End of Year - Q & A Discussion

Question	Answer
How do you run the retention list?	Index>Grading & Standards>Reports>Retentions
Where do I find the 5 items for unable to locate to withdrawl?	Unable to locate form can be found on dashboard with this link Forms 5 items required are: Phone call Truancy letter sent Community School cross check (ODDEX) Home visit Social Worker consult
During the beginning of the school year, if we see an error on sex/birthdate/etc, do we still contact Lisa Locklear to make the correction?	Yes. She is the contact at any point in the year.
Explain the “2 weeks to submit” the lottery application in the packet.	After school starts through the week prior to winter break, if students enroll from another district they have 2 weeks from their enrollment date to submit a lottery application. If you have any further questions, please contact the school choice/Lottery office.
Principal asked to check on “see-standard base report card” sticker that goes into cum folder.	This is no longer used
North Linden has processed 6 boxes of inactive cums for digitization before the age change. Do I refile those? I also have 5 boxes ready to be shredded, what do I do with those?	Send shred boxes to warehouse with destroy date. If you’ve already e-mailed Tiffany, you will be able to send those as soon as Tiffany gives confirmation
How do I get a warehouse login for getting items picked up?	Directions are on the Intranet under delivery services or call 5048
What about sending files to FCCS? Do they have to use Scribbles	For FCCS and Govt agency, we can not require them to use Scribbles K-12, so you will still get those by fax or e-mail. Make sure to encrypt any emails containing student information
Can we upload documents to Scribbles K-12?	Yes! You can drag and drop or upload.
Custody Documents are on IC. Do we want it in cum?	If something is already in IC, we do not need a copy in the cumulative record
Student ”new” to the district (KDG for example) should not have items in cum folder, do we create empty folder?	Yes, please create the folder because things will need to go into the cumulative folder later. If the cum is requested later from another CCS school make sure to send the empty folder as well.
Can records that are requested for new students be uploaded to IC?	Yes
How do you start to organize inactive records by birth year? Is there a report to run?	No report to help. Just need time and space to sort.
With the Scribbles K12, are we still required to maintain a record request binder?	Yes, this will be tracked in the log (insert correct name)
Where can we find lottery numbers for our individual school and home school lottery ratio’s?	You can go to the board of education guidelines for the lottery ratios
If parent walks in office asking for records, how do we handle those?	They can’t go through Scribbles. Verify who they are and then provide the information.
Is there a time frame to complete a request?	Yes, 3 days by Ohio law.
Once files are uploaded, can or do we upload to the documents section in IC?	Just save it under the correct document types
Is Scribbles just for in the state of Ohio? How do we handle out of state requests?	No, any school that is requesting records must go through Scribbles to request records from CCS
How do we know if another district uses Scribbles?	You can search on Scribbles
How do you pull up envelopes or labels on the new student summary page.	Pull up the summary page and at the bottom click on reports. It pulls up multiple things you can print including address label and envelopes.
On Certify report it is pulling up quite a few errors under level 5 that state the behavior codes do not match the attendance codes. Do we have to correct these.	Yes. It should be done by the administrator who entered the behavior (not the Peak IA)
Can the hearing office add suspensions?	Yes they should add a resolution adding additional days of suspension. It does not have to always be an expulsion.
Will our questions from this training be available to see along with the answers?	Yes
What if a district outside of CCS refuses to create an account?	They do not get their records.
Are you able to use the school Email address (Moler@columbus....)?	You have to use your own personal school email address not the School’s email address
Will we get an email when we get a request or should we be checking daily for them?	You will get an email every morning. If it comes in later in the day then you won’t get another email until the next day. You can go in whenever you want to check.
What about St Vincent’s using Scribbles? Will they have to?	Yes
Is the notification for an expedited Scrib order (alumni record request) still going to Bonnie Durr?	If you can not find the information then it will go to Bonnie but if they information is at the school then the secretary is responsible. There is no expediting records. It will be up to you as to how quickly you can get the records out. But remember you only have 3 days by law.
How is the records request handled if the secretary retires?	Administrators of Scribbles will be able to access that info
Who pays for Scribbles?	It is free
End of year feeder school, Example – Trevitt to Champion, is that a request or paper log?	No request needed. You will run the Student’s Leaving report / Students coming report.
Do we have to keep logs of interdistrict Cum transfers now?	No. It will be in Scribbles.
At Woodward Park, 2 secretaries do records. Will we both see 6th-8th grade record's requests or will one see 6^th gr. and one see 7th & 8th gr?	Both secretaries will see all three grades. It is by IRN number
If a secretary is out for an extended period of time what happens with those records coming in?	Subs will have access
Can we get a day beside records day to do the clean out of records?	Not something that can be done.
How do we know when a parent has updated their emergency contact, phone number or email address through parent portal?	Demographics screen will have the time stamp of the last update.
How do we help a parent access parent portal if they cannot remember their username and/or password?	Parent will need to email picture id from email address in system or provide id in person. parentportalaccess@columbus.k12.oh.us or go to CE.
Will secretaries have scheduling delete rights through the first day of school?	Yes, until the day before school starts.
Do we need to print hard copies of documents sent?	no
Middle Schools do not have transcripts. Can the request say report card for MS as an option instead of HS transcript?	Yes that will be set.
What if the school name cannot be located in the search field when submitting a request?	Email Scribbles K-12 support.
Once signed and transferred can you go back in late and add something else to send?	Yes you can go back in and add something.
If a requester is not verified, then what happens to that request? Can they request again?	If they are not verified you will not notified. They will need to resubmit a user request.
Do you log in to this program multiple times? Once as sender, once as receiver? Two log-ins?	Yes, one as a requester and processor.
How will substitute secretaries have access to Scribbles K-12? Especially those on long term assignments?	Email Bonnie Durr.
When will records secretaries be allotted time to digitize cum records?	That is between Secretary and Admin.
Do you have to use Scrib k-12 when you receive a request from an agency?	No
What if the other school is not using scribbles?	They don’t have to. The other school would create an acct to request the records.