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Home > About Us > Initiatives > Minnesota's E-Transcript Initiative > E-Transcript FAQ

 

E-Transcript FAQ


 

Below you'll find answers to common questions about Minnesota's e-Transcript Initiative and Secure Transcript, the service that will process electronic transcripts for all participating secondary and postsecondary schools. FAQ's are arranged by:

General Questions
Students
High Schools and Districts
Colleges

Questions

General Questions

Q: What is the Minnesota e-Transcript Initiative?
Q: Who can participate?
Q: What are the benefits of participating in the Minnesota e-Transcript Initiative?
Q: Who is Docufide?
Q: What is Secure Transcript?
Q: How much does it cost to send a transcript through Secure Transcript?
Q: How much does it cost to receive a transcript through Secure Transcript?
Q: How does the service work?
Q: Are these transcripts official?
Q: How is personal information kept safe?
Q: How soon after transcripts are ordered are they sent?
Q: What institutions accept transcripts from Docufide?
Q: Our school wants to participate. What do we do now?

Click here for General Question answers.

Students

Q: Are the transcripts official?
Q: What do I need to order my transcripts online?
Q: How do I track my orders and see if they have been received?
Q: What if I don't have an e-mail address?
Q: Do all colleges accept transcripts from Docufide?
Q: How is the personal information I provide on the Secure Transcript Web site used?
Q: Do I have to do anything after I place my order?
Q: How soon after I order my transcripts are they sent?
Q: How soon after they are sent will colleges receive my transcripts?
Q: How will I know my transcript was received?
Q: Can I send a transcript to a college that is not listed on your site?
Q: How many transcripts can I order at once?
Q: Can my parent/guardian order a transcript for me?
Q: Does Docufide offer financial assistance for those that can't afford to pay for a transcript if my school does not pay for the transcript?
Q: I'm an alumnus, can I use Secure Transcript?

Click here for Students answers.

High Schools and Districts

Q: What does it mean to participate in the Minnesota e-Transcript Initiative?
Q. Who can order transcripts with the Secure Transcript system?
Q: Who at the school can use the Secure Transcript system?
Q: Do I need special software?
Q: How long does the Secure Transcript software take to set up?
Q: Can more than one registrar (or other administrative user) access the Secure Transcript system?
Q: We manually add SAT or ACT scores to our transcripts (through stickers or writing on the printed transcript). What do we do when using Secure Transcript?

Click here for High Schools and Districts answers.

Colleges

Q: What does it mean to register our institution to receive e-Transcripts?
Q: How can I verify that transcripts are official?
Q: How did our institution get listed with Docufide?
Q: The mailing address you are using for transcript receipt at our school is incorrect. How do we fix it?
Q: Some high schools formerly provided us with profiles, are they still available?
Q: What formats are currently available for electronic transcripts?
Q: Can more than one person download transcripts for our institution?
Q: How often should I check my Secure Transcript account?
Q: How do I confirm that transcripts have been received?
Q: How do I locate a transcript that I already downloaded?
Q: Can colleges use the Minnesota e-Transcript Initiative to send transcripts?
Q: Who can order transcripts with the Secure Transcript system?
Q: Who at the college can use the Secure Transcript system?
Q: Do I need special software to send transcripts?
Q: How long does the Secure Transcript software take to set up?
Q: Can more than one registrar (or other administrative user) access the Secure Transcript system?

Click here for Colleges answers.

Answers

General Questions
Students
High Schools and Districts
Colleges

General Questions

Q: What is the Minnesota e-Transcript Initiative?

A: The Minnesota e-Transcript Initiative (or ETI) is the name given to the statewide initiative to facilitate the electronic transfer of high school transcripts to colleges and universities throughout the state and nationwide. The Minnesota Office of Higher Education has sponsored a one-time participation fee to provide Docufide's Secure Transcript service to Minnesota schools at a discount under the Midwestern Higher Education Compact's (MHEC) contract.

Q: Who can participate?

