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(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 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

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• If processing a request and the record cannot be located in your building, check your record log to see where the record had been sent.

  • If it is an old record that was sent to the warehouse for storage, you must request the box back from the warehouse

• Call that school to see if the record is there. If so, move the order to the correct school. If not, deny the request and make notes as to your attempt to locate the record

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)

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Scribbles K-12 Record Request is utilized by external schools/districts who are requesting records for former CCS students and by CCS schools that are requesting the cumulative folder from another CCS school. Keep in mind you will need to have two accounts:

1. Requester - to request records from other CCS schools

2. Processor - to process the record requests

Click HERE for links to set up both accounts

Requesting Student Records 

Requesting External Records

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• 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 Records Transfer Log in 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 Records Transfer Log in 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 loginformation in the Records Transfer Log in Infinite Campus

• 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)

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• 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

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• 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 3313.42 642 (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.

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Fax, phone calls, emails and U.S. mail are not to be accepted.   If a paper request is received, you may submit the withdraw in CCSDAS but respond to the request with the Scribbles K-12 account creation letter, do not send the records.  Scribbles K-12 Letter

• Site Access

  •  All users must create an account to request 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

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  Please follow these steps:

1. 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

2. Sign in, and your transfer task will open.

3. Click on the order number and the order will open.

4. Look to see who is requesting the record (CCS school or Non-CCS School).

5. Check for any Requester Comments by scrolling to the Requester Comments under the Requester Information

6. Pull the student’s physical cumulative folder.

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1. 1.  If the cumulative

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1. 1. folder cannot be located in your building,

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1. 1. 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.

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1. 1. 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.

2. 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.

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10.  Record that the cumulative record has been sent in the PLP log Records Transfer 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?

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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.

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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/brown 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 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

• Before processing orders, check to see if fees are owed

• When clicking on ‘Process Orders’, ScribOrder defaults to the ‘Unassigned Orders’ tab.  Be sure to check the ‘My Orders’ tab for additional orders that have not yet been processed

• When adding comments to the ‘Work Comments’ box, click the blue ‘Save Progress’ action button so that comments will be saved

• When approving or denying orders be sure to 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’ or ‘Deny button.  Otherwise, customers will receive a blank email notification

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What to do if a student indicates they have graduated, but the record does not show a graduation date

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 graduation

3. Counselor communicates findings with the former student

4. Counselor communicates to the Division of the Registrar via email that:

   1. Student did NOT meet graduation requirements

   2. Student met graduation requirements

      • Division of the Registrar produces letter of “Graduation Status” for the student

Process for Letter of Credit Verification

The transcript may or may not indicate that a Letter of Credit was received 

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:

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If a student has not been attending and you suspect they are enrolled in a particular school outside of the District, you should send a Confirmation of Enrollment form in an effort to locate the student so he/she can be withdrawn. Please do not send records with the Confirmation of Enrollment form. All records should be requested using Scribbles.

QUESTIONS

Contact the Division of the Registrar at:  DivRegistrar@columbus.k12.oh.us

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