Send a transcript to the institution
userEducator Xello productXello 6-12 Time7 minutes

When a student sends a transcript request, you can send it directly from your educator account in Xello. There are a few different ways to send a transcript or record it as having been sent, depending on whether the institution is in the Parchment Receiving network, or if the institution has provided a verified email. Additionally, to help your students track the progress of their transcript, you can record alternate delivery methods and add relevant notes.

TipTip: Check out Send a transcript on behalf of a student to learn how to send a transcript when they have not submitted a request. Additionally, learn how to send a transcript to a non-college recipient (such as an employer, NCAA, scholarship provider, and more).

In this article

Send a transcript through Parchment or verified email

If a transcript request is for a college within the Parchment Receive network, you'll be able to send the transcript straight to the institution from your educator account in Xello. Institutions that are in the Parchment Receive network are indicated in the Send by column as Parchment.

For transcript requests that are not within the Parchment Receiving network but are still verified by the institution and Xello, you can send the transcript directly to the verified email from your educator account.

Add document requests page in Xello. Parchment entries in the "Send by" column are highlighted
Click to enlarge
Add document requests page in Xello. Parchment entries in the "Send by" column are highlighted

To send a student’s requested transcript to an institution within the Parchment Receive network:

  1. From your educator account, under Features, click College and select Application manager.
    Educator account in Xello. In the left menu, Features is open. The College menu is also open and the cursor is selecting Application manager.
    Click to enlarge
    Educator account in Xello. In the left menu, Features is open. The College menu is also open and the cursor is selecting Application manager.
    • Or, from your dashboard, click the College applications banner.
  2. In the relevant Document requests tile (Initial, Mid-year, or Final), click the number next to Transcripts. This will open the list of incomplete document requests that include the transcript type you selected.
    College applications page in Xello. The tile called "Initial" is highlighted. The cursor is clicking the number next to Transcripts to open the list of student requests filtered by initial transcripts
    Click to enlarge
    College applications page in Xello. The tile called "Initial" is highlighted. The cursor is clicking the number next to Transcripts to open the list of student requests filtered by initial transcripts
  3. Browse or use the search bar directly above the student list to search for the student whose request you plan to complete.
    Document requests page in Xello. The search bar is highlighted
    Click to enlarge
    Document requests page in Xello. The search bar is highlighted
  4. Locate the student and click the progress wheel to open a side panel with the student's requests.
  5. Next to the transcript request, click the three-dot icon and select Send transcript.
    A student's college applications requests. Next to Transcript, the menu is open and the cursor is clicking Send transcript.
    Click to enlarge
    Document center in Xello, on the Matched tab. In a student's row, the three-dot menu is open and Send document is being selected
    • The request will move down to the History section so you and other educators can easily view the progress of the document.
    • To view the transcript before sending it, click View transcript.
    • A feedback bar at the top of the screen will confirm the transcript has been sent.
    • If you have another method for sending the transcript, click Record as sent and add the delivery method. Capturing this in Xello will be helpful for yourself, other educators, and the student to view the progress of the transcript.
      A student's application requests. The educator has clicked Record as sent. The modal is open with the fields to add a date, the delivery method, and any additional notes.
      Click to enlarge
      A student's application requests. The educator has clicked Record as sent. The modal is open with the fields to add a date, the delivery method, and any additional notes.

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Send a transcript by custom email

If the requested transcript is for an institution outside of Parchment's Receiving network, or doesn't have a verified email, you can still send the transcript to the admissions office via custom email.

Before sending the transcript, it's a good idea to contact the admissions department at the institution to confirm the preferred transcript delivery method or email address.

