Student guide
Sending your documents is easy — 5 small steps
This guide explains everything, one step at a time, in simple words. Read the short version below, or jump to any topic.
- 1Type the email you use in Populi and click Continue.
- 2Open My documents. You will only see the documents we still need from you.
- 3Answer the questions (sponsor, how you entered the U.S., dependents) and click Save and continue.
- 4Tap the upload box, choose the file, check the preview, and click Upload this file.
- 5Wait for our review. We email you only if something needs to be fixed.
What is this website?
This website is like a safe mailbox. You put your school and immigration papers here, and the Living Water office picks them up and checks them.
You do not need to print or mail anything. You only need a photo or a PDF of each paper.
The website shows you exactly which papers are still missing. When nothing is missing and everything is checked, your file is complete.
💡 Tip: You can do everything from your phone. A computer works too.
Before you start — what you need
Get these things ready first. It makes everything faster:
- A phone or computer with internet.
- The email address that is on your Populi profile (the same one you use to log in to Populi).
- Your passport (you will take photos of the photo page and the U.S. visa page).
- Your I-20 from Living Water, and your "Continued Attendance" I-20 from your previous U.S. school.
- Your diploma or transcript from high school or college.
- A bank statement (yours, or your sponsor's if someone is paying for you).
- Your I-94 (you can download it for free at i94.cbp.dhs.gov).
- If you changed your status inside the U.S.: your I-797 approval notice.
- If you have a husband, wife, or children with F-2 status: their passport, visa, I-94, and I-797.
💡 Tip: Do not have everything today? No problem. Upload what you have now and come back later for the rest. The website remembers what you already sent.
Step 1 — Sign in with your Populi email
Populi is the school system where your classes and student information live. This website uses your Populi email to know who you are. There is no password here.
- Go to the home page of this website.
- In the box "Populi profile email", type your email. Check the spelling carefully.
- Click Continue.
- If it works, you will see your name (and student ID) at the top of the page, and the My documents page opens.
- Use the same email that is saved in Populi. A different email (for example, an old email) will not work.
- You stay signed in for about 2 hours. After that, just type your email again. Your files are not lost.
- Using a shared or public computer? Click Use a different email in the menu when you finish.
⚠️ Careful: If the website says it cannot find your email, do not create a new account anywhere. Look at "Error messages and what they mean" below.
Step 2 — Understand the My documents page
The menu on the left (or at the top on a phone) has three places: My documents (your papers), Dependents (papers for your family), and Student guide (this page).
On My documents you only see the papers that are still missing. Papers that we already have do not appear again — this is normal, they are not lost.
At the top of the page you will see one colored message. It tells you how you are doing:
❗ Red — "Documents still owed"
Some papers are still missing. Scroll down to see which ones, and upload them.
⏳ Yellow — "Pending review"
We received your papers and a person from the office still needs to check them. You do not need to do anything. Just wait.
✓ Green — "Congratulations!"
You do not owe any documents. Everything is done. Thank you!
- Each missing paper has its own box with a "Required" label, a short explanation, and a place to upload.
- Some boxes have a Note in a different color. Please read it — it answers common questions (for example, "an expired passport is OK").
- If a box says "Previous file not accepted", it means we looked at your file and need a new one. The reason is written right there.
Step 3 — Answer the questions
Some sections ask you a question first. Your answer tells the website which papers you need. Until you answer, the upload boxes of that section stay hidden and you see: "Answer the question above and click Save and continue".
Pick the answer that is true for you and click Save and continue. You can change your answer later with the Change answer link.
Financial — "Do you have a sponsor?"
A sponsor is a person (for example, a parent, husband, wife, or friend) or a company that pays for your studies and living costs.
Yes → you upload the Affidavit of Support (download the form, fill it in with your sponsor, both sign) AND the sponsor's bank statement. No, I use my own money → you upload only your own bank statement.
Immigration — "How did you enter the U.S.?"
Think about how you got your F-1 student status.
I came from my country already with an F-1 student visa → you upload only the I-94. I came with another visa (for example, tourist B1/B2) and changed to F-1 here in the U.S. → you upload the I-94 AND the I-797 (or I-539) approval.
Dependents — "Do you have dependents?"
A dependent is your husband, wife, or child who lives in the U.S. with you because of your student status (usually F-2 status on your I-20).
