Managing Student Documents

What we will cover:

• 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

Let’s set one up together!

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 document2. Admin reviews document3. Admin updates document status (Approved or Needs

Revision)4. If revisions are required, admin must notify student of

required changes5. Student Uploads revised document6. 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?