Managing Student Documents
What we will cover:
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Document Basics
Document Categories
Confidential Documents
Document Forwarding
Document Approval
Document Reports
The Basics
• Finding Student Documents
– As a Student: My Account > My Documents
– As an Admin: “View Documents” in profile
• Document Specifications in CSO:
– No limit to the # of stored documents!
– File size limit per document = 1 MB
– Files accepted: .doc, .docx, .pdf, .rtf
– Cannot upload an encrypted PDF document
Document Categories
• What are Document Categories?
– Types of documents you allow your students
to upload
– Examples: Resumes, Cover Letters,
Transcripts
Confidential Documents
• A Confidential category allows students to
use the documents for applications, but
they cannot view, add or remove the
document from their file
• Great for Recommendation letters!
Questions?
Document Forwarding
• Automatic Emails sent when a document
is uploaded
• Admin chooses who it is sent to (student,
faculty or admin) and what content is in
the email
– Link to the uploaded document is included
automatically
• Examples: Confirmation for students,
notification for admins
Document Forwarding
Document Approval
• Basic Process:
1. Student Uploads new document
2. Admin reviews document
3. Admin updates document status (Approved or
Needs Revision)
4. If revisions are required, admin must notify
student of required changes
5. Student Uploads revised document
6. Document appears back in Document Pending
Bin with “Revised” status and admin reviews
updated version
7. Once document is approved student is notified
Document Pending Bin
Document Status
• Pending – new to the pending bin
• Under Review – being reviewed by an
admin
• Needs Revision – back to the student for
their revisions
– Will not appear in the Pending Bin
• Revised – 2nd time in the pending bin
• Active – Approved! Email notification sent
to student
Document Reports
• New Report Type: Student – Documents
– Allows you to report on all documents
imported into the system
– Examples: Students who have uploaded a
cover letter, students who have recently
uploaded a resume
• 1-Click Report: Students with no Default
Resume
What we’ve covered:
•
•
•
•
•
•
Document Basics
Document Categories
Confidential Documents
Document Forwarding
Document Approval
Document Reports
Questions?