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, Campus 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

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.

1. Go to Admin > Custom Control.

2. In Search enter APPSTATCAT.

3. Click the pencil.

4. In Parameter Value 1 enter the workflow category codes that will be associated with missing documents. Separate codes with commas.

5. Click Save.

Show transcript status in applicant portal required documents page

1. Go to All Users > Workflow Definitions.

2. In Search enter one of the following:

   • TRANHS01 for prior school attended (high school).

   • TRANCOL01, TRANCOL02 or TRANCOL02 for prior colleges (if additional transcripts are required additional admissions triggers and workflows/activities following the same naming convention should be created).

3. Click the pencil.

4. In Type select Missing Documents.

5. In Category select a category that exists in custom control APPSTATCAT.

6. 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 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.

7. Click Save.