Use the Document Request Form feature to let parents request transcripts and school records directly from a previous school's registrar. Recipients click a secure link from an email, upload files, and the checklist item completes automatically.
💡Quick Answers
- How does the request process work? Parent submits the request from the Parent Portal, the recipient receives an email, they click the link and securely upload files (TLS 1.2 256-bit encryption), and the parent's checklist item is marked complete.
- Can files be uploaded in bulk on one request? Yes. The file upload field supports multiple files per request.
- Who can see the uploaded files? Only the school. Files remain confidential to students and parents.
- What's a good practice for handling multiple-school histories? Use application form questions to identify which schools the student has attended, then use checklist business rules to display the right document request items. Need help? Contact Support.
- Should I test the request process before going live? Yes. Always run an end-to-end test to verify each email and step in the workflow before turning the request live for families.
- Where do I learn more about setting up the form? See Document Request Form Setup.
How-To: Understand the Request Process Flow
Document Request Forms function very similarly to online teacher recommendation forms in Finalsite Enrollment. Here are the basic steps in the process:
- Parent submits request to current school via Parent Portal.
- Recipient at current or former school receives the request email.
- Recipient clicks on link in the email and is taken to the request form where they can securely upload files. Please note: All files are uploaded and transferred via TLS1.2 256-bit encryption.
- Parent receives a notification once the files have been submitted, and the associated checklist item is marked as complete.
File upload includes support for uploading multiple files at a time. The uploaded files are not visible to students or parents - they remain confidential to the school.
The document request form can also collect additional data beyond file uploads, such as form fields or signatures. This means that you can ask additional questions to the person completing the request.
How-To: Best Practices
- Provide clear information on the checklist explanation for parents, including any release disclaimers.
- Provide clear instructions to the current school, including what documents to upload and alternative methods to submit the documents if needed.
- Include terms of service and waivers in your application form that cover the collection of transcripts, school records, recommendations, and other student data.
- If you have a process to confirm and review submitted transcripts and school records to ensure the proper documents have been received, you can use automated communication plans to create reminders and/or saved searches to provide visibility into recently submitted documents.
- Always perform an end-to-end test to verify the process and to review the messaging at each step in the process.
Handling Records from Multiple Schools
Depending on your process and the student's education history, you may require records from multiple schools. In most cases, this scenario can be identified as part of the initial application form based on questions asked there. Those answers can be used to display the appropriate checklist for that student via checklist business rules. If you have any questions or need help setting up your online process, please contact Support.
Example Email for Online Records Requests
Providing clear and easy to understand instructions in the Document Request Email will facilitate getting documents back faster and more consistently. Here is an example email that can be customized to suit your school's needs.
Dear Registrar, Principal, Dean, or Secretary,
Under the provisions of United States FERPA public law 93-380, you are receiving this request and the parent/guardians of {{contact.first_name}} {{contact.last_name}} hereby give permission for you (the school) to release the information requested below. Requested information will be kept confidential.
RECORDS REQUEST
- Requesting School: {school.long_name}
- Student Name: {{contact.first_name}} {{contact.last_name}}
- Birthdate: {contact.birth_date}
- Parent Names: {{contact.salutation_first_and_last_names}}
- Parent Contact Phone: {{contact.parent1.phone_1}}
Please submit the following school records:
- First report card from the current academic year.
- Entire year transcripts from previous academic year.
- Standardized testing (if available)
- Attendance reports (if available)
Click here to securely upload files. (note: use the {{checklist_request.request_link}} merge token to populate this link. Make sure it is clear and easy to see in email.)
Alternative methods for providing records:
- Email:
{{school.admissions_email}} - Postal mail:
{{school.long_name}}
School Address
Thank you,
{{school.admissions_contact_name}}
{{school.admissions_phone}}
{{school.admissions_email}}
{{school.long_name}}.
Comments
0 comments
Article is closed for comments.