Naviance edocs: New Users Hobsons. All rights reserved worldwide.

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1 Naviance edocs: New Users 2012 Hobsons. All rights reserved worldwide.

2 Table of Contents 2 Lesson 1 Introduction Overview of Naviance edocs Course Overview College Application Process Lesson 2 Family Connection Review Settings Student Activities Lesson 3 Managing the Process The Application, Transcript and Teacher Recommendation Request Managers Student Folder Colleges and edocs tabs Lesson 4 Preparing and Sending Documents Types of Documents Preparing Documents Sending Documents Tracking Documents Secondary Documents Lesson 5 Naviance edocs Reports Reporting Lesson 6 - Conclusion

3 Lesson 1: Introduction 3 Naviance edocs Naviance edocs is an electronic college application tool, allowing schools to prepare and send college application documentation electronically to more than 1,500 electronic destinations including all Common App schools. Before you can start using Naviance edocs, the print driver must be installed and the Common App waiver turned on in Family Connection. Naviance edocs configuration steps are covered in the Configuring Naviance edocs training course. Course Overview The course is designed to take you through the process for using Naviance edocs to manage the college application process. Naviance edocs supports Common App and other electronic destinations (non-common App). Each step in the process is outlined in detail and you will have a chance to brainstorm how your current process can be facilitated by Naviance edocs. Upon completing this course, you will be able to: Help students use Family Connection to request transcripts and teacher recommendations Use the Application Manager and Transcript Manager to view applications and transcript requests Upload and prepare initial, midyear, optional and final materials Send initial, midyear, optional and final materials Track the submission of sent materials Generate edocs reports! Brainstorming: Before we look at how you can use edocs to manage the college application process electronically, write down your current process for supporting the college application process. Think about who is involved in the process. Also, include any internal deadlines you have.

4 Lesson 1: Introduction 4 College Application Process The diagram below lays out the application process when you use Naviance edocs. Keep in mind that you have the flexibility to make adjustments or change this process to best fit the needs of your school. Student School Follow-up Register with Common App (after Aug. 1) View student's requests (teacher recommendation/transcript) Counselor: Prepare and send optional/midyear materials Complete and submit applications through Common App Complete school report (Common App, NACAC or upload your own) and Common App teacher evaluation Student: View status of materials Update attending college Complete the Common App waiver Upload other initial documents (evaluation, transcript, etc.) Counselor: Prepare and send final documents to student's attending college Add colleges to the Colleges I'm Applying To list in Family Connection Send initial documents Request materials for college applications in Family Connection (teacher recommendations/transcripts)

5 Lesson 2: Family Connection 5

6 Lesson 2: Family Connection 6 This lesson focuses on the actions students take on the Common App website and in Family Connection. Upon completing this lesson, you will be able to: Help a student add a college to the Colleges I m Applying To list Help a student request a transcript or teacher letter of recommendation Advise students who are applying to Common App destinations Reviewing Family Connection Settings If you want students to use Family Connection to manage the college application process (request transcripts and teacher recommendation letters or maintain a college application list) those settings must be turned on in Naviance. If a student plans to apply to a Common App destination, the Common App waiver must also be turned on in Naviance. Step-by-step instructions for configuring your edocs settings are covered in the Configuring Naviance edocs training course. You can also find instructions by going to Naviance Network > Help Library. Student Activities Let s look at the student s college application activities, which prompt actions you will take in supporting his or her application process. The steps include procedures if students are applying to Common App schools. If a step is required for Common App, it is noted. Common App Register after August 1st Add colleges to list - these schools will appear in Family Connection Complete and submit applications Family Connection Complete the Common App waiver if applying to a Common App school Add non-common App colleges to the Colleges I'm Applying To list Request transcripts and teacher recommendation letters for Common App and non-common App schools Track submission information

