Navigating the Applicant Record

Dashboard tab

The Dashboard Tab of the Person Record contains several important pieces of information about an applicant. The screenshot above shows an example applicant who has submitted an application, so all of the following information has been collected:

1. Campus ID and Pronouns: 10-digit number assigned to all people at UW-Madison. The applicant's preferred pronouns will also be listed here if the applicant provided preferred pronouns in the application.
   
   
2. Biographic information: Sex, age, and citizenship.
   
   
3. Programs: Name of program and entry term.
   
   
4. Academic History: Previously attended institutions.
   
   
5. Address: An applicant's top-ranked address; for all addresses, go to the Profile tab.
   
   
6. Connect: Email and phone number.
   
   
7. Populations: The populations to which this Person Record belongs, which is determined by the applicant's intended graduate program(s).
   
   
8. Set Default Tab: Allows you to decide which tab you'd like to be the default tab when looking up Applicants (submitted apps) and or Prospects (unsubmitted apps), as shown in the screenshot below. The current default tab is the Dashboard Tab. Please note that switching the default tab would apply to all Applicants and/or Prospects.

Timeline tab

The Timeline Tab provides an overview of the many actions taken by, and on behalf of, a Person Record. Some actions will occur in Slate, such as submitting an application or sending an applicant an email. Others can happen indirectly outside of Slate, such as an email being opened by the applicant. A chronology of when these actions occurred is automatically updated over time.

Timeline subtab

The screenshot above shows the Timeline subtab of an example applicant:

1. Interaction Log: list of all of the ways the person has interacted, including emails received and opened, email links clicked, when the application was started and submitted, and successful payments.
2. Timeline Filter: you can use this filter to only look for interactions between certain dates
3. Timeline Subtabs: there are three sub-tabs you can view: Timeline subtab (the default subtab, shown above), Interactions subtab, and Campaigns subtab

Interactions subtab

If you click into the Interactions subtab, you'll be given more options to search and filter the list of interactions.

The screenshot above shows the two options for searching for and finding specific interactions:

1. Search Interactions: allows you to look up an interaction; for example, if looking for a specific email sent to the applicant, you could type in the subject line of that email.
2. Interaction Filters: you can filter by the type of interaction
   • Messages: any emails sent to the applicant
   • Sources: application-related interactions such as "Application Started"
   • Interactions: any other interactions entered into the timeline
     
     

Application tab

A new Application Tab is created when an application is started and a program has been selected. Since one Person Record may have multiple applications in its lifetime, each application will have its own tab. Below, see the different sections of the Application Tab.

1. At the very top of the Application Tab, you'll see the application title, which for Bucky's application is MS 933EDU - Spring 2025. This title is comprised of the Academic Plan code (MS 933EDU) and the entry term (Spring 2025).

2. Below the Application Title, you'll find a lot of useful information about the application:

   • Program Plan: program name fully spelled out
   • Application term: the intended entry term for the applicant
   • Domestic or International: whether the applicant filled out a domestic or international application
   • IH Number: another ID number for this application, which will be stored in SIS
   • Campus ID: student's Campus ID
   • Current Bin: where this application currently resides in the Reader Workflow (which will make more sense and become more important when we discuss the Reader Workflow)
     
     
3. Below the application information is a collection of links, which let you perform actions on applications. Below are some links to relevant KB articles about the actions you can take here:
   • Add an Additional Document to an Application
   • Recommend Admission for Alternative Program
   • Request a Term Change on Behalf of a Student
   • Withdraw an Application

Profile tab

The Profile Tab contains applicant information. Behind the scenes, this is where Graduate School Admissions staff can make edits and updates to the Person Record as needed.

For Graduate Coordinators, however, this tab will not have much use, as all of the important pieces of information here are also available on the Dashboard. As you can see in the screenshot below, both tabs display (1) biographic info, (2) address, (3) contact info, and (4) academic history. So Graduate Coordinators can likely ignore the Profile Tab when working in Slate. 

The only piece of information you may want to review here is if the applicant has multiple addresses (e.g., home and mailing) as all addresses will all be listed in the Profile tab.

Materials tab

The Materials Tab stores files associated with the Person Record, which may be submitted as part of an application or uploaded by a Slate user. Materials may be associated with the Person Record or a different record, like an application or school record.

Note: some materials will not be available to view if the applicant did not apply to your program. For example, letters of recommendation, essays, and an applicant's CV/Resume will only be viewable by programs to which the applicant applied. Transcripts, on the other hand, will be available to view whether the applicant applied to your program or not.

Many of these materials will also be viewable in the Application Tab.