Electronic Transcript Management System User Guide for Read-Only Users

Electronic Transcript Management System User Guide for Read-Only Users

ETMS Functionality Main Menu (Example of the To Be Processed tab) Purpose of the To Be Processed tab this tab is where all the new Transcript Requests to process appear and any requests that have been re-issued which is Transcript requests that have had their information updated. etms MENU Logout - Logout of etms and return to Login screen 1. Transcript Requests Tab Displays list of current transcript requests 2. Transcripts Tab Displays list of transcripts that were uploaded 3. Reports Tab Displays list of available reports TRANSCRIPT REQUEST TABLE Note: Click on the table name to sort the table based on the name. By default, the table is sorted by Date Requested in descending order. Date Requested - Date transcript request was paid. Age Age of the request(s) in number of days. If the request reaches the Service Level Agreement (SLA) threshold time, it is highlighted in yellow. If it goes beyond SLA time, it is highlighted in red. 2 P a g e

Reference Number - Number assigned by the system at the time the transcript request is initiated. Click on the hyperlink to display transcript request details. Account Number Alpha-Numeric Number assigned by the application organization (Applicant when filling out the application form at an organization will be given a generated account number which is attached to the transcript order) Name - Applicant s first and last name, as provided on the My Student Record order form. Request Type Identifies the type of request. Request Status - Identifies the request status. Action Shows the history of actions done to the request. History Hyperlink under Action if you click the History hyperlink under Action, you will get the history of any responses done to the transcript request: DOWNLOAD TO ICONS Download to CSV - The CSV report displays all transcript request details provided by each applicant. The MS Excel format file information can be filtered and sorted if required. Download to PDF - The PDF reports displays all transcript request details provided by each applicant. TRANSCRIPT REQUEST TAB To Be Processed Displays list of transcript requests that need to be processed or require other follow up Incomplete Displays a list of transcript requests that have an exception (Student Not Found, On Financial Hold, No Academic Data, and File Upload error) In Progress Displays a list of transcript requests that are currently being processed by the system Completed Displays a list of transcript requests that have been completed or fulfilled 3 P a g e

(Example of the Incomplete tab) Purpose of the Incomplete tab is to show Transcript Requests that have been actioned by the Board/School, but could not be processed Student is not found, no transcript is available, student owes the institution money, a file upload error has occurred are all stored here. Request statuses used in the Incomplete Tab: Student Not Found This indicates that the student record could not be located in the board/school s SIS system. On Financial Hold This indicates that there is a hold on the transcript request due to outstanding fees owed by the student/applicant/to the board/school. No Academic Data This indicates that the student is registered at their institution and is found in the board/school s Student Information System (SIS), but no academic data(transcript) is available to send (i.e. Student pre-registered only or dropped out, etc.). File Upload Error This indicates that the XML electronic transcript had been attempted uploading into etms, but failed due to an error found in the file. To view the error, click on the Reference Number hyperlink of the affected Transcript Request and the error message will be displayed at the top of the Details page screen in red. 4 P a g e

(Example of In Progress tab) Purpose of the In Progress tab is to show what Transcript Requests have been actioned by the Board/School and are awaiting to be processed by the etms system. 5 P a g e

(Example of Completed tab) Purpose of the Completed tab This is where all the successfully processed (completed) Transcript Requests end up or any Cancelled requests that are actioned by OCAS. Request statuses used in the Completed Tab: Electronic Transcript Sent Indicates that the Board/School has uploaded an XML electronic transcript file either manually or via the auto etms solution. Hardcopy Transcript Sent Indicates that the Board/School has uploaded a PDF transcript file or mailed the transcript to the destination. (eg. mailed or sent PDF hardcopy transcript to OCAS/OUAC) Request Cancelled - Indicates that the Transcript Request was cancelled for whatever reason OCAS can only perform the cancel option on a request. 6 P a g e

