Request transcripts on behalf of students

Transcription

1 31 Request transcripts on behalf of students You can request transcripts on behalf of students who have expressed an interest in your institution. You can: Request transcripts for new or existing students. Submit requests immediately or hold for later. View the status of all requests. Search out-of-network requests by days outstanding. Submit batch requests. What happens after you request a transcript? The sending school receives notification (either through Parchment Exchange or, if they re out of network, they get a fax). They can then approve the request, send the transcript through Parchment Exchange, mail it, put it on hold, etc. These are the statuses you may see in the Status field when you search for a request: Placed on Hold by Sending School Approved (this means the sending school has approved but not yet sent the document) Processing (this means the document has been sent and is in the process of being delivered to your Inbox) Delivered: Available for Download Complete: Processed by Sending School the sending school is mailing the document to you directly. Complete: Mailed by Parchment Exchange Complete: Overnighted by Parchment Exchange Complete: Download Confirmed Canceled Sent to CAO for Delivery Complete: Delivered by CAO

2 32 To view and manage requested transcripts 3. Under Reports, click All Requests. 4. Fill in the applicable fields and click Search. You will see the DID#, document type, student name, applicant ID, sending institution (if you see a P next to the name, this means they re a Premium Member), phone number, request date, complete date, status, and days open. Click Document Type to view a downloaded Document. If you cannot view the document and you have already received it, this is because you received it more than 90 days ago. To request a transcript 3. Select Student Requests. 4. Select New Student or Existing Student. If you select New Student: a. Enter the student s information in the applicable fields. Fields with a * (asterisk) are mandatory. b. Select if you have a FERPA compliant student signature on file. If you select an Existing Student: a. Enter the student s name, gender, date of birth, App ID, and the last four digits of their social security number. None of these fields are mandatory, but enter as many as you can to help narrow your search. b. Click Search. c. Select the student s name and confirm that it is the correct student. 5. Click Continue. 6. Identify the sending institutions. To search by sending institution: a. Click the radio button next to Search for Sending Institutions.

3 33 b. Fill in the applicable fields. c. Click Search. d. Select the applicable institution from the search results. To enter identifying codes for sending institutions: a. Click the radio button next to Enter Identifying Codes for Sending Institutions. b. Enter the CEEB or Parchment Code. Enter each institution s code in a separate field. c. To add more, select add more institutions. 7. Click Save and Continue to continue or Save and Search Again to request transcripts from multiple institutions. 8. Enter enrollment information for each of the student s sending institutions. For Sending Institutions outside of the Parchment Network, you will be prompted to enter a fax number. We will send the transcript request to this fax number. 9. Select Save and Add Another Student, Save and Continue or Finish Later. 10. Review the request, and select Checkout or Finish Later. If you select Finish Later, this will save the request and take you to your Dashboard. Go to the Pending requests help topic to find out how to process these transcripts. If you select Checkout, pay any applicable fees and then you ll get a confirmation page, which means the transcript requests have been submitted. PROCESS PENDING REQUESTS If you selected Finish Later while requesting a transcript, the requests will be saved in Pending Requests. To process pending requests: 3. Click Pending Requests. 4. Review the pending requests and select Checkout. You will need to pay any applicable fees. You ll get a confirmation page, which means the transcript requests have been submitted.

4 34 MANAGE OUT OF NETWORK REQUESTS To manage out-of-network requests: 3. Under Reports, click Out of Network. 4. Fill in the applicable fields and click Search. 5. You can now make any updates to out-of-network requests. Click the notepad next to the request Status to add a Document Note. Select send TRF under the TRF Method column to verify, update, and resend the TRF. Click the DID# to view the TRF. Click Document Type for to view a Document. If the TRF Status is Unsuccessful, click the icon next to the Unsuccessful status to see how many times we tried to deliver the TRF. BATCH REQUESTS This option only appears on the menu for Receivers who have purchased a subscription band. If you want to use batch requests and you have not purchased a subscription band, please contact your Account Executive. You can request transcripts in batch instead of generating each request individually. You can only create batch requests for in-network sending institutions.

5 35 This table shows which fields are supported, required/optional and the size/type: To create a batch request: 3. Under Batch Requests, click Create Batch. 4. Give your batch request a name. 5. Select the File Type: Comma Delimited or Tab Delimited. 6. Select if the file has headers. 7. Click Browse and select your file. 8. Click Upload. 9. Click Map Columns. This allows you to map your file to our corresponding data elements.

6 36 The process uses either your file s column header or index. Any additional elements in your file that we don t support will not be mapped, and will be ignored during the import. 10. You can now use the drop-down menus to confirm that the file is mapped correctly. When you are done, click Validate File. This step checks that all the required information is there and that your data is in the correct format. 11. When you are done, click Validate File. You will be notified of any errors. 12. Click Create Requests. You do not have to wait for all the requests to go through. You can return at any time to see the progress of the requests. HERE S WHAT HAPPENS NEXT The sending institutions will receive the requests. You will see this delivery status: Pending Action by Sending School. They can approve all requests in the batch, or approve them individually. Once you ve created a batch request, you can go to the Batch History page to see the status of the batch request. If you click View Log, you will see the log in Excel format, and it will show a list of all the records in the input file. You can also see the status of the requests by using the All Request Report. To view the status of the batch requests: 3. Under Reports, click All Requests. 4. Next to Batch Name, select the name you gave the batch request from the drop-down menu. 5. Select Search.