behind-the-scenes look at naviance from both sides of the desk

Behind-the-Scenes Look at Naviance from Both Sides of the Desk

Gerry O’Brien Marian Catholic High SchoolKirk Koenig University of Oregon

Marian Catholic High School

Location: Chicago Heights, IL

Description: Private, Co-ed, College Prep

Size: 1308 students, Senior class of 365

Transcripts submitted this year: 2,063Non CA

958CA 599CA school app 259Mailed112SRAR 135

Issues to be decided before starting

• Who will add applications?

• Who will upload transcripts?

• Who will send teacher/counselor letters?

• Who will submit completed applications?

My view of student’s list of colleges

Student view of list of colleges

Applying via CA or School app

Preparing Forms

Uploading student’s transcript into Naviance

Select student

Select type of transcript

Send to Naviance eDocs

Adding Counselor Documents

Adding Teacher Documents

Submitting via eDocs

Submitting Transcript via eDocs

Submitting Common App

Documents to be submitted

Common Application DocufideINITIAL INITIAL -HS transcript & CA SR -HS transcript & NACAC or includes counselor evaluation other school report

-teacher letters -counselor and/or

teacher letters

MIDYEAR MIDYEAR-Transcript & CA MY Report -Transcript & MY Report

FINAL FINAL-Transcript &CA Final Report -Transcript

Submission Status

Interpreting eDocs Submission Status

Submitting – form is in the process of being submitted to the destination

Submitted – form was submitted and is awaiting receipt confirmation by either the Common App or Docufide system.

Received – form was marked as received by Common App or Docufide

Downloaded – form was exported, downloaded, or printed by college (via Docufide)

Printed – printed by high school, not submitted electronically

University of Oregon

Location: Eugene, ORDescription: Public Research University (AAU)

Size: 24,591 students, Freshmen class of 3,946

Transcripts Received this past year*: 32,836 Parchment/EDI Transcripts 21,228 Paper Transcripts 11,608

Other Electronic DocumentsRecommendations 14,194HS Profiles 1,561

*We will receive an additional 3,900 final HS transcripts

University of Oregon

We log into the Parchment Exchange Server and select the Receive icon

University of Oregon

University of Oregon

• We select the transcripts we want to download• Making sure the download zip file contains the transcripts as separate PDF documents• Click on the “Begin Download” button

University of Oregon

• Time to download can take from 1-2 minutes or the entire day, depending on volume• While waiting for the download to complete, we select letters of recommendation• We wait to click on the “Confirm Download” until we know the files are all ready for the

next step.

University of Oregon

• Individual PDFs are then “printed” to a virtual printer to get set for indexing to our imaging system• The PDF documents are saved to a folder for back-up

University of Oregon

• We use an indexing folder for each day of the week• Once a document is indexed, the transcript is viewable in our imaging system• As we index, we mark the transcript in as received in our SIS (Banner)• A workflow is triggered to let the evaluator know the document is ready for review

University of Oregon

• If we index the document to an incorrect ID and are contacted by the applicant we can find the document if we have the:

• Within 60 days of it being transmitted•Document ID•Date of when transcript was sent by the high school•Full name of the applicant

• After 60 days of it being transmitted, we refer to our backup-folder of older documents

•Date of when transcript was sent by the high school•Full name of the applicant

Questions?

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