Reviewing and Approving Documents

Assigned To: Dan Tietz, Sarah Dungan, Karen Morgan

Category: Student Life Cycle

Department: Academic Advisor, Student Success Admin

SOP Rule: Trigger

Status: Approved and Implemented

Purpose

Defines the process for reviewing and approving student documents to ensure compliance and smooth enrollment progression.

Scope

Applies to Student Success Admins responsible for verifying enrollment agreements and required documents.

Trigger

• Student uploads enrollment agreement or required documents

Process Overview

1. Review Tasks in HubSpot

• Check task queues for document-related tasks
• Identify enrollment agreements and required document tasks

2. Review Enrollment Agreement

• Verify accuracy of student details
• Confirm start date and school location
• Mark enrollment packet as approved

3. Review Required Documents

• Check driver's license and diploma (or equivalent)
• Ensure documents are complete and valid
• Mark each document as approved in HubSpot

4. Handle Exceptions

• Accept GED as diploma equivalent
• Handle state-specific requirements (e.g., transcripts)
• Review foreign diplomas with evaluation documents

5. Follow-Up on Missing Documents

• Automated reminders sent after enrollment
• Manual follow-up starting Week 2
• Escalate to Academic Advisor if still missing

6. Escalation Timeline

• Week 2: Follow-up by SSA
• Week 3: Escalation to Academic Advisor
• Week 3 deadline: Final review for potential drop

Key Rules

• All documents must be reviewed promptly
• Approval must be recorded in HubSpot
• Missing documents require structured follow-up
• Escalations must follow defined timeline

Completion Criteria

• Enrollment agreement approved
• Required documents approved
• Follow-ups completed if needed
• Escalations handled appropriately

Tools and Systems

• HubSpot (Tasks & Attachments)
• Meera.ai (Automated reminders)
• Google Docs (Reference SOP)

Revision History

• Version 1: 05/07/2025
• Version 2: TBD
• Version 3: TBD