The Submit Student Record Document service is used to manage Student Document information in the PASI Core.

This service can be used to:

• Add a new Student Document, metadata and image,
• Update existing Student Document’s metadata, or
• Delete an existing Student Document.

This service can only be used to manage a single record at the same time

The service can be accessed by systems with the Submit Student Document User role.

Access is validated in alignment with the action being performed as outlined in the “Adding a new Record,” “Updating an Existing Record” or “Deleting an Existing Record” sections of the Student Document Data Access Rules.

The following information is provided when using this service:

• Alberta Student Number*
• Student Document Reference ID*
• PASI Core Version
• Student Document Type*
• Linked To Organization
• Student Document School Year
• Is Relevant
• Student Document Title
• Document Language (Student Document)
• Is Digitized Document
• Student Document Is Deleted
• Student Document Expiry Date
• Student Document Date
• A Document image containing:
  • Original File Name
  • Is Text Searchable*
  • Student Document Image*
  • Quality Assurance Already Performed*
  • Is Exempt From QA*
• list of “Not Relevant Student Documents” containing:
  • Student Document Reference ID
  • PASI Core Version

The following rules are used to validate the information provided in the request:

• Rule 9002 - Invalid ASN
• Rule 9009 - Deactivated ASN
• Rule 9023 - Empty Update
• Rule 9062 - Reject data associated to Secondary ASNs
• Rule 64990 - Invalid Document Date Future Dated
• Rule 64991 - Invalid Document Date
• Rule 64992 - Invalid Document Expiry Date
• Rule 64993 - Invalid Student Document School Year
• Rule 65003 - Document No Longer Available
• Rule 65004 - Document Image Already Exists
• Rule 65005 - Document Format Not Supported
• Rule 65007 - Missing Document Date
• Rule 65008 - Missing Document Expiry Date
• Rule 65009 - Invalid Document Expiry Date
• Rule 65011 - Cannot Modify a Deleted Document
• Rule 65012 - Missing School Year
• Rule 65013 - Missing Organization
• Rule 65014 - Document Too Large
• Rule 65015 - Virus Detected
• Rule 65016 - Cannot Upload PDF with Attachment(s)
• Rule 65017 - Update to Student Document not Permitted if Quality Assurance Status is Pending
• Rule 65020 - Invalid Document.
• Rule 65021 - Document Cannot Contain School Year
• Rule 65022 - Document Type Cannot Contain Linked to Organization
• Rule 65023 - Document Date Prior to Student's Birth Date
• Rule 65024 - Document Expiry Date Greater Than 10 Years From Document Date
• Rule 65025 - Cannot Mark Document As Not Relevant
• Rule 65026 - Cannot Mark Document As Not Relevant
• Rule 65027 - Cannot Mark Document As Not Relevant
• Rule 65028 - Document Already Marked As Not Relevant
• Rule 65029 - Document(s) Are Not For The Submitted ASN
• Rule 65030 - Cannot Delete a Document Marked as Relevant
• Rule 65037 - Student Document Cannot be Deleted
• Rule 65038 - Home Education Registration
• Rule 65041 - Linked To Organization cannot be O.1
• Rule 65042 - Invalid Document Type
• Rule 65043 - Missing Document Image
• Rule 65044 - Update not Permitted
• Rule 65045 - PASI Core Version Mismatch
• Rule 65047 - Cannot add Document Date for this Document Type
• Rule 65048 - Cannot add Document Expiry Date
• Rule 65049 - Invalid Document Type for Student Identity
• Rule 65051 - Invalid Document Type
• Rule 65072 - Document Type Update Invalid
• Rule 65074 - Insufficient Document Permissions
• Rule 65075 - Invalid Document
• Rule 65098 - Invalid Linked to Organization
• Rule 65099 - Adding An Organization-Based Document
• Rule 65100 - Adding An Non-Organization Based Document
• Rule 65102 - Edit Non-Organization Based Document Metadata
• Rule 65103 - Delete Organization Based Document
• Rule 65104 - Delete Non-Organization Based Document
• Rule 65106 - Edit Organization Based Document Metadata
• Rule 65107 - Editing Student Document Relevancy
• Rule 65108 - Add Document Access Restriction
• Rule 65109 - Edit Document Access Restriction
• Rule 65110 - Delete Document Access Restriction
• Rule 65111 - Undelete Data Access Rule
• Rule 65124 - Citizenship Document Type has Document Date More Than One Year Before Document Expiry Date

To ensure that the Document Images in the Student Document Image table, are not readable in production by those users that have access to the PASI production database but not to Student Document Image data, the service uses the Ae.Security.DataProtect function to encrypt/decrypt document images.

When a Student Document is submitted PASI will determine the Disposal Override Date based on the Document Type and Student Document Date.

The usage of this service is audited using Service Auditing including the auditing of Caller Information.

Describe how the service updates are audited. For example: “All changes are captured in shadow tables.”

If the submission of a new document results in the QA ratio no longer being met for the document type within the submitting organizaion, the document will be flagged for Quality Assurance.

When no other data has been changed except for the ‘Only relevant document for the document type’ field:

1) If ‘Only relevant document for the document type’ is set to “Yes” then the update will be sent to the Submit Student Record Document (2019 End Point and Prior) service to be processed.

2) If ‘Only relevant document for the document type’ is set to “No” or blank, then, Rule 9023 - Empty Update will be triggered and the message suppressed.

To help match documents during synchronization/reconciliation between PASI and an integrated solution, this service generates and writes a Document Image Hash value that can be used to validate if the relevant images are the same, without the need download entire image.

If a document that is being submitted is from the Identity (Document Category), a Student Status Processor Trigger occurs for the Student associated to the document.

If a Student Document that is being submitted has a Document Type of Progress Report/Report Card or Annual Summary of Attendance, a Student School Enrolment Status Processor Trigger is created for each School Enrolment that meets all of the following criteria:

• The Student associated to the School Enrolment is the Student associated to the Student Document
• The School Year of the School Enrolment is the same as or later than the School Year of the Student Document
• The School associated to the School Enrolment is the same as the School associated to the Student Document or the organization associated to the Student Document is a School Authority, and the School associated to the School Enrolment is one of the School governed by the School Authority
• The School Enrolment have the Registration Exit Date in the past and enrolment record is not deleted.
• When documents (Canadian Study Permit) are added, updated or deleted PASI will revalidate enrolment statuses (advice & warning) for all enrolments (all years) that have an enrolment type code of 414 (student from outside canada).

The following information is returned after a successful request has been processed:

• Student Document Reference ID*
• PASI Core Version*

• Release 9.03 - F10583
• Release 9.02 - F11309