Introduction

The following outlines the steps for defining behavior of document types in your system. Specifically the ability to specify whether to allow previously collected documents to satisfy future requirements. Users with the School Admin role can access the document settings by navigating to Admin>School Settings


Click on the Documents Tile to access document settings



Management



The school is able to mark documents as lifetime and change document workflow using the management settings.

  • Allow Lifetime Documents - When enabled, the school can mark specific documents as lifetime. Lifetime document section appears after Citizenship Documents section on screen. This allows the student to only upload the document once into StudentForms. If the document is required in a future award year, the document is automatically added to the task.
    • High School Completion is automatically marked as lifetime for all schools
    • Upload of lifetime documents requires the student to get the same upload in a task in subsequent years for tasks with options
      • I.E. Selective Service Task to get the upload of selective service registration confirmation the student would need to select option that they have already registered. Then, if the selective service confirmation is already marked as lifetime it would upload automatically for the student.
    • Please Note: Toggling lifetime documents on or off only applies to the documents uploaded after the change to the setting was saved.  
  • Task Auto Completion - This allows for a task to be automatically submitted if a previously submitted document satisfies the task requirements.
    • If task has options, it requires the student to select the same option to get the same document upload as previously submitted.
  • Allow Document Exclusion from Document Review - Allows school to exclude individual document types from going into the Document Review workflow.
    • Document will still be visible in File Review workflow and in student's account
    • May use this setting if quality check of documents is not required


Citizenship Documents



The school is able to determine how they would like to collect citizenship documents in StudentForms.


  • Allow Upload of Citizenship Status Documentation - When enabled, the C codes 046, 105, 109, 141, 142, 144, and 146 all become student actionable c codes where the student receives a task and is able to upload their own citizenship documentation.
    • If setting disabled, all citizenship c codes become school actionable. Student does not receive a task and the school would be required to track and resolve outside of StudentForms. No c codes show on the actionable ISIR list in ISIR import screen.
  • Only Allow Document Upload if US Citizen - When enabled, the student only receives a task for c codes 141, 142, and 146. All other citizenship c codes 046, 105, 106, and 144 become school actionable and do not create a task for the student. The school actionable c codes show on actionable ISIR list in ISIR import screen. 
    • Student is only able to upload U.S. Citizenship documents. 
    • Eligible non-citizen documents must be presented to the school and a school user must upload.
  • Request Documentation In Person - When enabled, requests that the student present citizenship documentation in person. If student is unable to bring documentation into office in person, it allows for student to upload all citizenship documentation.


Lifetime Documents



When Allow Lifetime Documents setting under Management section is enabled, section is displayed to allow school admin user to mark document types as lifetime. 


  • All documents in StudentForms appear in the lifetime documents list including archived documents (closed award years)
  • Recommended to change items per page to greater than 10 to avoid having to page through so many pages
  • Enabling or disabling lifetime documents only applies to documents uploaded after setting changed, previously uploaded documents continue with previous setting


Documents Excluded from Document Review Workflow



When Allow Document Exclusion from Document Review Workflow setting is enabled under Management, section is displayed to allow school admin user to mark document types to be excluded from Document Review workflow.


  • All document types in StudentForms appear in list, even archived (closed award year) documents
  • Recommended to change items per page to greater than 10 to avoid having to page through so many pages
  • Enabling or disabling excluded documents only applies to documents uploaded after setting changed, previously uploaded documents continue with previous setting


Once changes to document settings is complete, click the "Save" button at top of Document Settings page.