The document discusses updates to Naviance eDocs for the 2015-2016 school year. It provides an overview of usage growth and new features being added, including improvements to transcript management, changes to the Common Application integration, and options for turning Common App integration on or off in eDocs. Key points include the ability to view past transcript upload history, upload PESC XML transcripts, and submit counselor recommendations and written evaluations separately from school reports through the Common App.

2. What’s New with
Naviance eDocs?
July 2015
Su Hallenbeck, Ph.D.
Director, Product Marketing
Elizabeth Halim
Technical Product Manager

3. Agenda
Report Card
How did we do in 2014-15?
Highlights
What’s New for 2015-16?
Deep Dive
Updates to eDocs for 2015-16
Future
Roadmap for next school year 2016-17
Training Options & Important Dates
Q&A

4. eDocs Report Card
How did we do in 2014-15?

5. eDocs Schools 2014-15
~9k total naviance schools
~5k eDocs schools
55.5% Naviance schools use eDocs

6. You All Have Been Busy
Activity Growth
~27 million
documents submitted for Fall 2015
college applications
22%
increase from previous year

7. eDocs Submissions 2012-2014
Submissions
10/31
2014: 877259
900,000 • 2012
• 2013
• 2014750,000
10/31
2013: 569068 10/31
2012: 460367600,000
450,000
300,000
150,000
0
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8. Typical eDocs Hourly Submissions (3 days)
Peak at ~4k submissions in an hour

9. Typical eDocs 24 Hour Submission (non-Common App)
Peak at
~2k submissions/hour
for non-Common App
applications

10. Supporting documents submitted via eDocs
3.5M uploads
5.9M transcripts
26.4M forms
Colleges

11. Supporting documents for Common Application
380K Naviance students
applying via Common App
500+ member colleges
3.8M transcripts
220K fee waiver requests
1.2M teacher recommendations
20M total documents

12. Highlights
What’s New for 2015-16

13. What’s New in eDocs for 2015-16?
Transcript Management
● MTM Past History
● Upload PESC XML transcript
● Send PESC XML transcript
● Toggle active transcript
Common Application in eDocs
● Form changes for 2015-16
● Refined process to turn ON/OFF Common
App integration
● Improved clarity on whether student
applies via Common App
● Up-to-date College Deadline info
● New Delivery Type for Common App /
Print
Jun SepJu
We arle here
Aug Oct

14. Deep Dive
Updates to eDocs for 2015-16

15. Multiple Transcript Manager
(MTM)
Past History

16. MTM Past History
● Helps with troubleshooting
● # transcripts successfully added
● # transcripts failed
● View students whose transcripts failed
● Easily go to student record to replace the
failed transcript

17. View# transcri ts added and failed for each u
Multiple Transcript Manager
Welcome back!You canview upload history,'continue'to resume work,'close' to end current wor k. upload a new set of transcripts, or see if
someone else is working on the transcripts,here.
Current Uploa
Multiple Transcript History
Showing 1-10 of 35
Last Modified • Class Year
• 2 3 4 Next Last
Transcript Type Uploaded by # Added to eOocs #Failed
06/09/2015 01:10PM 2016 Midyear Elizabeth Halim 0
05/08/2015 10:54AM 2015 Midyear Drew Kimrey 2
05/01/2015 11:13AM 2016 Final Elizabeth Halim 3
04/1512015 03:19 PM 2015 Final Kristy Cunningham 0
04/13/2015 05:04PM 2015 Midyear Art Allen 0
04/13/2015 11:29AM 2015 Final Kristy Cunningham 0
04/0912015 02:13 PM 2015 Final Kristy Cunningham 1
04/0912015 10:12AM 2015 Final Kristy Cunningham 0
03/18/2015 11:44AM 2015 Initial Mikejimenez 1
03/03/2015 06:14 PM 2015 Final ArtAllen 1