To send a transcript by custom email: 

  1. From your educator account, under Features, click College and select Application manager.
    Educator account in Xello. In the left menu, Features is open. The College menu is also open and the cursor is selecting Application manager.
    Click to enlarge
    Educator account in Xello. In the left menu, Features is open. The College menu is also open and the cursor is selecting Application manager.
    • Or, from your dashboard, click the College applications banner.
  2. In the relevant Document requests tile (Initial, Mid-year, or Final), click the number next to Transcripts. This will open the list of incomplete document requests that include the transcript type you selected.
    College applications page in Xello. The tile called "Initial" is highlighted. The cursor is clicking the number next to Transcripts to open the list of student requests filtered by initial transcripts
    Click to enlarge
    College applications page in Xello. The tile called "Initial" is highlighted. The cursor is clicking the number next to Transcripts to open the list of student requests filtered by initial transcripts
  3. Browse or use the search bar directly above the student list to search for the student whose request you plan to complete.
    Document requests page in Xello. The search bar is highlighted
    Click to enlarge
    Document requests page in Xello. The search bar is highlighted
  4. Locate the student and click the progress wheel to open a side panel with the student's requests.
    • In the Send by column, it will be labeled as Email.
  5. Next to the transcript request, click the three-dot icon and select Send transcript.
    A student's college applications requests. Next to Transcript, the menu is open and the cursor is clicking Send transcript.
    Click to enlarge
    Document center in Xello, on the Matched tab. In a student's row, the three-dot menu is open and Send document is being selected
  6. In the modal window that pops up, enter the email address where you'd like to send the transcript.
    Modal window called Send transcript by email. States that the institution has not provided a verified email address. There's a field to enter the email address.
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    Transcripts page in Xello. Cursor has selected a menu with the option to Send transcript
  7. Click Done.
    • A feedback bar at the top of the screen will confirm the transcript has been sent.

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Record a transcript as sent

If you're sending the transcript to the institution by a method other than through Parchment or email, you can record how and add a note. This is helpful for yourself, other educators, and the student to view the progress of the transcript.

Choose from the following delivery methods: 

  • Online application portal - e.g. Common App, Common Black College App, Coalition Application
  • College application system - e.g. CalState Apply, UC Application
  • Transcript service - e.g. National Student Clearinghouse, TRex, FASTER
  • Mail
  • In person
  • Other

To record a transcript as sent:

  1. From your educator account, under Features, click College and select Application manager.
    Educator account in Xello. In the left menu, Features is open. The College menu is also open and the cursor is selecting Application manager.
    Click to enlarge
    Educator account in Xello. In the left menu, Features is open. The College menu is also open and the cursor is selecting Application manager.
    • Or, from your dashboard, click the College applications banner.
  2. In the relevant Document requests tile (Initial, Mid-year, or Final), click the number next to Transcripts. This will open the list of incomplete document requests that include the transcript type you selected.
    College applications page in Xello. The tile called "Initial" is highlighted. The cursor is clicking the number next to Transcripts to open the list of student requests filtered by initial transcripts
    Click to enlarge
    College applications page in Xello. The tile called "Initial" is highlighted. The cursor is clicking the number next to Transcripts to open the list of student requests filtered by initial transcripts
  3. Browse or use the search bar directly above the student list to search for the student whose request you plan to complete.
    Document requests page in Xello. The search bar is highlighted
    Click to enlarge
    Document requests page in Xello. The search bar is highlighted
  4. Locate the student and click the progress wheel to open a side panel with the student's requests.
  5. Next to the transcript request, click the three dot icon and select Record as sent.
    Transcripts page in Xello. Cursor has selected a menu with the option to Record as sent.
    Click to enlarge
    Transcripts page in Xello. Cursor has selected a menu with the option to Record as sent.
  6. In the modal, add the date, how you sent the transcript, and any additional notes.
    A student's application requests. The educator has clicked Record as sent. The modal is open with the fields to add a date, the delivery method, and any additional notes.
    Click to enlarge
    A student's application requests. The educator has clicked Record as sent. The modal is open with the fields to add a date, the delivery method, and any additional notes.
    • Other educators and the student will be able to see the note.
  7. Click Done.

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Additional resources

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    recordingCollege Application manager overview New

    Check out this overview to learn how educators can efficiently manage all student college application requests, transcripts, and recommendation letters from a single, centralized dashboard.

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    In this course, you'll learn to import and view student transcripts; view and fulfill transcript requests; track their progress; and feel confident in helping students request transcripts in their college application journey.

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