ACTIVELY ENROLLED STUDENT CUMULATIVE RECORDS

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• 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  

• 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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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.

STUDENT RECORD REQUESTS - (Current PreK-12 Students)

Records Guideline.pdf

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.

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Processing Student Record Requests 

Responding to Student Record Requests via fax, phone calls, emails, and U.S. Mail: Scribbles K-12  (Click here for Step by Step Instructions)

In an effort to provide an enhanced and more secure service for our transfer students, effective June 1, 2019, all record requests for our students must be made online using our new student record request system.  

Fax, phone calls, emails and U.S. mail 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

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Site Access

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

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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

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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

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You will process their request electronically within 3 business days

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

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Processing External Record Requests

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

Responding to Student Record Requests via fax, phone calls, emails, and U.S. Mail: Scribbles K-12  (Click here for Step by Step Instructions)

In an effort to provide an enhanced and more secure service for our transfer students, effective June 1, 2019, all record requests for our students must be made online using our new student record request system.  

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• All internal requests for student records from other CCS schools will be received as a ScribTransfer Order via your ScribOrder account

• Requests should be processed within three (3) days of when the secretarial staff are on duty

• The complete CUM folder should be sent via school mail to the CCS school requesting the record. Do not send any records electronically.

• It should be recorded in the PLP log that the record was sent.

ScribOrder - (Alumni Record Requests)

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

Scrib Order Training Guide

SCRIBORDER VERIFICATION PROCESS

Is utilized when the applicant does not pass the ScribCheck Verification. If an applicant fails the ScribCheck Verification a yellow flag will populate in front of the address match and/or the DOB (date of birth) match. If green flags populate, then the order can be processed. Click here for more detailed information in regards to what is needed when the yellow flags appear.

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• Standard orders should be processed within 10 business days

• Express orders should be processed within 24 hours.  Express orders are flagged by a yellow airplane icon by the order number.  When opening flagged orders with the airplane icon, an “Express Shipping” bubble will display in the orange box toward the upper part of the screen. “Express Shipping” should be interpreted as “Express Processing,” meaning the order should be processed within 24 hours, NOT “Express Shipped”.  Applicants pay $5.00 extra for this service

• Same day pick up orders should be processed the same day.  Unlike “Express Processing” which is flagged with an airplane icon, “Same Day Pickup” is not flagged. Consequently, all Student and Pickup orders should be opened immediately to determine if orders are “Same Day Pickup”.  “Same Day Pickups” should be processed the same day and can only be released to the individual making the request.  An official, unexpired photo ID is required such as a driver’s license, passport or military ID.  Applicants pay $10.00 extra for this service

• When viewing orders from the “Unassigned” tab or “My Orders” tab, a red flag icon indicates that a document or message has been attached to the application

• When clicking on “Process Orders” ScribOrder defaults to the “Unassigned Orders” tab. Be sure to also check the “My Orders” tab for additional orders that have not yet been processed

• When approving orders, after clicking on the green “Approve Request” action button on the right side of screen, an “Approve Application” box will populate. Click on the “Apply Template” drop-down arrow to choose an email template OR type your own response into the blank email BEFORE clicking the “Approve” button.   Otherwise, customers will receive a blank email notification

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• (needs moved to Graduation Verification section) When choosing the “Graduation Verification” template, the graduation date should be entered in the appropriate spot at the end of the sentence

• (needs moved to Graduation Verification section)When adding comments to the “Work Comments” box, the blue “Save Progress” action button should be clicked after comments are added so that comments will be saved

• Before processing orders, check to see if any fees are owed

• Before processing orders from a correctional facility, check to make sure a signed release has been uploaded and attached to the order. If not, an ID Auth Message should be sent requesting the signed release

• In the event a record cannot be located, please contact the Division of the Registrar at 614-365-5763 or email Bonny at bdurr@columbus.k12.oh.us 

• Customers have 15 days from the date the first ID authorization message was sent to provide the documents requested.  The message the customer receives says, "You have 15 days to provide the requested documentation.  If the requested documentation is not received your request will be denied and the payment refunded." 

  • Only student requests that are denied receive a refund.  Corporate requests that are denied do not receive a refund

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