what's new with edocs?
TRANSCRIPT
What’s New with Naviance eDocs?
July 2015
Su Hallenbeck, Ph.D. Director, Product Marketing
Elizabeth Halim Technical Product Manager
Agenda
Report Card How did we do in 2014-15?
Highlights What’s New for 2015-16?
Deep Dive Updates to eDocs for 2015-16
Future Roadmap for next school year 2016-17
Training Options & Important Dates
Q&A
eDocs Report Card
How did we do in 2014-15?
eDocs Schools 2014-15
~9k total naviance schools
~5k eDocs schools
55.5% Naviance schools use eDocs
You All Have Been Busy
Activity Growth
~27 million documents submitted for Fall 2015 college applications
22%
increase from previous year
eDocs Submissions 2012-2014
Submissions 10/31 2014: 877259
900,000 • 2012 • 2013 • 2014 750,000
10/31 2013: 569068 10/31
2012: 460367 600,000
450,000 300,000 150,000
0
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Typical eDocs Hourly Submissions (3 days)
Peak at ~4k submissions in an hour
Typical eDocs 24 Hour Submission (non-Common App)
Peak at ~2k submissions/hour for non-Common App applications
Supporting documents submitted via eDocs
3.5M uploads
5.9M transcripts
26.4M forms
Colleges
Supporting documents for Common Application
380K Naviance students applying via Common App
500+ member colleges 3.8M transcripts
220K fee waiver requests 1.2M teacher recommendations
20M total documents
Highlights
What’s New for 2015-16
What’s New in eDocs for 2015-16?
Transcript Management
● MTM Past History
● Upload PESC XML transcript
● Send PESC XML transcript
● Toggle active transcript
Common Application in eDocs
● Form changes for 2015-16
● Refined process to turn ON/OFF Common App integration
● Improved clarity on whether student applies via Common App
● Up-to-date College Deadline info
● New Delivery Type for Common App / Print
Jun SepJu
We arle here
Aug Oct
Deep Dive
Updates to eDocs for 2015-16
Multiple Transcript Manager (MTM)
Past History
MTM Past History
● Helps with troubleshooting ● # transcripts successfully added ● # transcripts failed ● View students whose transcripts failed ● Easily go to student record to replace the
failed transcript
View# transcri ts added and failed for each u
Multiple Transcript Manage r
Welcome back!You canview upload history,'continue'to resume work,'close' to end current wor k. upload a new set of transcripts, or see if someone else is working on the transcripts,here. Current Uploa
Multiple Transc ript History
Showing 1-10 of 35 Last Modified • Class Year
• 2 3 4 Next Last
Transcript Type Uploaded by # Added to eOocs #Failed
06/09/2015 01:10PM 2016 Midyear Elizabeth Halim 0
05/08/2015 10:54 AM 2015 Midyear Drew Kimrey 2
05/01/2015 11:13AM 2016 Final Elizabeth Halim 3
04/1512015 03:19 PM 2015 Final Kristy Cunningham 0
04/13/2015 05:04PM 2015 Midyear Art Allen 0
04/13/2015 11:29 AM 2015 Final Kristy Cunningham 0
04/0912015 02:13 PM 2015 Final Kristy Cunningham 1
04/0912015 10:12 AM 2015 Final Kristy Cunningham 0
03/18/2015 11:44 AM 2015 Initial Mike j imenez 1
03/03/2015 06:14 PM 2015 Final Art Allen 1
View details of the failed transcri t records
Multiple Transcript Manager
Welcome back!You ca n view upload history, 'continue' to resume work.'close' to end current work, upload a new set of transcripts,or see if someone else is workingon the transcripts, here.
Current Upload I Past History Multiple Transcript History
Showing 1-10 of 35 Last Modified • Class Year
• 2 3 4 Next Last
Transcript Type Uploaded by
You w1ll need to upload transcripts m eDocs f
CLxnette (Temporary- FCPS- District) Harri
he fo llowing students:
50
# Added to eDocs #Failed
X
06/09/2015 01:10 PM 2016 Midyear Elizabeth Halim 0
05/0812015 10:54 AM 2015 Midyear Drew Kimrey 2
05/01/2015 11:13 AM 2016 Final Elizabeth Halim 3
04/15/2015 03:19 PM 2015 Final Kristy Cunningham 0
04/1312015 05:04 PM 2015 Midyear Art Allen 0
04/1312015 11:29 AM 2015 Final Kristy Cunningham 0
04/0912015 02:13PM 2015 Final Kristy Cunningham
04/09/2015 10:12 AM 2015 Final Kristy Cunningham 0
03/18/2015 11:44 AM 2015 Initial Mikej imenez 1
03/0312015 06:14PM 2015 Art Allen 1
Navigate directly to the student folder
Upload a replacement transcript directly for the student whose transcript failed
PESC XML Transcripts
What is PESC?
