Information about requesting transcript while applying for colleges
Hello Seniors,
It's that time of year, applying to colleges and requesting transcripts. How exciting! I know Ms. Noffze has just met with all of you in your Theology classes and talked you through this process, notably the Naviance side of things. As school Registrar, and the one who processes all requests and sends all transcripts, I wanted to share a few reminders/housekeeping things with you. Please read everything below. Thank you.
Instructions in Naviance - As a reminder, the full detailed instructions on how and when to request transcripts is located on the top righthand side of your Naviance homepage. Be sure to reference this section first if you have any questions on how and when to request transcripts. As always, if you are still having trouble, then the counselors and I are available to help you as well.
Number of Transcript Requests: there are currently over 1240 senior transcript requests in Naviance (not counting alumni and underclassmen requests). I am the only Registrar so it will take a bit of time to process and send all of these requests. I am also the FACTS Admin and Theatre Teacher / Director / Dept. Head for LuHi so I do have other job responsibilities in addition to Registrar. Transcripts are processed in the order they are received (and as long as the student side of things is completed). I will work as quickly as I can to get your transcripts sent in a timely manner. The goal is to have all initial transcripts sent by the end of October since most college deadlines aren't until November. I thank you for your understanding and patience.
But isn't the processing time 3-5 business days? - Yes, normally (and if you've emailed me you've made a request, completed everything on your side of things, talked to your counselor about completing their Common App paperwork and giving them plenty of time to complete it). However, when 1240+ requests all come in within the same few weeks this time frame is not possible. Again, most deadlines aren't until November so we have time.
LuHi Staff Common App Paperwork - Yes, we have more digital paperwork to complete before transcripts can be sent. With 80% of the over 1240 transcripts requested being for Common App schools it will take some time for the counselors, teachers and myself to complete the Common App paperwork/rec letters individually for each student. Unfortunately, transcripts cannot be sent to Common App Schools until all the other paperwork is completed. Everything must be sent as one packet. This is why Common App transcripts take longer to process. We thank you for your patience as we work to complete these for each of you. NOTE: as a reminder, ONLY request counselor and teacher rec letters in Naviance. DO NOT request these in Common App. The system will not let me send transcripts if the rec letters are requested in Common App, they must be requested through Naviance. Thank you.
But my college's deadline is before November - Naviance let's me know the deadlines for the general admission to schools. I will make sure to send transcripts before their stated deadlines. HOWEVER: Naviance does not let me know the deadlines for early action, early decision, or any special programs you may be applying for. In this case, IF these deadlines are before Nov 1st, you will need to email me and let me know you have a special early deadline so I can process your request by that early deadline date. In these situations you need to email me and give me plenty of time to process and send your transcripts early. I cannot promise I will have the time to drop everything and send something last minute. I thank you for your courtesy and proactiveness around this matter.
Colleges keep contacting me asking for transcripts - This is pretty common. The moment you apply colleges will keep sending automatic email reminders that they need your transcript. Do not panic. In most cases, this is merely used to remind you to actually request your transcripts to be sent. It does not mean they need the transcripts this instant. Colleges have transcript/application deadlines loaded in Naviance for a reason. It is extremely rare that a college will say they need your transcript that same day/week. This usually only happens in cases of late application or a student forgetting to request their transcript in the first place. It should be noted that you may receive automated emails even after your transcript has been submitted. This happens more than you think.
What YOU, the student (not parent), need to do to make sure your transcript can be sent:
- Submit the application and request the INITIAL transcripts in Naviance - ALL transcripts must be requested in Naviance. This includes all college, athletic, scholarship and personal transcripts. ONLY request INITIAL transcripts at this time. Mid-year transcripts can only be requested in January-February. Final transcripts can only be requested in April-May. Any mid-year or final transcripts requested at this time will be deleted. (See instructions in Naviance for the reasons behind this.)
- Submitted Application = Transcripts Sent - Transcripts cannot be sent until you enter in Naviance that your application has been submitted. Please double check you have selected this option in the Edit button of each college you are applying to once you have submitted your application. Forgetting to do this one step will delay your transcript being sent. This needs to be done before transcripts can be sent.
- Student Common App Paperwork - You must match your Common App account to your Naviance account, sign the FERPA waiver AND make sure the Common App colleges (notated with a CA) in your Naviance 'I'm applying to list' are ALSO in your Common App College list. Failure to do any of these steps will delay your transcript being sent. The system won't let me send transcripts to Common App schools if these things aren't done.
- You also need to connect with your counselor/teachers and ask them to fill out their Common App rec letter/paperwork so they know you need this completed. You must request rec letters (from counselors & teachers) in Naviance NEVER Common App. Requesting rec letters in Common App prevents Naviance from sending transcripts to your colleges (weird, I know). So please request ALL rec letters in Naviance. Please give your counselor / teachers at least 2-3 weeks to complete your rec letter and counselor Common App paperwork, so ask early. They are quite busy and want time to give you the best rec letter possible.
- Early Action, Early Decision, Special Programs, etc. - IF these deadlines are before Nov 1st, you will need to email me and let me know you have a special early deadline so I can process your request by that early deadline date. In these situations you need to email me and give me plenty of time to process and send your transcripts early. I cannot promise I will have the time to drop everything and send something last minute. I thank you for your courtesy and proactiveness around this matter.
Personal or unofficial transcript requests - Yes, these still must be requested in Naviance in the 'Other' option. This type of transcript will always be emailed to your school email address unless stated otherwise. The transcript will come as a link to a PDF. This link is only good for two weeks so you must save a copy.
How will I know if my transcripts have been sent? - Naviance tells you. Go to the Manage Transcripts section. Next to each college it will either say "pending" which means they are still in the processing list to be sent. OR it will say sent with a date. If Naviance says a transcript was sent then it was indeed sent. In which case you will need to contact the college directly and ask if they have downloaded/processed your transcript.
If you have any questions, feel free to ask.
Here's to an amazing senior year!
Ms. Lietzau