Transcripts A - Z: Requesting, Preparing and Tracking

Student Transcript Requests

Adam Dietz, Lead Training Specialist  

Elizabeth Halim, Technical Product Manager

Agenda

Quick Facts Transcripts in Naviance  

Overview The full transcript lifecycle  

Student experience Transcript request process  

School experience Track and manage transcript requests  

Electronic Transcripts Upload and send electronic transcripts via eDocs

Quick Facts: Transcripts in Naviance

2014-15 School Year

2.6M transcripts requested by students in Naviance

5.9M transcripts uploaded and sent electronically via eDocs

3.8M transcripts sent to Common App via eDocs

500+ Common App member colleges receiving transcripts from eDocs

Overview: The full transcript lifecycle

Overview: The full transcript lifecycle

students request transcripts in family connection

Registrar / Counselor / School Official manages and tracks transcript requests in Naviance

Colleges receive transcripts

directly or via Common App

mail transcripts

send transcripts electronically via eDocs

2. Track/ Manage/Upoad 3. Send 4. Deliver 1. Request

Student experience: Requesting Transcripts

Electronic Transcript Requests - Benefits

●  Streamlines and simplifies request process ●  Easy to track transcript requests ●  Faster fulfillment of requests ●  Maintains a record of document submission ●  Frees staff to focus on student

Requesting Transcripts

Options ●  Transcripts link on the Colleges tab in the Resources

section ●  Request box in the Transcript column while adding to

Colleges I’m Applying to ●  Request Transcripts link on the Colleges I’m Applying

to page

Requesting Transcripts

Option 1

Requesting Transcripts

Option 1

Requesting Transcripts

Option 2

Requesting Transcripts

Option 2

Requesting Transcripts

Option 3

Requesting Transcripts

Option 3

Requesting Transcripts

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enrichment programs scholarships

& money scholarship

match

scholarship list

scholarship applications

national scholarship search resourc

es transcnpt

s  

test scores

t add to this list I request transcripts Iview detailed status Icompare me

Actions

College

Applying via Common App?

Submissions Oeadlinet Transcript Office Status

Edit Man ;<

C<lmmuni<ation

Graph II'WW

My App. Results

Type

Arizona State Univ E

J

Initial Q app ..

, "'

I2J

('; 5/1/13 materials submitted Accepted submitted

Initial Q 1/15/ 15

app requested materials

submitted submitted

Accepted

cl [gJ

Initial Q app ..

, "'

I2J

2/1/ 12 sent materials subrrutted submitted Initial materials app

submitted

submitted  Mid-year app submitted submitted

Accepted

s 11/30/14 sent    Q

Accepted

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"' l¥1

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Accepted c/

sent

RO

Auburn Univ

RO

Bavtor Univ

RO

RO

Oocufide lnst of Tech !not a real ROLL collegeI

Delete Application

School experience: Managing Transcript Requests

Transcript Request Manager

●  Requests tab ○  Show me drop-down menu ○  Sort by column headings

●  Students tab

Application Manager

●  Pending apps tab ○  Show me drop-down menu ○  Advanced search ○  Sort by column headings

Application & Transcript Request Managers

. NAVIAN C E Students Planner Courses Scholarshtps Colleges Careers Connecttons Reports 0 &archforStudent I

Transcript Request Manager Multiple Transcript Manager Document Manager

Scholarship Application Manager Teacher Recommendations Joumal

Dashboard Mailing Manager

Naviance Curriculum

PrepMe

Account Settings School Account My Account Manage Subscriptions

Setup

Current Services AchieveWorks"' Career Key Naviance

Naviance Curriculum Naviance Course Planner

Naviance eDocs PrepMe for the ACT

Naviance Succeed High School .. Arlington,VA •. u.s.

Class of 2015 Snapshots ( Students with submitted applications 'J

10/1120 10/1120 10/1120

10/1120 10120/15 7116/16

10/1120

Chart data is updated every 24 hours. Click graph for details

System Maintenance • 6/5/15

N a v i a n c e M a r k e t p l a c e Boost student auccesa with po-werful third party add-one for Naviance

Navlance Professional Development Courses

Visit the Nayiance professional peyelopment Resources Page In the Navlance Network to access the course catalog, course workbooks, public course schedule, and detailed information regarding professional development offerings.

