Student Records Handbook

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

  • Elementary School: Homeroom/Alpha– file the CUMS by Homeroom in alphabetical order

  • Middle School: Grade Level / Alpha – file the CUMS by grade level in alphabetical order

  • High School: Alpha – file the CUMS alphabetically

Locating Cum Folders For Students Who Have A CCS Enrollment Prior to 7/1/21

  • 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

Maintaining/Filing Inactive Student CUM folders

  • Inactive CUM folders should be filed by students’ birth year, in alphabetical order in preparation for Digitization

Preparing Inactive Student CUM folders for Digitization

  • Step by step instructions and supplies needed can be found using this link

 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:

Requester:

  • 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 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

Processor:

  • 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

  • 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)

For assistance please contact Sue Pliska via phone (380) 997-7531 or email spliska@columbus.k12.oh.us

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.

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

Infinite Campus Fillable Record Request form is utilized for requesting records from external schools/districts for students who have recently enrolled in CCS. Parent signatures are no longer needed on a request, so the record request has been made into a fillable form in PLP log for you to fill in the items that are needed (click HERE for instructions). This process allows you to have an electronic record of when a records request was created.

  • 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

Processing External Record Requests

  • 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 3313.642 (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.

Any requests that are not from a school (i.e. doctor's office, FCCS...) would need to be processed within three days and recorded in the PLP log.

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

In an effort to provide an enhanced and more secure service for our transfer students, all record requests for our students must be made online using our new student record request system (this became effective June 1, 2019)  

Fax, phone calls, emails and U.S. mail are not to be accepted.   If a paper request is received, respond to the request with the Scribbles K-12 account creation letter.  Scribbles K-12 Letter

  • Site Access

  • 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

 

Requests via Judicial Orders, Subpoenas 

(click here for instructions from the Legal Department)

  • 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.

Guardian Ad Litem (GAL) and Court Appointed Special Advocate (CASA)

An entry/magistrate's order for Guardian Ad Litem (GAL) Appointment or Court Appointed Special Advocate (CASA) should be uploaded in the Documents tab. (Upload using the Upload Type as "Other" with a note in the comments that reads "Guardian Ad Litem").

Records may be released to a Guardian Ad Litem (GAL) or Court Appointed Special Advocate (CASA) upon receipt of a Court Order and appropriate agency ID.

Social Security Administration Requests

Click HERE for instruction on how to process the most common requests received from the Social Security Administration at our schools.

Processing Internal Record Requests 

  • All Internal requests for student records from other CCS schools will be received as a 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:

  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.

    1.    If the cumulative record cannot be located in your building, check your record log to see where the record was previously sent.  Call that school to see if the record is there.  If so, move the order to the correct school.  If not, make a note in the Processor Comments box as to your attempt to locate the record.  Then click the gold "Deny Request" button to deny the order.

  7. 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.

b.      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”.

8. Click the blue ‘Approve’ button to remove the order from your work queue.

9. Send the cumulative file via school mail to the CCS school requesting the record.  Do not send any records electronically.

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?

  • Requesting a current CCS student’s IEP or ETR (Additional record requests for current students should be requested from respective schools)

  • Former student requesting transcript or student records

  • Colleges or Universities requesting transcript or student records

  • Corporations, verification companies or government agencies requesting graduation verification or student records

  • Attorneys or legal requests for student records (including Subpoenas, Judicial and Magistrate Orders)

Phone, mail and faxed requests are no longer accepted. If a paper request is received, respond to the request with the ScribOrder Letter

The link for ScribOrder for customers to request records is: https://ccsoh.scriborder.com or they can visit the CCS website at www.ccsoh.us, click on "Students”, then "Transcript and Information Request".

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

 

For assistance please contact Bonny Durr via phone (614) 365- 5763 or email bdurr@columbus.k12.oh.us

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.

EDUCATION VERIFICATIONS

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

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/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

  • 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

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

 

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

  • 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)

SCView

Once alumni 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.

Please contact Division of the Registrar at 614-365-5763 or email Bonny at bdurr@columbus.k12.oh.us regarding SCView access.

Click here for a SCView Quick Tutorial document


Confirmation of Enrollment

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.

QUESTIONS

Contact the Division of the Registrar atDivRegistrar@columbus.k12.oh.us