Microsoft Word - eDocs_Workbook DRAFT 7.22.14 pm[1].docx

Naviance eDocs

Lesson 1 – Naviance eDocs Overview

Overview of Naviance eDocs

College Application Process

Naviance eDocs Navigation

Lesson 2 – Student Activities

Common App Account Matching

Adding College Applications in Family Connection

Lesson 3 – Viewing Student Requests

The Application, Transcript, and Teacher Recommendation Managers

Student Folder – eDocs Tab

Lesson 4 – Preparing Initial Documents

Types of Documents

Preparing Documents

Lesson 5 – Sending Initial Documents

Sending Documents

Tracking Submitted Documents

Lesson 6 – Processing Subsequent Documents

Explanation of Change

Grade Report

Optional Documents

Mid-year Documents

Final Documents

Lesson 7 – Reports

Lesson 8 – Configuration

Account Activation

User Roles and Permissions

Family Connection Settings

Updating Student Data

Lesson 9 – Conclusion

Appendix

Table of Contents

Course Overview

The course is designed to take you through the process of using Naviance eDocs to manage the college application process. Naviance eDocs supports

Common App and other electronic destinations (non-Common App).

Upon completing this course, you will be able to:

Help students use Family Connection to request transcripts and teacher recommendations

Use the manager tools to view document requests

Upload and prepare initial, mid-year, optional and final materials

Send initial, mid-year, optional and final materials

Track the submission of sent materials

Generate eDocs reports

Configure eDocs features

Naviance eDocs Overview

What is Naviance eDocs?

Naviance eDocs is an electronic college application tool, allowing high schools to prepare and send college application documentation electronically to

more than 3,000 electronic destinations including all Common Application destinations.

With Naviance eDocs, high schools are able to prepare, send, and track college application documents electronically. The solution is available year

round, and students’ documents are available for submission three years after graduation.

Partnerships

Naviance has partnered with the Common Application, Parchment, and the NCAA to provide secure delivery of college application materials.

With Naviance eDocs, you can submit electronic documents to every Common Application member institution. The

Common Application serves students, member institutions, and secondary schools by providing applications that

students and school officials can submit to Common Application member colleges and universities.

Naviance provides secure electronic delivery of college application materials to all colleges and universities that subscribe to

Parchment Exchange.

Naviance eDocs facilitates the delivery of transcripts directly to the NCAA to support student athletes in completing their NCAA

initial eligibility application.

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.

Lesson 1: Naviance eDocs Overview

Student

Enter high school information, add at

least one college, and sign the FERPA

Release Authorization on the Common App

Complete the Common App Account

Matching process in Family Connection

Add colleges to the Colleges I'm Applying To

list in Family Connection

Request materials for college applications in

Family Connection

(teacher recommendations/transcripts)

School

Manage student requests for teacher

recommendations and transcripts

Prepare school-level documents (i.e. School

Prole, School Information form)

Prepare student-specic documents (school

reports, transcripts, teacher

recommendations, etc.)

Send documents

Track submitted documents

Follow-up

Counselor:

Prepare and send optional/mid-year materials

(if applicable)

Student:

View status of requested materials

Update results and indicate attending college

Counselor:

Prepare and send nal documents to student's

attending college

College Application Process

The diagram below outlines the Naviance eDocs application process. Keep in mind that you have the flexibility to make adjustments to this process

to best fit the needs of your school. If a student is not applying to Common Application destinations, they do not need to complete the steps with

the Common Application icon.

Lesson 1: Naviance eDocs Overview

Naviance eDocs Navigation

To be able to access Naviance eDocs, users must have the appropriate permissions. More details on user roles and permissions related to eDocs can be found in

Lesson 8: Configuration.

To access Naviance eDocs for an individual student:

From the eDocs tab of the student folder school users will be able to do the following:

• View student details including the document checklists

• Prepare and send documents for a student’s applications

• Track the submission status for materials sent

• Print documents to send to non-electronic destinations

• View documents prepared in previous years

• Access a list of all eDocs destinations

To access the eDocs Options menu:

From a student folder, school users may also access school-level documents. These documents will be covered in more detail in Lesson 4: Preparing Initial

Documents.

