Suitable should NOT have:

• Information protected by FERPA, HIPAA, etc. This means NO grades, NO medical information, NO social security numbers, etc.
• Information that should be somewhere else, such as Blackboard assignments.

Suitable should have:

• Activities that capture student engagement on campus outside of core academic activities.  Suitable is the place to capture engagement and accomplishments that don't show on an academic transcript.
• Engagement and accomplishments that are good additions to student Scorecards.

The person who requests/creates the activity is the "owner." The owner has menu options for the activity that others will not see.  The person who requests activities for your RSO should be the person who will work with those activities over time.

Activity ownership is a commitment!  Owners should:

• Create good-quality activities that provide enough details to be informative and look professional;
• Monitor activities to ensure completions (attendance) is valid;
• Follow up to ensure that reports are shared appropriately.

Should you create an activity?

• Do you present the event or task AND can you ensure that completion data is valid? Yes to both: Proceed; No to either: Stop

• Would it be more appropriate to present your event or task as a Blackboard assignment or through some other system?  No: Proceed;  Yes: Stop

• Would your activity include any FERPA-protected information, such as for-credit course completion, grades, etc.?  No: Proceed; Yes: Stop

• Has anyone else already created an activity that serves the same purpose/captures the same data?  No: Proceed;  Yes: Stop

• Do you want to track service hours or some other data that involves capturing progress over time?  Caution: Ensure that you understand the pros and cons of setting up an activity in Suitable to accomplish this.  Contact Student Activities or suitable@wku.edu for assistance.

• Naming an Activity
  • Be concise but clear.  This will help people sort your "meeting" from all of the others!
  • Consider identifiers, such as your org name at the beginning and time frame to the end.  This will help your activities make sense on reports and in lists.
    • Example 1: FirstToppers Volunteer Day Spring 2026
    • Example 2: Big Red's Club Meeting, Feb 12
• Activity Description
  • What will people do? What should they expect? Why should they attend?
  • Exactly what should people do to register the activity completion in Suitable?
  • How much time will it take?
  • Is additional information needed?  Provide links!
  • WHO is the contact for more information?  Consider directing people to your student org profile.
• Activity/Experience Tags
  • Required: Hosting Unit - Student Organization
  • Required: Student Organization - [select your organization]
  • Optional: Mode/Format - help people know if they can participate from off campus, or not.
  • Other tags are program-specific, do not use them.
  • Note: Tags are an important!
    • Tags are more precise than keyword searches to help people find your activities.
    • Tags are a great way to identify your activities so you can run reports.
• Competencies/Levels/Points
  • Choose the ONE competency that best reflects the purpose of your event or task.  If you absolutely MUST select multiple competencies, lower the level/points to the minimum.
  • Choose the appropriate Level so that they are meaningful across all student orgs.
    • Level 1: Attendance with minimal effort. Passive participation.
    • Level 2: Moderate effort, active participation. Examples: attended a workshop, volunteered for less than half a day
    • Level 3: Sustained effort across time. Example: mentoring, planning and presenting activities
    • Level 4: High-impact leadership or experiential learning. This level includes demonstration of substantive skill development.
    • DO NOT USE Level 5.  Rather, present multiple activities at lower levels.
• Validity
  • Ensure that attendance is accurate.
  • Give Credit, as needed, to maintain accuracy.  (If someone can't scan the QR.)
    • Give Credit using the activty three-dot menu.
  • Monitor your activity until the end date has passed.
• RSVP - The RSVP is an optional feature that may not appear in the linked instructions.  This option is on the Date tab in the activity creation wizard.

Detailed Instructions for Activities:

Requesting Activities

Creating Event Activities

Copying Activities

Editing Activity Details

Giving Credit to an Activity

You can use a direct link (URL or web address) on your webpage, print materials (use a QR generator), etc.  NOTE: This is NOT the completion/attendance QR.  Use this link to see instructions for retrieving a direct link:

Getting a Direct Link for Your Activity

The direct link will lead to the web/browser version of Suitable NOT the mobile app. You may wish to include instructions for finding your activity using the mobile app, as well.

Generating a membership list will allow you to capture email addresses so that you can email members.

If your organization is associated with an academic department and/or is co-presenting an activity for which faculty may wish to give course credit, share your activity availability with them.  Faculty may add any Suitable activity to a Blackboard course or organization; faculty do NOT need a Suitable account to do this.

Once your activity request is approved, Suitable will automatically send an attendance QR to your email.  You can also use the three-dot menu on an activity to print the QR flyer (Get Smart Code) at any time.  Detailed instructions are available here.

The completion QR may be scanned with the mobile app or the phone camera.

• Phone camera - browser version, login and multi-factor authentication required each time.
• Mobile app (bottom center menu option) - no login required if you are already logged in to the mobile app.  Note: access to the phone camera must be granted to use this method.

The completion QR will ONLY work during the event times entered in Suitable.  For example, if the event is set to begin at 2:00, the QR will not work before 2:00.  The QR will work for approximately 30 minutes after the end time set in Suitable.

If you would like to verify that a scan worked correctly, in the Suitable app:

• go to the dashboard indicated on the QR flyer (Toppers Climb or Toppers Life)
• go to Activities (checkbox menu option in the mobile app)
• slide the "tabs" to see, then select, Completed (the tabs include: Upcoming, All, Shared, Pending Approvals, and Completed)
• scroll or filter to find the activity 

If someone is not able to scan the QR and legitimately needs to register their attendance (register completion of the Suitable activity).  You can use these instructions to Give Credit.

Giving Credit to an Activity