18. View details of the failed transcri t records
Multiple Transcript Manager
Welcome back!You ca n view upload history, 'continue' to resume work.'close' to end current work, upload a new set of transcripts,or see if
someone else is workingon the transcripts, here.
Current Upload I Past History
Multiple Transcript History
Showing 1-10 of 35
Last Modified • Class Year
• 2 3 4 Next Last
Transcript Type Uploaded by
You w1ll need to upload transcripts m eDocs f
CLxnette (Temporary- FCPS- District) Harri
he fo llowing students:
50
# Added to eDocs #Failed
X
06/09/2015 01:10 PM 2016 Midyear Elizabeth Halim 0
05/0812015 10:54 AM 2015 Midyear Drew Kimrey 2
05/01/2015 11:13AM 2016 Final Elizabeth Halim 3
04/15/2015 03:19 PM 2015 Final Kristy Cunningham 0
04/1312015 05:04 PM 2015 Midyear Art Allen 0
04/1312015 11:29 AM 2015 Final Kristy Cunningham 0
04/0912015 02:13PM 2015 Final Kristy Cunningham
04/09/2015 10:12 AM 2015 Final Kristy Cunningham 0
03/18/2015 11:44 AM 2015 Initial Mikejimenez 1
03/0312015 06:14PM 2015 Art Allen 1

19. Navigate directly to the student folder
Upload a replacement transcript directly for the
student whose transcript failed

20. PESC XML Transcripts

21. What is PESC?
PESC (Postsecondary Electronic Standards Council)
501(c)(3) non-profit, community-based
http://www.pesc.org/interior.php?page_id=186
• colleges and universities
• professional and commercial organizations
• data, software and service providers
• non-profit associations
• state and federal government agencies
• Mission: to lead the establishment and adoption of
data exchange standards in education

22. PESC Members
NCSTATE
UNIVERSITY
CAPELLA UNIVERSITY
ON
. ON
"AACRAO a :§,,tk ! y.
'ARIZONA STA rchmenf=
u ERstTY Credentials
Advoncmg Global H1zher Educotton
Monoy knowladge lor oolloge-&J1<1
...lnqianC State
.....UniverSity

23. What is PESC XML?
A standard for electronic transcripts that
allows student data to be transmitted from one
institution to another

24. Why PESC XML?
● Student data portability from institution to institution
● Faster processing and transfer than PDF, for both
high schools and colleges
● Smaller file sizes, less storage needed
● Better accuracy for automatically matching transcripts
with student records
● Safer, cheaper, and quicker to send than mailing
paper transcripts
● Student data availability for reports
● Promotes standardized student data set across
institutions

25. Who needs this?
● Schools in states that mandate transcripts in data
format
■ Indiana Common Transcript (2015)
● Any school that has a Student Information
System (SIS) that can produce PESC XML
transcripts

26. Where does the PESC XML file come from?
● From the Student Information System (SIS)
○ Check with your IT or District
● Naviance eDocs will NOT convert PDF files into PESC
XML files
● The transcript files must adhere to the PESC XML
standard Version 1.3
● State-mandated public schools must meet the state’s
data element requirements

27. PDF vs PESC XML: Single Upload
PDF Transcript PESC XML Transcript
Any PDF file is
accepted
● Must be a valid PESC XML file
● Must contain exactly ONE
student transcript per file
● Indiana public schools must
meet data requirements

28. PDF vs PESC XML: Multiple Upload (MTM)
PDF Transcript PESC XML Transcript
● Any PDF file is
accepted
● Matching will be
attempted
● Can reorder,
mix & match
pages
● Must be a valid PESC XML file
● May contain 1 or many student
transcripts per file
● Must use the BATCH PESC XML
FORMAT even if the file contains only
one transcript
● Must meet state data requirements if
your state has a mandate
● Each transcript is exact; cannot
reorder, mix & match pages
● Better accuracy in matching

29. PDF vs PESC XML: Sending Transcripts
PDF Transcript PESC XML Transcript
Send file as-is Before September 2015:
● PDF version will be sent
After September 2015:
● To Common App: send PDF
version
● To Parchment: send XML

30. How will colleges receive the PESC XML transcripts?
If sending to... What will be sent...
Common App Send the PDF version generated from
the XML
Parchment colleges Send XML to Parchment
• Colleges can choose in their
Parchment account setting which
format they want to receive: XML
or PDF.
• Parchment will create a PDF from
the XML we send them.