No → nothing else to do. Yes → type how many, then you will be taken to the Dependents page to add each name.
💡 Tip: Do not see a question? That is fine. It means we already know the answer from your papers.
Step 4 — Upload a file (send a paper)
"Upload" means sending a file from your phone or computer to this website.
- Find the box of the paper you want to send (for example, "Passport: Bio Page").
- Tap or click the box that says "Tap or click to choose a file". On a computer you can also drag the file into the box.
- Choose the photo or PDF. On a phone you can pick a photo from your gallery, open your files, or take a new photo.
- Look at the preview that appears. Is it the right paper? Can you read it? If not, click "Choose a different file" (or Cancel). Nothing is sent yet.
- If it is correct, click "Upload this file". The button says "Uploading… please wait".
- Do not close the page while it is uploading. When it finishes, the page reloads and a green message says: "Thank you — your file was received and sent for review."
- That box disappears from the list because we have it now. Do the same for the next box.
- Files we accept: PDF and pictures only (JPG, PNG, GIF, WebP, TIFF, and iPhone HEIC photos). Word files (.doc, .docx) are NOT accepted — open the file in Word or Google Docs and choose File → Save as (or Download) → PDF, then upload the PDF.
- Maximum size: 25 MB per file. A normal phone photo is much smaller than that.
- Put each paper in its own box. Do not put your passport in the bank statement box.
- One box = one file. If a paper has many pages (for example, the I-20 or a bank statement), join all pages into one PDF before you upload. See "How to take a good photo or scan" below.
- Exception — Academic Record (Diploma & Transcript): you can choose several photos or PDFs (up to 10). Click "Add more files" to add pages, then "Upload and combine". The website joins them into one PDF for you.
Note: If the upload is slow, you may be on weak internet. Wait a little. If it fails, try again with Wi-Fi or with a smaller file.
How to take a good photo or scan
The office must be able to read every word. A bad photo is the number one reason files are not accepted. Follow these easy rules:
Many pages → one PDF (iPhone)
Open the Notes app → create a note → tap the camera icon → Scan Documents. Scan each page, tap Save, then Share → Save to Files as PDF.
Many pages → one PDF (Android)
Open the Google Drive app → tap + → Scan. Scan each page (tap + for more pages), then Save. It becomes one PDF.
On a computer
Use a scanner and save as PDF, or use a free online tool to merge several images into one PDF.
- Put the paper flat on a table with a dark, plain background.
- Use good light (near a window is great). Turn off the flash if it makes a white shine.
- All 4 corners of the paper must be in the photo. Nothing cut off.
- Hold the phone straight above the paper, not tilted.
- No fingers, no shadows, no blur. Zoom in on the photo to check you can read the small letters.
- Send the whole page, not a screenshot of a small part.
Every document explained (what it is and where to find it)
Here is every paper this website can ask for. You will only see the ones that are still missing for you — you probably do not need all of them.
Not sure which box a paper goes in? Read the list below. Still not sure? Upload it in the box that fits best — the office checks every file and will tell you by email if it belongs somewhere else.
Acceptance Letter · Enrollment Documents
The letter that says "Welcome, you were accepted to Living Water."
It was sent to you by email by the Admissions Office. Look in your email for a PDF letter with the Living Water logo.
Living Water I-20 · Enrollment Documents
Your student form from Living Water. It has your name, your SEVIS number (starts with N00…), and your program.
Living Water sent it to you. It is usually 3 pages. Please send all pages, and make sure it is the one from Living Water (not your old school).
Academic Record: Diploma & Transcript
Proof that you finished school before: your diploma or your transcript (the list of your classes and grades).
From your high school, or from your college if you already finished college. It can be in any language.
Note: Documents in any language are accepted. English translations are not required. However, if you already have a translation, please send it.
Affidavit of Support Form · Financial Documents
A form where the person paying for your studies (your sponsor) promises to help you with money.
Download the form on this portal (button in the Financial section). Fill it in with your sponsor, both of you sign it, then take a photo or scan and upload it.
Bank Statement · Financial Documents
A paper or PDF from the bank that shows how much money is in the account.
From your bank app or website (look for "statement"), or ask at your bank branch. If you have a sponsor, use the sponsor's bank statement.
Note: If your account does not fully meet the requirement, please submit what you have – even if it is only $1.