PESC (Postsecondary Electronic Standards Council) 501(c)(3) non-profit, community-based http://www.pesc.org/interior.php?page_id=186
• colleges and universities • professional and commercial organizations • data, software and service providers • non-profit associations • state and federal government agencies • Mission: to lead the establishment and adoption of
data exchange standards in education
PESC Members
NC STATE UNIVERSITY
CAPELLA UNIVERSITY
ON . ON "AACRAO a :§, ,tk ! y.
'ARIZONA STA rch me nf= u ERstTY Credentials
Advoncmg Global H1zher Educotton
Monoy knowladge lor oolloge-&J1<1 beyond.
...lnqianC\ State
..... UniverSity
What is PESC XML?
A standard for electronic transcripts that
allows student data to be transmitted from one
institution to another
Why PESC XML?
● Student data portability from institution to institution
● Faster processing and transfer than PDF, for both high schools and colleges
● Smaller file sizes, less storage needed
● Better accuracy for automatically matching transcripts with student records
● Safer, cheaper, and quicker to send than mailing paper transcripts
● Student data availability for reports
● Promotes standardized student data set across
institutions
Who needs this?
● Schools in states that mandate transcripts in data format
■ Indiana Common Transcript (2015)
● Any school that has a Student Information System (SIS) that can produce PESC XML transcripts
Where does the PESC XML file come from?
● From the Student Information System (SIS) ○ Check with your IT or District
● Naviance eDocs will NOT convert PDF files into PESC XML files
● The transcript files must adhere to the PESC XML standard Version 1.3
● State-mandated public schools must meet the state’s data element requirements
PDF vs PESC XML: Single Upload
PDF Transcript PESC XML Transcript
Any PDF file is accepted
● Must be a valid PESC XML file ● Must contain exactly ONE
student transcript per file ● Indiana public schools must
meet data requirements
PDF vs PESC XML: Multiple Upload (MTM)
PDF Transcript PESC XML Transcript
● Any PDF file is accepted
● Matching will be attempted
● Can reorder, mix & match pages
● Must be a valid PESC XML file ● May contain 1 or many student
transcripts per file ● Must use the BATCH PESC XML
FORMAT even if the file contains only one transcript
● Must meet state data requirements if your state has a mandate
● Each transcript is exact; cannot reorder, mix & match pages
● Better accuracy in matching
PDF vs PESC XML: Sending Transcripts
PDF Transcript PESC XML Transcript
Send file as-is Before September 2015: ● PDF version will be sent
After September 2015: ● To Common App: send PDF
version ● To Parchment: send XML
How will colleges receive the PESC XML transcripts?
If sending to... What will be sent...
Common App Send the PDF version generated from the XML
Parchment colleges Send XML to Parchment • Colleges can choose in their
Parchment account setting which format they want to receive: XML or PDF.
• Parchment will create a PDF from the XML we send them.
MTM
Mult iple Transcript Manager I UJioad Transcripts Before uploading. t.:llus the transcript type and class yea ·of the transcript POi= or :<M. L that youplan to upload.
; Class Year 1.2-01 _ 5 ; I Transc ipt Type: Final
IE]
Drag and drop a transcr ipt PD
OR
Choose file to upbad
Maximum file size: 15MB
Common Application Changes for 2015-16
New questions added to SR and FR
● Are college entrance examination scores printed or included with the transcript?
● Is the applicant an Advanced Cambridge (AICE) Diploma Candidate?
● Did this applicant graduate?
School Report
Final Report
Counselor Recommendations & Written Evaluations
● Written Evaluation ● no longer submitted with School Report ● will be submitted with new form: Counselor
Recommendation
● Required for specific colleges ● Counselor can still enter a reason for not providing an
evaluation ● Counselor Recommendation form contains questions
previously in School Report
Written Evaluation no longer attached to School Report
Written Evaluation is no longer submitted with School Report
Written Evaluation & new Counselor Recommendation form
Written Evaluation
Counselor Recommen
-dation (NEW)
School Report
Written Evaluation is submitted with Counselor Recommendation form
Move questions from SR to CR
These questions from the School Report...
