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Every Columbus City School Student currently or previously enrolled prior to July 1, 2021 should have a Cumulative Folder (referred to as CUM). The CUM holds hard copy records for individual student information that is not found in our current student information system. |
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ACTIVELY ENROLLED STUDENT CUMULATIVE RECORDS
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Elementary School: Homeroom/Alpha– file the CUMS by Homeroom in alphabetical order
Middle School: Grade Level / Alpha – file the CUMS by grade level in alphabetical order
High School: Alpha – file the CUMS alphabetically
INACTIVE STUDENT CUMULATIVE RECORDS
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Maintaining/Filing Inactive Student CUM folders
Inactive CUM folders should be filed by students’ birth year, in alphabetical order until they are prepared for Digitization.
Preparing Inactive Student CUM folders for Digitization
SORT each Inactive CUM and place in order by:
Birth Year, then
Alphabetically by last name
Once CUMS are sorted, keep all files in order within the box and all corresponding spreadsheets
Cumulative records should be placed in a Banker's Box - Friends Item# PGC450.
Open DIGITIZE Template– This is used to track each cumulative file that will be digitized.T
To complete the DIGITIZE spreadsheet, first complete the header information at the top of the page
Every record must be listed on the spreadsheet, one row per student beginning with the first record (please remember records should be in alphabetical order by birth year)
Type the student’s ID
Type the student’s last name, first name, and middle initial
Type the student’s date of birth
If there is any special information that you think would be pertinent when future requests for that particular record are received, please place the information under “Comments” (ie. Name changes, duplicate ID #’s that were merged…)
Complete one row for each cumulative folder in this manner
Make sure that all writing portfolios (work samples can be shred) and health folders (give to your school nurse) are removed from the cumulative folder (these were not to be stored in the cumulative folder, but we often see them in there)
3. Print the spreadsheet and place at the front of the Digitization box
4. Save this spreadsheet as an Excel Document to the share folder for your school on the O: Drive under Secretary ShareSave your spreadsheet using this naming convention: [SCHOOL NAME; BIRTH YEARS THAT ARE INCLUDED IN THE SET OF RECORDS; ALPHABET RANGE BY STUDENT LAST NAME INCLUDED IN SET (optional – can be used if you have to break up a series of records by last name); DIGITIZE]. Example: Siebert ES 1970-74 A-K DIGITIZE
5. Once the records are prepared for Digitization please refer to the Records Retention Instructional PowerPoint ***Review First***for further instruction on how to prepare the boxes for delivery.
6. Send an email to DivRegistrar@columbus.k12.oh.us and attach the spreadsheets for all boxes to that email
a. Wait for a confirmation reply from the Division of the Registrar
7. Once you have confirmation to send records, submit a Delivery Service Work Request (DSWR) to transfer boxes from your site to Central Enrollment, Room 206 (Access to the DSWR tool is required to complete the request, contact Warehouse Supervisor, Don Jackson, for help)
Requesting Transfer of Records from School to Central Enrollment Records for Digitization
Go to the CCS Intranet and click on Departments at the top of the page.
Under Delivery Services, click on Delivery Services Work Request (DSWR)
At the bottom of your screen you will see an Excel file download pop up. Click on that to open.
When the Excel file opens, you will need to click Enable Content to be able to enter any information on this page.
Once you have Enabled Content you are going to want to select the Service Type you are requesting.
You will then select Transfer from the Drop Down List and then click on the button that says "Once You Have Selected the Correct Service Type, Click Here." You will click where it says “Click Here”.
The next page that pops up will be your Work Request Order. You will enter your school’s information into the top boxes. In the middle of the document, you will list the number of boxes that you have to transfer, and a brief description of what is contained.
At the bottom of the page, it will ask for the information to where you are having the records transferred. You are transferring them to: Deliver to:
The Central Enrollment Center
Location Within: Records Room #206
Once the form is filled in, you will then save the document as a PDF, using the Work Order Number that is created in the top right corner of the page. Once that is saved, you will then email Delivery Services and attach this work order. This is the reminder at the bottom of your work request:
Now, you have nothing left to do except await the pick up of the boxes!
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Leave the original DIGITIZE template blank in the Digitization folder on your share drive |
Completing The Process
Once the records are prepared for Digitization please refer to the Records Retention Instructional PowerPoint ***Review First*** for further instruction on how to prepare the boxes for delivery.
Cumulative records should be placed in a Banker's Box - Friends Item# PGC450
Send an email to DivRegistrar@columbus.k12.oh.us and attach the spreadsheets for all boxes to that email
Wait for a confirmation reply from the Division of the Registrar
Once you have confirmation to send records, submit a Delivery Service Work Request (DSWR) to transfer boxes from your site to Central Enrollment, Room 206 (Access to the DSWR tool is required to complete the request, contact Warehouse Supervisor, Don Jackson, for help)
If documents are in the Confidential Health Folder, contents are sensitive and must not be viewed; they should be given to the School Nurse in your building.
Digitization
Step by step instructions and supplies needed can be found using this link
TRACKING / LOCATING STUDENT CUM FOLDERS
Search for the student in Infinite Campus and eSIS
Click on the student's 'Enrollments' tab and view their enrollment history; last school of enrollment and attendance dates
View attendance history to verify what school the student last attended
To locate a CUM record for a student that last attended a school that is now closed, please refer to the Closed Schools Records Spreadsheet
Request the record through Scribbles K-12
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The CUM folder should always be retained/digitized with the last Columbus City School of attendance. Students records should be maintained at the last school of attendance for at least one school year after the date of withdrawal. The purpose for this process; when a former student requests their transcripts they will remember the last school they attended, not where they were expected to attend / or enrolled for the following year. |
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To locate a CUM record for a student that last attended a school that is now closed, please refer to the Closed Schools Records Spreadsheet
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Tracking Internal Records/Missing Cumulative Record:
Requestor:
Look in Infinite Campus for last school of attendance. If the student was previously enrolled in Columbus City Schools and has been withdrawn for 2 or more years, please check the Digitization Program to determine if previous records have been digitized.
If the school is closed please refer to the Schools Closed List located in the Student Records Handbook for information on where to submit the request.
Request the Record through Scribbles.
If the record request is denied, send an email to DivRegistrar@Columbus.k12.oh.us so that it can be added to the missing CUM list.
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Click here to access a step by step guide for processing a Scribbles K-12 request.
ScribOrder
What Is ScribOrder?
ScribOrder, by Scribbles Software, is an online student records request and payment solution system utilized by Columbus City Schools for processing alumni transcript/record requests. ScribOrder transitions existing manual and paper-based processes into an automated solution designed to streamline and unify the acceptance, payment and fulfillment of student records for the district. The ScribOnline platform is cloud-based computing and therefore has no footprint at the district. The system adheres to all Internet security protocols and ensures FERPA compliance. Some of the benefits of ScribOrder are:
Standardized self-service process for alumni and 3rd parties, which decreases call volume, and optimizes the request and payment process
Computerized process for tracking requests – 24/7 status updates on record requests
Identity authentication procedures that verify and protect identity of former students
ScribOrder allows for electronic and digital signatures as well as file uploads for supporting documentation, for example a driver’s license
ScribOrder provides a comprehensive reporting system with an audit trail of records request activity
What Is ScribOrder Used for?
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