# Student Files ## Overview It is a TESQA and HESA requirement that students have a single file with all of the data that pertains to them accessible as required regardless of whether it is in an electronic file or a paper-based file. In Paradigm, documents can be saved directly against the student's record eliminating the need for a paper-based filing system. The file is located in the side menu **Student** > **Files**. This is then divided into sections to house documents, files, and records. Each section can be renamed and ordered depending on the Institution's needs. Some basic ones are initially set up. These can be [added to or edited](#add-or-edit-a-file-category). | **Category** | **Suggested Purpose options:** | | --------------------------------------- | ------------------------------ | | Application / Admission Files | Correspondence | | Enrolment files | Student letter | | Correspondence files | Application / Admission | | Official Documents | Forms | | Final Grades / Assessment Files | RPL / Status | | RPL / Status / Credit transfer Files | Medical | | Finance Files | Official documents | | Library File | Library | | Higher Research /Ethics Committee files | Enrolment | {% hint style="danger" %} **BE ADVISED**: The Student files should be treated with the same confidentially a paper-based file would be given and access granted only to those levels of staff that require access. {% endhint %} In attaching a file, you will also be prompted to enter the purpose of the file. Purposes in Paradigm [can also be configured](#add-or-edit-a-file-purpose). This knowledge article will provide a workflow on how to upload a file to a student record and add and edit categories and purposes to a student file section in Paradigm. ## Add | Edit a File Category Refer to the [Edit Code Items ](/home/paradigm-knowledge-base/system-configuration/workflows/edit-code-items.md)documentation for more details on adding, editing, and hiding code items in Paradigm. The **Code Type Id** to edit is "CONTENT\_CAT\_STUDENT". ## Add | Edit a File Purpose Refer to the [Edit Code Items ](/home/paradigm-knowledge-base/system-configuration/workflows/edit-code-items.md)documentation for more details on adding, editing, and hiding code items in Paradigm. The **Code Type Id** to edit is "CONTENT\_PURPOSE". ## Student Number of Files

Student Files Counter Information

The count of files visible within the shortcut tab and on the Student Summary screen specifically tallies the number of files associated with the individual student's record. Files uploaded for each Course Enrolment are not factored into this count. To access a comprehensive list of all files, encompassing both student-related and course enrolment-related documents across different categories, please go to the Student > Files menu. ## Upload a Student File 1. Load the Student record, *see* [Search a Student record](/home/paradigm-knowledge-base/student-enrolments/workflows/manage-student-records/search-a-student-record.md). 2. With the Student record loaded, navigate to the **Student** > **Files** menus on the side. Alternatively, go to the **Number of Student Files** field and click the blue number of files on it under the STUDENT DETAILS section of the Student Summary screen. Another way to navigate to the Student Files screen is by clicking the Student Profile above the **Dashboard** menu and choosing the **Files** menu.

clicking the Files menu

3. The student file section contains all the possible file categories you can attach to the student record and the non-modifiable files that are associated with course enrolments. Choose the correct category, depending on the type of file you want to attach, and then click the **ADD FILE ATTACHMENT** button. {% hint style="info" %} **NOTE**: A new feature on this screen will now let you attach bulk files by simply dropping the files that you want to attach to the file category where you want them saved, more details are [**below**](#attach-student-files-in-bulk-drag-and-drop). {% endhint %} If the file that you are going to attach does not belong to any of the categories, *see* the above: [Add | Edit a File Category](#add-or-edit-a-file-category). 4. In the EDIT FILE ATTACHMENT section, fill out the required fields. Refer to the [Student File Attachment Fields Record Type](/home/paradigm-knowledge-base/student-welfare/record-types/student-file-attachment-fields.md) for a description of each field. Data-Entry Notes: * **Permission Level** - Set this to the minimum access level or security group that can access the file attachment. This will determine the lowest permission level that can access this item. Items that are of a confidential nature should be set to a higher level to restrict the number of users who have access to the attachment. * **Upload File** - Click the **Choose file** button to upload your file 5. Click the **SAVE FILE ATTACHMENT** button to save your attachment. {% hint style="info" %} **NOTE**: The **SAVE FILE ATTACHMENT AS NEW REVISION** button can be used if you want to keep track of the revision number of the file being attached to the system. {% endhint %}

sample file attachment form

## Edit a File Attachment 1. To edit a file attachment, load the Student record, *see* [Search a Student record](/home/paradigm-knowledge-base/student-enrolments/workflows/manage-student-records/search-a-student-record.md) and navigate to the **Student** > **Files** menus on the side. Alternatively, go to the **Number of Student Files** field and click the blue number of files on it under the STUDENT DETAILS section of the Student Summary screen. 2. Go to the category of the file that you want to edit and click the **EDIT** button (pencil icon) against the file attachment

Edit button against the File Attachment

3. Edit the required fields and upload a new attachment as required. Click the **SAVE FILE ATTACHMENT AS NEW REVISION** if you want to retain the original file attachment details and the attached file. Choosing to save using this button will save another file attachment record with the new details and deactivate the previous version. ## Attach Student Files in Bulk - Drag-and-Drop Refer to the following considerations when it comes to attaching student files in bulk using the drag-and-drop method: * Some file types are not permitted, e.g. **.exe** files * Depending on how your Paradigm site is configured - there should be a limit of about 80MB on any uploaded file, contact our [Support Team](https://silverband.atlassian.net/servicedesk/customer/user/login?destination=portals) if you have specific requirements to discuss * You can upload multiple files at once - if one of them fails, the rest should continue and errors are reported back on the screen accordingly * After the upload, the file details will be updated accordingly - noting that the default set permission level is set to Staff access. You can watch the video below for the demo on how to attach Student Files by simply just dragging and dropping: {% embed url="" %} ## Delete File Attachments 1. To delete a file attachment, load the Student record, *see* [Search a Student record](/home/paradigm-knowledge-base/student-enrolments/workflows/manage-student-records/search-a-student-record.md) and navigate to the **Student** > **Files** menus on the side. Alternatively, go to the **Number of Student Files** field and click the blue number of files on it under the STUDENT DETAILS section of the Student Summary screen. 2. Go to the category of the file that you want to delete and click the **EDIT** button (pencil icon) against the file attachment

Edit button against the File Attachment

3. In the EDIT FILE ATTACHMENT section, set the **Status** to **Deleted** and click the **SAVE FILE ATTACHMENT** button.

File Attachment details > set to Deleted and save

4. After setting the **Status** to **Deleted**, FULL ADMIN users have the option to completely delete the file from the system by clicking the **DELETE FILE FROM FILESYSTEM** button. Note that clicking this button permanently deletes the file from Paradigm.

button available for FULL ADMIN users to permanently delete the file from the system

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