Send Documents with eDocs
Overview
Use Naviance eDocs to send and track documents to Common App colleges, Parchment, or Scribbles. If an institution does not accept electronic submissions, you must send documents another way.
Transcripts submitted electronically via Naviance are considered official even without an attached seal. When transcripts are sent to Parchment® schools, they include a cover letter and notice from Parchment informing the college that this is an official transcript.
After you have prepared documents for a student and they are ready to submit, you can send documents to colleges in bulk using the eDocs Bulk Manager or student by student from their student folder. Depending on your school's setup, teachers may be able to submit teacher documents from Teacher Desk.
Navigate to the Application Manager to review a list of all students for whom you need to prepare and submit documents.
Delivery type details
For some self-reporting colleges, you do not need to submit application materials other than a final transcript. When a student adds a self-reporting college to their active application list, the office status automatically displays Initial Materials Submitted, regardless of the delivery type.
The Transcript Request Manager does not generate a list mid-year or final transcripts required to be submitted.
The following Show me filters in the Transcript Request Manager display pending requests, not required ones:
All requests that require mid-year transcripts
All requests that require final transcripts
Common App
After a student completes the Common App matching process, Naviance auto-populates their college list and any Early Decision Agreements or Fee Waivers as part of the Common App integration. Real-time syncs between the two systems occur when students add or remove a Common App fee waiver request, submit an application, change an application deadline type or when Common App colleges download documents.
The student must complete the FERPA waiver on Common App and complete the matching process in Naviance Student before you can send documents.
For up-to-the-minute Common App information, click Refresh CA Data from the Common App section of the student folder Send Dashboard to manually sync a student’s Common App list.
Common App requires that an associated form be submitted with each document.
After you submit the forms and their associated documents, you cannot cancel, delete, or retract the submission. Review the forms carefully before submitting them.
Many application materials you submit to Common App institutions are considered one-and-done and only need to be submitted once per student. After you submit a one-and-done document for a student, you do not need to submit it again if the student adds more Common App applications to their list. One and done does not mean that you must submit all documents all documents at the same time. For example, you can send the Common App School Report today and the Common App Counselor Evaluation next month.
Common app document requirements
Type | Documents | Associated form |
|---|---|---|
Teacher recommendation | Letter of recommendation | Common App Teacher Evaluation |
Counselor recommendation | Counselor written evaluation | Common App Counselor Recommendation |
Initial materials | Initial transcript School profile | Common App School Report |
Mid-year materials | Mid-year transcript | Common App Mid-Year Report |
Final materials | Final transcript | Common App Final Report |
Optional materials | Active transcript Grade/report card | Common App Optional Report 1 Common App Optional Report 2 Explanation of Change |
Common App fee waiver
Students must request a Common App fee waiver from their Common App account. After they make the request, the Documents Sent to All Common Applications section displays an alert to sign the waiver. Click Sign Waiver and complete the form. Naviance immediately sends the form to Common App, and you do not need to submit it again if the student adds additional applications.
Early decision agreements
If a student indicates they are applying Early Decision I or II from their Common App account, the Send Documents page displays a notification for the corresponding college. Click Approve and complete the form. The form is submitted immediately to Common App for that institution.
Resend documents for students no longer applying via Common App
If you submit documents to the Common App for a student and the student then decides to not apply via Common App, you must update the application's delivery type and then send the documents via Parchment or Scribbles.
Send corrected transcripts to Common App institutions
To send an updated transcript to a Common App institution, prepare the Common App Optional Report 1 or Common App Optional Report 2. Then, upload the corrected transcript as an Optional Transcript 1 or Optional Transcript 2.
Send final transcripts to Common app institutions
Before you can submit a final transcript to a Common App college:
You must first send initial materials to that college.
You or the student must set the school as the attending college.
You must prepare the Common App Final Report. Common App requires that the Common App Final Report must accompany the final transcript.
After the criteria is met, you can submit the Final Report to the Common App college set as the student's attending college. After the Final Report has been submitted, you can no longer submit documents to that college.
To send a final report to an additional Common App college, the student must first set that college as their attending.
Parchment and Scribbles
Documents sent via Parchment or Scribbles are not automatically sent to all colleges on a student’s list. You must select each destination.
Other delivery methods
Documents for colleges that do not accept electronic submissions, can only be managed from the student folder. They will not display in the eDocs Bulk Submission Manager.
Send documents in bulk
Select Colleges and choose the eDocs Bulk Manager.
From Ready to submit, select the documents to send.
Click Submit.
Review the documents and click Submit.
If needed, click Refresh to update the status of Submitting documents.
Manage documents from the student folder
From the Send Dashboard of the student folder:
Transcripts are automatically associated with the corresponding Common App form.
Click document pills to display status errors or prepare documents.
Letters of recommendation for specific colleges are available to submit to the college.
Letters of recommendation uploaded to fulfill a general request display Not Requested.
Click Refresh CA Data from the Common App section of the Send Dashboard to manually sync a student’s Common App list.
The document status may display Not Available if the required Common App forms are not complete, all required documents are not prepared or uploaded, you have not completed the Common App integration at your school for the current academic year, or the maximum number of teacher letters of recommendation was submitted for a college.
Send documents for Common App, Parchment, or Scribbles
Document submissions to Parchment and Scribbles institutions are not one and done. You must submit documents for each Parchment or Scribbles destination on a student’s list.
Navigate to any student folder and select Send from the eDocs section.
Click Submit Documents from the selected delivery type.
Select the documents to submit.
Click Submit Selected. Documents display submitted after the submission is complete. If a document submission fails, click the corresponding document pill to display troubleshooting information.
Send documents for other delivery types
If schools do not accept electronic document submissions using Naviance eDocs, you must submit them in another manner. However, you can download documents in a printable PDF and mark documents as submitted.
Navigate to any student folder and select Send from the eDocs section.
From Other Delivery Types, click Mark as Submitted.
Optionally, click Expand All or expand specific applications.
Select the application or documents to mark submitted.
Click Only Mark as Submitted or Print & Mark As Submitted. The document status automatically changes from pending to submitted.
Print documents
Print documents that are uploaded and forms that are prepared. Naviance does not store download files. To print or access a download file at a later date, save the download file locally.
Navigate to any student folder and select Send from the eDocs section.
Click Print Documents.
From the list of Documents Available to Print, choose one of the following options:
Select all documents to print.
Choose Counselor Documents, Teacher Documents, or Transcripts to print all documents in the corresponding category.
Click Expand All and choose specific documents to print.
Click Print Selected to prepare a PDF file including all selected documents.
Open the download file and print the documents.