Manage Documents or Document Lists for a Student

You can add a document or a document list for the selected student.

The values you specify depend on the document. If your institution has configured the document you select to be:

• An inbound transcript request required to print a letter requesting a transcript for the student, Anthology Student displays additional fields under Inbound Transcript Request so that you can specify information about the institution, program, and attendance dates

  If you create a document as an Inbound Transcript request, you can process transcript batches from Processes > Contact Manager > Transcript Request Inbound.

• A registration prerequisite document, Anthology Student displays additional fields under Permit Details

For all other documents, you specify just the values in the fields under General.

Your institution can define custom properties that are unique to your institution using the Extended Properties page (Settings > System > Extended Properties).

The Extended Properties section on this page displays all the fields that your institution has defined so that you can view and edit them. Because the fields vary by institution, your institution will provide tooltips or additional information. If your institution has not configured extended properties, this section is not visible.

Prerequisites

Authorizations:

• Common - Student - View

• Contact Manager - Student Document - New, Delete and permission to assign or delete the type of document in the policy (if any).

Access

Students > select the student > Contact Manager > Documents

Add or Edit a Document

1. Verify that the program version is correct. If not, select All Program Versions or the specific program version in the Program Version list.

2. To:

   • Create a document, select New Document

   • Create a document list, select New Document List

   • Edit a document or document list, select the Document Type link

3. Review, specify, or change the values.

   Added By The name or user ID of the person who added the person or item. Approved Date The date when the institution accepted the documents submitted by the student, or by persons and organizations connected with the student. If you are adding or assigning the document and you select a status of Approved, the date approved is automatically set to the current date. Award Year The Award Year field is displayed if the selected document is associated with the Financial Aid Module and is configured as "Award Year Specific" in Configuration > Contact Manager > Documents. Select the appropriate award year. Course The code and name of the course associated with the record. Some pages also indicate the course status (Active or Inactive). Date Added The date when the item or person was added or the status change was entered. Date Sent The date when the requested item, information, or document is sent. Document The type of document submitted to the institution. If you are configuring a document and you want to manage the attachments using Perceptive Content, you must select Receive/Incoming. Document Status The status of the document. The list contains the system-defined statuses of Requested - Required, Requested - Not Required, Approved, No Further Action, On File, Not Requested, Required, Received but Rejected, Sent, and Not Sent. Any additional items in the lists were defined by your organization.

   Due Date The date when the item is due (such as a task, document, or message). For a new task, the default is today. If you are specifying the value, use the format MM/DD/YYYY or select Calendar and select the date. Expiration Date The date when the item is no longer valid. If you are specifying the value, specify the value in the format MM/DD/YYYY or select the date. For student groups, the default is configured for the campus by your institution. Module The various categories that pertain to functional areas within an institution. For example, Academic Records, Financial Aid, and so on. If the list contains All, it includes all areas. Notes Area that displays, or that you can use, to specify comments or additional information related to the record or subject. Placement The job placements for the specified student. Received Date The date the institution received the document submitted by the student, or by persons and organizations connected with the student. It displays the date when the document was manually added from Anthology Student or Portal. If the document was manually added using Anthology Student, you cannot upload it again from Portal. If needed, you can add the document again so that it can be uploaded from Portal. Requested Date The date when an institution, organization, or student requested the item. Third Party Integrated If Anthology Student is integrated with a third-party document management system (such as Hyland's OnBase), indicates if the document and attachment are in the third-party system. Yes indicates it is in the third-party system. No, indicates it is not.

4. If the Document you selected was configured to be one of these types of documents, the following values are also displayed. Specify or change the values.

   Options Selected	Additional Accordions Displayed	Fields to Specify
   Yes is selected for Inbound Transcript	Inbound Transcript Request	Attendance Dates: From The start date of attendance for the student. Transaction The transaction name and code associated with the enrollment charges paid by the student. Institution The name of the institution. If you are specifying the value, it displays a dialog so that you can search for the institution. The list contains all of the colleges or high schools configured by your organization. Program of Study An academic or career plan developed by an institution to help students move ahead in the institution and in their job. Request Number The number associated with the transcript request. Request Type The type of transcript request for inbound transcript requests. The source of the document is a College or a High School. To (Career Services) The last date of attendance for the student.
   Registration Prerequisite Document check box is selected	Permit Details	Course The code and name of the course associated with the record. Some pages also indicate the course status (Active or Inactive). Course Section Specific Displays a list of all available course sections based on the selected course or terms, if a term is selected. Course sections shared from other campuses are included in the list. Instructor The instructor or instructors assigned to the course, class section, or class section session. Registration Prerequisite Document Specifies that the document is to be configured as a course or a course section prerequisite. When you add a document using the Documents tile on the Student Profile, you will find the Permit Details accordion. Under Permit Details, you can specify the course for which the document should allow registration. This check box is enabled only when you select the Academic Records option in the Module field. Term Specifies the term associated with the record. Terms are configured by your institution. The term start date must be before the end date of the award year. Section The code and name for the class section.

5. If your institution has configured extended properties, complete the fields under Extended Properties.

6. Save your changes.

Details for Specific Documents and Statuses

When you set up a campus, you can specify that Anthology Student automatically takes actions when a specific document is added and you select a Document Status with a specific value for Code. (Code is a column when you select the Document Status list.) 

The table lists conditions and statuses along with the action that Anthology Student takes when it is saved.

Condition	Code for Document Status	Action Anthology Student Takes
Document was selected for National Do Not Call Override Document on the Contact Info tab	OK or REC	The check for the Do Not Contact Specifies if the record should not be used to contact the student. check box is removed and the DNC Override Indicates if a Do Not Call (DNC) Override is on file for the student. An override document stores any exceptions to the DNC list. Students with addresses listed on the DNC list, but who permit communications from the institution, require an override to comply with FTC rules. You cannot update or modify the DNC Override option. The value is based on the student document configuration and the document status code. For example, if the student has a document that is configured as a National Do Not Call Override Document for the default campus, and the document status Code is set to OK or REC, then DNC Override will be set for all Contact Method sources. This value is then reflected in Contact Preferences under DNC Override. column is changed to Yes on the:  Contact Preferences list (Students > select the student > Contact Manager > Contact Preferences .) Related Addresses list (Students > select the student > Contact Manager > Related Addresses)
Document was selected for Entrance Interview Document on the Financial Aid tab	OK, REC, RECVD, RECEIVED, REC'VD, or “A	The date in the FA Entrance Interview Date The date of the financial aid/loan entrance interview counseling. If the field contains a value, the source of this date depends on your institution. The date can be the date from the Direct Loan Entrance Counseling (CRECMYOP) or Direct Loan Plus Application Acknowledgment (CRSPyyOP) files imported from COD. If your institution has configured an entrance interview document, the date from the document can be used when the document has an approved and on-file status. You can also specify the date. Anthology Student will use the date for all the student's enrollments. field is changed to the value you specified for Received Date for the document. If All Program Versions is selected, the FA Entrance Interview field is changed for the most current enrollment. If you do not specify a value for the Received Date column, Anthology Student uses the current date.
Document was selected for Package Status Promotion on the Financial Aid tab	Any	The status of the award package is automatically promoted to the next packaging status. The order of the statuses is configured by your institution.

Delete a Document

1. Verify that the program version is correct. If not, select All Program Versions or the specific program version in the Program Version list.

2. Highlight the record you want to delete.

3. Select Delete on the toolbar.

Anthology Student deletes the document and any attachments for the document.