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Parchment Orders
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There are 3 main types of orders
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: paper replacements, PDFs (pre-2020), and Apostille/Notary
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To create an order from a Parchment request:
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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 Processing apostille and Notarynotary requests 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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     Tulane Paradigm Code Translations https://tulaneregistrar.atlassian.net/wiki/spaces/REGISTRAR/pages/59670559/Ordering+Diplomas+with+Paradigm#Document59670559#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.
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