Set Up eDocs and College Application Tools

To set up college application tools:

1. Assign staff user role permissions.
2. Select Naviance Student settings.
3. Optionally, enable Transcript Request and Teacher Recommendation settings.
4. Optionally, create Application Flags and Milestones.
5. Optionally, assign Success Planning tasks related to college applications.

To set up eDocs tools:

1. Assign staff user role permissions.
2. Select Naviance Student settings.
3. Ensure student data is available.
4. Activate eDocs.
5. Enable Transcript Request and Teacher Recommendation settings.
6. Optionally, create Application Flags and Milestones.
7. Upload your school profile.
8. Complete the school information form.
9. Optionally, upload transcripts in bulk using the Multiple Transcript Manager.

Assign staff user role permissions

College application tools

Assign permissions to school user roles so that school staff can manage college applications.

eDocs

Assign the following permissions to school user roles so that school staff can prepare and send application materials using eDocs. If using eDocs, you should also assign the permissions related to college application tools.

Enable counselor email notifications

Enable counselor email notifications in your account to receive email updates for information included in the Application Manager and Transcript Request Manager. Choose from four email notification preferences.

For detailed information about information included in the emails, review the Application Manager or the Transcript Request Manager.

To receive counselor email notifications, you must select User should appear in list of counselors in your Naviance account.

1. Navigate to the gear icon and select My Account.
2. Select or deselect an email notification preference. All email notifications are on by default.
3. Click Save.

Select Naviance Student settings

Select the following features so students can access the Colleges section and related features in Naviance Student.

Feature	Description
Request Letters of Recommendation	Request teacher letters of recommendation.
Application Milestones	Review the status of application materials sent by the school. If using Naviance eDocs, students do not need this feature to track document submissions.
Common App Account Matching	Match Common App account to Naviance Student.
Match powered by Concourse Access to this feature may be managed at the district level.	Access Match so students can create anonymous academic profiles, which colleges can review and offer admissions and financial aid. Students can then review these offers and choose to share their personal information with colleges if they want to indicate acceptance of an offer. Indicating interest in offers is non-binding for the student, and they can indicate interest in multiple offers.

Assign the following permissions for students to manage their list of active applications in Naviance Student.

Assign success plan tasks related to college applications

Assign tasks to students to track students' progress in completing college application-related tasks.

If using Naviance for Districts, edit and assign tasks at the district level to monitor and track task completion for all schools in the district.

Task name	Completion trigger
Apply to College	Student adds one college to their list of Colleges I'm Applying to. Edit the task and change the threshold number to increase the number of career clusters that students must add to their favorites list.

Enable student transcript requests

Choose to allow students to request initial, mid-year, or final transcripts and unofficial test scores in Naviance Student.

Alternatively, manage transcript request settings by navigating to the gear icon, selecting Setup, Preferences, and then selecting eDocs.

1. From Quick Links on the homepage, select Transcript Request Manager.
2. Select Settings.
3. Click Edit.
4. Optionally, choose Require parent consent to be recorded in College Planner for transcripts if you require parent consent before releasing transcripts at your school.
   
5. From General Naviance Student Settings, select Display transcript request status and allow student to request transcripts.
6. Select the grade level.

7. From Request options for students on Naviance Student, select the options you want to make available.
   

   

   • If you do not select show options for requesting mid-year transcripts, you can choose to require a mid-year transcript by default from the Edit Transcript Tracking Settings.
   • If you do not select show options for requesting final transcripts, students can request a final transcript for an institution after they update the outcome to accepted.
8. Optionally, set up payment information.
9. Click Save.

Select teacher letter of recommendation settings

Alternatively, manage teacher letter of recommendation request settings by navigating to the gear icon, selecting Setup, Preferences, and then selecting eDocs.

