9.2 Producing Electronic Transcripts
Purpose: Use this document as a reference for how to produce electronic transcripts in ctcLink
Audience: Student Records.
Send Electronic Transcripts
Suppose the transcript information you are trying to send only exists in Legacy. In that case, you have to either send the transcript from Legacy or manually convert the student's record into ctcLink before sending the transcript from ctcLink.
Navigation: NavBar > Navigator > Records and Enrollment > Transcripts > Electronic Transcripts > Electronic Transcript Request
- The Electronic Transcript Request search page displays.
- Enter Search Criteria to identify your student.
- Select the Search button.
- The Transcript Request tab displays.
- Enter Academic Institution.
- Enter Transcript Type.
- Enter Request Reason.
- Select the Address tab.
- The Address tab displays.
- Select Specify External Org ID. The Org ID and Location Nbr fields appear.
- Enter Org ID.
- Enter a Location Nbr.
Note: Neither the Send Options nor the Request History tab is used for this process.
- Select the Save button.
- For multiple transcript requests, navigate back to Transcript Request tab.
- Press the [+] button to add new row. Repeat steps 5-13.
- The Date Processed will remain blank until the transcript has been processed.
- The Date Processed field will reflect the date the process successfully completed.
The following query will identify transcripts that were sent by your institution within a specific date range:
- QCS_SR_ELEC_TRANS_SENT
- Here is a list of colleges to whom you can send electronic transcripts. If you select any other Org ID, you will get an error message, and the transcript will not be sent.
| ORG ID | Legacy Cd | Description |
|---|---|---|
| 000142102 | 280 | Bates Technical College |
| 000141996 | 080 | Bellevue College |
| 000141627 | 250 | Bellingham Technical College |
| 000141993 | 180 | Big Bend Community College |
| 000141162 | 300 | Cascadia College |
| 000142008 | 420 | Central Washington University |
| 000142009 | 121 | Centralia College |
| 000142018 | 140 | Clark College |
| 000141964 | 290 | Clover Park Technical College |
| 000142037 | 190 | Columbia Basin College |
| 000142217 | 330 | Eastern Washington University |
| 000142222 | 230 | Edmonds Community College |
| 000142219 | 050 | Everett Community College |
| 000142246 | 020 | Grays Harbor College |
| 000100453 | 100 | Green River College |
| 000142261 | 090 | Highline College |
| 000140105 | 260 | Lake Washington Technical College |
| 000142304 | 130 | Lower Columbia College |
| 000142428 | 063 | North Seattle College |
| 000142446 | 030 | Olympic College |
| 000142477 | 010 | Peninsula College |
| 000142059 | 110 | Pierce College |
| 000139628 | 270 | Renton Technical College |
| 000141998 | 062 | Seattle Central College |
| 201000000 | 065 | Seattle Vocational Institute |
| 000142574 | 070 | Shoreline Community College |
| 000142540 | 040 | Skagit Valley College |
| 000142442 | 240 | South Puget Sound Community College |
| 000142590 | 064 | South Seattle College |
| 000100545 | 171 | Spokane Community College |
| 000142583 | 172 | Spokane Falls Community College |
| 000142629 | 220 | Tacoma Community College |
| 000142655 | 410 | University Of Washington |
| 000142357 | 411 | UW Bothell |
| 000144955 | 413 | UW Evening |
| 000142340 | 412 | UW Tacoma |
| 000142736 | 200 | Walla Walla Community College |
| 000142546 | 400 | Washington State University |
| 000144781 | 150 | Wenatchee Valley College |
| 000142722 | 440 | Western Washington University |
| 000139947 | 210 | Whatcom Community College |
| 000144952 | 401 | WSU Spokane |
| 000144953 | 402 | WSU SW Washington |
| 000144954 | 403 | WSU Tri-Cities |
| 000100571 | 160 | Yakima Valley College |
- Process complete.
Wendy Crozier
I'm wondering why it is "Save" and not "Process" that you choose. I didn't see an explanation
Tanjagay Martin
A reason hasn't been identified, but you are correct--Save is the correct button to use.
Janel Middleton
It is conflicting while viewing screens intended for printing transcripts it reads Student’s Home Page at the top. Am I missing something?
Tanjagay Martin
Hello Janel, Thank you for your comment. The Student Hompage (in the upper-left corner of the image) happens to be the last page that the person was on in the system before navigating to the Electronic Transcript Request page. Respectfully, Tanjagay Martin | Functional Trainer CS Core
Mary Vincent
There used to be a link to a list of colleges that included both the ORG ID and the Location Number for electronic transcripts. The list above does not include the location number and the link to the list in my older version for sending electronic transcripts has gone dead. Where do I find the list with the Location Number included now? I know most of the colleges have '1' as a location number but as I recall, there were a few colleges with '2' as their location number.
Thanks Everyone!
Tanjagay Martin
Hi Mary, Thank you for your question. On the Address tab, once you've identified an Org ID, you can select the Location Nbr looking glass to view the location number.
Molly Zinkle
Hi! What happens if you push the process button on accident... asking for a friend.
Also is there a way to see all electronic transcripts you'd sent and if the colleges have received/ opened them?
Thanks!
Molly
Tanjagay Martin
Hello Molly, It is greatly appreciated that you commented. Clicking the Process button will prevent the transcript from being sent. Instead of clicking Process, save the page. Have a fantastic day, Molly! ~Tanjagay Martin | CS Core Trainer
Tinh Le
Hi, do you have any query/ report will identify transcripts that were NOT posted the DATE PROCESSED? We have sent many electronic transcripts daily, it wastes a lot of time to check back the transcript we sent in the next date to make sure it is processed successfully. Thank you.
Tanjagay Martin
Hi Tinh,
Thanks for asking such an excellent question. The query QCS_SR_ELEC_TRANS_SENT will provide you with Date Processed information. Have a fantastic day. ~Tanjagay Martin | CS Core Trainer