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
  

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LOCATING STUDENT CUM FOLDERS FOR STUDENTS WHO HAVE A PREVIOUS ENROLLMENT PRIOR TO 7/1/2021

• Search for the student in Infinite Campus , on the digitization database 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 If the student has not attended CCS within the previous 2 years, look on the digitization database to see if the cumulative record was already digitized.

  • If the students previous records have been digitized, you do not need to request records

  • If the students previous records have NOT been digitized, request the record through Scribbles K-12

INACTIVE STUDENT CUMULATIVE RECORDS

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• Inactive CUM folders should be filed by students’ birth year, in alphabetical order until they are prepared in preparation for Digitization.

Preparing Inactive Student CUM folders for Digitization

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Tracking Internal Records/Missing Cumulative Record:

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• 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 If the student was previously enrolled in Columbus City Schools and has been withdrawn for 2 or more years, please check the Digitization Program to determine if previous records have been digitized.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 due to the school not being able to locate the record, send an email to DivRegistrar@Columbus.k12.oh.us so that it can be added to the missing CUM list.

Processor:

• If processing a request and the record cannot be located in your building, check your record log to see where the record had been sent.

• Call that school to see if the record is there and if so, move the order to the correct school. If not, deny the request and make notes as to your attempt to locate the record.

It is imperative that everyone look in their files when they receive the missing CUM list and notify the Division of the Registrar if records are located.

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A student's Cumulative (CUM) record should follow the student from school to school within the Columbus City School District.  If a student has enrolled at your school, and you have not received their record, a Records Request should be submitted to the previous school(s) within 24 hours of the enrollment date.

Infinite Campus Fillable Record Request form is utilized for requesting records from external schools/districts for students who have recently enrolled in CCS.

Scribbles K-12 Record Request is utilized for by external schools/districts who are requesting records for former CCS students and for by CCS schools that are requesting the cumulative folder from another CCS school

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• All requests for student records sent outside of the Columbus City School District should be made using the Infinite Campus Fillable Record Request form that you will create in the PLP documents and send to the student's previous school within twenty four hours of the student's start date.  Document in the PLP log to whom the request was sent and on what date.

• All requests for student records sent internally should be made using Scribbles K-12.

• Anytime a request is made by CCS to an outside school district the request for student records should be recorded date.  Document the request on the Cumulative Records Tracking Form (8000f2) and recorded in the PLP log on Infinite Campus.

• All requests for student records sent internally should be made using Scribbles K-12

• If the records requested are not received within seven (7) days of the initial request, a second request should be sent, with subsequent requests being filed every seven (7) days until the records are received.  The date each request is made should be recorded on the Cumulative Records Tracking Form (8000f2) and in the PLP on Infinite Campus.

• Upon receipt of the student's records, enter the date of receipt on the Cumulative Records Tracking Form (8000f2) and document in the PLP log

• Should you suspect that a student is enrolled elsewhere, but you have not received a Record's Request, you may use the Confirmation of Enrollment Form.

Responding to Student Record Requests: Scribbles K-12  (Click here for Step by Step Instructions)

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Fax, phone calls, emails and U.S. mail will no longer are not to be accepted.   If a paper request is received, respond to the request with the Scribbles K-12 account creation letter.  Scribbles K-12 Letter

• Site Access

  •  All users must create an account to obtain access. Go to https://transfer.scriborder.com to create your account.

• Account Creation

  •  Each person requesting records from your school is required to set up an account using their school email address (personal email addresses will not be accepted)

    • Once the account is set up, there is an identification verification process that takes approximately two business days to complete

    • The customer will receive an email notification once their account is verified

    • They only need to be verified once, then they may submit as many requests as needed to any school within the Columbus City School District

• Submit Request

  •  When they receive the “verification complete” email notification, they can use their login for the K-12 Transfer application and submit their requests to your school

• Processing Time

  • You will process their request electronically within 3 business days

  • They will receive an email notification once the request has been processed

  • Once they receive the “processing complete” email, they will need to use their login to the K-12 Transfer application to download the student record they requested

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• Should be processed via Scribbles K-12* within three (3) days of when the secretarial staff are on duty

• Should be processed by including only the items identified in the request reques

• If an external request is received for a student new to your school that has never attended, process the request and submit the withdraw through CCSDAS and then send the paper cumulative record back to the previous school where the student attended.

• If an external request is received for a student who is enrolled in another CCS school (as seen on Infinite Campus), move the order in Scribbles to the school where the student is enrolled so they can process the request and complete the withdraw.

• If an external request is received for a student who owes fees, the grades and credits/transcripts should NOT be released unless the student falls into one of the exceptions as defined in 3313.42 (D). Please note: All other documents requested should be provided.

  • If a complaint has been filed at any time in a juvenile court alleging that a student is an abused, neglected, or dependent child, or if the student has been adjudicated an abused, neglected, or dependent child, the records cannot be withheld for nonpayment of fees or charges.  Moreover, a board of education must honor a request for the records of such a child (abused, neglected, or dependent) if the request comes from another district or school, or is made pursuant to a juvenile court order.  Boards of education may still enforce payment of fees and charges for other students by withholding grades and credits only.  The student’s cumulative record, IEPs, progress reports, and other school records must be produced in accordance with a proper request.

