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Bulk Add/Update Transcripts

Client Success Team Updated by Client Success Team

Uploading documents can be done individually in the student profile, but the bulk upload feature provides the ability to more efficiently upload and match PDF documents to students in a centralized wizard. Document types eligible for bulk upload include, Grade Reports, Senior Courses and all Transcript types.

In this article, we’ll cover bulk importing Transcripts. If you’d like to learn more about importing Grade Reports and Senior Courses, you can click on the article below.

Getting Started with Transcripts

All you need to start is a single PDF with many student transcripts or multiple PDFs that can then be combined and matched through the wizard. It is most efficient if you have single page documents, but will allow you to match multiple pages if required.

Before You Get Started: It is important to understand that this is an upload/update feature. This means that if a student already has an Initial, Midyear, and Final Transcripts attached to their profile and you upload, then match a new one, it will replace the existing with the updated. However, Transfer Transcripts, Additional Transcripts, Grade Reports and Senior Courses will upload an entirely separate additional document as opposed to overwriting the existing document.
Please note: Smaller files work better for matching transcripts and uploading faster. If you have a file with over 1000 pages for example, this will take extra time to upload
Be sure you have transcripts available for upload in PDF format. It is most efficient if you have single page documents, but will allow you to match multiple pages if required. No special characters on the file name, are supported. (ie A+)
To assist in the matching process upon upload to Scoir, be sure the student's birthdate is listed in numerical format on your transcript (ex. 06/24/2006). Only one file can be uploaded at a time.

Uploading Transcripts

  1. Navigate to the Data Upload Section of Scoir via the dropdown menu

 

  1. Select the type of transcript, i.e. Initial, Mid-year, or Final that you will be uploading and Continue. 

  

 

  1. Choose file or files to upload. Then select the class year of the students who are included in the file and Continue.

 

*For Florida schools using FASTER transcripts, be sure the FASTER transcript option has been selected upon upload, as shown below

 

 

 

  1. Click continue to uploaded the files. On the Choose File page, you will be able to include more than one file. Click upload to upload the file.

 

 

While the transcripts are being processed, you can close the window and continue with other tasks.

You will receive an email once the upload is completed if you are not still logged in to Scoir. If you are, you will receive a notification in your notification center:

Click on the notification and 'View Details' to proceed to the next step.

Matching Transcripts

Scoir will automatically match as many transcripts as it can to the student records in Scoir.  Any unmatched transcripts will be displayed on the left panel.  Navigate through the resulting pages of all the transcript files and match them as needed to student records.

 

Several types of transcripts will get matched

  1. Match = 100% match (will show in green)
  2. ID Match (will show in yellow) = these suggested matches located students based solely on their student ID. They should be reviewed by a counselor to ensure the suggestion is accurate.
  3. Demographic Match (will show in yellow) = these need reviewed and possibly reassigned by the counselor.  (Beware of twins who may get mis-matched due to a demographic (partial match) to the incorrect student
  4. Unmatched (will show in black) = need counselor's intervention.

 

 

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Once your transcripts are uploaded, you will be able to view the on the student's Manage Documents tab. 

How-To Video

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