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(may be different than where they were last enrolled)

• 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 SC View to see if the cumulative record was already digitized

  • If the students previous records have been digitized, you do not need to request records; simply download the records into the student information system (Infinite Campus)

  • If the students previous records have NOT been digitized, request the Cumulative Record through Scribbles K-12 from the previously enrolled CCS school

INACTIVE STUDENT CUMULATIVE RECORDS

...

• 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 If the student was previously enrolled in Columbus City Schools and has been withdrawn for 2 or more years, please check the Digitization Program SC View to determine if previous records have been digitized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

...

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.

...

Click HERE for links to set up both accounts

Requesting Student Records 

...

Requesting External Records

...

• 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. This Record Request must be sent to the student's previous school within twenty four hours of the student's start date.  Document the request on the Cumulative Records Tracking Form (8000f2) and in the PLP log on Infinite Campus

• 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

• Upload the received records to the Documents Tab in Infinite Campus under the document type “Non-CCS Records”

• If the student has previously attended Columbus City Schools, prior to attending an external school, an Internal Record Request should also be made to request the Cumulative file from the last CCS school attended. (See Internal Record Requests)

Requesting Internal Records (click HERE for step by step instructions)

• Requests must be submitted through your Scribbles K-12 Requester account

• If you have difficulty logging in as a Requester after creating your account, please contact support@scribsoft.com

• Requests should be completed within 24 hours of the student’s start date

• Please follow the step by step instructions to the right of the form

• There’s a Special Information/Comments box toward the bottom that can be utilized for comments

Processing Student Record Requests (Click HERE for step by step instructions)

How Do Secretaries Access ScribTransfer?

• New school secretaries that need access to ScribOrder to process record requests should email Sue Pliska (Division of the Registrar) at spliska@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 ScribTransfer?

• Once secretaries receive their “Welcome email” and are able to log in, please contact Sue 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

...

• All requests for student records from other school districts will be received as a ScribTransfer Order via your ScribOrder account

• All orders must be processed within three (3) days of when the secretarial staff are on duty

• Only the items identified in the request should be processed

• If an external request is received for a student new to your school (from another CCS 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 requester will need to follow up with the parent and submit a new request once parent states that the debt has been resolved.

...

Responding to Student Record Requests received by fax, phone call, email, and U.S. Mail

...

• Site Access

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

• Account Creation

  •  Each person requesting records from a 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 or any other District who utilizes the Scribbles K-12 Transfer program

• 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 the 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

...

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

• 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:

...

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 Navigation

Step by Step Instructions for Each type of Scrib Order Request can be found by clicking on the links below.

SCRIBORDER IDENTITY 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.

...

Click here for direction on how to process a request for an education verification from a 3rd party.

...

Click here for step by step directions to process a request from Columbus State’s TRIO program

SCRIB ORDER CORPORATE REQUESTS

Corporate requests include requests from Court, Correctional Facilities, Attorneys, Employers & Colleges. Click here for more detailed information on processing Corporate requests.

SCRIB ORDER STUDENT REQUESTS

Student requests include requests from former students and occasionally from parents of current students. Click here for more detailed information on processing Student requests.

TRIO PROGRAM

Click here for step by step directions to process a request from Columbus State’s TRIO program

Important ScribOrder Processing Information:

• 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 savedon 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

...

• 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

...

1. Send an email to Bonny Durr at bdurr@columbus.k12.oh.us providing the student name, ID # and date of birth

2. Counselor at Central Enrollment reviews transcript  for verification of credits required for Letter of Credit

3. Counselor communicates findings with student

4. Counselor communicates to the Division of the Registrar in writing that:

   1. Student did NOT meet requirements for Letter of Credit

   2. Student met requirements

      •  Div of the Registrar produces ”Letter of Credit Verification” for the student

Important Legal Information:

...

• 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)

...