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. 

ACTIVELY ENROLLED STUDENT CUMULATIVE RECORDS

Filing Active CUM folders


Please note an entry/magistrate's order for Guardian Ad Litem  Appointment  should be uploaded in the Documents tab. (Please upload using the Upload Type as "Other" with a note in the comments that it's "Guardian Ad Litem")

Items to be retained in the building but not in the student cumulative folder include, but is not limited to (all of the following should be retained consistent with the District’s records retention policy):


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

Preparing Inactive Student CUM folders for Digitization 

  1. SORT each Inactive CUM and place in order by:

    1. Birth Year, then

    2. Alphabetically by last name 

      1. Once CUMS are sorted, keep all files in order within the box and all corresponding spreadsheets  

      2. 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. 

    1. To complete the DIGITIZE spreadsheet, first complete the header information at the top of the page

      1. Every record must be listed on the spreadsheet, one row per student beginning with the first record (please remember records should be in alphabetical order by birth year)

    3. Type the student’s ID

    4. Type the student’s last name, first name, and middle initial

    5. Type the student’s date of birth

    6. If there is any special information that you think would be pertinent when future requests for that particular record are received, please place the information under “Comments” (ie. Name changes, duplicate ID #’s that were merged…)

    7. Complete one row for each cumulative folder in this manner

      1. Make sure that all writing portfolios (work samples can be shred) and health folders (give to your school nurse) are removed from the cumulative folder (these were not to be stored in the cumulative folder, but we often see them in there)

       3. Print the spreadsheet and place at the front of the Digitization box

       4. Save this spreadsheet as an Excel Document to the share folder for your school on the O: Drive under Secretary Share

    1. Save your spreadsheet using this naming convention: [SCHOOL NAME; BIRTH YEARS THAT ARE INCLUDED IN THE SET OF RECORDS; ALPHABET RANGE BY STUDENT LAST NAME INCLUDED IN SET (optional – can be used if you have to break up a series of records by last name); DIGITIZE]. Example:  Siebert ES 1970-74 A-K DIGITIZE

       5. 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. 

       6.  Send an email to DivRegistrar@columbus.k12.oh.us and attach the spreadsheets for all boxes to that email

 a.  Wait for a confirmation reply from the Division of the Registrar

       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

  1. Go to the CCS Intranet and click on Departments at the top of the page.

  2. Under Delivery Services, click on Delivery Services Work Request (DSWR)

  3. At the bottom of your screen you will see an Excel file download pop up. Click on that to open.                                                              

  4. When the Excel file opens, you will need to click Enable Content to be able to enter any information on this page.    

  5. Once you have Enabled Content you are going to want to select the Service Type you are requesting.                          

              

  6. 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”.                                                

  7. 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. 

  8. 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:

    1. The Central Enrollment Center

    2.  Location Within: Records Room #206

  9. 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:

  10. Now, you have nothing left to do except await the pick up of the boxes!


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.

  1. Cumulative records should be placed in a Banker's Box - Friends Item# PGC450

    1. Send an email to DivRegistrar@columbus.k12.oh.us and attach the spreadsheets for all boxes to that email

    2. Wait for a confirmation reply from the Division of the Registrar

    3. 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)

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.



TRACKING / LOCATING STUDENT CUM FOLDERS


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.

Tracking Internal Records/Missing Cumulative Record:

Requestor:

Processor:

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

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).


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 

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.  

Fax, phone calls, emails and U.S. mail will no longer be accepted.   If a paper request is received, respond to the request with the Scribbles K-12 account creation letter.  Scribbles K-12 Letter

The new Scribbles K-12 Transfer application will be activated on June 1, 2019.  It is a secure, self-service application that requires the following steps:

External Requests

*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 

Requests via Judicial Orders, Subpoenas 

(click here for instructions from the Legal Dept)

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:   

What Is ScribOrder Used for?

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?

Customers may also go to www.ccsoh.us, click on "Families", then "Transcript and Information Request".

How Do Secretaries Access ScribOrder?

How Do Secretaries Use ScribOrder?

Who Should Secretaries Contact for Assistance?

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.

- SSN Check

- SSN Match

- Address Match

- DOB Match


Do not process the order until you receive required documents as listed below. When an applicant uploads a document or sends a message, a red flag will appear by the order number which alerts you to check the order for the uploaded document or for their message. Once you have checked, click on the “Clear Notice” red box at the top of the order to make the red flag disappear.


If there is a flag in front of the Address Match you should send an ID Auth Message requesting proof of address. You should list acceptable proofs of address. Here’s a sample statement you can use.