Passport: Bio Page · Immigration Documents
The page in your passport with your photo.
Open your passport. Find the page with your picture, your full name, and the passport number. Take a photo of that whole page.
Note: If your passport is expired, please upload it anyway. Renewals can be delayed at the consulate — send what you have now, and upload the new passport once you receive it.
Passport: VISA · Immigration Documents
The U.S. visa sticker glued inside your passport.
Open your passport and look for the colorful sticker that says "United States of America" and "Visa". Upload the visa you used to enter the U.S. (F-1 student visa, or B1/B2 tourist visa if you came as a tourist and changed status here).
Note: If your visa is expired, please upload it anyway. Renewals can be delayed at the consulate — send what you have now, and upload the new visa once you receive it.
I-94 · Immigration Documents
The U.S. government record that shows the last time you entered the United States.
Go to i94.cbp.dhs.gov, click "Get Most Recent I-94", type your passport information, then save or print the page as a PDF.
I-797 or I-539 · Immigration Documents
The approval letter from USCIS (the U.S. immigration office) that says your status was changed.
USCIS mailed it to you. It says "Form I-797" and "Approval Notice" at the top. Only needed if you changed your status while already in the U.S.
Previous School's I-20 · Transfer Documents
The I-20 form from the school you attended in the U.S. before Living Water.
Your old school gave it to you. Upload all pages of your "Continued Attendance" I-20 (the most recent one, with issue reason "Continued Attendance"). If you do not have it, ask your old school to send it to you.
- Affidavit of Support: only if you have a sponsor.
- I-797 or I-539: only if you changed your status inside the U.S.
- Expired passport or visa? Upload it anyway, then upload the new one when you receive it.
- Diploma in another language? That is OK. No translation needed (send it if you already have one).
- Not a lot of money in the bank? Send what you have — even if it is only $1.
Papers for your family (dependents)
A dependent is your husband, wife, or child who is in the U.S. with you because of your student visa (F-2 status). If you do not have one, skip this part.
- On My documents, answer "Do you have dependents?" with Yes and type how many. Click Save and continue.
- The Dependents page opens. Type the full legal name of one person (exactly like in the passport) and, if you want, the relationship (spouse, child…). Click Add dependent.
- Repeat for each person until the counter shows all of them (for example, "2 of 2 added").
- Under each name you will see 4 boxes: Passport: Bio Page, Passport: VISA, I-94, and I-797 or I-539. Upload each paper for that person, in their own box.
- When all are sent, you will see "All dependent documents received — pending review". Then just wait.
⚠️ Careful: The Remove dependent button deletes that person AND all their uploaded papers. Use it only if you added someone by mistake.
What happens after I upload?
Here is the whole journey of your paper, step by step:
- You upload → you see the green "Thank you" message. Your file is safe with us.
- About 15–20 minutes after your last upload, you get ONE email: "Documents received — under review", with the list of everything you sent. (If you upload 5 files together, you still get only one email.)
- A person from the office opens your file and checks it. This can take a few days, especially at the start of a term.
- If the file is good → it is approved and saved in your Populi student file. We do NOT send an email for each approved paper.
- If something is wrong → you get an email that says which paper and why. The box comes back on My documents so you can send a new file.
- When everything is received and approved → you get one last email: "Your student document file is complete". 🎉
💡 Tip: Want to know how it is going? Just open My documents. Yellow means we are still checking. Green means everything is done.
Note: These emails come from an automatic system. Please do not reply to them — nobody reads that inbox. Everything you need to do is always shown on My documents.
My file was not accepted — what now?
Do not worry. This happens a lot and it is easy to fix. Nobody is angry with you. We just need a better or different file.
- Read the email. It says which paper was not accepted and why.
- Open My documents (or Dependents, if the paper was for a family member).
- Find the box that says "Previous file not accepted". The reason is written there too.
