Mid year reports are typically requested by US colleges and universities by the end of January and include Grade 12/Senior Year grades in progress. If counselors have questions as to what a college or university requires, they should consult with each college or university website for more information.
Take a look at this quick video.
Uploading Mid Year Transcripts
Counselors can only upload and send one transcript as a Mid Year Transcript to colleges and universities.
Similar to how initial transcripts are uploaded, counselors can either bulk upload a Mid-Year transcript for students or individually upload them. Remember, these must be PDF documents.
Counselor can individually upload the mid year transcript by going to the student's cDocs profile > Documents tab and click on "Mid-year transcript".
Once clicked, a side bar will appear and counselor can drop the PDF into the blue box for uploading
Once uploaded, it will be shown under the Mid Year Document section. Counselors have the option to delete the document and re-upload it again if they wish to.
Preparing a Common App Mid Year Report Form
Counselor will need to prepare a Common App Mid year Report Form as well in order to send the mid year documents. They can click on "Common App Mid-year Report" to prepare the document.
Verify that the Mid Year Report has been completed by scrolling down to Mid-year Documents section. Counselors have the option to edit the report or delete it.
Please note: Common App schools will require both the Mid Year Transcript and the Common App Mid Year Report. Parchment schools only require the Mid Year Transcript.
Sending for Common App
To submit the Mid Year Report & Transcript for Common App schools, go to a student's cDocs profile and click on Submission tab.
Be sure to select the button next to Mid Year Transcript to make sure the transcript is attached to the Mid Year Report.
When ready, press SEND.
Remember, once a Mid Year Transcript and Common App Mid Year Report are sent, they are part of the Common App "One and Done" policy. These documents can only be sent ONCE and when sent, will be sent by Common App to ALL colleges and universities to which the student applies.
Sending for Parchment
To submit the Mid Year Transcript for Parchment schools, go to a student's cDocs profile and find the school under Parchment in Submissions tab.
Find Mid Year Transcript and Send.
Troubleshooting: Incorrect GPA Scale on Mid-Year Report
In some cases, the GPA displayed on a student's mid-year report may not match the school's intended grading scale. For example, a school using a 100-point grading scale may see the student’s GPA displayed as a decimal value (e.g., 3.96) instead of the expected format.
Why does this happen?
This typically occurs when the GPA scale setting for the student or school is configured as a 4.0-point scale in Cialfo, while the underlying grades are entered on a different scale. As a result, the mid-year report displays a converted value instead of the original score.
What to check:
Go to the student’s profile and review GPA settings under the Grades section ensure the correct scale (e.g., 100-point) is selected
Verify that grade entries align with the selected scal, if entered in a different format, they may need to be updated
If the GPA scale appears correct but the mid-year report still shows an incorrect value, contact Cialfo Support with the student’s name, email, and school name for further investigation
Need more help?
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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].