Admissions Requirements

Admissions requirements are your school’s list of what every applicant must complete before admission: an application date, a birth certificate, an entrance evaluation, a family interview, and so on. You set the list up once per school. Mosaic then tracks it for every applicant on their Admissions Checklist and on the Admissions Summary report.

Required Access

School Settings — Edit

Default roles: School Administrator

Setting up the list requires School Settings at the Edit level. Marking requirements complete for a student requires Admissions at the Edit level.

Open the list

Open the user menu in the top-right corner and, under Settings, choose School Settings. Then open the Admissions Requirements tab.

The list applies to the school you are working in. Each school in a district has its own.

Add a requirement

Click Add requirement.
Choose a Type. You can’t change the type later.
- Built-in field — information Mosaic already tracks on the student record. Mosaic marks it done once the information is filled in.
- Document type — a document the family must provide, such as a birth certificate or a previous report card. Done once a file uploaded to the student is tagged with that document type.
- Custom checklist item — anything else, such as a pastoral reference or a placement test. Done when admissions staff click Mark complete.
Fill in the rest of the form (see below), then click Save.

New requirements go to the bottom of the list. Use the reorder controls in the panel heading to change the order. The number beside each requirement is the same number shown on each student’s checklist.

Built-in fields

Pick which check to use. Each one can be added only once.

Built-in field	Done when
Application date	The application date is recorded on the student record.
Date of birth	The student’s date of birth is on file.
Birth record verification	The date of birth is on file, plus the student’s own ID with the proof you require.
Guardian ID	A custodial guardian (or every custodial guardian) has an ID on file with the proof you require.
Family report language	The family’s preferred language for reports is selected.
Admissions evaluation	The evaluation date, evaluator and summary are all recorded.
Admissions interview	The interview date, interviewer, summary and recommendation are all recorded.

For Birth record verification and Guardian ID, choose the Proof required: ID number, ID number and scan, or ID number, scan, and original checked. For Guardian ID, also choose Which guardians: any custodial guardian or every custodial guardian. A non-custodial parent is never asked. You can change these settings later.

Document types

Pick the document type this requirement checks for. Document types are shared by the whole district. If the list is empty, a district admin can add them under District Settings ▸ Categories, in the Admissions Document Type category.

Custom checklist items

Enter a Label. If your school uses two languages, enter it in both.

Options for every requirement

Description (optional) — helper text shown under the item on the student’s checklist while it is still pending.
Effective from — students accepted before this date are exempt. It defaults to today, so adding a requirement doesn’t suddenly mark students you already accepted as incomplete. Clear the date to apply the requirement to everyone. The list then shows Always.
Can be waived — when on, admissions staff can waive the requirement for an individual student, with a reason. Turn it off for things that must always be on file, such as a birth certificate.

Change or retire a requirement

Click a requirement to edit it. The type, the built-in field and the document type are locked once it’s created. To use a different one, add a new requirement.

A requirement can be deleted only while no student has a status recorded for it. Once it is in use, open it and flip the Active switch at the bottom of the dialog to Inactive, then save. It stops applying to applicants, and their past records are kept. To see inactive requirements, use Show inactive in the panel’s menu.

Where the checklist shows up

On the student’s Enroll tab, in the Admissions Checklist panel. Each requirement shows as Done, Waived or Pending. Staff with Admissions at Edit can Mark complete a custom item, or Waive a waivable requirement with a reason. Built-in fields and documents complete on their own once the information or file is on the record. See New Student Admissions.
On the Admissions Summary report (Students ▸ Admissions ▸ Summary Report). A red alert lists what each candidate is still missing, and turns into a green tile once everything is done. Export checklist downloads a spreadsheet with one row per student and one column per requirement.
In the Family Action Center, if you use it. An Admissions checklist task is done when the student has met every requirement. See Creating a Checklist.