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ScribOrder is an online records request system that CCS utilizes to process alumni record requests. New high school records secretaries should email Bonny Durr at bdurr@columbus.k12.oh.us to request access. Please include your name, school location and position. Once your information is processed you will receive a ‘Welcome Email’ with your user name and temporary password.
LOGGING IN
The link for secretaries to log in to process orders is https://ccsoh.scriborder.com/appList Type in your userid and password and click the Sign In button OR you can log into the system by clicking on one of the order numbers that you received via your morning KickStart Transfer Request email. Clicking on one of the order numbers will then take you to the sign-in page.
HEADERS AND TABS
When you log into ScribOrder, you will see HEADERS (in the top black ribbon section) and TABS (in the gray, blue, front ribbon). The TABS are used to process requests whereas the HEADER will take you out of the processing page to other major functions of ScribOrder or Scribbles.
HEADERS:
Consumer Home: This takes you to the Start Order page. This is the page that ScribOrder customers will access to place a record request via https://ccsoh.scriborder.com . This page can also be utilized to create a ScribblesK-12 Requester account or sign in to an existing Scribbles Requester account.
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Reports: This takes you to Reports. Basic Reports is a summary report of all transactions for over a period of time. Order Data Charts is a breakdown of all activity including Overall Status, Overall Distribution, Status by Date, Order Type by Date, Payment by Date, Order Distribution by Date, Order Reason by Date and Ordered Document by Date.
TABS:
My Orders: When the Grab Application option is used, orders not yet processed, transfer to the My Orders tab. Many times these orders sit unattended and are forgotten; therefore, ORDERS SHOULD NOT BE GRABBED. Consequently, the My Orders tab will most likely be empty.
Unassigned Orders: This is the default when Process Orders is selected. You will only see orders respective to your school. Click on the Order Number to open the request. The Unassigned Orders tab is the tab that you’ll be working from, most of the time. ScribOrder requests should be processed within 10 business daysfrom the date the order was submitted by the Requester.
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Coupons: This is selected to manage all Coupon Codes that have been approved. You can view existing Coupon Codes, however, secretaries should not generate or delete existing codes.
Filter: This is selected to apply Filters to narrow the display to specific orders such as Express Processing (flagged with a yellow airplane icon) or Open Notifications (flagged with a red flag icon). The yellow airplane indicates that the Requester has paid extra for the order to be processed within 24 hours. The red flag indicates the Requester has attached a document or message to the order. After you have read & responded to the message, the red flag should be cleared from the order by clicking on Unread Notifications! Click here for Unread Notifications Step by Step instructions.
PROCESSING REQUESTS
To navigate to the requests waiting to be processed, click on Process Orders in the header section. This will take you to a list of all unassigned orders in chronological date order (oldest to newest).
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Note - You can click on the headers within the order list to sort in Ascending or Descending order.
OPTIONS ON THE APPLICATION PAGE
All of the information necessary to process a request is presented on one web page referred to as the Application. The user will process the requests from this page using the Action Buttons on the right.
User Action Buttons
Send ID Auth Message is used to request ID or proof of address to authenticate the identity of a ScribOrder Requester.
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Print is most commonly used to print Envelopes with the address provided by the request, and to also print the one-page Application form if needed.
THE ORDER:
When opening an order, you will see the type of documents requested, in the golden brown box. You will also see the name of the student for whom the request is being submitted.
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Check for fees owed. If the student owes fees, the request should not be processed except for court or incarcerated requests. |
UPLOADING & SENDING RECORDS ELECTRONICALLY TO STUDENTS AND 3RD PARTIES
Records can now be uploaded and sent electronically from the ScribOrder system, (like we do in ScribblesK-12) to students or 3rd parties instead of being mailed via U.S. mail, PROVIDED THAT STUDENTS PASS THE SCRIBCHECK VERIFICATION RESULTS AND THAT 3RD PARTIES UPLOAD A SIGNED RELEASE. Click here for Step by Step instructions for Uploading & Sending Records Electronically to Students and 3rd Parties.
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Note: Records that are uploaded to be sent electronically, should be saved under the ‘Student Name’ instead of the ‘Student Number’ to ensure that the wrong file isn’t accidentally transmitted to the wrong individual.
UPLOADING & SENDING RECORDS ELECTRONICALLY TO THE TRIO PROGRAMS AT COLUMBUS STATE COMMUNITY COLLEGE (CSCC)
Record requests from the TRIO Programs at Columbus State Community College (CSCC) known as Upward Bound (grades 9-12) and Educational Talent Search (grades 6-12), should be sent electronically to the email link of the person that submitted the request from CSCC. Click here for Step by Step instructions
Approving/Denying Orders
When approving or denying orders, after clicking the Approve Request or Deny Request button, an Approve or Decline Application box will populate. Click on the Apply Template drop-down to choose an email template OR type your own response into the blank email BEFORE clicking the Approve button. Your processing comments are required, to ensure the Requester doesn’t receive a blank approval or denial email.
The Contingent Deny or Contingent Approve button should NOT be used.
Note: ScribOrder requests should be denied after 15 days from the date an ID Auth Message is sent if a document you requested such as ID, proof of address or official name change document has not been provided. When you send an ID Auth Message, the following built-in message is included which states: “You have 15 days to provide the requested documentation. If the requested document is not received, your request will be denied and the payment refunded.”
Managing Attachments
The Requester may upload support documentation via the Order Tracker such as a driver’s license, state ID card, signed release, official name change document, etc. To open the attachments, click the file hyperlink under File Name. In addition, the processor may upload documents related to the order in the bottom, blue box by clicking on the green plus sign which says ‘Upload a Document Linked to Order’.
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