A: All secondary and postsecondary schools in Minnesota (public and private) are eligible to become Minnesota e-Transcript participants. Secondary schools can register to send transcript and Postsecondary schools can register to send and receive electronic transcripts.

Q: What are the benefits of participating in the Minnesota e-Transcript Initiative?

A: The Minnesota e-Transcript initiative is intended to provide eligible schools and their students with the convenience of ordering transcripts online and the security and expediency of electronic delivery. Schools will save staff time and postage/paper costs, and students will receive the ease of 24/7 online ordering and the assurance that their request has been processed and their transcript delivered to each of their selected destinations. Furthermore, schools will be able to receive electronic transcripts in a national standard format (PESC XML) when sending schools provide the required information in their transcripts.

Q: Who is Docufide?

A: Docufide is the service provider who has been selected to manage the development and ongoing operation of the Minnesota e-Transcript initiative under the MHEC e-Transcript agreement. Docufide's services are already operational in hundreds of schools in Indiana, one of MHEC's eleven states, through a separate initiative launched in October 2005. Over two-thirds of Indiana schools are now utilizing the service, with more added daily. Over 70% of Indiana's students will have access to the system for this fall's busy transcript season. Docufide also has client schools in 17 other states that have been successfully utilizing the service to send their official transcripts to all accredited colleges and universities nationwide.

Q: What is Secure Transcript?

A: Secure Transcript is the name for Docufide's core transcript delivery service. Versions of this service are currently operational in numerous states. The service allows students to request transcripts online to any destination, schools to process and send the transcripts electronically and registered destinations to receive transcripts as a PDF or PESC XML document.

Q: How much does it cost to send a transcript through Secure Transcript?

A: Minnesota's participation in the MHEC e-Transcript Initiative gives schools a discount ranging between 15% and 49% off standard Secure Transcript fees. Schools can allow students to process the transactional fees online with rates of $2.55 for electronically delivered transcript and $4.25 for destinations that Docufide must print and mail a transcript to on the school's behalf. Schools that wish to subsidize all transcripts must contact Docufide directly at mnetranscripts@docufide.com to determine their annual rate.

Q: How much does it cost to receive a transcript through Secure Transcript?

A: It is free to register and receive transcripts electronically through Secure Transcript. There is no software to download and colleges and universities can register in a quick 10 minute process. Schools will be alerted through e-mail when transcripts are available for download, or alternatively can setup an automated transcript retrieval process using Docufide's SFTP schema.

Q: How does the service work?

A: A student at a participating school visits the Secure Transcript site through a link placed on their school's web site, registers, and chooses where they want to send transcripts. These transcript requests are presented electronically to the sending school's administrator, who approves the request and uploads the student's records to Docufide. Docufide processes these student records, transforming them into XML and temporarily storing them. They are then delivered as official transcripts, electronically or on paper, according to the receiving destination's preference. The student receives e-mail confirmation when the transcripts are approved, when they are sent, and, if delivered electronically, when received as well.

Q: Are these transcripts official?

A: Yes. Participating schools sign an Agreement with Docufide legally appointing them as the school's "agent", allowing Docufide to send official school transcripts on their behalf. Docufide has been delivering official transcripts to colleges in all 50 states since 2003.

Q: How is personal information kept safe?

A: Every sending and receiving institution is authenticated by Docufide, and all transmissions between them are carried over secure channels. Docufide employs the same data security technology that powers today's online banking solutions. When the transcript is to be delivered via mail, Docufide prints it on security paper with the address of the college or university automatically printed on the other side, assuring that it is sent to the correct destination. There is also a unique transcript identification number on every transcript, so that an authorized recipient can query Docufide's online records to authenticate the received transcript.

Q: How soon after transcripts are ordered are they sent?

A: After a transcript order is placed by the student, the school registrar must approve the transcript order and electronically send the transcript information to Docufide. Docufide sends out electronic transcripts immediately, upon receipt of transcript information from the school registrar. Mailed transcripts are typically sent out within one business day after receiving transcript information from the school registrar. A delay at the school in approving transcript requests, and/or uploading transcripts will delay the delivery of transcripts.

