Behind-the-Scenes Look at Naviance
from Both Sides of the Desk
Gerry O’Brien Marian Catholic High School
Kirk Koenig Unive...
Marian Catholic High School
Location: Chicago Heights, IL
Description: Private, Co-ed, College Prep
Size: 1308 students, S...
Issues to be decided before starting
• Who will add applications?
• Who will upload transcripts?
• Who will send teacher/c...
My view of student’s list of colleges
Student view of list of colleges
Applying via CA or School app
Preparing Forms
Uploading student’s transcript
into Naviance
Select student
Select type of transcript
Send to Naviance eDocs
Adding Counselor Documents
Adding Teacher Documents
Submitting via eDocs
Submitting Transcript via eDocs
Submitting Common App
Documents to be submitted
Common Application Docufide
INITIAL INITIAL
-HS transcript & CA SR -HS transcript & NACAC or
inc...
Submission Status
Interpreting eDocs
Submission Status
Submitting – form is in the process of being submitted to the
destination
Submitted –...
University of Oregon
Location: Eugene, OR
Description: Public Research University (AAU)
Size: 24,591 students, Freshmen cl...
University of Oregon
We log into the Parchment Exchange Server and select the Receive icon
University of Oregon
University of Oregon
• We select the transcripts we want to download
• Making sure the download zip file contains the tran...
University of Oregon
• Time to download can take from 1-2 minutes or the entire day, depending on volume
• While waiting f...
University of Oregon
• Individual PDFs are then “printed” to a virtual printer to get set for indexing to our imaging
syst...
University of Oregon
• We use an indexing folder for each day of the week
• Once a document is indexed, the transcript is ...
University of Oregon
• If we index the document to an incorrect ID and are contacted by the applicant we
can find the docu...
Questions?
Your Feedback Matters!
Thank you for attending the
Naviance Summer Institute 2013!
We greatly appreciate your feedback, pl...
Behind-the-Scenes Look at Naviance from Both Sides of the Desk
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Behind-the-Scenes Look at Naviance from Both Sides of the Desk

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Behind-the-Scenes Look at Naviance from Both Sides of the Desk

  1. 1. Behind-the-Scenes Look at Naviance from Both Sides of the Desk Gerry O’Brien Marian Catholic High School Kirk Koenig University of Oregon
  2. 2. Marian Catholic High School Location: Chicago Heights, IL Description: Private, Co-ed, College Prep Size: 1308 students, Senior class of 365 Transcripts submitted this year: 2,063 Non CA 958 CA 599 CA school app 259 Mailed 112 SRAR 135
  3. 3. Issues to be decided before starting • Who will add applications? • Who will upload transcripts? • Who will send teacher/counselor letters? • Who will submit completed applications?
  4. 4. My view of student’s list of colleges
  5. 5. Student view of list of colleges
  6. 6. Applying via CA or School app
  7. 7. Preparing Forms
  8. 8. Uploading student’s transcript into Naviance
  9. 9. Select student
  10. 10. Select type of transcript
  11. 11. Send to Naviance eDocs
  12. 12. Adding Counselor Documents
  13. 13. Adding Teacher Documents
  14. 14. Submitting via eDocs
  15. 15. Submitting Transcript via eDocs
  16. 16. Submitting Common App
  17. 17. Documents to be submitted Common Application Docufide INITIAL INITIAL -HS transcript & CA SR -HS transcript & NACAC or includes counselor evaluation other school report -teacher letters -counselor and/or teacher letters MIDYEAR MIDYEAR -Transcript & CA MY Report -Transcript & MY Report FINAL FINAL -Transcript &CA Final Report -Transcript
  18. 18. Submission Status
  19. 19. Interpreting eDocs Submission Status Submitting – form is in the process of being submitted to the destination Submitted – form was submitted and is awaiting receipt confirmation by either the Common App or Docufide system. Received – form was marked as received by Common App or Docufide Downloaded – form was exported, downloaded, or printed by college (via Docufide) Printed – printed by high school, not submitted electronically
  20. 20. University of Oregon Location: Eugene, OR Description: Public Research University (AAU) Size: 24,591 students, Freshmen class of 3,946 Transcripts Received this past year*: 32,836 Parchment/EDI Transcripts 21,228 Paper Transcripts 11,608 Other Electronic Documents Recommendations 14,194 HS Profiles 1,561 *We will receive an additional 3,900 final HS transcripts
  21. 21. University of Oregon We log into the Parchment Exchange Server and select the Receive icon
  22. 22. University of Oregon
  23. 23. University of Oregon • We select the transcripts we want to download • Making sure the download zip file contains the transcripts as separate PDF documents • Click on the “Begin Download” button
  24. 24. University of Oregon • Time to download can take from 1-2 minutes or the entire day, depending on volume • While waiting for the download to complete, we select letters of recommendation • We wait to click on the “Confirm Download” until we know the files are all ready for the next step.
  25. 25. University of Oregon • Individual PDFs are then “printed” to a virtual printer to get set for indexing to our imaging system • The PDF documents are saved to a folder for back-up
  26. 26. University of Oregon • We use an indexing folder for each day of the week • Once a document is indexed, the transcript is viewable in our imaging system • As we index, we mark the transcript in as received in our SIS (Banner) • A workflow is triggered to let the evaluator know the document is ready for review
  27. 27. University of Oregon • If we index the document to an incorrect ID and are contacted by the applicant we can find the document if we have the: • Within 60 days of it being transmitted •Document ID •Date of when transcript was sent by the high school •Full name of the applicant • After 60 days of it being transmitted, we refer to our backup-folder of older documents •Date of when transcript was sent by the high school •Full name of the applicant
  28. 28. Questions?
  29. 29. Your Feedback Matters! Thank you for attending the Naviance Summer Institute 2013! We greatly appreciate your feedback, please complete a brief evaluation for this session at: http://go.naviance.com/evaluations

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