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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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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)
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 Internal Record Requests
All internal Internal requests for student records from other CCS schools will be received as a ScribTransfer SribTransfer 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 .
CCS secretaries should receive a Welcome to ScribTransfer email with their username and temporary password once an account has been requested. If you have not received an email, please contact Sue Pliska (spliska@columbus.k12.oh.us) so that an account can be requested.
CCS secretaries will receive emails stating that they have transfer requests to process. Keep in mind that you are required to process record requests within 3 business days.
Please follow these steps:
Click the Order Number link, in the email and you will automatically be taken to the ScribOrder Sign-In page: https://ccsoh.scriborder.com/appList
Sign in, and your transfer task will open.
Click on the order number and the order will open.
Look to see who is requesting the record (CCS school or Non-CCS School).
Check for any Requester Comments by scrolling to the Requester Comments under the Requester Information
Pull the student’s physical cumulative folder.
If the cumulative record cannot be located in your building, check your record log to see where the record was previously sent. Call that school to see if the record is there. If so, move the order to the correct school. If not, make a note in the Processor Comments box as to your attempt to locate the record. Then click the gold "Deny Request" button to deny the order.
If the cumulative record was found in your building, click the green ‘Approve Request’ button on the right side of the screen.
a. This will send the requester a final approval email.
b. Enter notes or comments in the approval email by editing the E-Transcript template which is located via the drop-down in the ‘Approve Application’ pop-up. Comments such as, “The cumulative folder was put in the mail on XX/XX/XX”.
8. Click the blue ‘Approve’ button to remove the order from your work queue.
9. Send the cumulative file via school mail to the CCS school requesting the record. Do not send any records electronically.
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10. Record that the cumulative record has been sent in the PLP log
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on Infinite Campus.
When you receive an internal record request, meaning the request is from another CCS school, the complete CUM folder should be sent via school mail to the CCS school requesting the record, instead of sending it electronically.
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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The link for ScribOrder for customers to request records is: https://ccsoh.scriborder.com or they can visit the CCS website at www.ccsoh.us, click on "Students”, then "Transcript and Information Request". |
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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For assistance please contact Bonny Durr via phone (614) 365- 5763 or email bdurr@columbus.k12.oh.us |
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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