Document checklists¶
Who does this: Registrar · Admissions Officer · Staff Officer · Transport Manager Where: Students → Documents, and the Documents tab on any file How often: Daily during intake, then as papers expire
Every population the school holds papers for — children, guardians, staff, drivers, buses — uses the same checklist, with the same four steps and the same screens. That is deliberate: it is what lets one expiry watch list cover a lapsed bus insurance certificate and an expired teacher's residency permit together.
What a checklist row is¶
| Document Type | What is being asked for |
| Owner | Whose document it is — a student, a guardian, a staff member, a driver, a bus |
| Status | Required → Uploaded → Verified |
| Document No. | Where the type has one |
| Issue Date and Expiry Date | Where the type tracks expiry |
| Files | The scans or photos |
| Required By | Which school rule put this row here |
| Verified By / Verified On | Who checked it, and when |
The four steps¶
Required ──► Uploaded ──► Verified
▲ │
└──────────────┘
Send Back
| Step | Button | Rule |
|---|---|---|
| The school asks for it | — | The row appears from the school's requirement rules |
| The family or employee produces it | Mark Uploaded | Refused with nothing attached: attach the file before marking it uploaded |
| The office checks it | Verify | Refused if it has not been uploaded. Stamps who verified it and when. |
| The office rejects it | Send Back | Returns the row to Required — wrong document, unreadable scan, expired copy |
Verification is attributable on purpose. "Who accepted this passport copy" is a question schools get asked, sometimes years later.
Where the rows come from¶
Nobody types a checklist. The system resolves it from the school's document requirement rules against the facts of the particular person: their nationality, their grade, their gender, whether they take the bus, where their application came from.
Press Refresh Checklist — on a student, or on an application — to build or rebuild it. Refreshing:
- adds rows for anything now required that has no row;
- removes rows that no longer apply and were never uploaded;
- leaves alone anything already uploaded or verified. A document the family has produced is never silently discarded because a rule changed.
Each row remembers which rule produced it, so "why is the school asking me for this?" stays answerable even after the office has edited the rule table.
When to refresh¶
| Situation | Why it matters |
|---|---|
| A child's nationality is corrected | Different residency rules may apply |
| A child moves grade | A grade-conditional document may start or stop applying |
| The child starts taking the bus | Transport-conditional documents appear |
| The school writes a new rule | Existing files do not pick it up until they are refreshed |
| At enrolment | The gate below is about to be checked |
The enrolment gate¶
A requirement can be marked Blocks Enrolment. When it is, enrolment is refused until that document is uploaded and verified — not merely uploaded.
The message names the documents, so the registrar knows what to ask for:
Fatima Al-Amin cannot be enrolled until these documents are uploaded and verified: Birth Certificate, Residency Permit.
The same gate applies wherever an enrolment is created — converting an accepted applicant, enrolling a child directly, and promotion — because a gate implemented three times is a gate with two holes in it.
Tip
Use Blocks Enrolment sparingly, on the papers the school genuinely will not admit a child without. Everything else is better as a mandatory requirement that shows up as outstanding without stopping the day.
Expiry¶
Where a document type tracks expiry, the row carries the date and joins the school's expiry watch list.
The watch list itself — the four warning windows at 90, 60, 30 and 7 days, the escalating alerts, and the dashboard that shows every expiring paper across all seven populations on one screen — is a later stage. What exists today is the dates, recorded in one place, on every population. See What is available today.
Finding what is outstanding¶
- Students → Documents lists every student document with a status filter.
- A student's file shows an Outstanding count as a button; pressing it goes straight to the missing rows.
- An application shows the same count, which is what the admissions office works from while a family is bringing papers in.
A note on privacy¶
These rows hold residency permit, passport and border numbers. General staff have no access to them at all — not read access. A teacher who needs to phone a parent does not need the child's identity papers. Access is limited to the offices that hold the papers: the registrar, the admissions officer, the staff officer for employees, the transport manager for drivers and buses.