To register for public web-based courses using your Naviance coupon code or a credit card, visit our Naviance Public Course Registration Site.

Coupon codes are located in the Naviance Professional Development: Next Steps email sent to primary account contacts.

For help registering for public courses or to schedule private training sessions, email training@naviance.com .

System Maintenance - 6/5115 (May 26, 2015)

Transcri t Re uest Mana er

. NA VI AN C E Students Planner Courses ScholarshipS Colleges Careers Connections Reports 0 &archfor Student I 0 I

Quick Links Application Manager Transqiot Reqyest Manager

Multiple Transcnpt Manager

Document Manager Scholarship Application Manager Teacher Recommendations Journal Dashboard

Mailing Manager Naviance Cumculum

PrepMe

Transcript Request Manager  Add requests for this student: (enter last name and hrt enter key)

requests J Grade/Class:

Currently showing:

students I payments I settings

r dass of 2015 (grade 12L..:_ 8 requests All new requests added in the past 7 days l(selectlist) Show me:

Quick lookup:

:] C2D last name:

id number.

l and/or recipient:

1..!12.) 1..!}2_'

showO>g requests:1to 8 (8 total)

Process selected transcripts: View printer-friend ylist : , 'J!O \

U all

r Recipient

Uof Al Tuscaloosa

Student

Asly, Troy

Added

619/15

Deadline Mailed

pending

Mid-Year

N/A

Final

N/A

Confirmed

No

Paid

No

SAT

No

ACT

No

0 The Ohio State University Caya, Matthew 619/15 211/13 pending N/A N/A No No No No

0 Allegheny Coli Marko,Dreu 619/15 2115113 pending N/A N/A No No No No

0 Oakland Univ Delamer,Marty 619/15 pending N/A N/A No No No No

0 Coli of William & Mary Romeo, Chelsea 619/15 1/1/14 pending NIA NIA No No No No

0 AdelphiUniv Marko,Dreu 619/15 pending N/A N/A No No No No

0 Uof Richmond Romeo, Chelsea 619/15 1/15114 pending N/A N/A No No No No

c Acadia Univ Marko,Dreu 619/15 pending N/A NIA No No No No

• NA VI AN C E Students Planner Courses Scholarshrps Colleges Careers Connearons Reports 0 &ard>.for Stud•nt I 0 I

Quick Links Application Manager

Transcrrpt Request Manager Muiple Transcript Manager

Document Manager

Scholarship Applicabon Manager Teacher Recommendations JournalDashboard Mailing Manager

Naviance Curria.Jium PrepMe

Application Manager

,,pending apps t submitted apps J history T SUilVTlal'f J

PENDING APPLICATIONS

Grade/Class:

Currently showing:

[ class of 2015 (gra

106 applications All pending applications r (select list)

and/or college:

--=::iJ

or Iadvanced search\ Show me:

Quick lookup: last name:

)all

Application Manager

'E)

Deadline College

Oakland Univ

Student  

Delamar, Marty

Office Status

"'mg

Student Status submitted

Type  

RD

Delivery

Type " Eranscrlpt ICollege

requested

lntemal Deadline

Added  

7n/09

Abilene Christian Univ Caya, Matthew Pending RD Q requested 2/1/15 4/15/10

U of Michigan Beamer, Fred Pend• 11 submitted RD requested 1/31/12 11/1/13 317/11

U of Notre Dame Beamer,Fred Pending RD requested 1/1/14 11/1/13 818/11

Furman Univ Caya, Matthew Pendrn! RD requested 1/15/12 11/17/11

U of Wisoonsin Madison Beamer, Fred Pendmg submitted RD Q requested 2/2/15 11/1/13 11129/11

NavianceU (not a real college) Caya, Matthew Pendrrg RD requested 2128/ 12 12/8/11

