What’s New with
Naviance eDocs?
July 2015
Su Hallenbeck, Ph.D.
Director, Product Marketing
Elizabeth Halim
Technical Product Manager
Agenda
Report Card
How did we do in 2014-15?
Highlights
What’s New for 2015-16?
Deep Dive
Updates to eDocs for 2015-16
Future
Roadmap for next school year 2016-17
Training Options & Important Dates
Q&A
eDocs Report Card
How did we do in 2014-15?
eDocs Schools 2014-15
~9k total naviance schools
~5k eDocs schools
55.5% Naviance schools use eDocs
You All Have Been Busy
Activity Growth
~27 million
documents submitted for Fall 2015
college applications
22%
increase from previous year
eDocs Submissions 2012-2014
Typical eDocs Hourly Submissions (3 days)
Peak at ~4k submissions in an hour
Typical eDocs 24 Hour Submission (non-Common App)
Peak at
~2k submissions/hour
for non-Common App
applications
Supporting documents submitted via eDocs
Colleges
26.4M forms
3.5M uploads
5.9M transcripts
Supporting documents for Common Application
500+ member colleges
3.8M transcripts
220K fee waiver requests
380K Naviance students
applying via Common App
1.2M teacher recommendations
20M total documents
Highlights
What’s New for 2015-16
What’s New in eDocs for 2015-16?
Jun
Transcript Management
● MTM Past History
● Upload PESC XML transcript
● Send PESC XML transcript
● Toggle active transcript
Common Application in eDocs
● Form changes for 2015-16
● Refined process to turn ON/OFF Common
App integration
● Improved clarity on whether student
applies via Common App
● Up-to-date College Deadline info
● New Delivery Type for Common App /
Print
Aug
Ju
l here
We are
Sep Oct
Deep Dive
Updates to eDocs for 2015-16
Multiple Transcript Manager
(MTM)
Past History
MTM Past History
●
●
●
●
●
Helps with troubleshooting
# transcripts successfully added
# transcripts failed
View students whose transcripts failed
Easily go to student record to replace the
failed transcript
View # transcripts added and failed for each upload
View details of the failed transcript records
Navigate directly to the student folder
Upload a replacement transcript directly for the
student whose transcript failed
PESC XML Transcripts
What is PESC?
PESC (Postsecondary Electronic Standards Council)
501(c)(3) non-profit, community-based
http://www.pesc.org/interior.php?page_id=186
•
•
•
•
•
•
colleges and universities
professional and commercial organizations
data, software and service providers
non-profit associations
state and federal government agencies
Mission: to lead the establishment and adoption of
data exchange standards in education
PESC Members
What is PESC XML?
A standard for electronic
allows student
transcripts that
data to be transmitted from one
institution to another
Why PESC XML?
● Student data portability from institution to institution
●
Faster processing and transfer than PDF, for both
high schools and colleges
● Smaller file sizes, less storage needed
● Better accuracy for automatically matching transcripts
with student records
●
Safer, cheaper, and quicker to send than mailing
paper transcripts
● Student data availability for reports
● Promotes standardized student data set across
institutions
Who needs this?
● Schools in states that mandate transcripts in data
format
■ Indiana Common Transcript (2015)
● Any school that has a Student
Information
System (SIS) that can produce PESC XML
transcripts
Where does the PESC XML file come from?
● From the Student Information System (SIS)
○ Check with your IT or District
● Naviance eDocs will NOT convert PDF files into PESC
XML files
● The transcript files must adhere to the PESC XML
standard Version 1.3
● State-mandated public schools must meet the state’s
data element requirements
PDF vs PESC XML: Single Upload
PDF Transcript
Any PDF file is
accepted
PESC XML Transcript
● Must be a valid PESC XML file
● Must contain exactly ONE
student transcript per file
● Indiana public schools must
meet data requirements
PDF vs PESC XML: Multiple Upload (MTM)
PDF Transcript
PESC XML Transcript
● Any PDF file is
accepted
● Matching will be
attempted
● Can reorder,
mix & match
pages
● Must be a valid PESC XML file
● May contain 1 or many student
transcripts per file
● Must use the BATCH PESC XML
FORMAT even if the file contains only
one transcript
● Must meet state data requirements if
your state has a mandate
● Each transcript is exact; cannot
reorder, mix & match pages
● Better accuracy in matching
PDF vs PESC XML: Sending Transcripts
PDF Transcript
Send file as-is
PESC XML Transcript
Before September 2015:
● PDF version will be sent
After September 2015:
● To Common App: send PDF
version
● To Parchment: send XML
How will colleges receive the PESC XML transcripts?
