Receipt and Upload of Transcripts
Transcripts associated with existing Person Record
Identify the student, the School, and the level of study from the transcript, and lookup the Person Record. If you cannot find the student, follow the instructions under Orphaned Transcripts (no existing Person Record) to create a Person Record. Open the Profile tab to check that the School is listed. If it is not, follow the instructions under Add School to Person Profile below before continuing.
Always confirm that the Level of Study is set appropriately based on the transcript being uploaded (Undergraduate, Graduate). This can be set when adding the School or by clicking on the existing School.
Next, open the Materials tab and click on the New Material link:
In the Record field on the popup window, use the dropdown menu to find the School to which the transcript belongs:
In the Material field, use the dropdown menu to choose:
- Transcript (Copy) if the transcript is unofficial
- ADM Transcript (Final) if the transcript is official and shows a degree
- ADM Transcript (Not Final) if the transcript is official and does not show a degree
Click on Choose File (under Upload Document) and navigate to find the transcript file on your computer, then choose Open. Back on the Material popup, click Upload at bottom left.
Orphaned Transcripts (no existing Person Record)
If you receive a transcript for a student that has no Person Record, you will need to create that record by clicking on New Person on the Lookup page:
You will be prompted to enter the following four pieces of data:
You probably won’t have an email address unless you see one on the electronic transcript transmittal page. You should be able to find First and Last Names and possibly a (partial) Birthdate. Only enter Birthdate if you have month, day, and year. Most records you create will just have First and Last Names.
Once the Person Record is created, follow the instructions in Add School to Person Profile to associate this student with the School on the transcript.
Then go to the Materials tab and follow the steps in the instructions Transcripts associated with existing Person Record to attach the School-scoped transcript to the Person Record.
Add School to Person Profile
Under the Profile tab of the Person Record choose Schools in the right menu to add the School. On the page that opens, click on New School.
Start typing the name of the school in the Institution field and Slate will suggest a match:
Once you find the School, you must also enter the Level of Study (Undergraduate or Graduate) and click Save.
If you do not find the School, send an email to firstname.lastname@example.org and specify the School that is not in the Slate Organizations dataset. Once he adds it, you will then be able to upload the transcript associated with the correct School.