The end of the school year is approaching, and counselors need to send final transcripts and start generating reports for their School Board and administrators. These are responses to the most common Frequently Asked Questions.
How do I send Final Transcripts in Cialfo?
Sending final transcripts will, in some ways, be similar to how documents were sent earlier in the school year.
First, upload student's final transcripts in cDocs. Second, for students who will be attending a Common Application school, prepare the Common App final report. Finally, find the student in cDocs, open their sidebar and go to Submissions. Locate the college where you want to send the final transcript and send.
I have a student who will be participating in an NCAA sport at college in the US. Can I send a transcript to the NCAA through Cialfo?
Yes, you can send a transcript to the NCAA Eligibility Center through Cialfo. First, search for NCAA Eligibility Center in Schools and add it to the student's applying list. Then in cDocs, find the student and open their sidebar. You will find the NCAA Eligibility Center under Parchment documents. You only need to send the final transcript.
Will Cialfo allow me to store/keep supporting application documents from this current graduation class beyond this year?
Yes, all teacher letters, counselor letters, common app forms and transcripts will stay in Cialfo.
Is there a way I can download all of the documents for each student?
Cialfo makes it incredibly easy to download all supporting documents, including letters of recommendation and transcripts for students.
Go to cDocs→Select A Student→Press the Download Bundle. This action will create a digital file (PDF) of all the documents listed in the student's Documents section in cDocs.
I need to create reports for my School Board on this year's applications. How do I do that?
You have two ways to create reports in Cialfo. First, we offer a preset Insights or Quick Reports section you can access on the left menu.
Second, you can go to the Student List page for more dynamic and customizable reports and use the Filters and Columns to refine the information you need. Then click on the Report button at the top of the screen and this will be emailed to you.
Here are two Help articles with more information: How To Use Reports and Use the Student List & Creating Reports
How do I remove an unsubmitted Common App school from a student's list?
If a student has added a Common App university to their list but has not yet submitted an application, the counsellor can remove it:
Go to the student's Applications page in Cialfo
Find the university you want to remove
Click the three-dot menu (⋯) or settings icon next to the university
Select Delete Application.
Note: This only removes the university from the student's Cialfo list. If the student has already added it on Common App directly, it should also be removed from the student's Common App account to avoid confusion.
How do I withdraw or remove a submitted Common App application?
Once a Common App application has been submitted, it cannot be deleted from Cialfo. However, you have the following options:
Withdraw on Common App: Students can withdraw a submitted application directly on the Common App portal. This does not remove it from Cialfo's view but updates the status to "Withdrawn."
Contact support for data correction: If an application was added in error and needs to be removed from your school's data (e.g., for board reports), contact the Cialfo support team, who can assist with data corrections.
How do I clean up a student's application data for reports?
If a student's application list has incorrect data affecting your board report or school overview:
Unsubmitted applications can be removed directly
For submitted applications that were added in error, contact support to request a data correction by providing the student's name, email and the specific university/application to be corrected with the support agent
Applications that have a status of "Not Proceeding" can be marked accordingly on Cialfo to exclude them from active reporting
How do I change an application's status (e.g., move it to Submitted)?
For Common App applications, the status in Cialfo is synced directly from Common App. You cannot manually change a CA application's status to "Submitted" in Cialfo — it updates automatically when the student submits on Common App.
For non-CA applications (e.g., Direct Apply or external portals), counsellors can update the status manually:
Go to the student's Applications page
Select the university application
Click Edit or the status field
Update to the appropriate status
How do I delete an application that was added by mistake?
If a counsellor or student accidentally added a wrong university:
If not submitted on CA: Remove it from the Applications list using the steps above
If submitted on CA: Withdraw it on Common App first, then contact Cialfo support if you need it removed from Cialfo records
Common App Sync & Transcript Issues
Transcript course information not matching in School Report?
Why this happens: This may occur due to temporary mismatches between School Information settings and report generation.
What you can do:
Re-prepare the School Report to ensure the latest information is reflected. If the issue persists, please contact Cialfo Support.
Application round missing after Common App sync?
Why this happens: This may occur due to temporary sync delays or data syncing inconsistencies.
What you can do:
Go to the student’s Applications page, click the refresh icon next to the affected university, and allow some time for the sync to complete. If the round is still missing after retrying, please contact Cialfo Support.
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].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.