Student Records (including Acceptable Use Policy, Student Compact, etc.) should NEVER be handled by students or parents - ONLY by Columbus City School employees.
Every Columbus City School Student currently or previously enrolled prior to July 1, 2021 should have a Cumulative Folder (referred to as CUM). The CUM holds hard copy records for individual student information that is not found in our current student information system.
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ACTIVELY ENROLLED STUDENT CUMULATIVE RECORDS
Filing Active CUM folders
Elementary School: HR/Alpha– file the CUMS by Homeroom in alphabetical order
MS: Grade Level / Alpha – file the CUMS by grade level in alphabetical order
HS: Alpha – file the CUMS alphabetically
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Psychological records
Emergency Medical Card/Emergency Contact cards- file with other Emergency cards in the building until current one is received
Writing Portfolios
Pre-Kindergarten screening profiles
Lavender Health Folder - should be given to the school nurse
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Lavender folders pulled from inactive cumulative records at a school building should be sent to storage from that school building. This can be done by the School Nurse. School Nurses may ask school secretaries for assistance in this process. These folders should not be sent to the main offices of Health Services. |
INACTIVE STUDENT CUMULATIVE RECORDS
Maintaining Inactive Student CUM folders
Inactive CUM folders should be filed by students’ birth year, in alphabetical order until they are prepared for Digitization.
Preparing Inactive Student CUM folders for Digitization
SORT each Inactive CUM and place in order by:
Birth Year, then
Alphabetically by last name
Once CUMS are sorted, keep all files in order within the box and all corresponding spreadsheets
Cumulative records should be placed in a Banker's Box - Friends Item# PGC450
2.Open DIGITIZE Template– This is used to track each cumulative file that will be digitized.
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7. Once you have confirmation to send records, submit a Delivery Service Work Request (DSWR) to transfer boxes from your site to Central Enrollment, Room 206 (Access to the DSWR tool is required to complete the request, contact Warehouse Supervisor, Don Jackson, for help)
Requesting Transfer of Records from School to Central Enrollment Records for Digitization
Go to the CCS Intranet and click on Departments at the top of the page.
Under Delivery Services, click on Delivery Services Work Request (DSWR)
At the bottom of your screen you will see an Excel file download pop up. Click on that to open.
When the Excel file opens, you will need to click Enable Content to be able to enter any information on this page.
Once you have Enabled Content you are going to want to select the Service Type you are requesting.
You will then select Transfer from the Drop Down List and then click on the button that says "Once You Have Selected the Correct Service Type, Click Here." You will click where it says “Click Here”.
The next page that pops up will be your Work Request Order. You will enter your school’s information into the top boxes. In the middle of the document, you will list the number of boxes that you have to transfer, and a brief description of what is contained.
At the bottom of the page, it will ask for the information to where you are having the records transferred. You are transferring them to: Deliver to:
The Central Enrollment Center
Location Within: Records Room #206
Once the form is filled in, you will then save the document as a PDF, using the Work Order Number that is created in the top right corner of the page. Once that is saved, you will then email Delivery Services and attach this work order. This is the reminder at the bottom of your work request:
Now, you have nothing left to do except await the pick up of the boxes!
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Leave the original DIGITIZE template blank in the Digitization folder on your share drive |
Completing The Process
Once the records are prepared for Digitization please refer to the Records Retention Instructional PowerPoint ***Review First*** for further instruction on how to prepare the boxes for delivery.
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If documents are in the Confidential Health Folder , contents are sensitive and must not be viewed; they should be given to the School Nurse in your building.
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TRACKING / LOCATING STUDENT CUM FOLDERS
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
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The CUM folder should always be retained/digitized with the last Columbus City School of attendance. Students records should be maintained at the last school of attendance for at least one school year after the date of withdrawal. The purpose for this process; when a former student requests their transcripts they will remember the last school they attended, not where they were expected to attend / or enrolled for the following year. |
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
Request the record through Scribbles K-12
Tracking Internal Records/Missing Cumulative Record:
Requestor:
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 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, send an email to DivRegistrar@Columbus.k12.oh.us so that it can be added to the missing CUM list.
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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
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).
