Student Checklists

One hiccup in our planning process was that we do not provision incoming students their school email addresses or K12 logins until later in the summer, so we need to address all steps and forms to parents even if we'd like students to sign them. The other issue is having a digital AUP, where we run into basically the same issue. We haven't given them access to the system yet, and ideally they would sign the AUP before we hand them the keys to the proverbial castle. Looking forward to seeing how other schools utilize the student checklists!

Hi Ashley,

I started using them for both returning and incoming students last year. It makes it so much easier to just assign a checklist rather than individual forms. Especially when you have the one-off over the summer enrollments. I'm attaching an example of all of the checklists I use and also, an example of one checklist with the forms

We give our Upper School students their email address before the start of school, but for Middle schoolers, we go over the AUP and handout laptops in person and have their login information for them at that time. Then they sign the AUP.

Hi, Ashley. I highly recommend Student Checklists! Like, some of the others, I have different checklists for each group since there are differences in the forms they need to complete: New Students, Returning Students, Infant Program. Below is an example of our New Student Checklist and the types of forms used. I always date the checklists because once you assign a checklist, it can't be fully edited! The changes you are able to make will apply to everyone who has that checklist. We have rolling admissions, so I have new students all year long. When I really need to make a change to a checklist that I don't want to apply to everyone (as I did when we instituted Test and Stay), I make a copy of the checklist, add the date to the title, update the list, and use the new list going forward.

Being able to see who has and hasn't submitted forms and export all the information from the forms is invaluable.

I'm relatively new to K12, and there is still some functionality that I haven't figured out with regard to the Student Checklists (ie. due date nuances, resubmit feature), but I did learn this:

1. When you create your forms, be sure to indicate one or two signatures required in the Signature Block. The default is two signatures. I typically only require 1. If you forget to change this block on a form and only one parent signs, the form status remains "Started," and the parents may continue to get reminders that they have an incomplete form. There is a "bulk complete" option for Student Checklist Steps, but without looking at each form individually, there's no way to know whose forms are truly ready to be submitted.

Best of luck!

Linda

For what it's worth, we use a dedicated platform (Magnus) to manage all of the medical forms, so there is only a link assigned to the student checklist that points the family to the portal. The step has type General, and contains the URL for the portal. (The Magnus system is integrated with BB K/12, so the family's record data is preserved across both platforms.)

One aspect of the checklist that I use is the ability to disable the checklist item. Because many of the medical forms are only valid for 12 months, I keep the checklist item to the medical portal disabled until late in the summer. That prevents parents from filling out the forms too early, and having them expire.

@Sondra Berry checklist step with school forms complete when form is submitted. We love student checklist and now with the option to “Decline” forms that are optional - parents are able to complete a multiform student checklist. Our Back to school Paperwork checklist contains 9 forms and it's awesome to bulk assign the student checklist instead of having to load recipients on the forms. Hope this helps!

@Kathy Hannon (or anyone else who may have insight ) - I have found that our school or K12 medical forms that have the Decline option, don't necessarily get marked as Completed on the Checklists so have left optional forms off my checklists. Linda did mention that the signature block needs to only require 1 signature however, the school or medical forms that I'm referring to don't have the parent signature block included on the form at all. Anyone else run into the issue of a Declined form not being marked as complete on a checklist? (May run a test if I have time to see if I add the parent signature block, with 1 signature, if that solves the problem.)

I don't believe if you set “Yes" for ”Allow user to decline form"? and the form is on a checklist it allows the user to decline it.

@Kathy Hannon can you help me get started with checklists for RETURNING students? Do I still create the checklist in the Enrollment module? Is the checklist setup the same as what is done for candidates? Once assigned, where does the checklist appear for current parents? On their landing page? Resource Board? Somewhere else? Any information you can provide is VERY much appreciated!

@Sondra Berry:

@Josceline Reardon has the problem with the checklists been fixed for your school yet? I don't want to implement something that isn't working. Thank you!

Not to butt in, but no, the problem has not been fixed (we are having the same problems that Josceline is). It's been kind of a mess. In most cases, we have forms completed, but the checklist says they aren't finished, and it's led to a million emails. If you go ahead and implement them, be ready to explain to parents that the status will not update when a form is completed, in all likelihood. They will need to go to Files and Forms to confirm that the forms have been completed.

To answer your other question, yes, you will set up returning student checklists in Enrollment Management as well. Parents will access the checklist by clicking on the link in the yellow bar at the top of the page when they log in.

We are using student checklists now and have fortunately had NO issues - all is running smoothly

@Sarah Bienvenue:

@Brian LeBlanc We have a fix for this going out next week on Tuesday.

Hooray - thank you!!!!!!!

@Josceline Reardon:

@Sarah Bienvenue we are still having issues, where forms that were submitted during the window of all of the checklist issues, are still not marked as complete. The parent then trys to click on the form and it says there is an error, but then when you go to the actual form and look to see who has submitted the forms, they were submitted in late May and early June. So then we have to manually go to the checklist tab to mark as complete.

Same here - did this fix actually go out or was it pulled back for some reason?

Hi @Geoffrey Goodfellow - from the checklist they can decline the form as seen below.

However, the checklist will continue to show “Awaiting” if it has a form on it that the parent declined. There is an idea about this in the bank https://blackbaudk12.ideas.aha.io/ideas/K12OB-I-2406

FYI - Sarah is no longer with Blackbaud @Kelsey Huijgen is now the Product Manager for EMS