Selecting High School Boards to view Click on the Board Name drop down list and select the board you wish to display in etms. By default ALL BOARDS is selected. 7 P a g e

TRANSCRIPT REQUEST DETAILS When the Hyperlink Number is selected for a specific transcript request this screen will open: Print - Prints the information displayed on the screen. Close (button) Close transcript request details page and go back to etms home screen. Note that fields that have no values are hidden for your convenience. 8 P a g e

APPLICANT SEARCH (BASIC) Note: Click on + icon beside Search to expand Basic Search function. Start Date & End Date Searches requests by creation date Application Number Searches requests by Application Number Account Number - Searches requests by Account Number Reference Number Searches requests by Reference Number First Name Searches requests by First Name Last Name Searches requests by Last Name or Former Last Name OEN Searches requests by OEN Clear (Button) Clears all Search criteria Search (Button) Submits search using the criteria entered by user 9 P a g e

APPLICANT SEARCH (MORE SEARCH OPTIONS) Note: Click on + icon beside More Search Options to expand Advance Search function. Date Last Attended Searches requests by the date applicant last attended high school Show Status Select All - Searches in all tabs and all requests statuses to retrieve a result To Be Processed Searches only in the to be processed tab Action Required - Searches for requests with status: Action Required Auto Fulfillment Error - Searches for requests with status: Auto Fulfillments Error Incomplete - Searches only within the Incomplete tab File Upload Error - Searches for requests with status: File Upload Error On Financial Hold - Searches for requests with status: On Financial Hold No Academic Data - Searches for requests with status: No Academic Data Student Not Found - Searches for requests with status: Student Not Found In progress Searches only within the In Progress tab Transcript File Uploaded to OCAS - Searches requests by electronic transcript files waiting to be processed by OCAS system Complete Searches only within the Completed tab There are 3 status options by which to search: Electronic Transcript Sent - Searches requests by electronic transcript files sent to the institutions 10 P a g e

Hardcopy Transcript Sent - Searches requests by hardcopy transcripts sent to the institutions Request Cancelled - Searches requests by electronic transcript files waiting to be processed by OCAS system. Clear (Button) Clear all the search fields. Search (Button) Submit search using the criteria filled by the user. 11 P a g e

Transcripts Tab Note: Click on the table name to sort the table based on the name. By default, the table is sorted by Date Requested in descending order. Date Requested - Date transcript request was paid. Reference Number - Number assigned by the system at the time the transcript request is initiated. Click on the hyperlink to display transcript details. Account Number - Alpha-Numeric Number assigned by the application organization (Applicant when filling out the application form at an organization will be given a generated account number which is attached to the transcript order) Name - Applicant s first and last name, as provided on the My Student Record order form. Request Type Identifies the type of request. Request Status - Identifies the request status. Last Updated By - Identified the User ID of the person who uploaded the transcript. Last Updated Date - Shows the date the transcript was uploaded. Basic Search is included on the Transcripts Screen refer to page 5 of this guide for more information on Basic Search functionality. 12 P a g e

Board Name drop down list displays all the boards available on etms by default ALL BOARDS is selected. You can click on the drop down list and select any board to show the list of transcripts sent from them to view. Example of a transcript screen when clicking on the Reference Number Hyperlink: Print option will print the screen. 13 P a g e

REPORTS Start Date & End Date Sets requests creation date criteria. Select Board Generates report by a specific Board. Clear (button) Clears all the criteria. Run Report (button) Generates report based on the specified criteria. REPORTS TAB Summary Displays summary reports on the REPORTS TABLE (shown is screen above) Detailed Displays detailed reports for on the REPORTS TABLE (shown in screen below (pg 12) 14 P a g e

DOWNLOAD TO ICONS You can use the CSV or PDF to download the report you are currently viewing (either the Summary report tab or Detail report Tab) and save it to an MS Excel format file (CSV) or a PDF format file (PDF). 15 P a g e