---
title: Reviewing and Approving Documents
description: Process for reviewing and approving student enrollment documents including validation, follow-up, and escalation within HubSpot.
---
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1. [SOP Knowledge Base (Internal)](https://knowledge.zollege.com/sop-internal?hsLang=en)
2. [Student Life Cycle](https://knowledge.zollege.com/sop-internal/student-life-cycle?hsLang=en)
3. [Drop & Retention Management](https://knowledge.zollege.com/sop-internal/student-life-cycle?hsLang=en#drop-retention-management)
# Reviewing and Approving Documents
# 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
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