Infinite Campus Fillable Record Request form is utilized for requesting records from external schools/districts for students who have recently enrolled in CCS
Scribbles K-12 Record Request is utilized by 1) external schools/districts who are requesting records for former CCS students; 2) a CCS school that is requesting the cumulative folder from another CCS school
Requesting Student 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 and send to the student's previous school within twenty four hours of the student's start date. Document in the PLP log to whom the request was sent and on what date.
All requests for student records sent internally should be made using Scribbles K-12.
Anytime a request is made by CCS to an outside school district the request for student records should be recorded on the Cumulative Records Tracking Form (8000f2) and recorded in the PLP 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
Should you suspect that a student is enrolled elsewhere, but you have not received a Record's Request, you may use the Confirmation of Enrollment Form.
Responding to Student Record Requests: Scribbles K-12 (Click here for Step by Step Instructions)
In an effort to provide an enhanced and more secure service for our transfer students, effective June 1, 2019, all record requests for our students must be made online using our new student record request system.
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Site Access
All users must create an account to obtain access. Go to https://transfer.scriborder.com to create your account.
Account Creation
Each person requesting records from your 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
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 your 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
External Requests
Should be processed via Scribbles K-12* within three (3) days of when the secretarial staff are on duty
Should be processed by including only the items identified in the request
If an external request is received for a student new to your 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 requestor will need to follow up with the parent and submit a new request once parent states that the debt has been resolved.
*Any requests that are not from a school (ie. doctor's office, FCCS...) would need to be processed within three days and recorded in the PLP log.
Internal Requests
Should be submitted through Scribbles K-12
Should be completed within three (3) days of when the secretarial staff are on duty
Process the request through Scribbles K-12
For internal request only, the complete CUM folder should be sent via school mail to the CCS school requesting the record instead of sending it electronically
Once the record is received it should be recorded on the Cumulative Records Tracking form
Requests via Judicial Orders, Subpoenas
(click here for instructions from the Legal Dept)
The CCS Legal Department should be contacted prior to releasing records when subpoenas and judicial orders are received
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 unless a signed consent from the parent/legal guardian or adult student is included with the request for records
Legal Services sends the letter on behalf of Columbus City Schools
Records may be sent in response to the subpoena or judicial order five days after acknowledgement of receipt by Legal Services
Protection Orders
(click here for instructions from the Legal Dept)
All unexpired Protection Orders should be immediately scanned and emailed to Legal Services upon receipt. Legal Services will review the Protection Order and then contact the school with further instruction.
Processing Scribbles K-12 Transfer requests
Click here to access a step by step guide for processing a Scribbles K-12 request.
ScribOrder
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 existing 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:
Standardized self-service process for alumni and 3rd parties, which decreases call volume, and optimizes the request and payment process
Computerized process for tracking requests – 24/7 status updates on record requests
Identity authentication procedures that verify and protect identity of former students
ScribOrder allows for electronic and digital signatures as well as file uploads for supporting documentation, for example a driver’s license
ScribOrder provides a comprehensive reporting system with an audit trail of records request activity
What Is ScribOrder Used for?
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Phone, mail and faxed requests are no longer accepted. If a paper request is received, respond to the request with the ScribOrder Letter .
How are Record Requests Submitted?
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For assistance please contact Bonny Durr via phone (614) 365- 5763 or email (bdurr@columbus.k12.oh.us)
SCRIBORDER VERIFICATION PROCESS
As long as there is a green check mark in front of the following items, the order can be processed. The phone match for the most part won’t match because so many people use cell phones.
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WE ARE UNABLE TO PROCESS THE RECORD REQUEST FOR (Name of Student) AT (Name of School) DUE TO FEES OWED TO COLUMBUS CITY SCHOOLS. PLEASE CONTACT THE TREASURER AT 380 997-7382 REGARDING PAYMENT OF FEES. ORDERS WILL BE DENIED IN 15 DAYS FOR FEES THAT REMAIN UNPAID.
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Scrib Order Training GuideClick here for a step by step training guide |
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Click here for a SCView Quick Tutorial document
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Helpful Tips
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QUESTIONS
Contact the Division of the Registrar at: DivRegistrar@columbus.k12.oh.us
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