Sample Statement for Proof of Address

WE RECEIVED YOUR ORDER FOR SCHOOL RECORDS; HOWEVER, WE ARE UNABLE TO PROCESS YOUR REQUEST WITHOUT PROOF OF ADDRESS. PLEASE LOG BACK IN TO THE ONLINE REQUEST SYSTEM AND UPLOAD, VIA THE ORDER TRACKER, ONE OF THE FOLLOWING PROOFS OF ADDRESS: GAS, WATER OR ELECTRIC BILL (INCLUSIVE OF YOUR NAME & ADDRESS), CURRENT LEASE, OR 2 OF THE MOST RECENT COPIES OF PAYCHECK STUBS (INCLUSIVE OF YOUR NAME & ADDRESS). THE ORDER TRACKER IS LOCATED ON THE BLACK RIBBON AT THE TOP OF THE SCREEN. ONCE WE RECEIVE YOUR PROOF OF ADDRESS WE WILL PROCEED WITH YOUR ORDER.


If there is a flag in front of the DOB Match, SSN Check or SSN Match you should send an ID Auth Message requesting ID. See below for sample statement.

Sample Statement for ID

WE RECEIVED YOUR ORDER FOR YOUR SCHOOL TRANSCRIPT; HOWEVER, WE ARE UNABLE TO AUTHENTICATE YOUR IDENTITY WITHOUT ADDITIONAL IDENTIFICATION. PLEASE LOG BACK IN TO THE ONLINE REQUEST SYSTEM, AND UPLOAD, VIA THE ORDER TRACKER, A COPY OF YOUR DRIVER’S LICENSE OR STATE ID. THE ORDER TRACKER IS LOCATED ON THE BLACK RIBBON AT THE TOP OF THE SCREEN. ONCE WE ARE ABLE TO AUTHENTICATE YOUR IDENTITY WE WILL PROCEED WITH YOUR ORDER.


If there is a flag in front of both the Address Match and the DOB Match here’s a sample statement for both.

WE RECEIVED YOUR ORDER FOR SCHOOL TRANSCRIPT; HOWEVER, WE ARE UNABLE TO AUTHENTICATE YOUR IDENTITY WITHOUT ADDITIONAL IDENTIFICATION. PLEASE LOG BACK IN TO THE ONLINE REQUEST SYSTEM AND UPLOAD, VIA THE ORDER TRACKER, A COPY OF YOUR DRIVER’S LICENSE OR STATE ID CARD ALONG WITH ONE OF THE FOLLOWING PROOFS OF ADDRESS: GAS, WATER OR ELECTRIC BILL (INCLUSIVE OF YOUR NAME & ADDRESS), CURRENT LEASE OR 2 OF THE MOST RECENT COPIES OF PAYCHECK STUBS (INCLUSIVE OF YOUR NAME & ADDRESS). THE ORDER TRACKER IS LOCATED ON THE BLACK RIBBON AT THE TOP OF THE SCREEN. ONCE WE ARE ABLE TO AUTHENTICATE YOUR IDENTITY WE WILL PROCEED WITH YOUR ORDER.


Sample Statement for Invalid Request

TO PROTECT THE IDENTITY OF OUR STUDENTS, CCS WILL ONLY PROCESS RECORD REQUESTS THAT ARE SUBMITTED BY THE PERSON THAT THE RECORDS REQUEST IS FOR. FAMILY MEMBERS CANNOT REQUEST RECORDS ON BEHALF OF ANOTHER FAMILY MEMBER UNLESS THE RECORD IS FOR A STUDENT UNDER THE AGE OF 18.


EDUCATION VERIFICATIONS

For Education Verifications, please ignore the ‘To Be Mailed’ for Delivery Type. When we first started using ScribOrder, we asked ScribOrder to delete the ‘To Be Mailed’ for the Delivery Type; however, ScribOrder was unable to update the software. Instead, they inserted in parenthesis (delivered via email) by the words, “Education Verification” for ‘Type of Document Requested’

Processing an education verification does not require that a transcript be uploaded and sent electronically or mailed via U.S. mail. An education verification is simply a statement that states that the applicant attended a certain school and did or did not graduate. If the applicant graduated, the date of graduation should be included. If the applicant did not graduate, the dates of attendance should be included.

Transcripts can now be uploaded and sent electronically from the ScribOrder system, to students or 3rd parties instead of being mailed via U.S. mail as long as the following is observed:

· Students must pass the ScribCheck Verification Results. If students do not pass the ScribCheck Verification, the order cannot be processed until ID and/or acceptable proof of address is received. Students have 15 days to provide the requested documentation

· 3rd parties such as Education Verification Companies, Correctional Facilities, Attorneys or Employers must upload a signed release to the order. 3rd parties have 15 days to provide the signed release

Sample statement to Request a Signed Release from a 3rd Party, Correctional Facility or Employer

WE RECEIVED YOUR TRANSCRIPT REQUEST FOR (Name of Applicant), HOWEVER A COPY OF THE SIGNED RELEASE IS NEEDED. PLEASE SIGN BACK IN TO THE RECORDS REQUEST SYSTEM WITH YOUR EMAIL ADDRESS, PASSWORD AND ORDER NUMBER AND UPLOAD A COPY OF THE SIGNED RELEASE VIA THE ORDER TRACKER. THE ORDER TRACKER IS LOCATED ON THE BLACK RIBBON AT THE TOP OF THE SCREEN. THANK YOU.

