Process Alumni Document Requests (Transcripts, Certificates, Letters)
Requests from the public page appear under Requests; move them New to Being prepared to Ready to Completed, or Decline with a reason, and the requester is emailed.
For School administrators. Updated 2026-10-09.
Overview
On the public alumni page, a visitor chooses Request a document and supplies Full name, Email, optional Phone, Year you finished, What do you need? (Transcript, Certificate copy, Testimonial or Verification letter) and extra details. Admins are notified "Alumni request".
On the Requests tab (badge shows open requests) each row shows who asked, what for, details, received date and status: New, Being prepared, Ready, Completed, or Declined. Row buttons: Start (New to Being prepared), Mark ready (opens a dialog with an optional note), Mark completed (from Ready), and Decline (requires a Reason).
Filter by status and search by name or email. Changing status to Ready, Completed or Declined sends the requester a courtesy email with the school name and any note; delivery is skipped for invalid or test addresses and a failure never undoes the update. The staff member who processed it is shown on the row, and status changes are audit logged.
If the request email matches a directory profile, it is linked to it. Updating needs the “edit alumni” permission.
Before you start
- The “edit alumni” permission permission (Admin)
- Email delivery configured for the requester to be notified
Steps
- Open Alumni and select the Requests tab
- Select Start when you begin preparing the document
- Select Mark ready, add an optional note about collection, and confirm
- When delivered, select Mark completed
- To refuse, select Decline and give the Reason
Common problems
Error "Say why the request cannot be processed, so the person can be told."
Declining needs a reason in the note box.
The requester says they got no email
Emails are sent only when status changes to Ready, Completed or Declined and the address is valid and email delivery is set up. Contact them directly using the email or phone on the row.
Can I send the transcript from this page?
No. The page tracks the request and notifies the person; prepare the document in the school office or through Certificates.