Whitman Coil Beamer, Fred Pending submitted RD requested 1/15112 11/1113 1/31/12

Acadia Univ Marke, Oreu Pendin RD Q requested 6/26/12

Adelphi Univ Marke, Dreu Pending RD requested 6/26/12

0 c c c 0 0 0

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Electronic Transcripts: Uploading and sending transcripts via eDocs

Electronic Transcripts in eDocs Overview

Electronic Transcripts - Benefits

●  Efficient ○  Upload once, send to

multiple colleges. ○  Save time, paper and

money. ●  Easy to track uploads and

submissions in eDocs ●  Confirmation on transcript

submission and delivery to colleges

Transcript Types in eDocs

●  Initial transcript ●  Mid-year transcript ●  Optional transcript ●  Final transcript ●  Transfer transcript

Acceptable transcript formats

●  PDF ●  PESC XML (student data)

Upload Transcripts in eDocs

Upload Options

●  Single transcript upload for one student at a time ●  Multiple transcript upload for multiple students via

Multiple Transcript Manager (MTM)

ICommonApp MATCHED IICA F:QPAI'IaM!rWAIYED IIAct ve Transcnpt MUIYEAit I

Collin App Class of 2015

Documents Checklist Hide

 Final C:hedcllst

Teacher Documents +Add

Type • Author Dace Size Actions

( View I  

View

Common App Tea<:her :vauation (The OhiO State Univel'5ity)

_ette"' of Recommendation (The OhiO State Umvel'5ity)

Susan Hallerrbeck 09/22/2()14 160.44 1<.3

Susan Ha llenbeck 09/22/2014 20 92 KB

Counselor Documents + Add

Type • Author Date  10/2412014

Size  132.34 K3

Actions

Common App OptionalReport Hallenbeck View Rep'-ace

Delete

Common App SchoolReport 10/2412014 221.32 1<.3 View Rep ace Delete

Grade Report/Report Card 10/2412014 15 30 KB View Replace Delete

Wmten Eva!uaoon 09/2312014 20 91KB View Replace Delete

Transcript

Type •

n tial Transcript

Author Dace Size Actions  

View Rep1ace Susan Hallenbeck 10/201201< 29 18 KB Delete

' .d-year Transcript (active) Art Allen 03/23/20 S 2.28 <B [View Rep' ace Delete

lnitlaiCheddist Mid-year Cheddist mtial Transmpt

-'Transfer Transaipt ., Wntten Evaluaoon -  Other School Report -  Lea\llng :xam Resu ts .,ComiT1Qfl App School Repo<t -  'IIACAC SchoolReport -  Current Courses

.,Mod-ye..-Transcnpt - Optional Transetipt -  OR Explanation o Change -  Oth"r Opt><ma1qeport -  MR Explanation of Change - Othe.r Mid·year RE"port .,Grade Reportllleport Card -  CommonApp M•d·year Report .,ComiTIOil App Opbona Repo<t -  NACAC Mid-year Report

-  FinaiTranscnpt -  Other FinalReport - FQ: Explana:ionof Change - CommonApp FinalReport

Add a Transcript

e Upload a File Type: *  

Initial Transcript

File Name: *  

initial-transcript pdf Browse  File upload si:ze cannot exceed SOOkb.

 Average processing time is currently less ttlan 1minute.

Multiple Transcript upload: 4 easy steps

1. Upload a file containing multiple student transcripts

4. Add matched transcripts to student records

2. Match transcripts to student records

3. Review  

and fix matching

= = =

+ +    

+

Step 1: Upload File

Mult iple Transcript Manager IUpload Transcripts  Before uploading. tell us the transcript type and class year of the transcript PDF or XML that you plan to upload.

Transcript Type: Final Class Yea r: 2015 ..

Drag and drop a transcr ipt PDF or XML here  

OR    

Choose file to upload Maximum file size: 15MB

Step 2: Match transcripts

Multiple Transcript Manager I Upload Transcr ipts  Before uploadfng, tell us the transcript type and class year of the lranscript PDF or XML that you plan to upload.  Transcript Type: Final Class Year: 20 15

batch_indiana_minimal_2<ransc rip<s.xml Upload complete!