If sending to...
What will be sent...
Common App
Send the PDF version generated from
the XML
Parchment colleges
Send XML to Parchment
• Colleges can choose in their
Parchment account setting which
format they want to receive: XML
or PDF.
• Parchment will create a PDF from
the XML we send them.
MTM
Common Application
Changes for 2015-16
New questions added to SR and FR
School
Report
Final
Report
● Are college entrance examination scores
printed or included with the transcript?
● Is the applicant an Advanced Cambridge
(AICE) Diploma Candidate?
● Did this applicant graduate?
Counselor Recommendations & Written Evaluations
● Written Evaluation
● no longer submitted with School Report
● will be submitted with new form: Counselor
Recommendation
● Required for specific colleges
● Counselor can still enter a reason for not providing an
evaluation
● Counselor Recommendation form contains questions
previously in School Report
Written Evaluation no longer attached to School Report
Written Evaluation is
no longer submitted
with School Report
Written Evaluation & new Counselor Recommendation form
School
Report
Counselor
Recommen
-dation
(NEW)
Written Evaluation is
submitted with Counselor
Recommendation form
Written
Evaluation
Move questions from SR to CR
These questions from the School Report...
… go to the new Counselor Recommendation form
Written Evaluation requirement per College
CA Exclusive → CA Only
Terminology Change
Terminology change for “CA Exclusive”
● Change “CA Exclusive” to “CA Only”
● “CA Exclusive” now has a different meaning for the member
colleges
Turn ON / Turn OFF
Common Application Integration
Why Turn ON Common App integration?
● Easier to manage
○ Track all supporting documents in one place (in eDocs)
● Save time
○ Prepare and upload forms and documents once
○ Use the same forms and documents for both CA and
non-CA applications
Turn ON VS Turn OFF
Turn ON
Invite Teachers for
LORs
Invite Counselors
Prepare and
submit LORs
eDocs
Prepare and
submit CA forms
eDocs
Upload and send
transcripts
eDocs
Turn OFF
Timeline: Turn ON/OFF Common App Integration
2015
CA Offline
Now
Jul 18
Aug 1 Aug 3
Sep 15
Common App processes early Turn ON /
Schools
make
No
Turn
requests
accepted.
Let your Account
Manager
know
ifONlate
OFF requests
for more
the
next
school
year.
Schools
activate
eDocs
requests
Turn
request
Turn
OFF
if no CA
schools
willfor
default
to ON
you want Existing
to TurneDocs
ONMay
or
OFF
the
ON
/ Turn OFF
submission.
requested
otherwise.
Common unless
App integration
Why is it important to request early?
Example 1: A school just purchased eDocs subscription for the
2015-16 school year but does not submit an early request to
Turn ON.
OFF
CA Offline
Now
Jul 18
ON
2015
Aug 1 Aug 3
Students
invites Teachers to submit
School’s
Common
App
aware of the
The schoolCommon
does notApp is not
LORs
in Common App;
Integration
isSchool’s
OFF;directly
school’s
intention.
Common
request Turn ON / Turn
Teachers
submit
LORs directly in CA
The
school
requests
Turn
ON
App Integration remains OFF.
OFF CA Integration
Why is it important to request early?
Example 2: A school does not want to send Common App
documents from eDocs but does not submit an early request to
Turn OFF.
ON
CA Offline
Now
Jul 18
OFF
2015
Aug 1 Aug 3
Common App is not aware of the
Students
cannot
invite
Teachers
to
School’s Common
App
Students
can
invite
Teachers
to
submit
The school school’s
does
notintention.
