Introduction

The Documents Settings page allows an institution to define the behavior of document types within StudentForms. This includes determining which documents students may or may not be allowed to provide themselves, documents that may be considered lifetime documents (meaning they are not required to have student action taken on them every year), and what documents may be excluded from the document workflow.


Users with the Admin role can manage appeal transactions under Settings > Documents > Document Settings.



Management Overview

The Management section controls some overall settings within StudentForms and opens up other sections at the bottom of the page for more detailed management.


  • Allow Lifetime Documents: Allows an institution to enabled lifetime documents. 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. 
    • 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 the following:
      • Once enabled, the Lifetime Documents section appears after the Statement of Educational Purpose section on screen.
      • High School Completion is automatically marked as lifetime for all schools
      • Toggling lifetime documents on or off only applies to the documents uploaded after the change to the setting was saved.
        • If a student has two active award years open and has already uploaded to one year, enabling lifetime documents will not apply to that document for the student, but if the next award year opens after requiring the same doc, that document will be treated as lifetime and auto-uploaded for the new year.
  • Task Auto Completion: Allows an institution to manage tasks to be automatically submitted if a previously submitted document satisfies the task requirements. This happens when the same document type may be requested within the transaction.
    • I.E. If a student is selected for verification and the institution has pre-emptively requested the tax transcript, but is requested again based on answers from the verification web form, then uploading the transcript in one task will fulfill it for the other task, as well.
    • Please Note: If task has options (such as Selective Service), it requires the student to select the same option to get the same document upload as previously submitted.
  • Enable Documents Excluded from Document Review Workflow: Allows an institution to exclude individual document types from going into the Document Review workflow.
    • Once enabled, the Documents Excluded from Document Review Workflow section will appear below the Lifetime Documents section, or the Statement of Educational Purposes section if Lifetime Documents are disabled
    • 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
  • Allow Upload Document Signature: Allows an institution to manage whether or not certain upload documents require an electronic signature. When enabled, electronic signatures applied to the document will generate an appended page at the end with the electronic signature.
    • Please note: This feature only allows electronic signatures to be applied to "Student's 20XX Signed Federal IRS Form 1040" and the "Student and Spouse 20XX Signed Federal IRS Form 1040" document types



Citizenship Documents

This section allows an institution determine how they wish to collect citizenship documentation related to the ISIR student actionable conditional codes 046, 105, 109, 141, 142, 144, and 146.


  • Allow Upload of Citizenship Status Documentation: Allows an institution to manage whether or not conditional 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
    • When enabled, the student is required to complete an affidavit and provide both a valid photo ID and Citizenship documentation. If the student selects the same option for both valid government-issued photo ID and citizenship documentation, the document only needs to be uploaded once to satisfy both upload steps.
    • If setting disabled, all citizenship c codes become school actionable. The 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 the ISIR import screen.
  • Only Allow Document Upload if US Citizen: Allows an institution to manage whether or not tasks only appear for students with a U.S. citizenship status. When enabled:
    • The student only receives a task for c codes 141, 142, and 146. The student is only able to upload U.S. Citizenship documents. The student does not receive the affidavit to complete.
    • Eligible non-citizen documents must be presented to the school and a school user must upload. 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 the ISIR import screen.
  • Request Documentation In Person: Allows an institution to manage preferred method of collecting citizenship status documentation. When enabled, requests that the student present citizenship documentation in person. If a student is unable to bring documentation into office in person, it allows for students to upload all citizenship documentation.



Unusual Enrollment Documentation

StudentForms includes the global "Unusual Enrollment History Review" web form that is associated to conditional codes 359 and 360. An institution can manage which code, if any, the web form should generate a task for and whether or not unofficial transcripts will be accepted by the student while completing the form.


  • Enabled Unusual Enrollment Comment Code 359 Trigger: Allows an institution to manage triggering the "Unusual Enrollment History Review" web form task if a student's latest ISIR contains conditional code 359.
  • Enabled Unusual Enrollment Comment Code 359 Trigger: Allows an institution to manage triggering the "Unusual Enrollment History Review" web form task if a student's latest ISIR contains conditional code 359.
    • Please note for the two settings above:
      • If one is enabled and the other is not, the task will only generate if the student ISIR has the c code for the enabled setting. If the c code is for the disabled setting, the institution must treat it as a school actionable code.
      • If both are enabled and the student has one or both c codes, the task will only appear once.
      • If bot are disabled and the student has one or both c codes, the institution must treat one/both as school actionable code(s).
  • Enable Unusual Enrollment Unofficial Transcripts: Allows an institution to manage the acceptance of unofficial transcripts from students when completing the "Unusual Enrollment History Review" web form.
    • When enabled, if the student indicates within the web form that the school does not have a transcript from schools 1-10 listed on the form, the student will receive an upload step(s) for the transcript corresponding to the school number listed. i.e. school 5 was indicated the school does not have a transcript, the student will receive an upload for school #5 unofficial transcripts.
    • When disabled, the student will not receive any upload steps within the web form task for unofficial transcripts.



Statement of Education Purpose

StudentForms allows institutions to determine if the Statement of Educational Purpose may be uploaded by the student based on flexibilities allowed for the federally declared emergency due to the Covid-19. These settings are by award year.


  • Allow Student to Upload for 2020-2021: Allows the institution to manage whether or not students can upload the Statement of Education Purpose in StudentForms themselves for the 2020-2021 award year.
  • Allow Student to Upload for 2021-2022: Allows the institution to manage whether or not students can upload the Statement of Education Purpose in StudentForms themselves for the 2021-2022 award year.
  • Allow Student to Upload for 2022-2023: Allows the institution to manage whether or not students can upload the Statement of Education Purpose in StudentForms themselves for the 2022-2023 award year.
    • Please note: Changing the setting only applies to tasks opened after the setting was changed. Those added prior remain what the setting was previously.



Lifetime Documents

The Lifetime Documents section allows an institution to specifically choose which documents should be treated as lifetime, meaning that once a student has uploaded the document for one award year, it is auto-uploaded for any subsequent year to reduce the actions needed to be taken by the student. These are typically considered as one time documents that are not year specific and are rarely updated.

  • turn on Allow Lifetime Documents in the Management section
    • this will display the Lifetime Document section below the Statement of Educational Purpose section

  • select any document and enable/disable the "Is Lifetime" switch to change the lifetime status of the document
    • Please note: Enabling or disabling lifetime documents only applies to documents uploaded after setting changed, previously uploaded documents continue with the previous setting



Documents Excluded from Document Review Workflow

The Documents Excluded from Document Review Workflow section allows institution to manage document types that should be excluded from the Document Review workflow.

  • turn on Enable Documents Excluded from Document Review Workflow in the Management section
    • this will display the Documents Excluded from Document Review Workflow section below the Lifetime Document section, or below the Statement of Educational Purpose section if lifetime documents are disabled

  • select any document and enable/disable the "Is Excluded" switch to change the the availability of the document in the Document Review workflow
    • Please note: Enabling or disabling excluded documents only applies to documents uploaded after setting changed, previously uploaded documents continue with previous setting
    • Documents will still be visible in File Review workflow and in student's account