Does anyone use "Bulk Upload" to add files to a student's user profile?

Hi Susan, so you use the Bulk Upload>Manage User Files and upload new student documents to the Files and Forms section of their record? I'm trying to digitize our cumulative files so I would love to store everything here instead of paper. Is that what your school does?

Hi @Laura Nation -

We were WhippleHill prior to them being bought by Blackbaud so I didn't have to digitize the cumulative files since everything (other than test scores) was already within the system. I did, however, go back and scan all transfer records that were in the paper files and upload them to the user files. Now if I ever go back to more than 17 years ago and digitize those records, I would do as you mentioned and put them in the user files as well.

@Stephanie Allison - When you created the File Name in Manage User Files, did you give File Access to Faculty?

Core > System tools > bulk upload > Manage user files > edit the file name for your admissions files > File Access > add the constituents who should have permission to view the file > save & Exit

Scott

I use Bulk Upload to electronically issue the I-20 form to international students.

@Chelsea Fritz I understand. Medical is not my primary area these days (I do Core mostly). However, I was on it when it was originally added, so I remember extra encryption for medical being an important detail for it.

You might consider searching the Ideas section of the user community to find a similar suggestion to vote and comment on. Or post it as a new idea.

My earlier comment in this discussion thread is because Medical has extra encryption for increased security. Bulk Upload Files does not have that extra encryption designed for medical data protection. Medical also can't be seen during impersonation.

If your doctor notes are vague and your school determines that you don't need that extra encryption, then yes, that alternative may be effective for you (maybe with the advice of the school nurse and/or legal advisor, just in case).

Otherwise, perhaps (depends on school) an attendance manager might view the note and mark attendance excused and pass the note to the nurse, if relevant, so the nurse can enter any important details into the student's medical. Thus preserving the vital info, without a scanned copy of the note. You might choose to keep the original note in a locked file cabinet for a little while (a semester or year?) as a backup before shredding it.

This might depend on the nature of the doctor's visit and the information included in that note. Probably a few different scenarios, such as:

• Excused tardy or absent from one class because the student was at the doctor for a wellness checkup, where the student got updated vaccines or had a physical to grant clearance for athletic participation that the nurse needs to record
• Excused tardy or absent from one class because the student was at the dentist for a wellness checkup, with no updates to vaccines or other medical data
• Excused absence for a day or two due to stomach flu with a doctor's note, but likely no ongoing care needs
• Excused absence or tardy due to an ongoing medical/health issue with a doctor's note and the student needs follow up care from the nurse