… go to the new Counselor Recommendation form
Written Evaluation
College Initia lReport Midyear/Other Report Final Report
Albright College
Form Why are some forms unavailable for selection?
0 SchoolReport
SchoolProfile
Active Transcript {Final)
Common App Counselor Recommendat on
Information
prepared on August 12. 2
uploaded on August 3 14 byjas on Ways
Actions
View
Thisis a CommonApp college- select the forms you'dlike to submit online and click "Review an
View
Wri en Evaluatlo'1 Common App Teacher Evaluation
Len r of Rl'<om
endatoon Midyear Report
Active Transcript {Fonal) Optional Rell"'t
Active Transcript {Final) nnal Rl!port
Active Transcript {Final)
View
Counselor Recommendation View
required Inorder to submit Common App Teacher Evaluatoon VIew Vie
uploaded on APril 9, 2015 by Kristy Cunningham
View
lit
uploaded on APri/ 9, 2015 by Krisry Cunningham
View
,, uploaded on Apri/ 9, 2015 by Krisry
Cunningham View
CA Exclusive → CA Only Terminology Change
Terminology change for “CA Exclusive”
● Change “CA Exclusive” to “CA Only” ● “CA Exclusive” now has a different meaning for the member
colleges
Turn ON / Turn OFF Common Application Integration
Why Turn ON Common App integration?
● Easier to manage ○ Track all supporting documents in one place (in eDocs)
● Save time ○ Prepare and upload forms and documents once ○ Use the same forms and documents for both CA and
non-CA applications
Turn ON VS Turn OFF
Turn ON Turn OFF
Invite Teachers for LORs
Invite Counselors
Prepare and submit LORs
eDocs
Prepare and submit CA forms
eDocs
Upload and send transcripts
eDocs
Timeline: Turn ON/OFF Common App Integration
Now Aug 1 Aug 3 Sep 15Jul 18
Let your AOcFcFourenqtuMesatsnNfaoSorgcmtSehroceorhkoneonelsToxtulwmssrcnaaihfkOcoetoNivllyaretteaeqru.eeDstoscasccepted. you want EtoxiTstuinrgneODoNcMsorasrecyOqhruoFeoeqFlsuttweshsielfltodTreuTfranurlOtntFo FONif no CA
Common App processes early Turn ON /
2015 CA Offline
Common uAnplepssinreteqguerassteuiOodbnNmotih/sesTriwuornisn.e.OFF
Why is it important to request early?
Now Aug 1 Aug 3Jul 18
The schoolCdoomemsSoncnohtoAoplp’sisConmotmaownarAepopf the request TursnchOoNol’s/ Tinuternntion. School’s Common
2015 CA Offline
Example 1: A school just purchased eDocs subscription for the 2015-16 school year but does not submit an early request to Turn ON.
Integration LisOORFsFd; irectly in Common App; The school Treeqaucehsetrss TsurbnmOitNLORs directly in CA
Students invites Teachers to submit
OFF ON
OFF CA IntAepgpraIntitoengration remains OFF.
Why is it important to request early?
Now Aug 1Aug 3Jul 18
The school sdcoheosoln’soitntentSiotnu.dAenll tesDcoacnsinsvcihteooTlesachers to submit request TurwnilOl dNef/aTulut rtno ON unless requested
Common App is not aware of the
2015 CA Offline
Example 2: A school does not want to send Common App documents from eDocs but does not submit an early request to Turn OFF.
School’s ComSmtuodnenAtsppcannot invite Teachers to IntegrationLOissROusbNmdi(irbteyLcOtdlyeRfisanudClitro)e;mctmlyoin ACpopmmon App The school requests Turn OFF
ON OFF
OFF CA Intoetghreartwioisne.
Turn ON/OFF CA Integration: what you need to know
If you want to... Then...