1. Open a student folder.

2. Click the eDocs tab for this student.

3. The eDocs Options menu is located in the upper left hand corner of the folder above the Quick Links menu.

Lesson 1: Naviance eDocs Overview

Lesson 2: Student Activities

Lesson Objectives

Upon completing this lesson, you will be able to help your students:

Complete the Common Application matching process

Add colleges to their active application list

Request transcripts

Request teacher letters of recommendation

Process other document requests

What can students do in Family Connection?

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 Applications destinations. If a step is required for Common Application, it is noted.

•  Register for the Common Application after August 1st

•  Enter high school information, add at least one college, and sign the FERPA Release

Authorization on Commonapp.org

Common

App

•  Complete the Common Application Account Matching process (if applying to a Common Application

school)

•  Add non-Common Application colleges to the Colleges I'm Applying To list

•  Request transcripts and teacher recommendation letters for Common Application and non-Common

Application destinations

•  Track status of requested transcripts and recommendations

Family

Connection

Lesson 2: Student Activities

Common App Account Matching

If a student applies to a Common Application destination, the Common App Account Matching process must be completed in Family Connection

before you can submit documents for the student. Students who are applying to Common Application destinations should complete the following

steps:

1. Register on commonapp.org.

2. Enter high school information, add at least one college, and sign the FERPA Release Authorization on Commonapp.org.

3. Complete the Common App Account Matching process on Family Connection using their Common Application username (e-mail address

they used when registering on commonapp.org) and Date of Birth.

Note: Students will only see the matching screen in Family Connection if they are assigned to a counselor in

Naviance.

Adding a College to the Colleges I’m Applying To List

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.

Quick Tip!

If a student has a

Common

Application

destination on his

list in Family

Connection, the

student needs to

indicate if he is

applying via

Common

Application or not.

Document Requests

Students can request the following college application materials in Family Connection:

Transcript

Teacher Letter of Recommendation

Other Document Requests

Students applying to Common Application destinations may request two additional documents through their Common Application account:

• Common Application Fee Waiver

• Early Decision I or II Agreement

If a student needs a transcript to fulfill NCAA eligibility requirements, he or she must submit the request through the NCAA website. This request

will appear within your Naviance account to prepare and send.

Additional information on working with these documents will be covered in Lesson 5: Sending Documents.

Lesson 2: Student Activities

Quiz Corner

True/False

1. Students can apply to colleges in Family Connection. _____________________________________

Multiple Select

2. Students can request which of the following documents in Family Connection:

a. Transcripts

b. Teacher Recommendations

c. Counselor Evaluations

Lesson 3: Viewing Students Requests

Lesson Objectives

Upon completing this lesson, you will be able to:

Access the Application, Transcript, and Teacher Recommendation Managers

View the eDocs tab of the student folder

Understand how these tools can help you manage the college application process

How are student requests managed?

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 on the Home page of Naviance. The eDocs tab is available within 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.

Student Folder – eDocs Tab

From the eDocs tab of the student folder, you can view student details and prepare and send documents for a student’s application. If you attempt

prepare forms

for a student prior to his or her 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 or her graduation year and they will be available in the Prepare section in the eDocs

tab.

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.

Lesson 3: Viewing Students Requests

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 his or her year of graduation and the documents will be available in the Prepare section in

the eDocs tab to send during his or 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

Lesson 4: Preparing Initial Documents

Lesson Objectives

Upon completing this lesson, you will be able to:

Prepare school-level documents

Prepare student-specific documents

How are documents prepared electronically or printed from Naviance eDocs?

There are two types of document that can be prepared in Naviance eDocs: school-level documents and student-specific documents.

School-Level Documents

In Naviance eDocs, school-level documents are defined as documents that contain information that is relevant to all student applications. These

documents only need to be prepared one time and will be available for all students in Naviance. There are two school-level documents in eDocs:

Preparing School-Level Documents

To prepare school-level documents:

1. Open any student folder.

2. Locate the School Profile and School Information form in the eDocs Options menu.

3. If the document has not been prepared, click the Upload or Prepare button to begin preparing the document. You can also replace a

school-level document at any time by clicking the Replace button. Note: There can only be one version of each school-level document at a

time.