All eDocs schools
directly
in App
Common App
IntegrationLORs
issubmit
ONdirectly
(byLORs
default);
in
Common
request Turn
/ Turn
willON
default
to ON unless requested
The school requests Turn OFF
otherwise.
OFF CA Integration
Turn ON/OFF CA Integration: what you need to know
If you want to...
Then...
Turn OFF the Common App
tell your Account Managers
integration for 2015-16 school NO LATER THAN JULY 18
year
Turn ON the Common App
renew or purchase your
integration for 2015-16 school eDocs Subscription
year
NO LATER THAN JULY 18
Change your mind later
(want to turn ON after Aug 3)
Change your eDocs Settings or
Contact Naviance Support
NO LATER THAN SEPT 15
Change your mind later
Change your eDocs Settings anytime,
(want to turn OFF after Aug 3) as long as you have not submitted
documents to Common App.
Improved clarity on whether
student applies via
Common App
Student chooses if Applying via Common App
● Students must indicate if applying via Common App
● This step previously not part of the workflow for adding
colleges
● Will default sending to Common App
● Counselors previously unaware that student had not
chosen
● Now student is prompted to make a selection upon
adding colleges
BEFORE: Add Colleges I’m Applying to
+
=
?
If Applying via Common App = Unknown...
Counselor does
not know where
to send
documents to
?
AFTER: Add Colleges I’m Applying to
=
+
If Student has not chosen Applying via Common App
family connection
Coming up in
Fall 2015
Up to date Deadline information for CA Colleges
Naviance > Colleges
eDocs Student Details
Toggle Active Transcript
Set any previously uploaded transcript as the
active transcript
New Delivery Type icon (Common App Print/Mail)
Current Delivery Types in eDocs:
Delivery
Type
Description
• Student is applying via Common App
• Student has chosen to apply via Common App
• Common App college
• Student has not indicated whether applying via Common App
or not
• Common App college
• Student has indicated not applying via Common App
• College can receive electronic documents via Parchment.
• Not a Common App college
• College can receive electronic documents via Parchment
• Not a Common App college
• College cannot receive electronic documents via Parchment
What about….??
● Common App college
● Student has indicated not applying via Common App
● The college does not receive document electronically via
Parchment
● Documents must be printed/mailed
College
?
Roadmap for Next School Year
2016-17
Roadmap for Next School Year (2016-17)
For Students
● Improved ability to inform teachers about specific needs
when requesting letters of recommendation
For Teachers
● Easier, more intuitive way to prepare and upload documents
● Be better informed on students’ specific needs when
preparing letters of recommendation
For Counselors
● Easier to track and manage students’ supporting document
needs
● Growing receiver network for colleges that can be sent
documents via eDocs
Training Options &
Important Dates
Naviance eDocs Resource Center
http://go.naviance.com/eDocs-Resource-Center
Free Training Options (available after Aug 1)
What’s New with Naviance eDocs
Webinar
Video Tutorials
Joint Webinar
Naviance and The Common Application
NACAC Pre-Conference Educational
Session
Oct 1-3, San Diego, CA
Must be a conference attendee
Naviance Network - eDocs video tutorials
Fee-based Professional Development Training & Webinars
● Private Training
○ on-site or web-based instructor-led training
○ Check the Course Catalog
○ Contact training@naviance.com
● Public Training (Webinars)
○ Check scheduled sessions:
https://www.webexcms.com/naviancepd/listwebinars
beforelogin.php
Important Dates
Jul 23 - Jul 31 Common App offline
Jul 15 - Aug 2 eDocs offline
Jul 18 Deadline for early requests to Turn ON
or Turn OFF Common App integration
Aug 1 Common App back online
Aug 3 eDocs back online
Sep 2 Send PESC XML transcripts to colleges
Sep 15 Deadline for late requests to Turn ON
Common App integration
We Want Your Feedback
UX Lab
Visit the UX Lab during NSI to meet with
researchers and product managers
Post and vote for suggestions in
Naviance Network
#NSI2015
Questions?
Visit our
Product Information booth!