Transcripts can be sent electronically via ScribOrder or Scribbles to Educational Institutions

Transcripts or records should be uploaded to the top blue box, within the order, as displayed below, in order to send the record electronically via ScribOrder. Click the ‘Sign & Send’ button and choose the appropriate email link. If the record goes to the educational institution, choose the educational institution email link. If the record goes to the applicant, choose the applicant email link. Do not upload the transcript to the bottom blue box. The bottom blue box houses ID, proof of address and signed release documents that applicants and 3rd parties upload to the order as requested.

SIGNED RELEASES FOR OHO DEPARTMENT OF YOUTH SERVICES

A signed release isn’t needed if the High School is part of the Ohio Department of Youth Services such as:

· Luther E. Ball High School – It is part of the Cuyahoga Hills Juvenile Correctional Facility

· Indian River High School – It is part of the Indian River Juvenile Correctional Facility

· Ralph C. Starkey High School – It is part of the Circleville Juvenile Correctional Facility


Sample Statement for Covid-19

DUE TO COVID-19, WE ARE UNABLE TO PROCESS ‘PICK UP’ ORDERS AT THIS TIME. PLEASE RESUBMIT YOUR ORDER AND CHOOSE ‘MAILING’ AS THE DELIVERY METHOD. IF YOU PAID ONLINE USING A CREDIT/DEBIT CARD, YOUR FEES HAVE BEEN REFUNDED AUTOMATICALLY. IT MAY TAKE UP TO 7 BUSINESS DAYS FOR THE FINANCIAL INSTITUTION TO PROCESS THE REFUND.


Sample Statement for Fees Owed to CCS

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.


Scrib Order Training Guide

Click here for a step by step training guide 


What to do if a students 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

ScribOrder Processing Tips

Orders should not be denied until all options have been exhausted.


Important Information:

SCView

Once records are digitized, users will be able to retrieve, view and print scanned/indexed documents based on that user’s application rights.  A search can be executed by utilizing full or partial information via the following indexes:  Last Name, First Name, DOB and School.  For example, if a user wanted to find John Doe, they could type in the full name in the search criteria or simply “John” or “J” in the first name box and “D” in the last name search.  Ultimately, the more information that is entered into the search boxes, the fewer lines of data a user will have to search through to find the desired information.  Once the desired information is found a user must simply double-click on it to display the image(s).  In order to search again, click the “Clear” button or replace the current search and type in the new search criteria.

Click here for a SCView Quick Tutorial document

Helpful Tips

  • Social Security Administration record requests can be processed as follows:

    1. If the request includes a questionnaire, it can be given to the teacher of record

    2. If the request is for IEP/ETR and they are a current student, you can print and forward a copy of the IEP/ETR

    3. If the request is for a former student, for which no longer have access to the records, please forward the request via school mail to Hudson Distribution Center, ATTN: Division of Special Education

  • SSN Redacted

    • Social Security numbers should be redacted when found in a student file. If a SSN is found during the process of fulfilling a record request, the request must be fulfilled (do not alter documents). After the record request is fulfilled, redact the original document containing the SSN by placing a straight black line using a permanent black marker through the entire SSN

  • Encrypting emails

    • All emails which include student information should be encrypted. To encrypt an email, simply type “encrypt” at the end of the subject

  • Attendance notes must be kept in your building until the student would have aged out of your building.  For example, if you are in a K-5 building, attendance notes received for a Kindergarten student can not be destroyed until the student would reach an age appropriate for 6th grade

  • Release of Students Guideline ag5230A

  • Cleaning out CUMS

    • Cleaning out CUMS consistently is VERY important in order to send ONLY what should be sent to the person requesting the records. When subpoenas are received ALL records in a student’s file must be copied and sent no matter if there are duplicate copies in the record

  • Per Legal Services, the shred ban has been lifted. It is imperative, however, that before shredding any documents or preparing documents for destruction that you review the Record Retention Schedule to assure that the materials have reached their retention maximum.  Warehousing has a specific Document Destruction Shred Label and Document Destruction Shredding Authorization Form that must be used for requesting services for large quantities of items to be destroyed

  • Child Abuse/Neglect Referral Letters should not copied or released per ORC 2151.421 I-2A (They should be placed in a sealed envelope that says Confidential: Do not copy or Release)



QUESTIONS

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