4. Complete the form or upload the file.

5. Click the

Save

button.

Lesson 4: Preparing Initial Documents

A school profile is an informational document about your

high school that you prepare. Information contained in a

school profile typically includes demographic data,

curriculum and grading scale information, college history

acceptance rates, test score ranges, and other community-

focused information.

School Profile

The School Information form is completed by filling out a

form in eDocs and is used to add and update common

information (e.g., graduation date, class size, international

school information) displayed on the Common App and

NACAC forms in eDocs.

School Information Form

Student-Specific Documents

When preparing documents that contain information about a single student, you will be working with student-specific documents in Naviance eDocs.

The student-specific documents are categorized into three tables: Counselor Documents, Teacher Documents, and Transcripts. A full description of

each document and the requirements for preparing these documents in eDocs can be found in the Appendix.

Lesson 4: Preparing Initial Documents

• Common App School Report

• NACAC School Report

• Other School Report

• Written Evaluation

• Leaving Exam Results

• Current Year Courses

Counselor Documents

•

Common App Teacher Evaluation

• Letter of Recommendation

Teacher Documents

•

Initial Transcript

• Transfer Transcript

Transcripts

Preparing Student-Specific Documents

You can upload documents or prepare forms for a student from the eDocs tab of his or her student folder.

To upload/prepare student-specific documents:

1. Open a student folder.

2. Click the eDocs tab.

3. Click the Prepare tab.

4. Click the Add button to add a document to the Counselor Document, Teacher Documents, or Transcripts table.

a. To prepare a form,

• Click the Prepare a Form button.

• Select the form type from the drop down list.

• Complete the form, then click Save.

b. To upload a document,

• Click the Upload button.

• Complete all required selections.

• Click Choose File to locate the document to upload.

• Click Upload File.

5. Once prepared, the document will appear in the corresponding table. If you need to view, replace, or delete a document, click the

corresponding link in the Actions column of the table. Note: If you upload a document that is already prepared for the student, the

document will override the existing file.

Lesson 4: Preparing Initial Documents

Lesson 5: Sending Initial Documents

Lesson Objectives

Upon completing this lesson, you will be able to:

Send initial materials

Process additional Common Application requests

Track the submission of sent materials

Sending Documents Electronically

You can send documents to electronic destinations or Common Application destinations 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, navigate to the Send page to send the materials. Note: Although

school-level and student-specific documents are prepared separately in eDocs, they can be sent together.

To send documents:

1. Go to the student folder whose materials you are sending.

2. Click the eDocs tab.

3. Navigate to the Send section.

a. If you are sending documents to an electronic destination, you can send documents individually by checking the box next to the

forms you want to submit (e.g. Active Transcript). You can also send materials as a packet by checking the box next to the

destination name.

b. If you are sending documents to a Common Application destination, all counselor documents must be sent together by checking the

box next to the destination name. The teacher documents can be sent before, with, or after the counselor documents.

c. If you are sending documents to a print/mail-only destination, you can select the documents during this process and the office status

will be automatically updated. However, you will need to print the documents from eDocs in order to send them via mail. More

information on batch printing documents can be found in the Print Destinations section of this lesson.

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. Materials submitted to electronic destinations will be tracked by an ID number.

b. Materials submitted to Common Application destinations will be tracked, but will not display an ID number.

Quick Tip

Date of birth is a

required field for

sending materials

electronically.

You can update

DOB manually in a

student folder or

via a data import

update.

Common Application Considerations

To be able to send documents to Common Application destinations using Naviance eDocs, the student must complete the Common App Account

Matching process in Family Connection.

Once the matching process is complete, the colleges on the student’s Common Application list will pull into the student’s active applications list.

If you have a student who is requesting a Common Application Fee Waiver or who is applying Early Decision I or II via

the Common Application, follow the steps below to fulfill the requests.