Copyright C 2015, Hol:lsons Inc. ITerms of Sel\lice IPrivacy Signed in as Elizabettl Hatim from QA • MTU •JB HOBSONS )

Multiple Transcript Manager I Matching

C Feel free to continue other work in Naviance or just hang out while this matches!

What can I do about matched transcripts?  

You can click to view,verify matches or add matched transcripts w eDocs.  

What can I do about unmatched transcripts?  You can st llmake progress!just click onthe unmatched transcr pts and match them to students.  

What will happen to existing transcripts within eDocs?  Th's will only replace existing transcripts f they are the same transcript type.such as Initial.Mid-Year.Fina1 and Optional.

Copyright 02015, Hobsons Inc. 1 Terms of Sef'lice 1 Privacy Signed in as Elizabeth Halim from QA • Ml1J •JB

HOBSONS )

Step 3: Review & fix matchin

Multiple Transcript Manager I Review Transcripts  

Final Transcr ipt Class of 2015

2 transcripts W ' unmatched

3 transcripts matched 0 0 transcripts

added to eDocs

Sort By Last Name A-Z

Unmatched Abling. Austin alexi.s. kaizmond Studrl!nt. Carlos

Unmatched

'2pages '1page ' £3 1 page

Copyright e2015,Hobsons Inc. ITerms of Service I Privacy Signed inas Elizabeth Halim from OA - MTU - JB

Close + Add Matches to eDocs

HOBSONS )

1pa ge £3 1 pa

ge

Hover over sna shots to see details...

Match to student in Naviance

F ·for student

•  Previous

Viewing Transcript415 8 Page Artlons •

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aus

Match to student in Naviance

Ab.-.g, Auotin (Matcllod) OOB:07/0611998 10: nJa

-_: 0

AUSTIN ABLING 2209 NELSON STREET

COURSE NAME

FNL

Viewing Tr

an scrip

t 415 Page

Acti ons •

Assemble es & match to students...

%Austin Abling Change \ unmatch 0  Bom:07/06/1998

10:n/a

4 P ev o

Viewing Transcript 1

Next• %Austin Ablin Bom:0710611998

10: nla

g Change I Unmarch 0

4 P"' ou

M

D

StudentTra      

AUSTIN ABLING 2209 NELSON STREET

ARLINGTON,VA 22206 STUDENT NUMBER:999902276

COURSE NAME IN GPA

FNL CRED ATI

YES A 1.0 ALGEBRA I

     

CRE COURSE NAME

Ste 4: Add matched transcri ts to eDocs to finalize

Multiple Transcript Manager IReview Transcripts  

Final Transcript Class of 201S

2 tra nscripts W unmatched 0 3transcripts

matched 0 added to eDocs 0 uanscripts

- 2pages

.... "'-- 4 · ......... ·----

1page

Copyrtght e2015, Hobsons Inc.ITerms of SefVice IPnvacy HOBSONS ' Signed Illas Elizabeltl Halim from QA - MTU - JB

Send Transcripts via eDocs

Where can I send transcripts to via eDocs?

●  Send electronically to colleges that students are applying to: ○  Common Application member colleges ○  Colleges that can receive electronic documents via

Parchment ●  Print & Mail to colleges that cannot receive electronic

documents

Send to Common App College  

Allbright College Hide fulldetails

•  Teache r LORs:1 min / 1 max I 0 submitted •  Written Eva luation required

 This is a Common App college -select the forms you'  

Form

0 SchooI Report

Midyear/Other InitialReport

like to submit online and click "Review and Submit"..  

Information

prepared on August 12, 20 14 by jason Woys

uploaded on A gust 3, 2014 byjason Woys

uploaded on April 9, 2015 by Krisry Cunningham

required in order to submit Common App Counselc

required in order to submit Common App Teacher

uploaded on April 9, 2015 by Krisry Cunningham

   

uploaded on Apri/9, 2015 by Krisry Cunningham    

uploaded on Apri/9, 2015 by Krisry Cunningham

Written Evaluation  

Common App Teacher Evaluation

Letter of Recommendation

Midyear Report  

Active Transcripr (Rnal)  Optional Report  

Active Transcripr (Rnal)  Final Report  

Active Transcripr (Rnal)