31. MTM
Mult iple Transcript Manager IUJioad Transcripts
Before uploading. t.:llus the transcript type and class yea ·of the transcript POi= or :<M. L that youplan to upload.
; Class Year 1.2-01 _ 5 ; ITransc ipt Type: Final
IE]
Drag and drop a transcript PD
OR
Choose file to upbad
Maximum file size: 15MB

32. Common Application
Changes for 2015-16

33. New questions added to SR and FR
● Are college entrance examination scores
printed or included with the transcript?
● Is the applicant an Advanced Cambridge
(AICE) Diploma Candidate?
● Did this applicant graduate?
School
Report
Final
Report

34. Counselor Recommendations & Written Evaluations
● Written Evaluation
● no longer submitted with School Report
● will be submitted with new form: Counselor
Recommendation
● Required for specific colleges
● Counselor can still enter a reason for not providing an
evaluation
● Counselor Recommendation form contains questions
previously in School Report

35. Written Evaluation no longer attached to School Report
Written Evaluation is
no longer submitted
with School Report

36. Written Evaluation & new Counselor Recommendation form
Written
Evaluation
Counselor
Recommen
-dation
(NEW)
School
Report
Written Evaluation is
submitted with Counselor
Recommendation form

37. Move questions from SR to CR
These questions from the School Report...
… go to the new Counselor Recommendation form

38. Written Evaluation
College Initia lReport Midyear/Other Report Final Report
Albright College
Form Why are some forms unavailable for selection?
0 SchoolReport
SchoolProfile
Active Transcript {Final)
Common App Counselor Recommendat on
Information
prepared on August 12.
2
uploaded on August 3
14 byjas on
Ways
Actions
View
Thisis a CommonApp college- select the forms you'dlike to submit online and click "Review an
View
Wri en Evaluatlo'1
Common App Teacher Evaluation
Len r of Rl'<om
endatoon Midyear Report
Active Transcript {Fonal)
Optional Rell"'t
Active Transcript {Final)
nnal Rl!port
Active Transcript {Final)
View
Counselor Recommendation View
required Inorder to submit Common App Teacher Evaluatoon VIe
w
Vie
uploaded on APril 9, 2015 by Kristy
Cunningham
View
lit
uploaded on APri/ 9, 2015 by Krisry
Cunningham
View
,
,uploaded on Apri/ 9, 2015 by Krisry
Cunningham
View

39. CA Exclusive → CA Only
Terminology Change

40. Terminology change for “CA Exclusive”
● Change “CA Exclusive” to “CA Only”
● “CA Exclusive” now has a different meaning for the member
colleges

41. Turn ON / Turn OFF
Common Application Integration

42. Why Turn ON Common App integration?
● Easier to manage
○ Track all supporting documents in one place (in eDocs)
● Save time
○ Prepare and upload forms and documents once
○ Use the same forms and documents for both CA and
non-CA applications

43. Turn ON VS Turn OFF
Turn ON Turn OFF
Invite Teachers for
LORs
Invite Counselors
Prepare and
submit LORs
eDocs
Prepare and
submit CA forms
eDocs
Upload and send
transcripts
eDocs

44. Timeline: Turn ON/OFF Common App Integration
Now Aug 1Aug 3 Sep 15Jul 18
Let your AOcFcFourenqtuMesatsnNfaoSorgcmtSehroceorhkoneonelsToxtulwmssrcnaaihfkOcoetoNivllyaretteaeqru.eeDstoscasccepted.
you want EtoxiTstuinrgneODoNcMsorasrecyOqhruoFeoeqFlsuttweshsielfltodTreuTfranurlOtntFoFONif no CA
Common App processes early Turn ON /
2015
CA Offline
CommonuAnplepssinreteqguerassteuiOodbnNmotih/sesTriwuornisn.e.OFF

45. Why is it important to request early?
Now Aug 1Aug 3Jul 18
The schoolCdoomemsSoncnohtoAoplp’sisConmotmaownarAepopf the
request TursnchOoNol’s/ Tinuternntion. School’s Common
2015
CA Offline
Example 1: A school just purchased eDocs subscription for the
2015-16 school year but does not submit an early request to
Turn ON.
Integration LisOORFsFd;irectly in Common App;
The schoolTreeqaucehsetrssTsurbnmOitNLORs directly in CA
Students invites Teachers to submit
OFF ON
OFF CA IntAepgpraIntitoengration remains OFF.

