This free Excel template helps teams manage prerequisite clearance tracker. This free prerequisite clearance tracker Excel template helps course operations teams coordinate prerequisite clearance requests from intake through evidence review, decision, and follow-up. It includes 200 prepared request rows, configurable prerequisite routes, validated inputs, calculated clearance statuses, row-level data checks, and a dashboard for monitoring workload and aging.
The workbook supports operational tracking, but reviewers remain responsible for assessing whether evidence is authentic and sufficient.
Preview 1 — “Dashboard” sheet Click to enlarge
In practice
What this template helps you manage
✓
Keep request details, prerequisite evidence, reviewer activity, decisions, notes, and follow-up dates together in one structured workbook.
✓
Use 200 prepared operational rows in the Clearance Tracker, with one request recorded per row.
✓
Standardize approved prerequisite routes by target course, evidence route, criterion type, minimum grade or score, validity period, and requirement summary.
✓
Automatically calculate Target Course, Requirement Summary, Valid Through, Days Open, Clearance Status, and Data Check for populated request rows.
How to use it
How to use the workbook
Start on Rules & Lists and confirm that the prerequisite routes, terms, reviewers, grades, assessments, and review statuses fit the current operating period. Then open Clearance Tracker and enter one request per row using a unique Request ID and a non-sensitive Learner Alias. Select the applicable Route Code so the Target Course and Requirement Summary populate automatically. Record whether evidence was received and enter the evidence date, grade, or score when applicable. A designated reviewer should enter the Evidence Assessment, update Review Status, and add a Decision Date when the review is complete. Use Follow-Up Date for unresolved actions, filter Data Check for nonblank messages, and review the Dashboard for status totals, aging, overdue work, and upcoming follow-up.
Preview 2 — “Clearance Tracker” sheet Click to enlarge
Inside the file
Included features and controls
＋Four worksheets: Dashboard, Clearance Tracker, Rules & Lists, and Instructions.
＋A formatted tblClearance table spanning A5:U205, with 200 prepared request rows from row 6 through row 205.
＋Formula-driven fields for Target Course, Requirement Summary, Valid Through, Days Open, Clearance Status, and Data Check.
Track prerequisite clearance requests from intake to decision
The Clearance Tracker organizes one request per row and provides fields for request dates, terms, route codes, evidence receipt, evidence dates, grades, scores, reviewer assessments, review status, decision dates, follow-up dates, and operational notes. Six calculated columns populate Target Course, Requirement Summary, Valid Through, Days Open, Clearance Status, and Data Check across all 200 prepared rows. Sample requests are included to demonstrate the workflow and should be replaced or cleared before live use without removing the prepared formulas and validations.
Preview 3 — “Rules & Lists” sheet Click to enlarge
Apply consistent prerequisite routes while preserving reviewer judgment
The Rules & Lists sheet provides 20 prepared route rows. Each route can identify a target course, evidence route, criterion type, minimum grade or score, validity period, requirement summary, and active status. Selecting a Route Code brings the corresponding Target Course and Requirement Summary into the tracker. Evidence Assessment remains a reviewer-entered determination: the workbook does not authenticate documents or independently decide whether a grade, score, or other evidence is sufficient.
Monitor clearance status, aging, and follow-up priorities
The Dashboard recalculates from the tracker when the workbook opens. It counts total requests and requests classified as Cleared, Pending Review, Evidence Needed, Not Cleared, On Hold, or Expired. It also counts populated rows with Data Check messages, identifies overdue follow-up and follow-up due within seven days for requests that are not cleared, and calculates average Days Open. Its target-course chart is specifically configured for BIO-220, CIS-240, ENG-201, and MAT-210.
Preview 4 — “Instructions” sheet Click to enlarge
Use validations and data checks to support cleaner records
The workbook validates unique Request IDs, alias length, supported date ranges, terms, route codes, evidence receipt, grades, scores, assessments, reviewers, and review statuses. Data Check formulas can report configured row-level issues such as duplicate IDs, missing required information, or route problems. A blank Data Check result only means that no configured issue was detected; it does not replace staff review. Users should enter learner aliases rather than full names or student numbers and avoid sensitive personal, medical, financial, or disciplinary details in Notes.
Common questions
About this template
The Clearance Tracker includes 200 prepared operational rows, from row 6 through row 205. The formatted tblClearance table spans A5:U205, including its header row.
No. A designated reviewer enters Evidence Assessment as Pending, Meets, or Does Not Meet and updates Review Status. The workbook uses those entries with Route Code, Evidence Received, and Valid Through to calculate Clearance Status, but it does not authenticate evidence or replace academic judgment.
A missing Route Code produces Route Needed, and evidence not marked Yes produces Evidence Needed. Review Status set to On Hold produces On Hold, while a past Valid Through date produces Expired. Otherwise, an incomplete review produces Pending Review; a completed review with Meets produces Cleared; and a completed review with Does Not Meet produces Not Cleared.
Yes. Valid Through is calculated from Evidence Date using the selected route's Validity Months. If the route has a validity value of zero, the workbook leaves Valid Through blank. If a calculated Valid Through date is earlier than today, the request receives an Expired status.
Rules & Lists contains 20 prepared route rows and lists for terms, grades, reviewers, yes-or-no values, assessments, review statuses, and criterion types. Each Route Code must remain unique. The workbook instructs users to set Active to No before retiring a route and not to reuse a previous Route Code.
The delivered workbook has 200 prepared request rows and 20 prepared route rows. It is an internal operational aid and does not authenticate documents, replace academic judgment, or provide legal or regulatory guidance. The workbook manifest does not include document storage, automated notifications, email delivery, external approvals, or system integrations.
Editorial process
Prepared and reviewed against the workbook
Course Ops Workbook Team
Workbook preparation
This functional byline identifies the team role that structures the workbook, sample data, calculations, and operating checks.
Course Ops Editorial Team
Editorial review
This functional byline identifies the team role that checks the page against the generated workbook and states its limits.
