The Documents section provides a dedicated repository for files associated with an individual student. Authorized users can create folders, upload documents, organize records, and navigate through the student’s document structure.

Documents copied during applicant enrollment may also appear in this area when Copy Application Documents to Student Document Folder was enabled during the admissions process.

Navigate to Student Documents

1. Log in to openSIS.
2. Select the required school and academic year.
3. From the left navigation menu, expand Students.
4. Select Student Information.
5. Search for the required student.
6. Select the student’s name.
7. From the student profile menu, select Documents.

Navigation: Students > Student Information > Student’s Name > Documents

The Documents page displays the folders and files available for the selected student.

Understand the Document Repository

The Documents page includes:

• A Home icon for returning to the root document level
• An Upload File option
• A New Folder option
• The current folder contents

If the selected folder does not contain any files or subfolders, openSIS displays This folder is empty.

The document repository belongs to the selected student. Before uploading or organizing files, verify the student’s name and photograph in the profile panel.

Plan the Folder Structure

Folders can be used to organize documents into logical categories. Depending on the institution’s needs, folders may be created for:

• Identification Documents
• Enrollment Documents
• Academic Records
• Transcripts
• Medical Documents
• Consent Forms
• Parent or Guardian Documents
• Certificates
• Admissions Documents
• Other institution-approved categories

Use a consistent folder-naming convention across student records. Consistency makes documents easier for authorized staff to locate.

Avoid creating multiple folders with similar or unclear names, such as “Files,” “Other Files,” and “Miscellaneous,” unless the institution has defined how each should be used.

Create a New Folder

1. Open the student’s Documents page.
2. Navigate to the location where the folder should be created.
3. Select New Folder.
4. Enter a clear folder name.
5. Confirm or save the folder.
6. Verify that the new folder appears in the current location.

If a subfolder is required, first open the parent folder and then select New Folder.

For example, an institution may create an Academic Records folder and add separate subfolders for different school years.

Name Folders Clearly

A useful folder name should identify the content without exposing unnecessary sensitive information.

Good folder names may include:

• Enrollment Documents
• Academic Records 2025–2026
• Identification
• Consent Forms
• Health Records

Avoid using a diagnosis, confidential incident description, password, or another sensitive detail as the folder name. Folder names may be visible before a user opens the contents.

Upload a File

1. Open the student’s Documents page.
2. Navigate to the appropriate folder.
3. Select Upload File.
4. Choose the required file from the device.
5. Complete any additional information requested by the system.
6. Confirm the upload.
7. Verify that the file appears in the selected folder.

Do not upload the file from the root level when it belongs in an existing category folder unless the institution intentionally keeps all documents together.

Verify a File Before Uploading

Before uploading, confirm that:

• The correct student profile is open.
• The file belongs to that student.
• The document is complete and readable.
• The filename is clear.
• The file does not contain another student’s information.
• The document type is permitted by the institution.
• The file size and format meet the system’s applicable requirements.
• The document is appropriate for retention in the student record.

Open the file before uploading when necessary to confirm its contents.

Use Clear Filenames

Use filenames that help authorized users understand the document without opening it.

A consistent filename might include:

• Document type
• Applicable school year
• Relevant date

For example:

• Enrollment_Form_2025-2026
• Identification_Document
• Consent_Form_2026-04-15
• Previous_School_Transcript

Avoid filenames such as scan1, document-new, or final-final because they provide little information.

Do not include unnecessary sensitive information in a filename.

Navigate Through Folders

1. Select a folder to open it.
2. Review the displayed files and subfolders.
3. Continue opening subfolders as required.
4. Use the available navigation path or folder controls to move back.
5. Select the Home icon to return to the root of the student’s document repository.

Before uploading a new document, check the current location to ensure the file will be stored in the intended folder.

Review Existing Documents

When files are available:

1. Open the relevant folder.
2. Locate the required document.
3. Select the file using the available view or download option.
4. Confirm that the document is readable.
5. Return to the document repository after the review.

Documents should be downloaded only when necessary for authorized work. Locally downloaded copies may need to be securely deleted after use according to institutional policy.

Documents Copied from Admissions

When an applicant is enrolled through the Admissions module, the enrollment window may provide the option:

Copy Application Documents to Student Document Folder

If enabled, supporting documents submitted with the application are copied into the student’s document repository.

After enrollment:

1. Open the enrolled student’s Documents page.
2. Review the copied files.
3. Confirm that each document belongs to the student.
4. Organize the files into the appropriate folders when required.
5. Retain or remove duplicates according to institutional policy and available permissions.

Application documents should not be assumed to be verified solely because they were copied into the student record.

Add Documents for Multiple Students

The Group Assign Student Info function includes a Documents tab for assigning applicable document information to selected students.

Use group assignment only when the same document or document-related entry legitimately applies to every selected student. Individual documents containing student-specific information should be uploaded from the correct student’s profile.

Protect Student Documents

Student documents may contain personally identifiable, academic, medical, or financial information. Authorized users should:

• Upload files only to the correct student record.
• Avoid storing passwords or authentication credentials.
• Use institution-approved file formats and storage procedures.
• Share documents only with authorized recipients.
• Avoid downloading files to unsecured devices.
• Follow retention requirements before removing any record.
• Confirm that printed or downloaded copies are handled securely.

Correct an Incorrect Upload

If a document is uploaded to the wrong student or folder:

1. Stop using or sharing the file.
2. Follow the available removal or document-management process.
3. Upload the file to the correct location when authorized.
4. Notify the appropriate administrator if the incorrect upload exposed student information.
5. Follow the institution’s privacy-response procedure when required.

Important: Files stored in the student document repository form part of the student’s institutional record. Upload and manage them carefully and only with appropriate authorization.