46. Why is it important to request early?
Now Aug 1Aug 3Jul 18
The schoolsdcoheosoln’soitntentSiotnu.dAenlltesDcoacnsinsvcihteooTlesachers to submit
request TurwnilOl dNef/aTulutrtno ON unless requested
Common App is not aware of the
2015
CA Offline
Example 2: A school does not want to send Common App
documents from eDocs but does not submit an early request to
Turn OFF.
School’s ComSmtuodnenAtsppcannot invite Teachers to
IntegrationLOissROusbNmdi(irbteyLcOtdlyeRfisanudClitro)e;mctmlyoin ACpopmmon App
The school requests Turn OFF
ON OFF
OFF CA Intoetghreartwioisne.

47. Turn ON/OFF CA Integration: what you need to know
If you want to... Then...
Turn OFF the Common App
integration for 2015-16 school
year
tell your Account Managers
NO LATER THAN JULY 18
Turn ON the Common App
integration for 2015-16 school
year
renew or purchase your
eDocs Subscription
NO LATER THAN JULY 18
Change your mind later
(want to turn ON after Aug 3)
Change your eDocs Settings or
Contact Naviance Support
NO LATER THAN SEPT 15
Change your mind later
(want to turn OFF after Aug 3)
Change your eDocs Settings anytime,
as long as you have not submitted
documents to Common App.

48. Improved clarity on whether
student applies via
Common App

49. Student chooses if Applying via Common App
● Students must indicate if applying via Common App
● This step previously not part of the workflow for adding
colleges
● Will default sending to Common App
● Counselors previously unaware that student had not
chosen
● Now student is prompted to make a selection upon
adding colleges

50. BEFORE: Add Colleges I’m Applying to
+
?
=

51. If Applying via Common App = Unknown...
?
Counselor does
not know where
to send
documents to

52. AFTER: Add Colleges I’m Applying to
+
=

53. If Student has not chosen Applying via Common App
family connection

54. Coming up in
Fall 2015

55. Naviance > Colleges
eDocs Student Details
Up to date Deadline information for CA Colleges

56. Toggle Active Transcript
Set any previously uploaded transcript as the
active transcript

57. New Delivery Type icon (Common App Print/Mail)
Current Delivery Types in eDocs:
Delivery
Type
Description
• Student is applying via Common App
• Student has chosen to apply via Common App
• Common App college
• Student has not indicated whether applying via Common App
or not
• Common App college
• Student has indicated not applying via Common App
• College can receive electronic documents via Parchment.
• Not a Common App college
• College can receive electronic documents via Parchment
• Not a Common App college
• College cannot receive electronic documents via Parchment

58. What about….??
● Common App college
● Student has indicated not applying via Common App
● The college does not receive document electronically via
Parchment
● Documents must be printed/mailed
College
?

59. Roadmap for Next School Year
2016-17

60. Roadmap for Next School Year (2016-17)
For Students
● Improved ability to inform teachers about specific needs
when requesting letters of recommendation
For Teachers
● Easier, more intuitive way to prepare and upload documents
● Be better informed on students’ specific needs when
preparing letters of recommendation
For Counselors
● Easier to track and manage students’ supporting document
needs
● Growing receiver network for colleges that can be sent
documents via eDocs

61. Training Options &
Important Dates

62. Naviance eDocs Resource Center
http://go.naviance.com/eDocs-Resource-Center

63. Free Training Options (available after Aug 1)
What’s New with Naviance eDocs
Webinar
Video Tutorials
Joint Webinar
Naviance and The Common Application
NACAC Pre-Conference Educational
Session
Oct 1-3, San Diego, CA
Must be a conference attendee

64. Naviance Network - eDocs video tutorials
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65. Fee-based Professional Development Training & Webinars
● Private Training
○ on-site or web-based instructor-led training
○ Check the Course Catalog
○ Contact training@naviance.com
● Public Training (Webinars)
○ Check scheduled sessions:
https://www.webexcms.com/naviancepd/listwebinars
beforelogin.php

66. Important Dates
Jul 23 - Jul 31 Common App offline
Jul 15 - Aug 2 eDocs offline
Jul 18 Deadline for early requests to Turn ON
or Turn OFF Common App integration
Aug 1 Common App back online
Aug 3 eDocs back online
Sep 2 Send PESC XML transcripts to colleges
Sep 15 Deadline for late requests to Turn ON
Common App integration

67. We Want Your Feedback
Post and vote for suggestions in
Naviance Network
UX Lab
Visit the UX Lab during NSI to meet with
researchers and product managers

68. Questions?
#NSI2015
Visit our
Product Information booth!