Before schools can begin preparing forms and sending documents to universities through Cialfo, they need to complete two setup items in cDocs:
School Information
School Profile
Once these items have been completed, schools do not need to complete them again unless their information or School Profile needs to be updated.
You can access both options from the School Setup menu in cDocs.
How to access School Setup
Go to cDocs from the left-hand menu.
Click School Setup in the top-right corner of the page.
From the dropdown menu, select School Information or School Profile, depending on what you need to update.
Note: The School Setup menu also shows the completion status of each setup item. If an item requires attention, an Action Needed indicator will appear.
School Information
Filling out the same school information repeatedly can take a lot of time. To save time, the School Information section stores your school's details and automatically populates them in newly created Common App forms.
To update School Information:
Go to cDocs.
Open the School Setup dropdown.
Select School Information.
Enter or update the required school details.
Click Save.
School Information can be updated at any time.
Important: Updating School Information does not automatically update Common App forms that were created before the change, such as the School Report.
Enhancing Document Accuracy for Gap-Year Students and Outdated School Information
Cialfo does not automatically regenerate previously created reports when School Information is updated. Instead, the system identifies documents that may contain outdated school information and notifies counselors so they can review them before sending.
When warnings will appear
Scenario 1: School Information was updated
If a counselor updates School Information and there are existing unsent reports that were created before the update:
A warning banner will appear on the student's cDocs profile/submission page.
The warning will identify the documents that may contain outdated school information.
Scenario 2: School Information has not been updated for a new cycle
If School Information has not been reviewed since the previous graduation year:
An Action Needed indicator will appear in the School Setup menu.
The reminder will appear 2 weeks before the new Common App cycle.
Which documents may appear in the warning
Only outdated documents for that student will be shown dynamically, such as:
Common App School Report
Counselor Recommendation
Common App Mid Year Report
Common App Optional Report
Common App Optional Report 2
Common App Final Year Report
"Mark as updated" button
Counselors can click "Mark as updated" after reviewing the documents:
The warning banner will disappear
The banner will reappear only if the same school information update activity happens again in the future
School Profile
Schools can upload their high school profile by going to cDocs on the left menu and then Documents in the top menu. The School Profile must be in PDF format and no larger than 2,000kb. Next to School Profile, click on the Upload button and upload the file. The high school profile provides colleges and universities with information about a school from which a student is applying.
If you've uploaded a School Profile previously, you can choose to keep that or update it to your school's latest version!
**Pro tip: NACAC has a database of sample school profiles if you're just getting started or want fresh ideas on what information should be included.
Troubleshooting
Why my School Information Cannot Be Saved - Date Validation Error
Why my School Information Cannot Be Saved - Date Validation Error
If you have filled in all mandatory fields in the School Information section but are still unable to save, this may be caused by a date validation conflict. The most common cause is the Mid-Year Report date being entered after the Graduation Date.
Cialfo requires that the Mid-Year Report date comes before the student's graduation date. If the Mid-Year Report date is set to the same month or any date after graduation, the system will reject the save.
How to troubleshoot?
In the School Information section, locate the Mid-Year Report date field and the Graduation Date field.
Ensure the Mid-Year Report date is set to a date that falls before the graduation date, typically a month or more earlier.
Click Save again. The section should save successfully once the date conflict is resolved.
If you have verified that all dates are correctly ordered and the section still will not save, contact Chat with Cialfo and share a screenshot of the School Information form. The support team can review the fields from the backend and resolve the issue directly.
I can't find the School Profile upload on the Documents tab. How do I upload or replace my School Profile?
I can't find the School Profile upload on the Documents tab. How do I upload or replace my School Profile?
If you can't see a School Profile section when you open the Documents tab, you can upload or replace the School Profile from the School Setup menu instead:
Go to cDocs.
Open the School Setup dropdown.
Choose School Profile.
Click Replace and upload your new School Profile file.
The same School Setup dropdown can also be used to update your School Information. The file requirements above still apply to the School Profile (PDF format, no larger than 2,000kb).
Need more help?
Our Client Support team is available via Live Chat 24 hours a day, Monday through Friday, so you can get help anytime during the work week through Chat with Cialfo.
If you're unable to find a solution in our help articles or need further assistance, you can contact the Cialfo Support team via Live Chat or email us at [email protected]