Digital Student File (DSD)

All student documents are collected in the digital student file. The file is accessible to academic advisors, certain employees and students.

To access the digital student file, click on the “Study Monitor” app in your dashboard. In the Study Monitor, click on the Digital Student File block to view all your documents in a single overview.

Study Monitor

The Study Monitor is a dashboard for students and academic advisors that provides insight into a student’s academic progress. The study monitor displays:

• general information (your name and address, BSA, registrations, etc.) 
• your last 5 results and a link to all your results, the credits per study, the credits per extra-curricular subject and your weighted average
• the last 5 documents from your Digital Student File (DSD) and a link to your DSD
• the last 5 meeting notes from (or on behalf of) academic advisors and / or student counsellors and a link to all meeting notes

Roles and Permissions

Within the DSD, access to documents is organized based on roles. The system contains more than 80 document types, and for each document type, it is specified which roles are authorized to view and/or upload documents. As a result, for example, an administrative secretary of the examination board can view and add correspondence from COBEX, while a front-office employee at SSA does not have these permissions.

An employee’s role in the DSD is automatically determined based on the groups of which the employee is a member in ServiceNow. For example, if an employee is part of the academic advisors case handler group, they are automatically assigned the corresponding academic advisors role in the DSD.

If an employee is a member of multiple groups, they are assigned multiple roles in the DSD. This grants the employee access to all the permissions associated with these roles.

This overview shows which access rights are linked to the various roles. QRCs with brief instructions on how the DSD works can be found on SharePoint.