Common Application Fee Waiver

If a student wants to request the Common Application fee waiver, he or she must complete the request in Common

Application. You will see an alert for that application in the Send section of the eDocs tab in Naviance.

To complete a fee waiver request:

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 Application.

Early Decision Agreements

If a student applies Early Decision I or II to Common Application destinations, you will receive a notification in the

Send section of the eDocs tab in Naviance.

To sign an Early Decision Agreement:

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 Application.

Click the link in the alert to submit the Early Decision Agreement to Common Application. The alert is then removed from the application materials.

Note: College lists, Early Decision Agreements, and fee waiver requests are pulled into Naviance automatically as part of the Common Application

integration.

Lesson 5: Sending Initial Documents

Quick Tip

If you would like

up-to-the-minute

Common

Application

information, click

the Update

button on the

Send Forms page

in the student

folder.

Viewing Submission Status

The Submission Status section of the eDocs tab allows you to view the submission status of the electronic documents you have sent. For

electronic destinations, there is an ID that allows you track the document if for some reason a college does not receive the document. Note:

Common Application document submission will not display an ID as the documents are tracked via the student’s Common Application.

Printing Documents

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 page of the eDocs tab in Naviance.

How to print documents:

1. Open the student folder.

2. Click the eDocs tab.

3. Navigate to the Print section.

4. Enter a description in the Batch Description field. This is required.

5. Select the documents you want to print.

6. Click Batch Selected Documents to Print.

7. A file with the documents you selected in available at the top of the page.

8. Click the Download button.

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.

Lesson 5: Sending Initial Documents

Lesson 6: Processing Subsequent Documents

Lesson Objectives

Upon completing this lesson, you will be able to:

Explain how the Explanation of Change document and the Grade Report/Report Card are used

Understand what subsequent documents are available

Subsequent Documents

After you prepare, upload, and send the initial materials for a student, you can move on to preparing subsequent material submissions. This could be for

optional, mid-year, or final documents for a student. A full description of each document and the requirements for preparing these documents in eDocs

can be found in the Appendix.

These documents are prepared and sent in the same way as the initial documents.

Explanation of Change and Grade Report/Report Card

When sending subsequent documents for a student, you have options for providing updated information about the student’s disciplinary history, change of grades, or

correction of transcripts. Additionally, interim grades can be sent if necessary.

• Explanation of Change (Optional, Mid-year, or Final): An uploaded document that details changes to disciplinary information, change of grades,

or correction of transcripts. If you respond “Yes” to any of the questions in the “Evaluation” section of the Common Application forms, you must prepare

and upload an explanation of change.

• Grade Report/Report Card: The Grade Report/Report Card reflects changes to grades for courses that are in progress. This document can be especially

helpful for students who are applying Early Decision or Early Action. For Common Application destinations, it must be sent with the Common App

Optional Report.

Lesson 6: Processing Subsequent Documents

• Common App Mid-year, Optional, or Final Report

• NACAC Mid-year Report

• Other Mid-year, Optional, or Final Report

• Explanation of Change

• Grade Report/Report Card

Counselor Documents

• Mid-year, Optional, or Final Transcript

• Transfer Transcript

Transcripts

Subsequent Documents

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.

Mid-year

Mid-year materials may be optional or required by a college. You will need to determine if mid-year materials are

required for a specific college.

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 Application destinations, a final report and transcript can only be sent to one destination.

Brainstorming! How do students notify the school of their attending colleges? How can you have them do this electronically using Naviance and

Family Connection?

Lesson 6: Processing Subsequent Documents

Quick Tip!

Many Naviance

clients use the

Graduation Survey

to find out which

colleges students

plan to attend. This

acts as a final

transcript request!

Lesson 7: Naviance eDocs Reports

Lesson Objectives

Upon completing this lesson, you will be able to:

Generate reports for submission status and college matriculation.

Online Submission Status Report

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, e-mail or customize

either report.

eDocs Online Application Form Submission Status

This report provides the status of forms submitted online to electronic and Common App destinations.

