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

• 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

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):

• 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

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 

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

1.  

   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.  

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

   2.  

      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

   8.  

      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.  

   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

       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.    

   Open

   

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

   Open

   

             

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!

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

• 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

• 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.

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 and 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

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 

• 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.  

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:

• 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 3^rd 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?

• 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 . 

How are Record Requests Submitted?

• The link for ScribOrder for customers to request records is: https://ccsoh.scriborder.com

Customers may also go to www.ccsoh.us, click on "Families", 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

Who Should Secretaries Contact for Assistance?

• 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.

- 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.

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

• 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 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 be processed the same day and can 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

• Length of time to process regular orders is 10 business days

• When viewing orders from the “Unassigned” tab or “My Orders” tab, a red flag icon indicates that a document or voice mail has been attached to the application

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

• When approving orders, after clicking on the green “Approve Request” action button on the right side of screen, an “Approve Application” box will populate. 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” button.   Otherwise, customers will receive a blank email notification

• When choosing the “Graduation Verification” template, the graduation date should be entered in the appropriate spot at the end of the sentence

• When adding comments to the “Work Comments” box, the blue “Save Progress” action button should be clicked after comments are added so that comments will be saved

• 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

• See important information below regarding legal requests

• 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

Important Information:

• 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 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

QUESTIONS

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