Student Checklists

With Student checklists, schools can assign specific checklists to students. For current students and parents, these checklists show a list of items that need to be completed before coming back to school. Additionally, incoming students and parents can use these to see what else needs to be finished before they come to school. If need be, multiple checklists can be assigned to a student.

To get started, head to Enrollment from the Enrollment management product and then select Student checklists.

Currently created checklists appear in this list including important details like if it is currently active, archived, who created it, and when. This list also shows how many steps the checklists currently have. If needed, the School year can also be changed using the drop down.

Just like other lists in the Education management product, users also have access to filtering options like Hide inactive or Hide archived, as well as a search bar to find a specific checklist.

Tip: Check out our Use Case topic to see how you can use Student Checklists in other ways besides admission processes.

After selecting +Add checklist, a new model appears with two required fields and two optional ones. Enter in the name you want this checklist to be called. It’s worth noting that if you reference what the checklist is going to be used for in the title, it’ll be easier to manage and find one this checklist becomes much larger.

Select the school year this checklist should be associated with. Please note that this doesn’t control when users can see the checklist, only makes it easier to find in the list.

Optional fields include the Checklist status, where you can enable it to be active, or if it should be archived or not. You can also add a description, as well as assign Faculty/staff here if needed. Keep in mind that these fields can be changed after the checklist is created.

Warning: Changing your checklist status to active means it will be seen by any users who have been assigned that checklist.

If needed, you can add Milestones into the checklist, detailing the process a user would follow and which steps need to be completed before they reach the next Milestone. For example, you could have a Milestone named Decision with steps for the school and candidate that would need to be completed before the next Milestone could be attempted, perhaps called Enrolled. These Milestones are optional and can be customized for whatever your school needs.

Select Save & build so that your new checklist is added to the main list. Select Edit checklist to adjust these options from the main context menu.

With the main checklist created, it’s time to add steps. Steps are entirely customizable and can be created for all sorts of checklist related activities. These could include a wide range of admissions related activities, such as whether an Application Fee was Received, an Interview was conducted, a Decision was sent or made, whether there was a Campus Visit schedule, and a whole lot more.

Select the context menu icon next to the checklist name and then Edit checklist. This screen shows all of the created steps for this particular checklist. Select +Add step to get started under General settings.

Warning: Once a checklist is assigned to a student, it can no longer be edited or deleted. Remove the checklist to be able to edit it again.

The Add step modal requires a name for this step, which can be anything you want. However, for best practices, it might be good to be descriptive on what the step is for, or use keywords like forms, releases, agreements, etc.

Outside of the name, you have these other values you can fill in:

  • Step description - Provide some context to the student and parent for what this step is.

  • Due date - When is this step due to be completed?

  • Status - Enable this to set the status to be active. Otherwise, it will remain inactive.

  • Step required - Is this step required or optional?

  • Show to - Set whether or not to show this step to the student only, parent only, or both (by selecting both options).

  • Link - Add a hyperlink here for the user to select.

  • Link text - Replaces the URL with a word or phrase.

  • File - If you need to attach a file or document, you can do so here.

Step type gives you four options to work with including Contract, Miscellaneous file, School form, and Medical form. Miscellaneous files allows the parent/student to upload files related to the file type selected from the list created under Core. Contract, Medical, and School form allows you to select from currently created school forms and contracts as well.

Reminder notifications behave similarly to candidate checklist notifications. Essentially, you can send and email or a text reminder based on when the checklist step is due. Follow up notifications allow you to send an email or text reminder based on when the step has been completed. Add in the relevant details such as the email address, from name, subject, body message, and more.

When you’re done, press Save to retain everything you’ve entered or Cancel to go back and discard it all.

Thankfully, once a step is added, you can further update it as needed by selecting Edit step from the context menu next to the step name. Again, if the step is assigned, it can’t be changed until it is removed first. Finally, Step order is also available if you want to change how the steps are ordered.

Administrators and admissions staff use this area to see what files have been uploaded by families and ensure that this is what is required. Completed checklist steps and submitted steps can be found here. This list can be further customized by using the filter options, adding new columns, or use the search bar to find something specifically.

Select one or multiple entries here to change the step status. This includes Awaiting, Waived, Submitted, Completed, or Hidden. Every option but Hidden displays the new status to students when they view their checklist. The Hidden option is not visible to the student. In addition, select the context menu for additional options like Edit step or Delete attachement.

Note: When an admissions manager waives a checklist step, the prospective family will see that step set as Waived. Made a mistake? Switch the status back to Awaiting or Started to make the waived step active again.

The final step for Student checklists is to assign them out. To get started, selected the Manage checklist tab.

By default, this list displays all active students for the current year. However, you can alter this view by using the filter and changing a variety of options such as Grade level, Role, School level, Gender, and more. Use the filtering options to display a certain student role such as Incoming Student or Student.

With a list of students, you can select as many or as little as you want with bulk actions. A counter appears inside the Assign checklist and Remove checklist buttons at the bottom to let you know how many students have been selected currently.

Selecting Assign checklist opens a new modal window to let you pick from the active checklists located under the Checklist tab. Alternatively, selecting Remove checklist lets you remove any currently assigned checklists from certain students. This option only removes the checklist visibility from the student and parent.

Note: If a family has already submitted a form or contract to a checklist, it will still be stored under their files and forms and won’t be lost when a checklist is removed.