SOP Title: Document Workflow | ||
Document #: {} | Revision #: 1.0 | Effective Date: MM/DD/YYYY |
Author: {NAME} | Reviewer: {NAME} | Approver: {NAME} |
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Purpose
These procedures will guide {INSERT TEAM NAME} through list [process(es)].
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Scope
The {INSERT CLIENT TEAM NAME} will be impacted by this procedure.
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Roles and Responsibility
{INSERT ROLE or DEPT NAME} with a {define role} will be responsible for [list action].
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Definitions
TERM | Definition |
Term | Definition |
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Procedure
5.1
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Document Workflow
Actors
Student
Any user with appropriate permission to update documents
Documents
Pre-condition
Student has documents populated in Regent Award in statuses that require action.
Basic Flow
Regent Award populates a document in “Needed” status for the student, or
Regent Award populates a document in a “Received” status for the student.
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Student:
Receives Missing Information communication.
Logs into the Student Portal to review document requirements.
Completes the document requirements via:
Student portal
Uploads form to the document requirement
Regent Award updates the document status to “Received”
Submits document to school
The User updates document status to “Received”.
Navigates to documents tab
Select checkbox for document to update status
Update document Status to “Received.”
Regent Award populates a Review Student Document(s) task in the task queue that corresponds to the document use type of the document.
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The User reviews the document:
If the document is satisfactory, the User updates the status to “Satisfied” and updates the corresponding task status to “Complete”.
Use navigation steps in steps above to update document status.
If the document is not satisfactory, e.g. missing a signature, the user updates the document status to “Incomplete” with a document reason and updates the task status to “Closed”.
Navigate to Documents tab.
Click Edit on document
Update the document status to “Incomplete.”
Update document “Reason” to communicate back to Student on student portal.
Click Submit
All steps outlined above should be repeated until the document status is “Satisfied.”
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Alternative Flow
Some documents
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may be auto-waived at the time they are assigned
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. For example, when a subsequent ISIR is received
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a
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Default/Overpayment document will be resolved.
5.2 Requesting Additional Documents
Actors
Student
Any user with appropriate permission to update documents
Documents
Pre-condition
User determines additional documents need to be requested after initial review manually.
Basic Flow
The User
Adds document to student
Navigates to document tab
Click “Add Document” button which will open a window below
Under Document Requirements click the blue hyperlink to open the Document requirements window so you can select a requirement
Select Requirement (i.e. Facilitate Verification)
Select the type of document to the right of the requirement
Update Status to “Needed”
Update document “Reason” to communicate back to Student on student portal.
Click Save
Complete all steps as outlined in 5.1.
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Post-condition
Additional documents have been successfully added to the student.
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