Students can use OrgSync to generate a verified record of their involvement to document experiences gained outside the classroom. This document is called the Co-Curricular Transcript and students must receive community admin approval in order to receive a copy. For more information on how to implement your transcript process and manage incoming requests, continue reading. To learn how to request a transcript as a student user, click here.
Locate your co-curricular transcript settings by selecting the Admin dropdown in the top right of your screen, choose the community option, select Settings, then choose Involvement. This is where your community's involvement settings live. It's important to browse each of the settings included in Involvement because they all have an impact on how involvement works in your community. This article strictly focuses on the items that impact your transcript request process.
Begin by selecting the Co-Curricular tab from the left-hand toolbar. The first setting on this page is the ability to enable or disable the co-curricular record and transcript. This determines if you want to enable the transcript request process.
If this is enabled, two other settings appear. The first determines if you want new involvement entries automatically added to your student’s co-curricular records. This means as soon as a user is assigned participation or joins an organization, that involvement entry will be set to display on the user’s official record. If you do not choose this option, the user will have to manually determine which entries they would like to appear on their transcript.
The second setting allows you to enable mailing of transcripts. This will provide the user the option to enter an address and number of requested copies. This is an option for the user, not a requirement.
Select the Appearance tab to customize the design of your community’s co-curricular transcript. The settings here are divided into different sections thats are described in detail below.
|Student Contact Information||Determine if you want the user's address, email address, and phone number to display on the co-curricular transcript. This information is populated from the user's OrgSync profile.|
|Co-Curricular Format||Determine how you want the transcript to be sorted and if you want to display reflections and learning outcomes. Note: the "sort by category" option does not display reflections and learning outcomes.|
|Document Headers & Footers||Upload headers and footers that will display on your transcript. There are two upload options for both the header and footer because you can determine if you want them to display on all pages, or just the first (for the header), and last (for the footer). The image you upload must be a standard image format (jpeg, png, gif) with a size of 2600 pixels wide (and 200 pixels tall for every-page headers and footers).|
There are additional appearance settings under the General tab. Section Titles allow you to customize the two main elements of involvement: activities and memberships. Change the text here if your campus uses different terminology to describe these types of involvement.
The last section on this page is titled Academic Terms. Determine if your campus prefers to use exact dates or semesters. This will impact how dates are displayed on transcripts, but also in the Involvement tool in each portal.
Select the Custom Messages tab to create custom messages that are sent to users when you approve or deny their transcript requests. This is a good place to provide additional information about processes specific to your campus. For example, if you require users to pick up their transcript in your office, provide that information here with a projected turnaround time.
Manage Incoming Requests
After you launch co-curricular transcripts, requests will filter to the community level. Navigate to incoming requests by selecting the Admin dropdown in the top right of your screen, select the community option, then choose Involvement Requests.
This defaults to pending activity requests and you can view pending membership requests by selecting that option from the left-hand toolbar. It’s important to have someone monitoring these requests so that users can use the entries on their transcript. Click here for more information about deciding involvement requests.
Incoming transcript requests filter into the Transcripts tab. These requests are sorted by submission date. Click the Download button next to each entry to view or print a PDF copy of the transcript. Click Approve or Deny to make a decision on the request.
It's important to mark someone as a notified admin for incoming transcript requests. You can do this by visiting the Notified Admins tab. Scroll down to the section for transcripts, click the checkbox next to the user that should receive notifications, and save.