- Fix the problem (new photo, all pages, correct paper…) and upload the new file in the same box.
| Common reason | How to fix it |
|---|---|
| Blurry, dark, or unreadable | Take a new photo with good light, flat paper, all 4 corners visible. |
| Missing pages | Send all pages together in one PDF. |
| Wrong document | Check "Every document explained" above and send the right paper in the right box. |
| I-20 sent instead of the visa | The visa is the sticker inside your passport, not the I-20 form. |
| I-797 sent instead of the visa | Send the visa sticker from your passport (even if expired). The I-797 goes in its own box. |
| I-797 "Receipt Notice" | We need the "Approval Notice" — the letter USCIS sends after they approve. |
| Name does not match | The name on the paper must match your name in Populi. If your name changed (for example, after marriage), put both papers together in one PDF (for example, the document + your marriage certificate) and upload that PDF. |
| Old school papers (elementary / middle school) | Send your high school diploma or transcript (or bachelor's degree for a master's program). |
| Sponsor but no Affidavit | Download the Affidavit form, fill it in with your sponsor, both sign, and upload it. |
Oops! I made a mistake
I uploaded the wrong file or put it in the wrong box
Scroll down on My documents (or open Dependents) to "Your uploaded documents". Click Preview to look at your file. While it says "Waiting for review", click Replace and choose the right file — the old one is swapped for the new one. After the office accepts a file, it can no longer be replaced. If you put a file in the wrong box, the office will mark it as not accepted and the box will come back so you can send it again.
I answered a question wrong
Go to My documents, find your answer (for example "Financial support on file"), click Change answer, choose the right option, and click Update answer.
I added a dependent by mistake
On the Dependents page, click Remove dependent next to that name. Careful: their uploaded papers are removed too.
I got a new passport or visa after I uploaded the old one
Keep it safe. When the office needs the new one, that box will come back on My documents and you will get an email asking for it.
Error messages and what they mean
If you see a red message, find it here:
| The message says… | What it means / what to do |
|---|---|
| No student profile matches this email address | This email is not in Populi. Try the email you use to log in to Populi, and check it for typos. You can see your email in Populi under your profile. |
| Enter a valid email address | The email has a typo (missing @ or a space). Type it again. |
| This document portal is only available to students with the Populi tag… | This portal is only for a specific group of students right now. It means you do not need to upload documents here at this time. If the school needs papers from you, you will receive an email. |
| You must have an active enrollment to continue | Populi does not show you as an enrolled student right now, so you do not need to upload documents here yet. If the school needs papers from you, you will receive an email. |
| Too many lookups from this browser | Too many tries in a short time. Wait about one hour and try again. |
| Unable to reach Populi right now | The school system is busy. Wait a few minutes and try again. |
| Session expired | You were signed in for more than 2 hours, or the page was open too long. Type your email again and repeat the last step. |
| File is too large / Each file must be 25 MB or smaller | The file is too big. Take a new photo with lower quality, or compress the PDF. |
| Upload was interrupted / Invalid upload | The internet stopped for a moment. Try again, preferably on Wi-Fi. |
| No file was selected / The uploaded file is empty | The file did not arrive. Choose the file again. If it keeps happening, save the file to your phone first and try again. |
| This file type is not accepted | Use a PDF or a picture (JPG, PNG, HEIC…). Word files (.doc/.docx), .zip, .pages, or links do not work — save Word files as PDF first. |
| This photo could not be read | Your iPhone photo is in a special format. On iPhone: Settings → Camera → Formats → Most Compatible, then take the photo again. Or open the photo → Share → Save to Files, and upload that file. |
| This category allows only one file | That box already has a file, so we do not need it again. If the office needs a new one, the box will come back on My documents. |
Frequently asked questions
Do I need a password?
No. You only type your Populi email.
Why do I only see some documents and not the full list?
The website only shows what is still missing. Papers you (or the office) already gave us are hidden, so you do not send them twice.
I uploaded a file and it disappeared. Is it lost?
No! It disappeared from the list because we have it now. It is waiting for review. The yellow message shows what we are checking.
I did not receive the "Documents received" email.
Wait about 20 minutes after your last upload. Check your Spam or Promotions folder. The email goes to the email in your Populi profile. If you saw the green "Thank you" message, we have your file.
I did not get an email saying my document was approved.
That is normal. We do not send an email for each approved document. We only email you if something needs fixing, and one final email when your whole file is complete.
How long does the review take?
Usually a few business days. It can take longer at the start of a term, when many students upload at the same time.
My passport (or visa) is expired. Should I still send it?
Yes. Send it now. Renewals at the consulate can take a long time. When you get the new one, send it too.
My diploma is not in English. Do I need a translation?
No. Any language is accepted. If you already have a translation, please send it too.
