Transcript Management
Transcript Management
AdmissionPros offers multiple ways to add a transcript to the system.
- Student initiated upload through their web portal (if applicable)
- Staff user – upload through the loose file drawer (LFD)
- Staff user – direct upload to student education record
- Transcript import (if applicable)
Student initiated upload through their web portal (if applicable)
Some clients allow students to upload unofficial transcripts during application submission and/or within their student web portal. Transcripts that are uploaded by the student bypass the indexing and linking stages. NOTE: Staff are highly encouraged to review/open any document attached to the record at the “New App” stage to validate all documents. This confirms that the document(s) a student uploaded is acceptable.
Staff user – upload through the loose file drawer (LFD)
Staff can upload one or more documents directly through the loose file drawer. This is the most efficient way to upload documents in mass. This also maintains the workflow of the linking and indexing process. NOTE: Documents uploaded through the LFD must be PDF.
Documents uploaded to the LFD will move to the linking folder “if” there is a possible applicant match.
Staff user – direct upload to the student education record
Transcript Import
In response to feedback received from clients, AdmissionPros has developed a new and improved, automated transcript process. These changes will be in effect with the version released after summer 2011 changes are complete.
Introduces new (for some) missing item groups:
Completion Group – Completion missing items are those items that must be satisfied before an application will be calculated to complete, and ready for review. Consequently, completion missing items impacts application complete/incomplete calculation. Completion missing items display immediately on the applicant’s portal.
Enrollment Group – DOES NOT impact complete/incomplete calculation. These are “housekeeping” missing items … those items required after admission, and are needed prior to enrollment. Enrollment missing items may also display on the applicant’s portal, but differently from completion group missing items in that enrollment group missing items will display only for those applicants who have been decisioned and who have been offered admission (once the associated web changes are complete).
Establishes separate missing item codes for the “interim” transcript (that transcript required for app review and decision) and for the final transcript, for each education record.
- missing item code = schoolname-TRANSCRIPT REQUIRED (the transcript required for app complete/incomplete … referred to as “interim” transcript)
- missing item code = schoolname-FINAL REQUIRED (the transcript required for enrollment)
Introduces (for some) separate transcript required and received fields for the “interim” (that transcript required for app review and decision) and for the final transcript required and received fields, for each education record.
High School
If high school transcript required is checked on the applicant type (student type codes table) …
- A transcript required completion missing item is automatically added for each high school entered … this is the transcript sufficient for application review and admission decision (missing item code = schoolname-TRANSCRIPT REQUIRED). This transcript is tracked via the TRANSCRIPT INFORMATION fields.
- A final transcript required is also automatically added – at the same time - as an enrollment missing item (missing item code = schoolname-FINAL REQUIRED). This transcript is tracked via the FINAL TRANSCRIPT INFORMATION fields. NOTE: checking a final transcript as received will also result in the “interim” transcript being marked as received, since if the final is here interim is satisfied as well.
NOTE: both completion and enrollment missing items, including transcripts, are added to the applicant’s missing item list when the app is created, so both completion and enrollment missing items will appear on the applicant’s missing item checklist via the desktop mgt system. The applicant will NOT see enrollment missing items via their web portal until a decision has been reached, and where decision = admit.
College
If college transcript required is checked on the applicant type (student type codes table),
- A transcript required completion missing item is automatically added for each college … this is the transcript sufficient for application review and admission decision (missing item code = schoolname-TRANSCRIPT REQUIRED).
- If a final transcript is required, per college, either when processing the new application, or any time along the way, manually set the final transcript required flag. This will add a corresponding, final transcript, enrollment missing item (missing item code = schoolname-FINAL REQUIRED). NOTE: checking a final transcript as received will also result in the “interim” transcript being marked as received, since if the final is here interim is satisfied as well.
NOTE: both completion and enrollment missing items, including transcripts, are added to the applicant’s missing item list when the app is created, so both completion and enrollment missing items will appear on the applicant’s missing item checklist via the desktop mgt system. The applicant will NOT see enrollment missing items via their web portal until a decision has been reached, and where decision = admit.
These changes are related to the automatic setting of transcript missing items only, and should not negatively impact any import, final transcript review/re-review, or related process.
Scanning/Linking Transcripts
High School Transcript – linking of any document to an education record where the document’s Scanned File Type/Links To value is EDUCATION will automatically remove the corresponding high school transcript missing item. That document may be a transcript, an international credit evaluation, or any other document that for application review purposes satisfies the high school transcript requirement.
College Transcript - linking of any document to an education record where the document’s Scanned File Type/Links To value is EDUCATION will automatically remove the corresponding college transcript missing item. That document may be a transcript, an international credit evaluation, or any other document that for application review purposes satisfies the college transcript requirement.
Transcripts/Education Records From Previous Applications
Education records are attached to the person record, so under the following conditions all education records will be copied from the most recent application if a subsequent application is created from a source other than CFNC/NCMentor* (UNC system schools only). Documents attached (linked) to these education records are also copied.
this only applies to education records and documents that exist at the time of the second application is creation.
all applications are tied to the same person record
*Neither education records nor documents are copied if from CFNC/NCMentor (UNC system schools only).
