Here’s a detailed breakdown of the task:

Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407

SayPro is a Global Solutions Provider working with Individuals, Governments, Corporate Businesses, Municipalities, International Institutions. SayPro works across various Industries, Sectors providing wide range of solutions.

Ensure Students Upload All Required Documents and Confirm Their Participation

Objective:

To verify that all registered students have submitted the necessary documentation and formally confirmed their participation in the event. This ensures eligibility, smooth logistics, and accurate attendance records.

Task Breakdown

1. Create a Submission Checklist

Define and communicate the full list of required documents:

Resume or CV (PDF or Word)
Copy of valid student ID
Consent form (if applicable)
Academic details (included in registration form)
Confirmation of participation (via checkbox or follow-up email)

Responsibility: Program Coordinator
Deadline: Before registration launch

2. Include Upload Fields in Registration Form

Ensure the online form allows:

Secure file uploads for each required document
Mandatory upload fields for submission completion

Responsibility: IT/Web Team
Deadline: With form creation

3. Automate Confirmation Acknowledgement

Add a required checkbox: “I confirm my participation in this event.”
Send an automated confirmation email after successful registration that includes:
- Summary of submitted documents
- Event details (date, time, location/link)
- Contact info for support

Responsibility: IT Team / Communications
Deadline: At form launch

4. Track Submissions in Real-Time

Use a central tracker (e.g., Excel, Google Sheets, Airtable) to log:

Student name and ID
Date registered
Documents submitted (yes/no)
Participation confirmed (yes/no)
Follow-up needed (if incomplete)

Responsibility: Admin Assistant / Data Coordinator
Timeline: Ongoing until close of registration

5. Follow Up with Incomplete Submissions

Send reminders to students with missing documents or no confirmation
Allow document resubmission via email or secure upload link
Set a final deadline (e.g., 7 days before the event)

Responsibility: Student Support / Event Admin
Deadline: 1 week before event

6. Lock Registration List

Finalize list of confirmed and eligible participants
Mark students with incomplete submissions as “pending” or “not attending”

Responsibility: Program Lead / Admin
Deadline: [Insert date—e.g., 3 days before event]

Success Criteria

100% of registered students have submitted all required documents
95%+ of registrants have confirmed participation
Final list of eligible attendees ready before the event

Here’s a detailed breakdown of the task:

Ensure Students Upload All Required Documents and Confirm Their Participation

Objective:

Task Breakdown

1. Create a Submission Checklist

2. Include Upload Fields in Registration Form

3. Automate Confirmation Acknowledgement

4. Track Submissions in Real-Time

5. Follow Up with Incomplete Submissions

6. Lock Registration List

Success Criteria

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