Q: What institutions accept transcripts from Docufide?

A: Registered colleges and universities will receive transcripts electronically from Docufide. Those not registered will be mailed a paper copy of the transcript. To date, Docufide has sent official transcripts to over 2,000 colleges and universities as well as the NCAA Clearinghouse, the military, and selected scholarship funds. Docufide regularly updates the list of accredited agencies in response to suggestions from schools and students.

In late 2006 Docufide also introduced the capability to deliver transcripts electronically to any destination globally while maintaining FERPA compliance.

Q: Our school wants to participate. What do we do now?

A: Public or private high schools interested in participating in sending transcripts with Secure Transcript, click here to register.

Colleges or universities looking to register to receive e-Transcripts, click here to register. Colleges or universities looking to register to send transcripts electronically may e-mail mnetranscripts@docufide.com for further information.

Students

Q: Are the transcripts official?

A: Yes. Under the Minnesota e-Transcript Initiative all transcripts sent by Docufide are official. Your school will legally appoint Docufide as its authorized "agent", allowing them to send official school transcripts on its behalf. The transcripts are sent electronically only to those destinations who specifically ask to receive transcripts in that format; otherwise, they are printed on security paper and mailed.

Q: What do I need to order my transcripts online?

A: All you need is an e-mail address and, if your school does not subsidize the fee, a credit or debit card for payment.

Q: How do I track my orders and see if they have been received?

A: Log on to Secure Transcript with your username (the e-mail address you used when you registered) and your password and select 'Order Status'. Here you will see all the transcript requests you have placed, along with the status of each. If the order is complete, it will say 'Order Complete'; otherwise, the order status will inform you of your order's progress through the approval, upload, and delivery stages.

Q: What if I don't have an e-mail address?

A: You can get a free web-based e-mail account from many service providers. Some examples include www.hotmail.com and www.mail.yahoo.com, among others.

Q: Do all colleges accept transcripts from Docufide?

A: Yes. Docufide regularly updates the list of accredited agencies and appreciates your suggestions for colleges not currently available on the site.

Q: How is the personal information I provide through the Secure Transcript Web site used?

A: We ask you to enter your full name, date of birth, gender, graduating class and school for two reasons. The registrar at your school uses this information to uniquely identify you in their system, and if they have any questions, they will e-mail you for more information. Docufide then uses some of this information to confirm that the records sent from your school match your request. Your social security number, when provided, is used to transmit to the college and aids in matching your transcript to your application and other records. Absolutely no personal information is used for any other purpose without your explicit permission.

Q: Do I have to do anything after I place my order?

A: No, we will send out your order and e-mail a confirmation to you. However, you can login to Secure Transcript at any time to check on the status of your order. Simply login through the e-Transcript link on your school's web site and select 'Order Status' From the Options menu at the top of the screen.

Q: How soon after I order my transcripts are they sent?

A: Schools typically take 1-3 business days to approve your request. We will notify you via e-mail as soon as your request has been approved and electronic transcripts will be sent immediately. Paper transcripts are typically mailed within one business day of receipt of the transcript information from your school.

Q: How soon after they are sent will colleges receive my transcripts?

A: All transcripts sent electronically will be available moments after we receive them from your school. All participating MHEC colleges and universities will receive your transcripts electronically. For colleges that do not yet accept transcripts electronically, Docufide will deliver your transcript through the mail.

Q: How will I know my transcript was received?

A: If your transcript is sent electronically, we'll send you delivery confirmation by e-mail as soon as we receive confirmation that it was downloaded by the recipient. If your transcript is mailed, we can confirm that it was sent, but cannot confirm delivery. We encourage you to follow up with the recipient in this case and ask that you keep in mind that it can take up to 3-4 weeks or even longer, after it was mailed, for a college to receive a transcript and record it in their system.

Q: Can I send a transcript to a college that's not listed on your site?

A: You may request the addition of a new college or scholarship fund on the search page at any time. Once Docufide validates the destination, we will add your requested address to our database and notify you within two business days. Your school also has the option to allow 'open orders' Which allows you to order a copy of your transcript to be sent to destinations outside of our database such as employment verification and insurance records.

