materials to two), the Letter of Recommendation 2 checklist item would then be fulfilled.

Test Fulfillment 1-3

If this checklist item can be fulfilled by a test score, select that test from the list. Up to three different tests can be selected as potential fulfillment options for each checklist item.

Only verified test scores (that is, not self-reported scores) fulfill a checklist item satisfied by test fulfillment.

Form Fulfillment

If this checklist item can be fulfilled by the submission of a form, select that form from the list.

🔔  Important!

• Leave this setting blank if you specified a form for the checklist item by selecting Form from the Section setting list.

• If the form you select contains a vanity URL, applicants can submit the form more than once on a status portal.

XML Configuration

Leave blank unless following instructions for a financial aid checklist or custom checklist status.

Type

Select to 'Public' to display the checklist item on the status page.

If the applicant should see the checklist item on his/her checklist, set this to 'Public.' If this checklist item should only be seen internally by administrative staff, set to 'Private (internal only).'

Optional

Select to display the checklist item displays as Optional on the applicant’s status page.

If a checklist item is optional—that is, it is not required for an applicant to move forward in the review process—select Optional.

If the checklist item is critical for the review process, select Required.

Optional for Reading

Select Optional for reading to display the checklist item to the applicant as required, while allowing the reading process to continue without its submission.

For example, a mid-year transcript might be required, but it’s absence wouldn’t need to hold up the reading process.

Otherwise, select Required for reading.

Export Key

A checklist item may be given an export key that can be returned in a query. If required for an external SIS, enter that value here.