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