Send to non-Common App Send Documents Expand All l.Ai st upda ted with Com mon A,pp Online: 0512612015 08:46 a 4

Coll<>ge

lnitia I Report

-  Wnnen Evaluaoon is ready to send -  School Profile is ready to send -  Transcript ready to send

-  School Report is ready to send

idyear/Oth er Report  - Grade Report/Report Card is ready to send

final Report

AdelphiUniversity f ull details  

Agnes Scott College f ull details

This college is not in the student 's Common App application list Teacher eva uauons: 1 m.n I 2 max 0 eva luation(s}have been submitted

rms you'd like to su bmit on line an d <l ick "Review and Submit". I nform ation

up/coded on Morch 23, 2015 by Art Allen

Actions

View

!;";! American Acade my of Art -i1de fu Idetails This college accepts electron ic submissions.Selec

For

Written Evaluation

School Prof.le

M1dyear .<eport

Midyear Change Explanat>on

Opt>onal Report

Opt>onal Change Explanaoon

Grade Report/Report Card

nal Qeport

F'mal Change Explanation

uplc-::1ed on Sep!tmber 23,2.014 by Susan Holo'tnb«.k

uploaded onAugust 3, 20ld by Joson Vlcys

V1e

w

View

Ve

v

uploaded on October 2<1, 2014 by Suson Hollenbeck

V1ew

Ve

Davidson College 0ull details

Application sean:ed by student hrou-gh Common App •  Teacher eva uauons: 2 m.n I 4 max •  0 eva luation(s} have been submitted

- School Report is ready to send

Submission Status

Collin App Class of 2.015 -

- Student Details i>repare Send l>rint Sutlmission Status J>revious 'tears

 

I Common App MATCHED I I CA. F!:RPA Waive r WAIVED I IAct ive Trans<:ripc

MIDYEAR I  

Submissio n Status

VIew eDocs Destinations

1

1

1

1

1

1

Application  The Ohio State University

Oocument Type  

Common App Optional Report

Oate Created  

10/24/201

Author  

Susan Ha llenbeck

Status  

5.Jbmitted

Date Submitted •  

10/24/2.01

Submitted By  

Susan Ha llenbeck

110 Action  

View

The Ohio State University 10/241201 Susan Ha llenbeck Submitted 10/241201 Susan Ha llenbeck View

Docuide nst of Iecfl (not a real college) 091291201 Jason Woys Delivered 09129/2.01 Susan Ha llenbeck llPCSUSM View

Docuiide nst of Tecfl (not a real college) (!;!ial Transcript 10/20.12.01 Susan Ha llenbeck Delivered 09/29/2.01 Susan Ha llenbeck llPCSUAN View

Docuiide nst of Iecfl (not a real college) Written Eva!uati.on 09/23/2.01 Susan Ha llenbeck Delivered 09129/2.01 Susan Ha llenbeck llPCSUSO View

The Ohio State University Common App Teacher =·al. and _etter of !lee. 09/221201 Susan Ha llenbeck Submitted 09/221201 Susan Ha llenbeck View

Print I Mail documents Maeve April Class of 2015

I CommonApp NOT MATCHED I I CA FERPA Waive r NCOMPLETE I I Active Transcript INmAL I  

Batch Print Documents  Batch Print History  

File Date

Transcripts.pdf 06129/2015

Completed By

Erin Coul'\se or

Actions

Dov.'fliOcld

Batch Descript on:* -l'lblr batch desa1ptian

School Reports

Name ... Application

AllApp'icat ons

AllAppicat ons

AllAppficat ons

AllAppricat ons

Author

ErinCounse'or

ErinCounselor

ErinCounse'or

ErinCounse•or

0 0 0 0

Common App SchoolRepon

lnittalTranscript

NACAC SchoolRepon

Written Eva uat on

Midyear Reports

Name ... Application

AllApp'icat ons

Author

ErinCounselor 0 Optional Transcript

Final Reports

0

Name ...

FinalTranscript

Application

AllApp'icat ons

Author

ErinCounse'or

Sele red documenr:s will be combined in a single PDFfile.

Questions?