7 Lesson 2: Family Connection 7 Colleges I m Applying To List Adding colleges to the Colleges I m Applying To list in Family Connection is a great way for students to let school staff members know which colleges they are applying to. When a student adds a college to the list, the student is added to the Application Manager in Naviance. To add an active application, the student should complete the following steps: 1. Click the Colleges tab. 2. Click Colleges I m Applying To. 3. Click Add to This List. 4. Click Lookup. 5. Find a college he or she is applying to and click the link with the college name. 6. The college is added to the College column. The student should continue adding colleges until they are all added. 7. Indicate the type of application, if a transcript is needed and whether the application has been submitted. 8. Click Add Colleges. Note: You can add colleges to the student s active application list in Naviance. You do not have to sign in to Family Connection to add colleges to the list for a student. Document Requests Students can request the following college application materials in Family Connection: Transcript Teacher Letter of Recommendation There are different ways a student can request initial transcripts: By selecting Request in the Transcript column while adding a college to the Colleges I m Applying To list By clicking the Request Transcripts link after adding the college to the Colleges I m Applying To list By clicking the Transcripts link on the Colleges tab, in the Resources section In order for students to request a midyear transcript, you must enable the setting. Go to the Settings tab of the Transcript Request Manager and click the Edit button. In the Request Options for Students on Family Connection section, select Show options to request unofficial scores and mid-year transcripts. Click the Save button to save the changes you made. Quick Tip! If a student has a Common App school on his list in Family Connection, the student needs to indicate if he is applying via Common App or not. Quick Tip! If a student needs a transcript for the NCAA, he or she must submit the request through the NCAA website. A student can request a final transcript for a college after the application is marked as accepted in Naviance or Family Connection. You can mark an application as accepted from the Colleges tab of the student folder in the Application Details section and select Accepted using the Result drop-down menu. A student can mark an application as accepted from the Colleges I m Applying To list in Family Connection. The student clicks the pencil icon in the Results column and updates the result as Accepted. When the student goes to request a transcript, he or she will see a Request Final Transcript section.

8 Lesson 2: Family Connection 8 To request a teacher letter of recommendation, the student should complete the following steps: 1. From the Colleges I m Applying To list, go to the Teacher Recommendations section. 2. Click the Add/Cancel Requests link. 3. Choose a teacher from the drop-down menu. 4. Enter a personal note, optional. 5. Repeat steps 3 and 4 for up to four teachers. 6. Click the Update Request button to complete the request. Common Application Online If a student applies to a Common App college, the Common App waiver on Family Connection must be completed before you can submit documents for the student. Students who are applying to Common App colleges, should complete the following steps: 1. Register on commonapp.org. 2. Indicate yes or no on the FERPA agreement. 3. Complete the Common App waiver on Family Connection using the Common App login information (username and password). Note: Students need to register on Common App after August 1 st because the system is reset and no user accounts are retained from the prior year. Quiz Corner True/False 1. Students can apply to colleges in Family Connection. 2. You can enable a setting that automatically requests a mid-year transcript and a final year transcript when students submit initial transcript requests. Multiple Select 3. Students can request which of the following documents in Family Connection: a. Transcripts b. Teacher Recommendations c. Counselor Evaluations

9 Lesson 3: Managing the Process 9

10 Lesson 3: Managing The Process 10 This lesson provides an overview of the tools available for managing the college application process in Naviance. Upon completing this lesson, you will be able to: Access the Application, Transcript and Teacher Recommendation Request Managers View the Colleges tab of the student folder View the edocs tab of the student folder Understand how these tools can help you manage the college application process The College App Process in Naviance Naviance edocs allows you to send documents electronically but there are additional tools and features that help you manage the college application process. The managers are located from the Home page of Naviance. The Colleges and edocs tabs are available from a student folder. The Application Manager The Application Manager is a tool for managing the application process online. If you are using edocs, the office status will update when you send documents electronically. Also, the application will be moved to the Submitted Apps tab and you will see the date you submitted the materials in the Submitted and Transcript columns. The Transcript Request Manager The Transcript Manager lists all the students who have requested a transcript in Family Connection. If you submit a transcript using edocs, the date of submission will appear in the Mailed column. Teacher Recommendation Manager You will be able to view the Teacher Recommendation Manager as a counselor. This can help you determine if there are teacher recommendations outstanding that need to be uploaded to Naviance.

11 Lesson 3: Managing The Process 11 Student Folder Colleges Tab From the Colleges tab of the student folder, you can see all the colleges on the student s Colleges I m Applying To list with the delivery type, office status, student status, Common App status, type, waitlisted, deferred as well as the student s interest and the result. Student Folder edocs Tab From the edocs tab of the student folder, you can prepare and send documents for a student s application. If you attempt to prepare forms for a student prior to his graduation year, you will receive a warning because these forms will not persist from year to year. However, you can upload documents for a student before his graduation year and they will be available on the Prepare Forms page. When you upload documents for a senior, those documents are available to send for three years after graduation. This allows you to send application materials for alumni. Quiz Corner True/False 1. If you are using Naviance edocs, you cannot use the Application Manager in Naviance. 2. You can upload documents for a student prior to her year of graduation and the documents will be available on the Prepare Forms page to send during her graduation year. Multiple Select 3. Where can you find out which colleges a student is applying to in Naviance? a. Student Folder > Colleges tab b. Student Folder > edocs tab c. Colleges > Student Application d. Application Manager

