Processing External Requests From Schools Outside of CCS
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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 folder cannot be located in your building, move this order to the next previous CCS school listed on the Enrollments Tab in Infinite Campus. Before moving the order, make a note in the Processor Comments Box as follows: your school name, that you do not have this file, and what school you are moving the order to. This will prevent the order from being moved back to your school in the future. To move an order, click the “Move Order” button, select “Change School Routing”, highlight your school name and start typing in the school name of where you would like to move the order to. Select the next school name from the drop down list, then click “Update”. If you are the last school on the Enrollment Tab and you do not have the record, you should click the gold "Deny Request" button to deny the order. Type a message in the Decline Application Message Box of your attempt to locate the record. Then click “Deny”. The requesting school should email the DivRegistrar@columbus.k12.oh.us so that it can be added to the missing CUM list.
If the cumulative record was found in your building, click the green ‘Approve Request’ button on the right side of the screen.
This will send the requester a final approval email.
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”.
Click the blue ‘Approve’ button to remove the order from your work queue.
Record in the Records Transfer Log in Infinite Campus where the cumulative record has been sent and when.
Locating Records that have been sent for Digitization
Check SCView to see if the record has been digitized.
1. If the record has been digitized:
a. For Internal requests (CCS Schools) - approve the ScribTransfer Order and include a message in the “Approve Application” box that the record has been digitized and is available on SCView.
b. For External requests (non CCS Schools/Districts) – fulfill and approve the ScribTransfer Order per usual.
If the record is not found on SCView, email Sarah DeLozier at sdelozier@columbus.k12.oh.us to let her know that you are looking for a record that has been sent for digitization.
If the record has already been sent to SCView, Sarah will request a copy of the records. SCView will send a copy of the record to Sarah and she will upload the record to the Documents Tab in Infinite Campus as “Other-Cumulative Record”. Sarah will email you to let you know that the record has been uploaded to IC. Fulfil the ScribTransfer Order as follows
For Internal requests (CCS Schools) - approve the ScribTransfer Order and include a message in the “Approve Application” box that the record has been sent for digitization and a copy has been uploaded to the Documents Tab in Infinite Campus.
For External requests (non CCS Schools/Districts) - fulfill and approve the ScribTransfer Order using the records uploaded to the Documents Tab in Infinite Campus. You will need to search this uploaded record to find the specific documents requested.
b. If the record has NOT yet been sent to SCView for digitization, and it is waiting in storage, Sarah will find the record and return it to your school. You will then proceed with processing the ScribTransfer Order per usual.
Please note: Send messages to the requestor in the Message History Box to keep them informed of progress. Do not approve or deny orders until the record has been either digitized and on SCView, uploaded to Infinite Campus Documents Tab, or the hard copy cumulative file has been returned to you.