Collecting Transcripts
Many institutions require official transcripts from former schools as part of the application process.
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About collecting transcripts
Your institution may require applicants to provide official transcripts from their high school or other colleges they attended. If on your application form, you ask applicants to select a prior school or prior college inputs on the Admissions Portal Config screen, Campus Café will automatically create activity tracking items for the institution(s) selected by the applicant. By default, these will not appear in Cafe automatically creates for the applicant activity tracking items indicating the applicant needs to submit their transcripts.
If you want to display these outstanding requirements to the applicant in the document portal, you’ll need to configure Campus Cafe. You can also tell Campus Cafe whether the applicant can upload these transcripts or just see if your institution has received them.
When the activity is recorded as submitted, the applicant will see the date submitted under the date received column on the applicant portal required documents page.
Prerequisites
Set up admissions forms.
Set up schools.
Set up document portal.
Set up in STParm using Parameter Code AFREAD a workflow category that represents missing documents.
Required permissions
Module | Number | Description |
|---|---|---|
Global | 928 | Configure who can see/upload outstanding transcripts |
System Admin | 293 | Configure which workflow categories are considered missing documents |
Set missing information workflow category
For an activity to be considered a missing document shown to the applicant, it must be categorized as such. You can tell Campus Cafe which categories are missing documents through the workflow category.
Go to Admin > Custom Control.
In Search enter APPSTATCAT.
Click the pencil.
In Parameter Value 1 enter the workflow category codes that will be associated with missing documents. Separate codes with commas.
Click Save.
Show transcript status in applicant portal required documents page
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Navigate Go to All Users > Workflow Definitions.
Locate the workflowsIn Search enter one of the following:
TRANHS01 for prior school attended (high school).
TRANCOL01, TRANCOL02 and or TRANCOL02 for prior colleges (if additional transcripts are required additional admissions triggers and workflows/activities following the same naming convention should be created).
Click the pencil icon to edit the workflow.
In the Type box, select Missing Documents.
In the Category box, select Missing Information (or any category established in Custom Control APPSTATCAT)In the Attachment area, choose select a category that exists in custom control APPSTATCAT.
Under Attachment select who can attach/view/delete the document
Tracked person refers to the applicant (Because institutions typically must receive official transcripts directly from the other institution, Campus Café Cafe recommends against the applicant being able to upload, edit or delete transcripts.)
Admin refers to a staffer with the appropriate permission for the workflow.
Click Save
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