Q: How many transcripts can I order at once?

A: You can select as many receiving institutions as you wish at one time, ordering one transcript to each. You can also log in again at any time to request transcripts for additional institutions.

Q: Can my parent or guardian order a transcript for me?

A: If you are under 18, your parents or a guardian can order transcripts for you.

Q: Does Docufide offer financial assistance for those that can't afford to pay for a transcript if my school does not pay for the transcript?

A: Docufide does make fee waivers available to students who are requesting transcripts if the student has qualified for and received a fee waiver from The College Board (the organization responsible for the SAT) or ACT. To apply, register at www.docufide.com and notify your school registrar, who will authorize your fee waiver. A credit for four transcripts will be issued to your Secure Transcript account and you will be notified by e-mail.

Q: I'm an alumnus, can I use Secure Transcript?

A: This service is available to you if the year that you graduated is available in the pull-down menu during registration.

High Schools and Districts

Q: What does it mean to participate in the Minnesota e-Transcript Initiative?

A: All high schools in Minnesota are eligible to participate in the e-Transcript Initiative. Colleges and universities who sign up for Secure Transcript as part of the e-Transcript Initiative will be able to receive your transcripts electronically. As part of Minnesota participating in the MHEC e-Transcript initiative, these services are available to your school at discounts of 15% to 49% off standard Secure Transcript rates.

Q: Who can order transcripts with the Secure Transcript system?

A: Any current student and all past students whose records are in your school's online Student Information System (SIS) and whose transcripts appear in the same format as current students when printed. Alumni with records that predate the earliest year electronic records are available may also request transcripts through Docufide however these transcripts must be processed manually from the high school. If you do not want to allow alumni whose transcripts must be processed manually to use Docufide to make these requests please contact Customer Service and only those alumni for whom you have electronic records will be able to register and request transcripts.

Q: Who at the school can use the Secure Transcript system?

A: Anyone designated by the high school's primary contact, typically including registrars and/or guidance counselors. Everything needed to use Secure Transcript is in the downloadable Welcome Kit, which provides step-by-step instructions.

Q: Do I need special software?

A: The only thing you need is the Secure Transcript Client software, a small application which sends student record data to Docufide's servers over secure connections. Your IT support personnel will download the software from our web site and install it on the computer where you process transcripts, in the same manner in which you would install a software driver for a new printer. Note: Secure Transcript software is PC and Mac compatible.

Q: How long does the Secure Transcript software take to set up?

A: Setup typically takes just 10 minutes. The Setup Guide in the Secure Transcript Download Center will walk you through the installation process.

Q: Can more than one registrar (or other administrative user) access the Secure Transcript system?

A: Yes. A primary contact e-mail address and password are required for security reasons. Docufide will contact this designated primary contact with information, updates, or questions.

Q: We manually add SAT or ACT scores to our transcripts (through stickers or writing on the printed transcript). What do we do when using Secure Transcript?

A: There should be no need to manually attach SAT or ACT test scores to your transcripts as students can have these scores sent directly to the college to which they apply. This is how these testing organizations and most colleges prefer to receive them.

Colleges

Q: What does it mean to register our institution to receive e-Transcripts?

A: Minnesota colleges and universities who sign up for Secure Transcript as part of the e-Transcript Initiative will begin to electronically receive a growing number of high school transcripts from high schools throughout MHEC states and the nation. These transcripts will be downloadable as PDF files or PESC XML if your institution is able to receive the transcripts in this data format. If not already registered to receive e-Transcripts, you may do so immediately for free at https://securetranscript.docufide.com/ri.

Q: How can I verify that your transcripts are official?

A: Each participating school district has signed an authorization agreement with Docufide, appointing us as their authorized agent for ordering, processing and delivering official transcripts from their high schools. There is also a unique transcript identification number on every transcript so that an authorized recipient can query Docufide's online records to authenticate the received transcript. The PDF documents also contain an electronic signature to certify that the file has not been altered since download.

