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Best Practices for Graduate Schools Using Slate

Every graduate school operates differently, but many experience similar challenges when managing admissions. By implementing a few foundational best practices, graduate schools can streamline their operations, improve data integrity, and enhance the applicant's experience. These best practice areas highlight strategies that can benefit any graduate admissions office, regardless of size or structure. 

1. Simplify and Streamline Application Processes  

Graduate programs often have unique and complex application requirements which can create complications in any instance. Gain efficiency and streamline the process by utilizing custom forms, application logic, and other key features of the Slate application.  

  • Use custom application forms wherever possible to manage variable content or questions more easily and enhance flexibility.  

  • Use page keys and application logic within a unified application to manage differences. 

  • Standardize key data points (e.g., term codes, application rounds, program names) to support integrations with your SIS or other external systems.  

  • Filter various portions of the application status portal to ensure a personalized and responsive student experience, dependent on key data points (e.g. application round, student type, term) 

2. Invest in User Management and Ongoing Training 

Graduate admission often involves a wide range of users. Without clear role definitions and consistent training, data integrity and efficiency can quickly erode. It’s important to define roles and permissions, invest in onboarding and training for new users, and engage in the Slate Community for additional learning.  

  • Define user roles and permissions strategically, granting access only to what each group truly needs. 

  • Create a tiered training program for new users, covering core concepts like querying, reading, and rules management. 

  • Maintain a “Slate Playbook” or internal knowledge base with documentation, screenshots, and process guides. You can integrate institution-specific knowledge within your Slate instance by using Slate Scholar and creating custom content.  

  • Schedule annual refresher sessions and update training materials when workflows or application structures change. 

  • Encourage staff participation in Slate Community forums, Community Conversations, and Dive Deeper Webinars to build skills and share solutions. 

3. Automate Workflow and Communication 

Graduate admissions teams are often small, and manual processes create delays and errors. Automation in workflow and communication can improve efficiency and give your team precious time back for other tasks.  

  • Build application workflows in the new Workflows tool or transfer your existing workflows from the legacy tool.  

  • Use Rules to automate application checklist updates, status emails, and faculty reviewer assignments. 

  • Configure Deliver Campaigns for tailored communication throughout the applicant journey, including using Populations and Campaigns for long-term drip outreach.  

  • Implement bin movement rules and Reviewer Forms to automatically route applications through review stages. 

 4. Maintain a Sustainable Data Architecture and Reporting Strategy 

A well-structured database ensures data integrity, supports accurate reporting, and simplifies long-term maintenance. If your instance is long-established, maintaining database structure can be rolled into yearly cycle prep to ensure all systems are copacetic as you move from cycle to cycle.  

  • Adhere to consistent naming convention for fields, prompts, and folders to support clarity and scalability. 

  • Document and regularly review your data architecture to identify redundancies or deprecated elements. 

  • Implement data retention and archival policies that align with institutional and legal requirements, removing outdated records to keep the database lean and secure. 

  • Develop reports with key enrollment areas to produce accurate reporting across programs and cycles. 

  • Centralize key performance metrics (e.g., funnel conversion, yield by program, diversity data) in shared dashboards or portals for leadership. 

5. Maintain Governance and Continuous Improvement 

Graduate admissions evolve yearly and maintaining structure ensures sustainability and scalability as your instance matures. In the event of new programs, requirements, or campus partners onboard into your Slate instance, a clear governance structure is key to handling changes.  

  • Establish a Governance Committee or working group that includes representatives from admissions, IT, and academic departments. 

  • Document integrations, processes, or other information in a shared drive or wiki to reference year over year.  

  • Regularly review user permissions and roles, rules, and integrations. 

  • Stay active in the Slate Community Forum to engage with other institutions and community members on a wide variety of topics.  

 

Additional Resource - Slate Summit

The Slate Community is a powerful place to connect with other users for both troubleshooting and inspiration. Arguably the best place for Slate-inspiration is Slate Summit, the annual conference hosted by Technolutions to showcase Slate, announce new features, and highlight how Slate is being used across the community. Slides from presentations at Summits past are available on Slate's Knowledge Base, many aligned with the best practices discussed above. Get started with the recommended slides below, or peruse the list at your own pace - there is quite a lot to get inspired by. 

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