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Parchment Orders
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 There are 3 main types of orders - paper replacements, PDFs (pre-2020), and Apostille/Notary |
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Add the order to the Excel sheet:
Copy the “name on your diploma” exactly to the column in the sheet FULL_NAME (column I)
You do not have to enter all of the name fields.
Copy the Student ID if the learner has included this information to STUDENT_ID (Column D); leave that blank for now if they have not.
Copy the address - either email address, if it is a PDF, to TULANE_EMAIL (Column Q); or physical address, if it is a paper replacement (NOT an Apostille/Notary order) to the address columns J-O.
If this is an Apostille or Notary order, leave the address blank. You will add “Ship to Tulane - Apostille/Notary (+ Transcript)” with the applicable details to the COMMENTS (Column AE)
See Apostille and Notary for more information about how to notate which type of Apostille or Notary document you are ordering.
Complete the fields AA-AE as is applicable to the type of order you are placing, to instruct the printer:
PDFs - DUPLICATE - N; CED - Y; PRINT_DOC - N; HOLD IN CART - N; COMMENTS - CeD
Paper - DUPLICATE - Y; CED - N; PRINT DOC - Y; HOLD IN CART - N; COMMENTS - (blank)
Apostille/Notary - DUPLICATE - Y; CED - N; PRINT DOC - Y; HOLD IN CART - N; COMMENTS - Ship to Tulane - Apostille/Notary/Apostille + Transcript/Notary + Transcript
Once you have added as much information as you possibly can from the Parchment screen, your order should look similar to the sheet below:
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Lost, Damaged, and Previously Held Orders
Students will also contact Diplomas@tulane.edu for an original document order to be placed.
The student may have never received their original due to it being lost in the mail.
The student may have received the original, but it was damage during shipment, or there was a mistake in their name.
The student may have had a hold on their diploma order due to Accounts Receivable, but that hold has since been cleared and they are ready for a shipment.
The student’s awarding may have changed, and a new original needs to be ordered (a rarity).
You will need to collect the following information from a student in order to place an order without the Parchment screens assisting:
Full name they would like to appear on the diploma. (If this is a recent order redo, you can also find this on SHADIPL).
The address where they would like their diploma sent.
Their student ID.
Add the order to the Excel sheet:
Copy the “name on your diploma” exactly to the column in the sheet FULL_NAME (column I)
You do not have to enter all of the name fields.
Copy the Student ID if the learner has included this information to STUDENT_ID (Column D); leave that blank for now if they have not.
Copy the address.
include an email address as well as a physical address if the student graduated in 2020 or later and this is a correction for a mistake in the name, a previously held diploma, or an updated awarding. The order will also be indicating that a new CeD should be generated with the paper original.
Complete the fields AA-AE as is applicable to the type of order you are placing, to instruct the printer:
Lost/Damaged: DUPLICATE - N; CED - N; PRINT_DOC - Y; HOLD IN CART - N; COMMENTS - Lost Reorder/Damaged Reorder
Held**/Mistake/Changed - DUPLICATE - N; CED - Y; PRINT_DOC - Y; HOLD IN CART - N; COMMENTS - Held Order/Mistake Reorder/Updated Reorder
** IF the student’s diploma was held, but they graduated BEFORE 2020, do NOT generate a CeD for them: therefore, CED - N.
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Now that you have entered all of your names and addresses for orders waiting printing and shipment, you will need to add the degree information.
Degree Information
In order to include the degree information on the order, you will need to have the following tools at hand:
Tulane Paradigm Code Translations - Some older major, degree, or school codes may need to be added to the database Paradigm maintains for Tulane. If you are unsure, check the sheet for the codes listed on the students' records, and use this as a guide if you have never seen a code before as well.
The Sample Spreadsheet - this document shows examples of how to complete the sheet, but also indicates which type of documents (i.e. paper) are available and should be used.
The options below are available:
Document Types |
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UGRAD - for NTC students; undergraduates from Fall 2006 and later. |
MED - for MD/MD students only. |
GRAD - for ALL graduate and professional degrees other than MD, regardless of gradaution term. |
PA - for the colleges PA, NC, CS, PT, AS, EN, UC, UP; for the colleges BS, LA, SE from ONLY before Fall 2006. |
HON - for honorary diplomas. |
UD - for the NTC students with PA majors, signified as college = UD. |
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     Tulane Paradigm Code Translations https://tulaneregistrar.atlassian.net/wiki/spaces/REGISTRAR/pages/59670559/Ordering+Diplomas+with+Paradigm#Document-Types   |
Once you have added the relevant information for each line of the order, you will need to verify that the learner does not have a hold on their account preventing the release of their document.
Navigate to SOAHOLD.
Enter the student ID.
Review the holds for any mention of the word “diploma” or hold types BD, B3, B2, etc. that have an END DATE which is GREATER THAN TODAY. If the date is in the future, we cannot release the diploma.
If you find a diploma which needs to be held is a Parchment order, revisit the order and Cancel the order as described above under the section “Cancelling a PDF from the wrong year” but instead, select “Learner has a hold” and include the following comment:
Your diploma cannot be released due to a hold with accounts receivable. Please contact their office at 504.865.5368. Once you are able to resolve the hold, you will be able to place a new order. This order will be refunded.
Remove the order line from the Excel sheet.
If the diploma is not a Parchment order, remove the order line from the Excel sheet and contact the student via email, with the same message as above, excluding the information about a refund.
Once you have ensured that none of the diplomas you are ordering have a hold against their release, you are ready to upload the document to Paradigm.
Save the document As: Mixed Reorder, Standard/Rush, Date in Registrar > Paradigm > Reorders 202x (using the year you are currently in).
Select Standard or Rush based on the type of processing you plan to order this under.
Any order with an apostille/notary diploma order must be done on a gold rush order.
Any order with a faster than USPS shipping selection must be done on a gold rush or platinum order.
Uploading the Order to Paradigm
Log into Paradigm.
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  You may need to select “Place an Order” in either or both of these places.  Select the type of order you are placing, the shipping (all shipments to Tulane come UPS, regardless of your selection here), the order type, and the PO# in use this year.  Confirm the signatures and titles have not changed. If changes need to be made, update the signatures before placing an order - leave this order form.  Select Direct Mailing to Students; shipments to Tulane will still come to the Registrar’s Office via UPS.  Select a file to upload (Registrar > Paradigm > Reorders 202x); click upload file. Enter your name and phone number. Any comments regarding the order can be placed in the order notes above.  Review the order for accuracy and click Submit. |
You will receive an email at the account user’s email address when placing an order, to confirm receipt.
Searching for Orders
A student may request information about the tracking of an order, after having placed a replacement order or after graduation.
Log in to Paradigm.
Select “paper credential search”
Enter the student’s diploma name, or their student ID.
Access information about the address, the tracking information, etc. by clicking through the various tabs, and share that information with the graduate.
If the search brings no results, check to see if the student’s diploma is on hold (or may have been at the time of graduation) and contact the student about resolving the hold.
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