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Student Checklist Upload files

Kathy Hannon

We decided that having a student checklist for uploading covid vaccination records was going to be a great way that parents could voluntarily upload their student's record. We quickly found out that all faculty/staff could see this uploaded file on the students' Progress area. Apparently, unless buried somewhere, (support can't find it) there is no way to control who can view these uploads. Wondering if anyone has had this issue and if you have found a way to secure access to these files-we don't want all faculty/staff seeing these uploads. We assumed that only Enrollment Management staff/managers would be able to see these files because this is where the student checklists live - UGH

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Comments

Geoffrey Goodfellow

We've also had an issue with this. I honestly think that this is a bug. In Enrollment Management > Admissions > Admissions Setup > Files & Forms, I have all of my forms “Share to Core Profile” set to “Off' so that none of my ”Miscellaneous Forms" from Enrollment Management should appear over in Core > Files & Forms or the Academics > Progress > Files & Forms. This seems to work for forms uploaded to the Admissions Checklist, but for any forms uploaded to the Student Checklist, the still appear in both Core and Academic. This is doubly odd because the entire creation and management of the Student Checklist forms is all in Enrollment Management and not Core or Academics, so why those forms would appear in Core and Academics with no option to suppress them doesn't seem like intended behavior to me.

Sarah Bienvenue

Hi Kathy, a few things to unpack here. First, files and forms for student checklists do automatically show up in the core files and forms area, however, they should not be showing in academics. I can have support follow up with you and make sure that we get this taken care of.

Second, we do not recommend collecting sensitive medical data directly from the student checklist. Instead, please use the medical form step type to collect sensitive medical data.

Thank you,

Sarah Bienvenue

Matt Duncan

We did a similar thing, but we included the Medical form within the checklist. We haven't had an issue with the Medical form for document upload working within a checklist.

Kathy Hannon

@ Matt - Thank you! I wasn't aware that there was a file upload in the Medical form - new nugget!!

Lauren Marcus Eisenberg

@Kathy Hannon We wanted to collect vaccine documentation, too. I built a bare-bones Medical form since we also collect more extensive health info through a Medical form ( see @Sarah Bienvenue's note). The Medical form is the only student form that I know of that can support an upload.

Separately, we also use student checklists (more or less successfully) when we need parents to upload documents.

JT Amirault

We took the same approach as @Lauren Marcus Eisenberg using a brief Medical form with an upload.

Nancy Kierstead

Hi Sarah, We are hoping to use student checklists for the first time to collect Yearbook Ads/photos and text from parents (family pics, baby pics, etc.). We are hoping they can upload photos of their senior and some text. Unfortunately, during testing, the students can see the photos the parents upload to the checklist step! Even though the step is not shared with the student (I have only “Parent” checked off), the Misc. File still shows to the student under “Files and Forms”. Is this how this is supposed to work? Is there some place I am missing that I can turn off visibility for these Misc Files for students? Thanks!

Sarah Bienvenue

Hi Nancy, good catch. I don't have a perfect response to this one right now because we haven't run into a situation where the files should not be visible to students. We're going to do some research into what our options are and how big it would be to implement a change like this. In the mean time, could you add it as an idea into the idea forum to see if there are other people running into the same thing?

Thank you,

Sarah

Nancy Kierstead

I've added an Idea.

Josceline Reardon

@Sarah Bienvenue is there anything coming down the pipeline for Nurses to be able to upload documents directly to the student record in Medical? We still have a lot of parents that just email the forms and refuse to upload them to the Medical Form?. We can't even impersonate the parent and upload them for them, as a workaround, because it's a medical form.

Also, what about notifications when a medical form has been uploaded, so the Nurse knows something new has come in?

Steph Allison

@Sarah Bienvenue Hi Sarah, I would like our teachers to be able to view admissions files (application, visit notes, etc.) so I've downloaded them all from Enrollment Management and uploaded them to CORE (did the bulk upload file system) so they appear TO ME in CORE. But when I impersonate a faculty member I can't see them in CORE under files and folders anymore. Ideas for how to resolve this?

Sarah Bienvenue

@Stephanie Allison teachers have limited access to view items in core. Support could help you maybe find a way to access that information. However, the easiest for you might be to set up committee review groups for your teachers, that way they could access the admissions info you want them to have on their group of students. (Support can help with that set up too).