1. From Quick Links on the homepage, select Teacher Recommendations.
2. Select Settings.

3. Select Students can request or cancel recommendations from Naviance Student.

4. From Request Types, select specific or specific and general requests.

   

   When using Naviance eDocs:

   • If you select requests for specific colleges:
     • For Common App institutions, teacher document submissions are one and done. The teacher needs to prepare one Common App Teacher Evaluation and one letter of recommendation per student. After submitting those documents to Common App, Common App automatically submits the documents for any additional recommendation requests received for a Common App college without staff needing to take further action.
     • For non-Common App institutions, teacher documents are not one and done.
   • If you allow requests for both specific colleges and general requests, teacher documents are not one and done. The teacher must prepare one Common App Teacher Evaluation and one letter of recommendation per student. However, teacher documents must be submitted for each Common App request received unless the maximum number of recommendations was already sent to an institution for the student.
5. Click Save.

You must also select the Naviance Student settings for Letters of Recommendation for students to request teacher letters of recommendation in Naviance Student.

Ensure student data is available

If using Naviance eDocs, you must add a date of birth and assign a counselor for students in grade 12. You can import students' date of birth and assigned counselor or manually add the information from the student folder. You can also batch update date of birth or assign counselors from Settings.

Import student GPA so that it auto-populates Common App forms. For GPA and optionally rank and decile, populate Common App forms correctly, ensure that you have selected a default GPA and updated the rank and decile settings in Naviance.

Activate eDocs

Before using Naviance eDocs, you must activate it. Click Activate Now from Activate Naviance eDocs on the Naviance home page. If eDocs is already activated at your school, you do not need to reactivate eDocs for direct-to-institution submissions. eDocs remains activated after July 25.

You must be a School Site Manager or Naviance administrator to Activate eDocs. Otherwise, the homepage does not display the option to activate.

During the activation process, you are asked to:

1. Accept the eDocs terms and conditions.
2. Select the Common App options:
   • Common App integration
     • The optional integration with Common App lets you prepare and submit college application documents to Common App institutions directly from Naviance eDocs. You must complete Common App integration in Naviance by September 15.
   • Update Active Applications List with the Common App integration
     • If using the Common App integration, the option is enabled by default. This setting keeps students’ active applications list in Naviance up to date with changes the student makes to their applications on the Common App.

If selecting Common App integration, you must submit all application documents using eDocs. You cannot prepare or submit any documents through the Common App website.

Review eDocs settings

When eDocs is activated, you can review the status of your Common App Integration and adjust settings related to eDocs by navigating to the gear icon, selecting Setup, Preferences, and then selecting eDocs.

From the College Application Tools and eDocs Settings pages:

• Review your school's eDocs status and turn Common App Integration on or off.
• Update the School Information form.
• Adjust transcript request settings.
• Adjust letter of recommendation settings.

The eDocs Settings page is inaccessible from July 25 to August 1 so updates can be made the new application season.

Create application flags

Use Flags in Naviance to define and track any characteristics surrounding college applications. Track legacy applications, special programs, on-campus interviews, and more using the default flags or create unlimited custom application flags.

You can assign flags from the Application Details section of the student folder or when importing college application data.

1. Navigate to the gear icon and select Setup.
2. Select Preferences.
3. Select Application Flags.
4. From Options, select Add New Flag.
5. Enter a Code or abbreviation for the flag.
6. Enter a flag Name.
7. Click Add Flag.

Add application milestones

Use Application Milestones to track tasks associated with college applications, such as application submitted, and counselor recommendation sent.

Create custom application milestones

1. Navigate to the gear icon and select Setup.
2. Select Preferences.
3. Select Application Milestones.
4. From Options, select Add Milestones.
5. Enter the Milestone and Abbreviation.
6. Click Add Milestones.

View, remove, or edit application milestones

1. Navigate to the gear icon and select Setup.
2. Select Preferences.
3. Select Application Milestones.
4. From Options, select View Milestones or Edit Milestones.
5. Optionally, from the list of Milestones, click the trash icon to delete a milestone.