College Matriculation

This report provides a list of students who indicated their attending colleges and the names of the colleges.

Lesson 7: Naviance eDocs Reports

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.

Lesson 8: Configuration

Lesson Objectives

Upon completing this lesson, you will be able to:

Complete Naviance eDocs activation

Update user roles and permissions related to eDocs

Enable Family Connection settings related to eDocs

Update relevant student data for Naviance eDocs

Account Activation

Naviance eDocs activation should be completed annually for each school.

Activation only needs to be completed by one school user, typically the School Site

Manager.

To activate Naviance eDocs for your school’s account, click the Activate

Now button in the Naviance eDocs notification on the Naviance Home page.

During the activation process, you will be asked to:

1. Accept the terms and conditions for using eDocs.

2. Select from the following options in regards to the way you submit documents via eDocs:

Common App integration: The optional integration with Common Application allows you to

prepare and submit college application documents to Common Application directly from Naviance

eDocs.

Update Active Applications List with the Common App integration: If you choose to use

the Common Application integration, you also have the option of turning on an automatic sync which

will keep the students’ active applications list in Naviance up to date with any changes the student

makes to their applications on the Common Application.

Lesson 8: Configuration

Activate Naviance eDocs

Conﬁgure Naviance settings

Conﬁgure Family Connection settings

Update student data

Quick Tip!

If you select

Common App

integration, you will

not be able to

prepare or submit

any documents

through the

Common

Application website.

All documents must

be sent through

User Roles and Permissions

Counselors, teachers, and registrars will need access to Naviance in order to use Naviance eDocs. If user roles, accounts, and the teacher list have not

been setup in Naviance, this needs to be done prior to implementing Naviance eDocs.

To be able to access Naviance eDocs, the user must have

at least one

of the following permissions:

Note: Permissions listed in the table are only related to Naviance eDocs. Additional permission recommendations by user role are outlined in the

Permissions Checklist in the Help Library. Detailed information about managing user roles and permissions is provided in the Configuring

Naviance for Schools training course.

Lesson 8: Configuration

User Permissions

Description

Recommended for…

View all teacher recommendation forms

User can view teacher recommendations created by

any

user

Admin only

View counselor documents (SR, OR, MR,

FR forms)

User can view counselor documents created by

any user

Admin only

Prepare my teacher recommendation forms

User can prepare teacher recommendations

Teachers

Prepare counselor documents (SR, OR,

MR, FR forms)

User can prepare counselor documents

Counselors

Prepare transcripts

User can prepare transcripts for students

Registrars

Submit all teacher recommendation forms

User can send teacher recommendations created by

any

user

Admin only

Submit my teacher recommendation forms

User can send

their own

teacher recommendations

Teachers

Submit counselor documents (SR, OR,

MR, FR forms)

User can send counselor documents created by

any user

Counselors

Upload single transcripts

User can upload a single transcript

Registrars, Counselors

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.

Common App Matching and Application List Settings

The settings can be managed from Connections > Family Connection > Select and Update Optional Features. To enable a feature,

check the box to select the grade level for which students you want to see that feature and click the Update Features button. Explanations of the

features related to eDocs are listed in the table below.

Activity! Use the Family Connection Features table to check off which grade levels you will enable for each feature.

Lesson 8: Configuration

Family Connection Settings

What does this feature do?

For which grade levels will you

enable this feature?

Colleges tab

Common App Account Matching

Allows students to match their Common App account so the

school can send documents to Common App via eDocs.

☐

alumni

Student Edit Permissions

Add active applications

Allows students to add applications to their Colleges I’m

Applying To list

☐

alumni

Edit active applications

Allows students to edit applications on their Colleges I’m

Applying To list

☐

9 ☐10 ☐11 ☐12 ☐alumni

Delete active applications

Allows students to delete applications from their Colleges I’m

Applying To list

☐

9 ☐10 ☐11 ☐12 ☐alumni

Mark applications as submitted by

the student

Allows students to indicate if they have submitted their

application for a college on their Colleges I’m Applying To list

☐

9 ☐10 ☐11 ☐12 ☐alumni

Update which college the student is

attending

Allows students to choose a college from their Colleges I’m

Applying To list that they will be attending

☐

9 ☐10 ☐11 ☐12 ☐alumni

Options for Requesting College Application Materials

If you want students to request application materials in Family Connection, you can enable the options from Naviance.