Turn OFF the Common App integration for 2015-16 school year
tell your Account Managers NO LATER THAN JULY 18
Turn ON the Common App integration for 2015-16 school year
renew or purchase your eDocs Subscription NO LATER THAN JULY 18
Change your mind later (want to turn ON after Aug 3)
Change your eDocs Settings or Contact Naviance Support NO LATER THAN SEPT 15
Change your mind later (want to turn OFF after Aug 3)
Change your eDocs Settings anytime, as long as you have not submitted documents to Common App.
Improved clarity on whether student applies via
Common App
Student chooses if Applying via Common App
● Students must indicate if applying via Common App
● This step previously not part of the workflow for adding colleges
● Will default sending to Common App ● Counselors previously unaware that student had not
chosen
● Now student is prompted to make a selection upon adding colleges
BEFORE: Add Colleges I’m Applying to
+ ? =
If Applying via Common App = Unknown...
?
Counselor does not know where
to send documents to
AFTER: Add Colleges I’m Applying to
+ =
If Student has not chosen Applying via Common App
family connection
Coming up in Fall 2015
Naviance > Colleges eDocs Student Details
Up to date Deadline information for CA Colleges
Toggle Active Transcript
Set any previously uploaded transcript as the
active transcript
New Delivery Type icon (Common App Print/Mail)
Current Delivery Types in eDocs: Delivery
Type Description
• Student is applying via Common App • Student has chosen to apply via Common App
• Common App college • Student has not indicated whether applying via Common App
or not • Common App college • Student has indicated not applying via Common App • College can receive electronic documents via Parchment. • Not a Common App college • College can receive electronic documents via Parchment
• Not a Common App college • College cannot receive electronic documents via Parchment
What about….??
● Common App college
● Student has indicated not applying via Common App ● The college does not receive document electronically via
Parchment
● Documents must be printed/mailed
College
?
Roadmap for Next School Year 2016-17
Roadmap for Next School Year (2016-17)
For Students
● Improved ability to inform teachers about specific needs when requesting letters of recommendation
For Teachers
● Easier, more intuitive way to prepare and upload documents ● Be better informed on students’ specific needs when
preparing letters of recommendation
For Counselors
● Easier to track and manage students’ supporting document needs
● Growing receiver network for colleges that can be sent documents via eDocs
Training Options & Important Dates
Naviance eDocs Resource Center
http://go.naviance.com/eDocs-Resource-Center
Free Training Options (available after Aug 1)
What’s New with Naviance eDocs
Webinar
Video Tutorials
Joint Webinar
Naviance and The Common Application
NACAC Pre-Conference Educational Session
Oct 1-3, San Diego, CA
Must be a conference attendee
Naviance Network - eDocs video tutorials N AVIA NCE NETWORK _ . . . . _ , sgnOut 1 " '"":
<go Home Community Forums Idea Exchange Help Ubrary
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Naviance eDocs: Start to Finish Labels:Overview , Video
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Submit Documents El nnt Application D
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Wnars New with Navia Screen Orientafio nee eDocs
n and Navigation for Nav/ ance eDocs
Making su·e YO\! oomplele allthe necessary stepsinsetting l-" Nalliance eDocs Is important. The proces.. oullonecl Mlow takes place over IMc-.owse d :11e submossoon season.Before yru start using eOocs,lhe sciiOOI site manager should complete the steps in the Configuration section.The subsequent sections ouUine the eOocs process. Note: Llni<S wllh vtoeoIcons
contain v'oeo tuto1als.
Configuration:
Activate AccountA< SAt Sdlool U fu Rde.c; anc1 PP.rrri $;inns• Adjust Family Comoction SettingsiOc Eneble Student Tnenseript and Recommendation Re uestsWO. Update Student DalaWi< Defne S tem Wide Settings fer Form Preparation J
Fee-based Professional Development Training & Webinars
● Private Training
○ on-site or web-based instructor-led training
○ Check the Course Catalog
○ Contact [email protected]
● Public Training (Webinars) ○ Check scheduled sessions:
https://www.webexcms.com/naviancepd/listwebinars beforelogin.php
Important Dates
Jul 23 - Jul 31 Common App offline Jul 15 - Aug 2 eDocs offline
Jul 18 Deadline for early requests to Turn ON or Turn OFF Common App integration
Aug 1 Common App back online
Aug 3 eDocs back online
Sep 2 Send PESC XML transcripts to colleges
Sep 15 Deadline for late requests to Turn ON Common App integration
We Want Your Feedback
Post and vote for suggestions in Naviance Network
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Questions?
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