Transcripts A-Z: Requesting, Preparing and Tracking Student Transcript Requests Presented by Adam Dietz and Elizabeth Halim

2. Transcripts A - Z:
Requesting, Preparing and Tracking
Student Transcript Requests
Adam Dietz, Lead Training Specialist
Elizabeth Halim, Technical Product Manager

3. 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

4. Quick Facts:
Transcripts in Naviance

5. 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

6. Overview:
The full transcript lifecycle

7. 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. Deliver1. Request

8. Student experience:
Requesting Transcripts

9. 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

10. 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

11. Requesting Transcripts
Option 1

12. Requesting Transcripts
Option 1

13. Requesting Transcripts
Option 2

14. Requesting Transcripts
Option 2

15. Requesting Transcripts
Option 3

16. Requesting Transcripts
Option 3

17. Requesting Transcripts
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18. School experience:
Managing Transcript Requests

19. Transcript Request Manager
● Requests tab
○ Show me drop-down menu
○ Sort by column headings
● Students tab

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

21. 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)

22. 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
rdass of 2015 (grade 12L..:_
8 requests
All new requests added in the past 7 days
l(selectlist)Show me:
Quick lookup:
:]
C2Dlast 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

23. • 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 tsubmitted apps Jhistory 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 searchShow me:
Quick lookup: last name:
)all
Application Manager
'E)
DeadlineCollege
OaklandUniv
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
Uof Michigan Beamer, Fred Pend• 11 submitted RD requested 1/31/12 11/1/13 317/11
Uof 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
Uof Wisoonsin Madison Beamer, Fred Pendmg submitted RD Q requested 2/2/15 11/1/13 11129/11
NavianceU (not a realcollege) 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
AdelphiUniv Marke, Dreu Pending RD requested 6/26/12
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24. Electronic Transcripts:
Uploading and sending transcripts via eDocs

25. Electronic Transcripts in eDocs
Overview

26. 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

27. Transcript Types in eDocs
● Initial transcript
● Mid-year transcript
● Optional transcript
● Final transcript
● Transfer transcript

28. Acceptable transcript formats
● PDF
● PESC XML (student data)

29. Upload Transcripts in eDocs

30. Upload Options
● Single transcript upload for one student at a time
● Multiple transcript upload for multiple students via
Multiple Transcript Manager (MTM)

31. 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 Rep1aceSusan 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
- Leallng :xamResuts
.,ComiT1Qfl AppSchool Repo<t
- 'IIACAC SchoolReport
- CurrentCourses
.,Mod-ye..-Transcnpt
-Optional Transetipt
- OR Explanation o Change
- Oth"rOpt><ma1qeport
- MRExplanation 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

32. 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.

33. 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
=
=
=
+
+
+

34. 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

35. Step 2: Match transcripts
Multiple Transcript Manager IUpload Transcripts
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 Sellice IPrivacy
Signed in as Elizabettl Hatim from QA • MTU •JB
HOBSONS )

36. Multiple Transcript Manager IMatching
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 )

37. Step 3: Review &fix matchin
Multiple Transcript Manager IReview 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
UnmatchedAbling. Austin alexi.s. kaizmondStudrl!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

38. Hover over sna shots to see details...
Match to student in Naviance
F ·for student
• Previou
s
Viewing Transcript415 8 Page Artlons •
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Next •
0

39. Find students to match...
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
anscri
p
t 415 Pag
e
Acti ons •

40. 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
GP
A
FNL CRE
D
ATI
YES A 1.0
ALGEBRA I

41. 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

42. Send Transcripts via eDocs

43. 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

44. 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/OtherInitialReport
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)

45. Send to non-Common App
Send Documents Expand All
l.Ai st upda ted with Com mon A,pp Online: 0512612015 08:46 a4
Coll<>g
e
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
V1e
w
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

46. Submission Status
Collin App Class of 2.015 -
-
Student Details i>repare Send l>rint Sutlmission Status J>revious 'tears
ICommon App MATCHED I ICA. F!:RPA Waive r WAIVED IIAct 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 Hallenbeck
Status
5.Jbmitted
Date Submitted •
10/24/2.01
Submitted By
Susan Hallenbeck
110 Action
View
The Ohio State University 10/241201 Susan Hallenbeck Submitted 10/241201 Susan Hallenbeck View
Docuide nst of Iecfl (not a real college) 091291201 Jason Woys Delivered 09129/2.01 Susan Hallenbeck llPCSUSM View
Docuiide nst of Tecfl (not a real college) (!;!ial Transcript 10/20.12.01 Susan Hallenbeck Delivered 09/29/2.01 Susan Hallenbeck llPCSUAN View
Docuiide nst of Iecfl (not a real college) Written Eva!uati.on 09/23/2.01 Susan Hallenbeck Delivered 09129/2.01 Susan Hallenbeck llPCSUSO View
The Ohio State University Common App Teacher =·al. and _etter of !lee. 09/221201 Susan Hallenbeck Submitted 09/221201 Susan Hallenbeck View

47. Print I Mail documents
Maeve April Class of 2015
ICommonApp NOT MATCHED IICA FERPA Waive r NCOMPLETE IIActive Transcript INmAL I
Batch Print Documents
Batch Print History
File Date
Transcripts.pdf 06129/2015
Completed By
Erin Coul'se or
Actions
Dov.'fliOcl
d
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
ErinCounselor0 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.

48. Questions?