How to turn on transcript requests:

1. Go to Home > Transcripts Request Manager.

2. Click the Settings tab.

3. Click the Edit button.

4. In the General Family Connection Settings section, select

Display transcript request status and allow students to request transcripts

5. Choose the grade levels you want to be able to request transcripts.

6. Click the Save button.

How to turn on teacher recommendation requests:

1. Go to Home > Teacher Recommendations.

2. Click the Settings tab.

3. Select

Students can request or cancel recommendations from Family Connection

4. Click the Save button.

Note: If you allow students to request teacher letters of recommendation, it is important to have your teacher list imported into Naviance.

Updating Student Data

There are attributes of the student record import that should be imported or updated prior to using Naviance eDocs each school year. Those

attributes include:

First Name

Last Name (required)

Date of Birth (required)

GPA

Counselor

Lesson 8: Configuration

Lesson 9: Conclusion

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 Parchment® 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 e-mail, 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, e-mail, or phone

All these resources are located in the Naviance Network.

Lesson 9: Conclusion

Appendix: Document Descriptions

Student-Specific Documents in Naviance eDocs

The table below provides a description of each document that can be prepared and submitted via Naviance eDocs.

Counselor Documents

Document Name

Description

eDocs Requirements

Form or

Upload?

Initial Documents

Common App School

Report

A secondary school report specific to Common App

destinations that includes school information, and academic

ability and achievement for the student.

Can only be sent to Common App destinations

Must be sent with initial documents (initial

transcript, written evaluation, and school profile)

NACAC School Report

A secondary school report created by the National Association

for College Admission Counseling (NACAC) that includes

school information, and academic ability and achievement for

the student.

Can be sent to any electronic destination (non-

Common Application)

Other School Report

A secondary school report that is provided by the college to

which the student is applying.

Can be sent to any electronic destination (non-

Common Application)

Written Evaluation

The

counselor’s

written recommendation for a student.

Can be sent to any destination

For Common App destinations, must be sent with

initial documents (Common Application SR, initial

transcript, and school profile)

Leaving Exam Results

A document that contains a student’s scores and whether they

demonstrated proficiency in particular subjects that is used

for schools where promotion from grade to grade is based on

national exams.

Can be sent to any destination

For Common App destinations, required if you have

indicated that promotion within your school’s

education system is based on standard leaving exams

given at the end of lower and/or senior secondary

school by a state or national exams board and must

be sent with initial documents.

Current Year Courses

A document that contains a list of the student’s current year

courses, if those courses are not listed on the accompanying

transcript.

Can be sent to any destination

For Common App destinations, required if student’s

current courses are not included on the initial

transcript and must be sent with initial documents.

Appendix: Document Descriptions

: This icon indicates that the document has a form that you can complete in eDocs. : This icon indicates that the document should be uploaded in an accepted file type.

Counselor Documents (continued)

Document Name

Description

eDocs Requirements

Form or

Upload?

Optional Documents

Common App Optional

Report

An optional report specific to Common App destinations that

can be sent to provide student information anytime between

the initial and final document submissions.

Can only be sent to Common App destinations

Must be sent with the Optional Transcript or Grade

Report/Report Card

Other Optional Report

An optional school report that is provided by the college to

which the student is applying.

Can be sent to any electronic destination (non-

Common App)

Grade Report/Report Card

A grade report is a report that shows interim grades for

courses that are in progress. A grade report is usually sent after

the first marking period of the senior year, especially for

students who are applying Early Decision or Early Action.

Can be sent to any destination

For Common App destinations, must be sent with

the Common App OR

OR Explanation of

Change

The explanation of change is to accompany the optional

school reports if a change in disciplinary history has been

indicated on the report. The explanation of change should be

used to provide details about the disciplinary history, change

of grades, or correction of a transcript.

