Sonia: Student and Supervisor Checks

Overview and explanation of student and supervisor checks in Sonia

Aug 3, 2026
Knowledge

Title

Answer

Student and Supervisor Checks

*Note: Sonia default terminology is used in this article.

Overview

Student Checks are tasks students must complete, usually before starting a placement.
Supervisor Checks: are tasks supervisors must complete before being assigned to placements (e.g., uploading CV/resume/certification or completing training).

Student Checks

Student Check Example (from Sonia Online):

Check Category: Green “Pre-field” bar
Mandatory: Red * indicates required
Incomplete: ! in a triangle shows not yet completed/passed
Check Name: “Malpractice Liability Insurance”
Status: “Not Complete” – not submitted for approval
Value: Expiration date; must be in the future to pass
Reference: Free-text notes about the Check
Date Completed: When the Check was finished
Review Date: When the student can update the Check
Documents: Upload supporting files
Save: Saves information
Submit: Sends Check to Check Manager for review/approval

A screenshot of a computerAI-generated content may be incorrect.

Creating and Editing Checks

To create a Check, open School Options, and select Checks from the menu at the left.

To create a new Check, click the green at the right.

To edit a Check, select one from the list, and click the edit pencil

at the right.

Graphical user interface, applicationDescription automatically generated

If you need to re-order the Checks, you can select a Check, and click the up or down arrow at the right.

This affects the order in which the Checks are displayed in Sonia Online.

Details tab

Begin by entering the Name and Type of the Check.

Graphical user interface, text, application, emailDescription automatically generated

Check Types

Yes/No: Yes = passed or meets qualification; No = not passed or does not meet qualification.
- Example: “Attended Orientation” – Yes if attended, No if not.
- Example: “Over age 21” – No = ineligible for site.
Date: Expiration date of the Check (e.g., licenses, certifications, insurance, background checks).
Text: Free-text value; any content = passed.
- Example: “Passport Number.”
Level: Select “one value per student/supervisor”

Descriptions tab: Add help tips for users in Sonia Online.
- Check description: Appears below the Check name.
- Reference, Document, Completed descriptions: Shown as an “i” icon.

Settings tab

The STUDENT column is completed if the Check is a Student Check.

The SUPERVISOR column is completed if it is a Supervisor Check.

TableDescription automatically generated

Field Descriptions:

Field	Description
Active	The Check is active for the role
Is Mandatory	The Check is mandatory for the role
Review Visible	The user can see the Review Date
Review Date (not in Settings above)	The date that the validity of the Check should be reviewed/updated. (set by the Placement Officer)
Lock until review	The Check cannot be edited until the Review Date
Validate on review	The Review Date can serve as the expiry date. For date Checks, the earlier of the value or review date determines expiry.
Managed	The Check will be managed in the Check Manager
Hide unless in placement group	Only students in the placement group requiring this Check can see it; adding it to the group automatically makes it mandatory.
Days pending expiry	For Managed Checks with a ‘Date’ value, this shows a warning [X] days before expiry. The Check stays active until the actual expiry date.
Days automatic review	The Review Date can be set to a number of days before the Check’s expiry instead of assigning a specific date.
Cleared value setting	The Value field must be a Date and can be set to either “[number of] days after Completed Date” or a specific date.

Permissions tab

For indicating which Check fields are visible to the user.

The options are read/write, read-only, write-once.

If no option is chosen, the user will not see the field in Sonia Online.

Write-once means that the field cannot be edited once submitted.

Graphical user interfaceDescription automatically generated

Value	The Check response—Yes/No, text, or expiry date—is what determines if the student has passed the Check.
Reference	A description or related detail for the Check, e.g., a passport number for an “Owns a passport” Check.
Date Completed	The date the Check was accomplished, e.g., immunisation or police clearance date.
Document	Supporting documents can be attached to the Check.

Categories tab

Checks can be grouped by Check Category. Create or edit categories in School Options > Lists > Check Category.

The selected color appears as the category bar in Sonia Online.

Graphical user interface, text, applicationDescription automatically generated

After defining a Check Category list, click Add/Update and Apply in School Options. Then, in the Check’s Categories tab, select the category from the dropdown and click the green to assign it.

Click Update after defining all Check details, then Apply in School Options.

To remove a category, select it, click the red –, then Update and Apply.

To make a Check mandatory for an individual student:

Go to their profile and click Check Requirements,
Click the green , select the Check
Click OK, and save.
NOTE: Bulk updates are not available.

URL Name

Sonia-Student-and-Supervisor-Checks

Sonia: Student and Supervisor Checks

Information

Related Articles

Trending Articles