12 Lesson 4: Prepare and Send Documents 12

13 Lesson 4: Prepare and Send Documents 13 This lesson focuses on how to prepare and send documents to electronic destinations. Upon completing this lesson, you will be able to: Prepare and send college application materials Types of Documents The chart below shows you the materials that should be sent to a certain destination. The asterisks (*) indicate required materials. For Docufide and print destinations, it is important to confirm with students which materials are required for each destination. Docufide and Print Destinations School Profile Written Evaluation Common App Destinations School Profile Written Evaluation* NACAC or Other School Report Common App School Report* Transcripts - Initial* and Transfer Transcripts - Initial* and Transfer Teacher Letter of Recommendation International Student Supplement (may include Leaving Exam Results) Grade Report/Report Card Common App Teacher Evaluation* Teacher Letter of Recommendation NACAC or Other Midyear Report Midyear Transcript Common App Midyear Report / MR Explanation of Change Midyear Transcript Other Optional Report Optional Transcript Common App Optional Report / OR Explanation of Change Optional Transcript or Grade Report/Report Card Other Final Report Final Transcript* Common App Final Report* / FR Explanation of Change Final Transcript*

14 Lesson 4: Prepare and Send Documents 14 Preparing Documents Uploading and Preparing Documents You can upload documents or prepare forms for a student from the edocs tab of his or her student folder. How to upload/prepare counselor documents: 1. Open a student folder. 2. Click the edocs tab. 3. Use the Counselor Documents drop-down menu to select the document. a. If the document is prepared within Naviance, a new page with the form will open. Complete the form and click Save Form. b. If the document must be uploaded to Naviance, the Upload File window will appear. Choose the correct file from your computer and click Upload File. 4. The document now appears in the Counselor Documents section in the table. If you need to view, replace or delete a document, click the corresponding link in the Actions column of the table. Note: Use the Counselor Documents drop-down menu for all application materials, except transcripts. You must use the Naviance edocs print driver to upload transcripts. Uploading Transcripts To upload transcripts using Naviance edocs, you must use the print driver. Instructions on how to install the print driver are available by going to Naviance Network > Help Library > Naviance edocs. How to upload a transcript: 1. Open an individual transcript and click File > Print. 2. Select Naviance edocs as your printer. 3. The edocs printer software will open with a list of students. Select the student whose transcript you are uploading, then choose the Document Type from the drop-down menu. 4. You can add information for the cover letter in the Supporting Information field. 5. Click Send to Naviance edocs. The transcript is then uploaded to the student folder in Naviance. Only the most recently uploaded transcript is available in Naviance. Quick Tip! You only need to upload the school profile one time for all students.

15 Lesson 4: Prepare and Send Documents 15 Sending Documents You can send documents to Docufide destinations or Common App colleges using Naviance edocs. For institutions that do not accept electronic documents, you will need to print and mail the student s materials. After all the materials are uploaded to a student folder, click the Send Forms link to send the materials. How to send documents: 1. Go to the student folder who materials you are sending. 2. Click the edocs tab. 3. Click the Send Forms link. a. If you are sending documents to a Docufide destination, you can send documents individually by putting a check mark next to the forms you want to submit (e.g. Active Transcript). You can also send materials as a packet by putting a check mark next to the destination name (e.g. University of Baltimore). b. If you are sending documents to a Common App destination, all counselor documents must be sent together by putting a check mark next to the destination name (e.g. American University). The teacher documents can be sent before or after the counselor documents. 4. Click Review and Confirm to continue. 5. The Review and Submit Forms page appears. From this page you can edit or submit the materials. After you review the materials, click the Submit button to send them. 6. The Submission Status page appears. A history of submissions for the student appears. a. If you are sending documents to a Docufide destination, there will be an ID you can use to track the submission of materials. This is the process for submitting documents to electronic and Common App destinations. There are additional steps you need to take for Common App destinations described on the next page. Also, the process for printing documents is covered later in this lesson.

16 Lesson 4: Prepare and Send Documents 16 Common App When you are sending documents to a Common App college, you may have to match the student to his or her Common App account if he or she did not already match him or herself. There are a few additional steps you may need to complete if you have a student who is requesting a NACAC Fee Waiver or who is applying Early Decision I or II. How to match a student to his or her Common App account: 1. Open the student folder. 2. Click the edocs tab. 3. Click the Send Forms link. 4. In the Common App alert section, click the Click Here link. 5. The username and password that the student entered in Family Connection will appear in the first two fields. The last three fields are populated from Naviance if the information is available. 6. Click Match Now. 7. You will receive a notice about whether or not the accounts were matched. NACAC Fee Waiver If a student wants to request the NACAC fee waiver, he or she must complete the request in Common App. You will see an alert for that application on the Send Forms page in Naviance. How to complete the NACAC fee waiver: 1. Click the link in the alert to open the form. 2. Complete the form. 3. Submit the form. The form is immediately submitted to Common App. 4. After you successfully complete the form, the alert is cleared so that the documents can be submitted. Early Decision Agreements If a student applies early decision I or II to Common App colleges, you will receive a notification on the Send Forms page of the edocs tab in Naviance. Click the link in the alert to submit the Early Decision Agreement to Common App. The alert is then removed from the application materials. Quick Tip When you are getting ready to send forms to a Common App destination, you should click the Update button. Note: In order for the NACAC fee waiver and early decision agreements to appear, click the link to refresh the data.