Q: How did our institution get listed with Docufide?

A: Docufide has created and keeps current a database of essentially all accredited colleges and universities as well as many other authorized destinations within the United States. This is used to facilitate the processing of transcript requests from students. Docufide delivers transcripts to all colleges and universities in the United States, initially through the mail on security paper to those that have not yet registered.

Q: The mailing address you are using for transcript receipt at our school is incorrect. How do we fix it?

A: While Docufide works hard to maintain an accurate database, your input can help improve services to students, schools, and receiving institutions like yours. During registration, you'll have the ability to review and if necessary update your address in the system. You may also update this information at https://securetranscript.docufide.com/ri.

Q: Some high schools provide us with profiles; are they still available?

A: Yes, you can view available school profiles by registering/logging in and going to 'school information'. The footer of each transcript indicates if an online profile is available for that school.

Q: What formats are currently available for electronic transcripts?

A: Transcripts are currently available as Acrobat PDF image files (which require no integration to receive), PESC-compliant XML and TS130 EDI. Docufide can deliver transcripts through the secure download site or through an automated SFTP process. For more information on both automating the receipt and the loading of transcript data into your SIS, please contact Docufide directly at mnetranscripts@docufide.com.

Q: Can more than one person download transcripts for our institution?

A: Yes. Docufide recommends that a backup administrator be assigned to the account, in addition to the primary administrator. This will ensure that transcripts are always downloaded promptly, even when the primary contact is out of the office.

Q: How often should I check my Secure Transcript account?

A: During the busy admissions season we recommend that you check your Secure Transcript account several times a week to download transcripts. By downloading transcripts and confirming the download, the students receive an automated e-mail informing them that their transcript was received, which should reduce the number of calls your office receives checking on transcripts. Under 'Preferences' You can customize the confirmation e-mail by including a paragraph of text. If you do not regularly check your Secure Transcript account, we will automatically e-mail you when there are transcripts to download.

Q: How do I confirm that transcripts have been received?

A: When you download transcripts from Docufide, you will automatically be taken to a web page that summarizes what has been downloaded and requests that you confirm the download. If not confirmed, you will receive an e-mail asking you to return to Docufide to confirm the download, or download the transcripts again (if not properly received the first time). Docufide does not consider the transcripts delivered until the download has been confirmed.

Q: How do I locate a transcript that I already downloaded?

A: Once a transcript has been downloaded and the download confirmed, it is no longer in your "To Do" list. By going to 'Reports' You can locate a record of that transcript (by searching on any combination of transcript ID number, student last name, high school, or date range) and re-download the transcript when it is 30 days or less from the initial download. After 30 days from delivery, a record of the transcript delivery stays on file, but the transcript itself is no longer available for download.

Q: Can colleges use the Minnesota e-Transcript Initiative to send transcripts?

A: Yes, colleges can send transcripts through the Secure Transcript Service and receive a discount ranging from 15% to 49% off Docufide's standard pricing.

Q: Who can order transcripts with the Secure Transcript system?

A: Any currently enrolled student and all past students whose records are still maintained in your school's Student Information System (SIS) and in the same transcript format as enrolled students.

Q: Who at the college can use the Secure Transcript system?

A: Anyone designated, typically including the registrar and/or admissions personnel. Everything needed to use Secure Transcript is provided at time of installation and training.

Q: Do I need special software to send transcripts?

A: The only thing you need is the Secure Transcript Client software, a small application which sends student record data to Docufide's servers over secure connections. Your IT support personnel will download the software from our web site and install it on the computer where you process transcripts, in the same manner in which you would install a software driver for a new printer. Note: Secure Transcript software is PC and Mac compatible.

Q: How long does the Secure Transcript software take to set up?

A: Setup typically takes just 10 minutes. A comprehensive Setup Guide will be provided during implementation that will walk you through the entire installation process.

Q: Can more than one registrar (or other administrative user) access the Secure Transcript system?

A: Yes, but a primary contact e-mail address and password are required for security reasons. Docufide will contact this designated primary contact with information, updates, or questions.