TABLE OF CONTENTS

 

Folders Audit Report


The Folders Audit report helps to conveniently track the required student documents.


You can open the Student Folders: Folders Audit page by clicking the Folders Audit menu item in the Student Folders menu tab.


Use the following search parameters in the Search & Order panel to find the required student in the report:

  • Student
  • Program
  • Cohort/Group
  • Stage in Group
  • Group Start Date
  • Group Completion Date
  • Document Type
  • Have All Documents — if enabled, the report will show the students with all the required documents present.
  • Have Missing or Re-populated Documents — if enabled, the report will show the students with missing documents or documents requiring to be signed again after being changed.


Note: When searching by the Cohort/Group the information in the Folders Audit panel will be filtered as well as the students. E.g., selecting the Document Type = Enrollment Agreement and any of the Cohort/Group makes the report show the information about Enrollment Agreements of students only in the selected group.



There are the following columns in the Folders Audit panel:

  • Student — the student's name.
  • Other columns for the required documents.

The columns help to easily track the presence of the required documents for the students:

  • The check mark and the green highlight — the document is uploaded according to the requirements.
  • The cross and the red highlight — the document should be uploaded according to the requirements but it is not uploaded.
  • The triangle with an exclamation sign on the red background — the document has been uploaded according to requirements but was changed and needs to be re-uploaded.
  • The dot — the document is not required for upload (the document is not required for the program, the document added to the exceptions — not required for the student).

Note: Only the core groups where the student has the ENROLLED stage or higher are included in the audit:



Hovering over any value in this panel will bring up a hint with more detailed information:

  • The check mark, the triangle with an exclamation mark, or the cross message — denotes which groups have the document uploaded and which do not.
  • The dot message — describes why this document is not required to be uploaded for the student:



Folders Audit on the Student Folders Tab in the Student Profile


The Student Folders tab in the student profile shows a brief information about the folders audit for the documents of the student.


The Folders Audit panel shows information about the required documents that are missing. Click the review link to open the Student Folders: Folders Audit page and the data will be automatically filtered by this student:



The Actions drop-down menu under the Folders Audit panel has the following options:

  • Add Exception — add an exception if the document is not required for the student.
  • View Folders Audit Report — displays the Student Folders: Folders Report page for the selected student.


How to Mark the Document as Not Required for the Student


If a document required for upload is not required for a student for some reason it can be added to the exceptions.

You can do it the following way:

  1. Go to the Student Folders tab in the student profile.
  2. Click the Add Exception button in the Actions drop-down menu under the Folders Audit panel:

  3. You will see the Add Document to Exceptions pop-up panel where you should select the following:
    • Exception Type:
      • Document is not Required — means that for certain reasons the document is not required for the student and the student should not have it at all. This exception can only be added if the student does not have the document of the selected type already uploaded.
      • Re-signing is not Required — means the student already has this document, it have been changed but there is no need to re-sign it. This exception can only be added if a student had already had an actual document of this type and later the linked GEGI Document was changed (EA, FA Plan, WW, Registration Form, LOA Form).
    • Document Type
    • Group 
    • Reason — why the document is considered as not required for upload.
  4. After you are done filling the fields click the Add button:


All the documents added to exceptions will be shown in the Exceptions section of the Folders Audit panel. They can be edited or removed. To edit or remove the documents use the corresponding item in the Actions drop-down menu for the related exception:



Changes to the GEGI Documents Population


When repopulating GEGI Documents (EA, FA Plan, WW, Registration Form, and LOA Form) and if the documents had already been added to the student folder and were changed later the system will prompt about the need to re-sign the document:



Note: This message is shown only if the document is set up as a required in this situation. E.g., if the Vocational Nurse program requires Enrollment Agreement for each of the student's group this message will be shown when repopulating the student's EA in every group from the VN program.


Clicking the Yes button will make the document appear as uploaded before but repopulated and requiring reupload (the yellow triangle with an exclamation mark) in the Student Folders: Folders Audit report:



The document will have to be re-signed and re-uploaded for the student. Or the document can be manually added to exceptions if there is no need to re-sign it.


If you click the No button you will have to define the reason why the document is not required to be re-signed. And the document will be automatically added to exceptions:



Setting up the Documents Required for Upload


The document types are configured on the Student Folders page in the Admin menu tab.

When creating or editing a document type the following fields can be configured:

  • These Documents are Required for Students — defines whether the document is required for upload or not
  • Document Should Be Uploaded —document upload rules:
    • Once for a Student — the document should be uploaded for the student only once for the study period (e.g., ID card).
    • For each Student Group — the document should be uploaded for the student for each of the student's groups (e.g., Enrollment Agreement).
    • For each Completion — the document should be uploaded for each group where the student is switched to the COMPLETED stage (e.g., Certificate of Completion).
    • For each Graduation — the document should be uploaded for each group where the student is switched to the GRADUATED stage (e.g., Diploma).
    • For each Withdrawal — the document should be uploaded each time the student is dropped (e.g., Withdrawal Worksheet).
    • For each LOA — the document should be uploaded for each student's LOA (e.g., LOA Form).
  • Document Should Be Uploaded for Programs — the programs where the document is required:



More information about configuring document types can be found in the following article — How to Configure Student Folders and Document Types?