17 Lesson 4: Prepare and Send Documents 17 Print Destinations For schools that do not accept electronic documents or if you need to mail any documents you have uploaded to or prepared in Naviance, go to the Print Forms page of the edocs tab in Naviance. How to print documents: 1. Open the student folder. 2. Click the edocs tab. 3. Click the Print Forms link. 4. Select the documents you want to print. 5. Enter a description in the Batch Description field. This is required. 6. Click Print Selected Forms. 7. A file with the documents you selected in available at the top of the page. 8. Click Download File. 9. Save and open the file. 10. Print the file. Once you have your documents printed, you can use the Mailing Manager to print labels or envelopes. Detailed instructions for using the Mailing Manager are available by going to Naviance Network > Help Library. Tracking Documents The Submission Status page of the edocs tab allows you to view the submission status of the electronic documents you have sent. If you print documents, those will have a status of printed. For Docufide destinations, there is an ID that allows you track the document if for some reason a college does not receive the document.

18 Lesson 4: Prepare and Send Documents 18 Secondary Documents After you prepare, upload and send the initial materials for a student, you can move on to the subsequent material submissions. This could be preparing and sending optional, midyear or final documents for a student. These secondary documents are uploaded and sent in the same way as the initial documents. However, you may only need to send specific documents, instead of all documents. If you answer yes as you complete an optional, midyear or final report for a Common App destination, you will need to include an Explanation of Change, which is an uploaded document that you create in a word processor. Optional The optional materials (Optional Report; Optional Transcript; Optional Explanation of Change) can be sent at any time after the initial documents have been submitted and before the final documents. Some reasons you may need to send an optional transcript: You sent the student s end of year grades for the junior year because he or she applied EA/ED. Now you want to send the student s first semester grades. Your school is trimester based. Midyear Midyear materials may be optional or required. You will need to determine if the midyear materials are required. If they are required or you choose to send them, you can upload, prepare and send the materials in the same manner as the initial materials. Quick Tip! Many Naviance clients use the Graduation Survey to find out which colleges students plan to attend. This acts a final transcript request!! Brainstorming How do students notify the school of their attending colleges? How can you have them do this electronically using Naviance and Family Connection? To upload the transcript, export the transcript from the student information system, and print the transcript using the edocs printer. Final As the end of the school year approaches, it will be time to send final application materials to the colleges your students are attending. If you set the appropriate permissions, students can indicate the colleges they are attending in Family Connection. If not, this information must be updated in the student folder in Naviance. Note: For Common App destinations, a final report and transcript can only be sent to one destination.

19 Lesson 5: Naviance edocs Reports 19

20 Lesson 5: Naviance edocs Reports 20 Reporting There are two reports that you can generate when using Naviance edocs. edocs Online Application Form Submission Status College Matriculation You can access these reports by going to Reports > College Reports. You can view, schedule, or customize either report. edocs Online Application Form Submission Status This report provides the status of forms submitted online to Common App and Docufide colleges. College Matriculation This report provides a list of students who indicated their attending colleges and the names of the colleges. Quick Tip! Create a quicklist of mail-only destinations and add an application flag category for paper submissions to Common App destinations. This allows you to run a filtered report to track those applications.

21 Lesson 6: Conclusion 21

22 Lesson 6: Conclusion 22 Naviance edocs is a cost- and time-saving tool that can ease the college application process for school staff, students and parents. Our partnerships with Docufide and Common App allow us to securely send millions of documents each application season. As you begin implementing edocs, remember to think of your current process and how the features of edocs can improve the process. Each year we strive to enhance the edocs product and as enhancements are released, we communicate those changes through , the Naviance Network and webinars. Additional Resources If you need additional information about Naviance edocs, you can use the following resources: Community Forums collaborate with Naviance Network members Help Library read articles written by Naviance experts Contact Support Services work with a Naviance Support Specialist via web, , or phone All these resources are located in the Naviance Network.