My bank account does not have much money. What do I send?
Send what you have, even if it is only $1. The office will tell you if anything else is needed.
Who is my sponsor?
The person or company who pays for your studies and your life here. If you pay everything yourself, you have no sponsor — choose "No — I am using my own funds".
I entered the U.S. as a tourist and changed to F-1 here. What do I choose?
Choose "I changed my immigration status while in the United States". Then upload your I-94 and your I-797 approval. For the visa box, upload the tourist visa (B1/B2) you used to enter.
I came to Living Water from another U.S. school. What do I need?
Upload the I-20 from your previous school in "Previous School's I-20" (all pages of your "Continued Attendance" I-20, the most recent one), plus your Living Water I-20.
I never studied at another school in the U.S. What about "Previous School's I-20"?
Upload a short note (as a PDF or a photo of a signed paper) in that box saying "I did not study at another U.S. school before Living Water". The office will review it and update your file.
Can I use my phone?
Yes. Everything works on a phone, including iPhone photos.
Can I upload a photo of my screen or a WhatsApp image?
It is better to use the original PDF or a new clear photo of the paper. WhatsApp makes pictures smaller and blurry.
My document has many pages. Do I upload each page separately?
Join all pages into one PDF and upload that one file. See "How to take a good photo or scan".
Can I stop in the middle and continue later?
Yes. Everything you uploaded is saved. Come back anytime, type your email, and continue.
I already gave these papers to the school before. Why am I asked again?
If a paper is already in your Populi file, it will not appear here. If it appears, we did not find it — please upload it again.
Is this the place to submit forms like CPT, absence request, or transfer form?
No. This website is only for documents. Forms are submitted on the Forms portal (link at the end of this guide).
Words you might not know
| Word | Simple meaning |
|---|---|
| Upload | Send a file from your phone or computer to this website. |
| File | A photo or a PDF of your paper. |
| A type of file for documents. It keeps many pages together in one file. | |
| Populi | The school system with your student information, classes, and grades. |
| Registrar Office | The school office that keeps student records and checks your documents. |
| Admissions Office | The office that accepted you into the school. |
| Passport bio page | The passport page with your photo, name, and passport number. |
| Visa | The U.S. sticker inside your passport that allowed you to enter the country. |
| F-1 | The student status for international students in the U.S. |
| F-2 | The status for the husband, wife, or children of an F-1 student. |
| B1/B2 | Tourist or business visa. |
| I-20 | The official student form from your school. It proves you are an F-1 student there. |
| SEVIS number | Your student number in the U.S. government system. It is on the I-20 and starts with N00. |
| I-94 | The U.S. record of when you last entered the country and your status. |
| I-797 | A letter from USCIS. The "Approval Notice" says your request was approved. |
| I-539 | The form used to ask USCIS to change or extend your status inside the U.S. |
| USCIS | The U.S. government office for immigration. |
| Change of status | When you came with one visa (for example, tourist) and became F-1 while already in the U.S. |
| Sponsor | The person or company who pays for your studies and living costs. |
| Affidavit of Support | A signed form where your sponsor promises to support you with money. |
| Bank statement | A document from the bank showing the money in an account. |
| Transcript | The official list of your classes and grades. |
| Dependent | Your husband, wife, or child with F-2 status. |
| Pending review | We received it, and someone still needs to check it. |
| Approved | We checked it and it is good. |
| Not accepted / rejected | We need a new or different file. The reason is in the email and on the page. |
Still not sure what to do?
Almost every question is answered on this page. Try these steps, in order:
- Look at the colored message at the top of My documents. It always tells you if something is missing.
- Read the box of the missing paper — the short text and the Note explain exactly what to send.
- Find the paper in "Every document explained" above.
- Open "Frequently asked questions" and "Error messages and what they mean".
- Still not sure? Upload your best try in the box that fits. A person checks every file. If something is wrong, you get an email that explains exactly what to fix, and the box comes back so you can try again.
💡 Tip: You cannot break anything. Sending a file that is not perfect is better than sending nothing — we will guide you by email.
Who can see my documents?
Only you and the authorized school staff (Registrar and Admissions). Your files are not public and cannot be found on the internet.
When a document is approved, a copy is saved in your official Populi student file.
💡 Tip: Keep your own copy of every important paper on your phone or computer too.