You may have come from the main cDocs Page help article looking for more clarity on the cDocs Profile - Submissions Tab, and this help article will guide you through it!
Now that you've prepared your forms and uploaded your documents for a particular student, let's see how we can start sending them and managing the overall submission of the documents.
As soon as you enter the Submissions tab of the cDocs profile, you'll find all the applications that your student needs to have you send documents for. You can select the "Collapse all" button to have a summarized view of the applications.
Sending Documents
To send documents after you've prepared and uploaded documents is quite simple! All you need to do is click "Send" and you're done! We've even added a "send all" option to make sending documents much quicker. We'll address the different delivery methods upon which you can send your documents. We have 4 ways applications and documents can be sent:
Common App - Cialfo Integration: send documents when your students are applying through the Common App
Parchment: send documents in supplement of your student's applications to Parchment receiving universities and institutions
Direct Apply: send documents for students using Cialfo's Direct Apply to submit applications
Mail: mark documents as "sent" when you've sent documents outside of Cialfo. NOTE: this is a way for you to TRACK if you've sent a document externally. You will still need to send the document in whichever way the university or institution accepts.
Sending through Common App - Cialfo Integration
Before documents can be sent for a student through Cialfo, the student must have linked their Common App with Cialfo (Read more about that process here) and the colleges must appear in the student's cDocs Profile Submission tab.
Colleges are added to the student's cDocs submission sidebar in two ways.
Common App syncing has been turned on in Account - Configure - cDocs Preferences. This means that if a school has enabled this configuration, the colleges and universities in a student's Common App will sync and be added here.
If Common App syncing has not been turned on, colleges must be added to the student's Applying List.
Additionally, you must make sure you have prepared the Common App forms in the documents tab and uploaded the needed document along with it. For example, if you'd like to send a Letter of Recommendation, you'd need to have a Common App Teacher Evaluation prepared along with it.
Once you've had all your documents prepared and uploaded, all you have to do is click "send"! We've even added a "Send all" button if you've already done all the needed document preparation to make things even easier and quicker for you.
When sending documents for Common App schools, kindly note that these files would be sent under their "One and Done" Policy:
Do note that Teacher Evaluation forms and Teacher Letter of Recommendations are not part of the "One and Done" Policy and must be sent separately. This is to provide counselors and students with the option of tailoring their letters of recommendations to specific schools.
"One and Done" Forms | Mandatory Documents | Optional Documents |
School Report | Common App School Report, School Profile | Initial Transcript, Transcript, Other, Transfer Transcript |
Counselor Recommendation | N/A | Counselor Letter of Recommendation |
Mid-year Report | Mid-year transcript |
|
Optional Report* | Optional transcript |
|
*Up to 2 can be sent.
Forgot to include a transcript as part of the school report? You may use the Optional Report to send it to colleges, however, the transcript must be uploaded as "Optional Transcript"
Sending through Parchment
To begin, head to cDocs and search for the needed student.
Under the cDocs Profile Submissions tab, you will be able to find the universities under the Parchment section. Find the Parchment university that you want to send documents to and click into it.
Here, click on the Send button next to the document that you would like to send to the university. You also have the option to send ALL documents for a particular university rather than individually and also to exclude any file when using the Send All button.
After Sending: Verifying Documents Are Sent
After you have sent documents, you will notice that the status will change. First it will change to Processing, then change to Sent and then lastly change to Received when received by the university. You can click on the drop-down menu to view the time stamp and details on who sent out the document.
A parchment ID is generated for each document that is sent out - you may share the parchment ID with the university if they are unable to track the document(s).
Sending through Direct Apply
Direct Apply is quick and easy - just make sure to upload the needed documents and click "Send"!
Sending through Mail
As mentioned earlier, Mail is for tracking the submission of documents to universities that do not accept through Common App, Parchment or Direct Apply. This means that Cialfo will not be mailing student applications to instututions. These are typically universities that accept through their own internal application system or other application portals and delivery methods.
With that in mind, once you've sent out the needed documents, however they are accepted, make sure to "Mark as completed" to ensure you're keeping track of all the documents you've already submitted.
Have a question you are unsure of or need more information for your specific needs? Please reach out to our support team via Chat or check out other resources at Cialfo!