Education Verification and Hard Copy Request from 3rd Party

An Education Verification or Graduation Verification is a statement which verifies that an individual has graduated from a certain school with a standard high school diploma on a specific date. 

 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’ 

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Processing an education verification does NOT require 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. An education verification does not require a signed release unless they request a transcript.

1. Sign in to ScribOrder

2. The ‘Unassigned Orders’ page will populate

3. Do not grab the application.  If the order is grabbed, it will go to the ‘My Orders’ tab where it will likely be forgotten and other processors will not be able to view the order

4. Click on the order number to open the order

5. The ‘Type of Document Requested’ will show in the golden-brown box at the top of the order which will be ‘Education Verification’ (delivered via email)

6. Check the ‘Last Year Enrolled’ field under ‘Your Last Columbus City School of Attendance’ section to determine if records are housed in Infinite Campus, eSIS or SCView.  If the student was last enrolled from:

   1. 2008/2009 to present – search for records in Infinite Campus

   2. Years prior to 2008 – search for records in SCView

7. Fees – If the student is located in Infinite Campus, check the ‘Fees’ tab to see if the student owes fees.  You do not need to check for fees owed in eSIS or SCView.  The order CANNOT be processed if fees are owed.  Click the orange ‘Deny Request’ action button.  Click the ‘Apply Template’ dropdown in the ‘Decline Application’ box and choose NO RECORDS FOUND- CORPORATE template.  Edit the message to read as:  WE ARE UNABLE TO PROCESS THE EDUCATION VERIFICATION FOR (Name of Student) AT (Name of School) DUE TO FEES OWED TO COLUMBUS CITY SCHOOLS.  THE STUDENT SHOULD CONTACT THE TREASURER AT 380 997-7382 REGARDING PAYMENT OF FEES.  YOU WILL NEED TO RESUBMIT A REQUEST ONLINE AFTER THE STUDENT HAS PAID HIS/HER FEES.  The order CAN be processed if fees are not owed

8. Search for the graduation date on the transcript

   1. If the student graduated, click the green ‘Approve Request’ button.  Click the ‘Apply Template’ dropdown in the ‘Approve Application’ box and choose the ‘GRADUATION VERIFICATION’ template.  Enter the graduation date in place of MM/DD/YYYY at the end of the sentence.  Check to make sure the student name is spelled correctly and the correct school populates on the template.  Click the blue ‘Approve’ button.  Never use the ‘Contingent Approval’ button

   2. If the student did not graduate, click the green ‘Approve Request’ button.  Click the ‘Apply Template’ dropdown in the ‘Approve Application’ box and choose the ‘NON-GRADUATION VERIFICATION’ template.  Enter the dates that the student attended the specific school of request, (not the dates that the student attended his/her entire time at CCS) in place of the MM/YYYY TO MM/YYYY.  Click the blue ‘Approve’ button.  Never use the ‘Contingent Approval’ button

   3. If records cannot be located, email Bonny at bdurr@columbus.k12.oh.us and provide the student name and order number.  Orders should not be denied until all options have been exhausted.

If the Education Verification company requests a hard copy of the transcript or other records, a signed release is needed.

 SIGNED RELEASES FOR OHIO 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

Transcripts or records that were requested with a signed release 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 3^rd parties upload to the order as requested.

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