Can only be sent to Common App destinations

Must be sent with the Common App OR, and either

an Optional Transcript or Grade Report/Report

Card

Required if a change is indicated on the Common

App OR

Mid-year Documents

Common App Mid-year

Report

A mid-year report specific to Common App destinations that

can be sent to provide student information anytime between

the initial and final document submissions.

Can only be sent to Common App destinations after

the initial documents have been sent via eDocs

Must be sent with the Mid-year Transcript

Appendix: Document Descriptions

: This icon indicates that the document has a form that you can complete in eDocs. : This icon indicates that the document should be uploaded in an accepted file type.

Counselor Documents (continued)

Document Name

Description

eDocs Requirements

Form or

Upload?

Mid-year Documents

NACAC Mid-year Report

A mid-year school report created by NACAC that includes

school information, and academic ability and achievement for

the student.

Can be sent to any electronic destination (non-

Common App)

Other Mid-year Report

A mid-year school report that is provided by the college to

which the student is applying.

Can be sent to any electronic destination (non-

Common App)

MR Explanation of

Change

The explanation of change is to accompany the mid-year

school reports if a change in disciplinary history has been

indicated on the report. The explanation of change should be

used to provide details about the disciplinary history, change

of grades, or correction of a transcript.

Required if a change is indicated on the Common

App MR

Can only be sent to Common App destinations

Must be sent with the Common App MR, and a

Mid-year Transcript

Final Documents

Common App Final

Report

A final report specific to Common App destinations that can

be sent to provide final student information after initial

documents have been sent.

Can only be sent to Common App destinations after

the initial documents have been sent via eDocs

Must be sent with the Final Transcript

Other Final Report

A final school report that is provided by the college to which

the student is applying.

Can be sent to any electronic destination (non-

Common App)

FR Explanation of Change

The explanation of change is to accompany the final school

reports if a change in disciplinary history has been indicated

on the report. The explanation of change should be used to

provide details about the disciplinary history, change of

grades, or correction of a transcript.

Required if a change is indicated on the Common

App FR

Can only be sent to Common App destinations

Must be sent with the Common App FR, and a Final

Transcript

Appendix: Document Descriptions

: This icon indicates that the document has a form that you can complete in eDocs. : This icon indicates that the document should be uploaded in an accepted file type.

Teacher Documents

Transcripts

Document Name

Description

eDocs Requirements

Form or

Upload?

Common App Teacher

Evaluation

An evaluation form specific to Common App and completed by

the teacher making the recommendation for the student.

Can only be sent to Common App destinations

Letter of Recommendation

teacher’s

written recommendation for a student.

Can be sent to any destination

For Common App destinations, must accompany

the Common App Teacher Evaluation

Appendix: Document Descriptions

Document Name

Description

eDocs Requirements

Form or

Upload?

Initial Transcript

An official record of a student’s work, showing courses taken

and grades achieved.

Can be sent to any destination

For Common App destinations, must accompany

the Common App SR

Optional Transcript

A transcript that reflects additional work completed by the

student after the initial transcript is submitted. An optional

transcript might be sent if you sent the student’s end of junior

year grades as the initial or if your school is trimester based.

Can be sent to any destination

For Common App destinations, must accompany

the Common App OR (unless a Grade

Report/Report Card is being sent)

Midyear Transcript

A transcript that reflects additional work completed by the

student after the initial transcript is submitted.

A midyear

transcript may be optional or required, depending on the

application requirements of the college.

Can be sent to any destination

For Common App destinations, must accompany

the Common App MR

Final Transcript

A final record of a student’s work completed the year before the

student attends a college.

Can be sent to any destination

For Common App destinations, must accompany

the Common App FR and should only be sent to

the student’s attending college

Transfer Transcript

Transcripts from previous schools the student has attended.

Can be sent to any destination

For Common App destinations, must be sent with

the initial documents

Maximum: Three transfer transcripts per student

: This icon indicates that the document has a form that you can complete in eDocs. : This icon indicates that the document should be uploaded in an accepted file type.