ACTIVELY ENROLLED STUDENT CUMULATIVE RECORDS

...

• 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 Cumulative Record through Scribbles K-12 from the previously enrolled CCS school

INACTIVE STUDENT CUMULATIVE RECORDS

...

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.

...

10.  Record that the cumulative record has been sent in the PLP log on Infinite Campus and on the Cumulative Records Tracking Form (8000f2)

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?

...

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.

...

• 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

...

• (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

...

Important Legal Information: (should this go up w/ other legal info?)

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

• Subpoenas for current students do not need to go through ScribOrder; however, secretaries should still contact legal prior to releasing records

• We cannot require clients to use ScribOrder for any court order, however it is highly recommended that ScribOrder be utilized

• 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. Legal Services sends the letter on behalf of Columbus City Schools. Secretaries should wait a week before mailing records, to insure that the individual has had time to be notified.  This is also the case regarding subpoenas from Homeland Security.  A release is never needed if the records are subpoenaed through the court

  • If there is a signed release from the parent/individual, there is no need to send a FERPA letter

• Magistrate and judicial requests should include both a time stamp and signature before scanning and emailing to Wanda Lillis for approval to release records

• The legal name should be reflected on requests

• In cases where requests are addressed to individual schools, but the student has moved on to another school, only the school named should provide the requested records. (DO NOT provide any documents that are not requested)

• Records cannot be released for genealogy searches

• A “Guardian ad Litem” that is requesting records must have a signed court order (nothing else is needed)

...