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Student Records (including Acceptable Use Policy, Student Compact, etc.) should NEVER be handled by students or parents - ONLY by Columbus City School employees.

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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.


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


Note

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.

  • 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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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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Tip

Helpful Tips

  • Social Security Administration record requests can be processed as follows:

    1. If the request includes a questionnaire, it can be given to the teacher of record

    2. If the request is for IEP/ETR and they are a current student, you can print and forward a copy of the IEP/ETR

    3. If the request is for a former student, for which no longer have access to the records, please forward the request via school mail to Hudson Distribution Center, ATTN: Division of Special Education

  • SSN Redacted

    • Social Security numbers should be redacted when found in a student file. If a SSN is found during the process of fulfilling a record request, the request must be fulfilled (do not alter documents). After the record request is fulfilled, redact the original document containing the SSN by placing a straight black line using a permanent black marker through the entire SSN

  • Encrypting emails

    • All emails which include student information should be encrypted. To encrypt an email, simply type “encrypt” at the end of the subject

  • Attendance notes must be kept in your building until the student would have aged out of your building.  For example, if you are in a K-5 building, attendance notes received for a Kindergarten student can not be destroyed until the student would reach an age appropriate for 6th grade

  • Release of Students Guideline ag5230A

  • Cleaning out CUMS

    • Cleaning out CUMS consistently is VERY important in order to send ONLY what should be sent to the person requesting the records. When subpoenas are received ALL records in a student’s file must be copied and sent no matter if there are duplicate copies in the record

  • Per Legal Services, the shred ban has been lifted. It is imperative, however, that before shredding any documents or preparing documents for destruction that you review the Record Retention Schedule to assure that the materials have reached their retention maximum.  Warehousing has a specific Document Destruction Shred Label and Document Destruction Shredding Authorization Form that must be used for requesting services for large quantities of items to be destroyed

  • Child Abuse/Neglect Referral Letters should not copied or released per ORC 2151.421 I-2A (They should be placed in a sealed envelope that says Confidential: Do not copy or Release)


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