    • If holding transcripts/grades for fees/chromebook/hotspot owed, call the parent and notify them that they owe fees (document call in the PLP log) and give them two weeks to pay the fees/return the chromebook/hotspot .  If not received by 2nd week, call with a reminder.  After the two weeks, deny the request and send a message that the requestor will need to follow up with the parent and submit a new request once parent states that the debt has been resolved.

*Any requests that are not from a school (ie. doctor's office, FCCS...) would need to be processed within three days and recorded in the PLP log.

Internal Requests 

• Should be submitted through Scribbles K-12 

• Should be completed within three (3) days of when the secretarial staff are on duty

  • Process the request through Scribbles K-12

  • For internal request only, the complete CUM folder should be sent via school mail to the CCS school requesting the record instead of sending it electronically

• Once the record is received it should be recorded on the Cumulative Records Tracking form

Requests via Judicial Orders, Subpoenas 

(click here for instructions from the Legal Dept)

• The CCS Legal Department should be contacted prior to releasing records when subpoenas and judicial orders are received

• Any time a subpoena is issued, FERPA requires the District to send out a notice to the parents/individual before the records can be released unless a signed consent from the parent/legal guardian or adult student is included with the request for records

• Legal Services sends the letter on behalf of Columbus City Schools

• Records may be sent in response to the subpoena or judicial order five days after acknowledgement of receipt by Legal Services

Protection Orders

(click here for instructions from the Legal Dept)

All unexpired Protection Orders should be immediately scanned and emailed to Legal Services upon receipt. Legal Services will review the Protection Order and then contact the school with further instruction.

Guardian Ad Litem (GAL) and Court Appointed Special Advocate (CASA)

An entry/magistrate's order for Guardian Ad Litem (GAL) Appointment or Court Appointed Special Advocate (CASA) should be uploaded in the Documents tab. (Upload using the Upload Type as "Other" with a note in the comments that reads "Guardian Ad Litem")

Records may be released to a Guardian Ad Litem (GAL) or Court Appointed Special Advocate (CASA) upon receipt of a Court Order and appropriate agency ID.

Processing Scribbles K-12 Transfer requests

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 previous 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 3^rd 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

  • • owed, call the parent and notify them that they owe fees (document call in the PLP log) and give them two weeks to pay the fees/return the chromebook/hotspot.  If not received by 2nd week, call with a reminder.  After the two weeks, deny the request and send a message that the requestor will need to follow up with the parent and submit a new request once parent states that the debt has been resolved.

*Any requests that are not from a school (ie. doctor's office, FCCS...) would need to be processed within three days and recorded in the PLP log.

Internal Requests 

• Should be submitted through Scribbles K-12 

• Should be completed within three (3) days of when the secretarial staff are on duty

  • Process the request through Scribbles K-12

  • For internal request only, the complete CUM folder should be sent via school mail to the CCS school requesting the record instead of sending it electronically

• Once the record is received it should be recorded in the PLP log.

Requests via Judicial Orders, Subpoenas 

(click here for instructions from the Legal Department)

• The CCS Legal Department should be contacted prior to releasing records when subpoenas and judicial orders are received

• Any time a subpoena is issued, FERPA requires the District to send out a notice to the parents/individual before the records can be released unless a signed consent from the parent/legal guardian or adult student is included with the request for records

• Legal Services sends the letter on behalf of Columbus City Schools

• Records may be sent in response to the subpoena or judicial order five days after acknowledgement of receipt by Legal Services

Protection Orders

(click here for instructions from the Legal Dept)

All unexpired Protection Orders should be immediately scanned and emailed to Legal Services upon receipt. Legal Services will review the Protection Order and then contact the school with further instruction.

Guardian Ad Litem (GAL) and Court Appointed Special Advocate (CASA)

An entry/magistrate's order for Guardian Ad Litem (GAL) Appointment or Court Appointed Special Advocate (CASA) should be uploaded in the Documents tab. (Upload using the Upload Type as "Other" with a note in the comments that reads "Guardian Ad Litem").

Records may be released to a Guardian Ad Litem (GAL) or Court Appointed Special Advocate (CASA) upon receipt of a Court Order and appropriate agency ID.

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 previous 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:   

What Is ScribOrder Used for?

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How Do Secretaries Access ScribOrder?

• New high school records secretaries that need access to ScribOrder to process transcript/record requests should email Bonny Durr (Division of the Registrar) at bdurr@columbus.k12.oh.us. Please include your name, school location and position. Once your information is processed, you will receive a “Welcome email” from ScribOrder with log in instructions and a ScribOrder Users Guide

How Do Secretaries Use ScribOrder?

• Once secretaries receive their “Welcome email” and are able to log in, please contact Bonny to schedule a short training session

• The link for secretaries to log in to the system to process orders is: https://ccsoh.scriborder.com/appList

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