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Student Checklists

Candi Roberts

We use the student checklists in Enrollment Management to assign forms or needed uploads to re-enrolled and newly enrolled students. This would include annual acknowledgements, updated medical information, updated immunization forms, etc. This is only our second year. I have refined the checklists significantly from last year so that I only assign what is needed from that student. I would like to start loading these in advance (they usually go live in May and are due to be completed by August). What is the best way to do this without having parents or students see them? Do I just leave them inactive, or is there another way? I wish these had a publish date!

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Comments

Karla McNamee

@Candi Roberts I think the easiest way is to keep it inactive until it's time for them to see the checklist. Might be worth creating an idea of adding a publish date in student checklists for people to vote on. Seems like it should be easy enough.

Candi Roberts

@Karla McNamee I did last May! It can be found here:

Please vote!

Coco Parham

@Candi Roberts I am using student checklists for the first time (I will also publish forms and assign checklists for the first week of May). Do you know where the faculty/staff, who are assigned to see and process the checklist (besides me), will access them?

Candi Roberts

@Coco Parham No, I don't know. We don't use that function of assigning to staff.

Jeff Gaudet

@Coco Parham you will need to assign those faculty members a role that has access to Enrollment Managemt. If you look at the tasks of each role you can can see which ones have the access privileges to view and edit the checklists. Once that is done they will have the Enrollment Management options in their profile drop-down and be able to access the checklists from there.

Coco Parham

@Candi Roberts
OK, thanks!

Coco Parham

@Jeff Gaudet thank you so much! That is so helpful!

Karla McNamee

Hopefully Blackbaud does the update soon where it will show us on our dashboard when there are checklist items to process. Right now I have a note on my desk to check the student checklist so I don't miss anything. ?

Coco Parham

@Karla McNamee That is good advice. We are only using the checklist for medical forms and the BB medical forms, to test it out to see how well it works. I am assigning the nurses to process the checklists. Personally, I think it belongs in a different place, so it can be accessed by the departments the forms are for, not admission.

Karla McNamee

@Coco Parham I also use the student checklist to securely send the I-20 to students. So far it has worked really well.

Jeff Gaudet

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@Coco Parham glad to help. Just to make it a bit easier, here is a screenshot of the role that should be assigned to those faculty members

Coco Parham

@Karla McNamee That is a great idea, thanks!

Coco Parham

@Jeff Gaudet Thanks again!

Brian LeBlanc

While we're on this topic, for anyone who was in the product update briefing yesterday: one of the things mentioned was form field elements now being available in all school form types. I'm trying to figure out where these would be useful. From what I understand, these don't actually tie to anything in the database, so they are essentially display only for the form they're being used on, right? In that sense they're like the parent statement on the application ("why do you want to attend", etc.)?

I'm sure I'm missing something and I just can't wrap my head around it for whatever reason.

Lauren Marcus Eisenberg

@Candi Roberts My workaround: create a Sandbox checklist that holds all the forms. After reviewing and testing each item in the checklist, I will reproduce it in the live checklist. This allows me to make all the forms live without having them seen by families.

Lauren Marcus Eisenberg

@Coco Parham and everyone using checklists: there are serious design flaws, IMO:

Checklist reminders cannot be sent after the due date.
Forms assigned only by virtue of being included in a checklist don't show as missing unless/until the form is started, which is done through the checklist.
A form will show up in “Form(s) to Review” when a family starts a form that was assigned through the checklist. It continues to show in “Checklist to Review."

Brian LeBlanc

@Lauren Marcus Eisenberg this is a fantastic idea! I'm going to definitely use it in the future - I've already tested our forms for this year but in future years I will absolutely borrow this method!

Coco Parham

@Lauren Marcus Eisenberg thank you for that reminder. We always send out summer eblasts about completing forms. and sometimes parents show up without key forms and have to finish them during registration. We offer a place to sit and complete forms. I would love it if we could only publish schedules once key forms were completed!

Lauren Marcus Eisenberg

@Brian LeBlanc Happy to share my wisdom. ?

John Ronan

@Brian LeBlanc,

As far as I understand it, you're right: these fields don't tie into the database.

But you can always export the form data to a spreadsheet and have the info/data available to you there. [and, of course, do whatever you like with it].

We'd use this for things like “Choose your entree for the senior dinner". Something we need to elicit via a form, but not worth putting in the db.

-jr