If a document has been showing "Sending" status for more than 30 minutes and has not moved to "Sent", this can happen in the following scenarios:

Note : Contact Chat with Cialfo with the student's name, CAID, the document type, and whether there is an upcoming deadline if it is still stuck after 1 hour.

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If you sent a document but are unsure whether it was received by the university:

If a document was sent and the status shows "Sent" but the university reports receiving a blank document, the most common causes are:

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This error is showing because Common App may be experiencing an error on their system. Wait for a few minutes, then try again.

If the error persists, reach out to us through Chat with Cialfo with: student's name, student's Common App ID, type of document being sent, and any urgent application deadline.

This error is showing because Common App may be experiencing an error on their system. Wait for a few minutes, then try again. If the error persists, reach out to Chat with Cialfo.

This error is showing because Common App may be experiencing an error on their system. Wait for a few minutes, then try again. If the error persists, reach out to Chat with Cialfo.

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The phone number of the recommender is deemed invalid — insufficient digits or a number that doesn't exist.

For a counselor document:

For a teacher document: Inform the relevant teacher to update their phone number in their Settings, or have an admin update it via the People page. Once updated, retry sending the document.

This student has already invited a counselor directly from Common App, preventing Cialfo from linking recommenders.

Alternatively, contact Common App support directly with the student's name and CAID to request removal.

The document you are trying to send has already been successfully submitted to Common App. Refresh the page to confirm the "Sent" status.
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The “Form already submitted” message during document sending does not mean the submission failed. In most cases, it indicates that the form was already submitted successfully in an earlier session either via Cialfo or directly on Common App and verify the document status:

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The document does not meet Common App's standard requirements.

Ensure the following:

Re-upload and replace the previous version, then try sending again. If the error persists, re-export the PDF from your original transcript system, re-upload, and retry.

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The document file size exceeds Common App's limit.

Compress the file and re-upload before retrying.

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One or more values in the document are invalid per Common App requirements. If this relates to Job Title: ensure it is limited to 60 characters with no special characters.

A date in the document falls outside the current Common App application cycle. Check the School Information section for the following date fields: School Profile — Graduation Date, GPA — GPA Date Range, Mid-Year Report — Approximately when are mid-year grades typically available, Class Rank — Rank date range.

This student has already invited a recommender directly via Common App. The student needs to cancel their recommender request directly on Common App. Alternatively, counselors may contact Common App via live agent support or their contact form.

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The counselor's email address has already been used with Common App (likely by a student who invited them directly). Use ONE of these methods:

Option 1 — Contact Common App Support to remove the recommender request. Counselors can use live agent support or the contact form, providing their name and email address.

Option 2 — Change the email used with Common App — teacher/counselor logs into their Common App recommender account and updates to a different email. Then retry sending.

Option 3 — Use an alternate email on Cialfo — navigate to cDocs Recommenders, select the relevant person, and update the email to 'Create a new Recommender ID'. This is not preferred as it requires using a non-school email going forward.

The Common App School Report needs to be submitted before you can send the next document. If you have already sent it, refresh the page until you see a successful "Sent" status before proceeding.

The email of the recommender is already registered on Common App (note: this refers to the recommender, not the counselor trying to send).

This means either:

Students may sometimes experience unexpected issues on the Application Page, such as broken page elements, loading issues, or incorrect display behavior, even when the counselor-side configuration appears correct.

These issues are often caused by temporary session conflicts or syncing problems rather than configuration errors.

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1361: Change explanation (Mid-Year Report)