The Texas Records Exchange (TREx) 2016-2017 Cynthia Nemons,Primary TREx Contact Allease Shepard, Secondary TREx Contact Stephanie Hooks, Additional TREx Contact Welcome to the Texas Records Exchange (TREx) Training. The TREx contacts are: Cynthia Nemons, Primary TREx Contact. Allease Shepard, Secondary TREx Contact Stephanie Hooks, Additional TREx Contact HOUSTON INDEPENDENT SCHOOL DISTRICT Federal and State Programs

Objectives To supplement the TEA online training modules To successfully complete the training assessment The goal of this training is to supplement the TEA online training modules. You will also be asked to complete an assessment at the end of the training. Federal and State Compliance Federal and State Programs

Training Agenda Introduction Part I-Access to the Appropriate Programs Part II-Create a Folder on your desktop for TREx Part III-Processing Items Requiring Attention Generating the Student Extract Adding Attachments The training will include an introduction; information on access to the appropriate programs; how to generate a student extract in Chancery, and add attachments to a TREx student record. Federal and State Compliance Federal and State Programs

TREx Overview TEAL and TREx Introduction TREx Overview TEAL and TREx Introduction TREx Overview TEAL and TREx Federal and State Compliance Federal and State Programs

TREx Overview Texas Records Exchange is the name selected for the electronic student record system required by House Bill 1 passed by the 3rd special session of the 79th Texas legislature. TEC 7.010 requires that education records be sent electronically within 10 working days of request by a district in which the student has enrolled, including information on course completion, teachers, special ed, IEP, and personal graduation plans. Texas Records Exchange is the name selected for the electronic student record system required by House Bill 1. TEC 7.010 requires that education records be sent electronically within 10 working days of the request. Federal and State Compliance Federal and State Programs

TREx Overview School Registrars and those with a TREx role can use TREx to send and receive student records and transcripts from one school to another. High School Registrars are able to use TREx to send transcripts to institutes of higher education who subscribe to the UT SPEEDE server. School Registrars and those with a TREx role can use TREx to send and receive student records and transcripts from one school to another. High School Registrars are able to use TREx to send transcripts to institutes of higher education who subscribe to the UT SPEEDE server Federal and State Compliance Federal and State Programs

Access to the Appropriate Part I Access to the Appropriate Programs Part I Access to the Appropriate Programs Federal and State Compliance Federal and State Programs

Access to Appropriate Programs Chancery SMS – Approved role Elementary & Middle – TREx High Schools – High School Registrar TEAL (TEA Login) Campus Registrar Role TREx You must have Chancery access and the appropriate role. If you are on an elementary or middle school campus, you will have the TREx role. If you are a high school registrar, you will have the necessary access using your high school registrar role. You must have a TEAL account. Using your TEAL account, you will request access to TREx. Federal and State Compliance Federal and State Programs

Chancery SMS Complete required training at http://sishelp/. Fax completed SIS Security Request Form to Chancery. Call 713-556-6744 with questions. For Chancery access: Complete required training at http://sishelp/. Fax completed SIS Security Request Form to Chancery. Call 713-556-6744 with questions. Federal and State Compliance Federal and State Programs

TEAL Complete TEAL End User Awareness Training (7 pages). Apply for TEAL account at https://pryor.tea.state.tx.us/. For a TEAL Account: Complete TEAL End User Awareness Training (7 pages). Apply for TEAL account at https://pryor.tea.state.tx.us/. Federal and State Compliance Federal and State Programs

TREx Access Access Instructions TEA Emails Username and Password TEAL/TREx Access Instructions Faxing the principal signed Federal & State Compliance form to 713-556-6751 Applying on line (TEA Website) TEA Emails Username and Password For TREx Access: Step 1: Complete the TREx HoustonISD Application & Verification form and fax it to Federal & State Compliance. The fax number is 713-556-6751. Step 2: You must have a TEAL account to complete this step. Apply for TREx using your TEAL account. Before you apply for access review the “Requesting Access to an Application” section within the TEAL User Awareness Training for instructions. Once you have reviewed the instructions, request access to TREx. Use the TEA username and password emailed to you to log into TREx. Federal and State Compliance Federal and State Programs

Create a folder on your desktop for TREx Part II Create a folder on your desktop for TREx Part II Create TREx folder Federal and State Compliance Federal and State Programs

TREx Folder on Desktop 2 3 4 1 Click start Click on Tools Select Map Network Drive Select My Computer 4 1 REVISE per CN………….To map a drive in Windows, from the Start Menu, click on “My Computer”. Pull down the menu under “Tools” to “Map Network Drive”. In the box marked “Folder”, type \\schoolname-bdc\sasi, using your own school’s name in the space “schoolname”. Select Reconnect at logon and click Finish. Choose Drive Type Folder Name Select Reconnect at logon Click Finish Click start Federal and State Compliance Federal and State Programs

TEAL and TREx Enter TEA username and password To access TREx, you must have a TEAL account. Do you remember the website? It is https://pryor.tea.state.tx.us/. Enter TEA username and password Federal and State Compliance Federal and State Programs

TEAL and TREx Campus Registrar link Federal and State Compliance When you have a TEAL account and access to TREx, you log into TREx by clicking on the campus registrar link. Campus Registrar link Federal and State Compliance Federal and State Programs

TREx All items requiring attention should have a zero by the link To process TREx items click on each link under the Items Requiring Attention heading. As they are processed the number will be reduced. All items requiring attention should have a zero! Before you begin processing TREx items requiring attention, you must have access to the appropriate programs and view the TEA online training modules located on the TREx website. All items requiring attention should have a zero by the link Federal and State Compliance Federal and State Programs

Processing All Items Requiring Attention Part III Processing All Items Requiring Attention Part III Processing all items requiring attention………………………… Federal and State Compliance Federal and State Programs

Fulfilling an Out-of-District Records Request Generate an extract for out-of-district requests Open Chancery SMS where HISD stores student records. Run the extract in Chancery to remove a copy of the record. Save the extract file to the TREx folder on the desktop. Exit Chancery. Login and use TREx to upload the file from the desktop or the folder where you saved it Send the record through TREx. Fulfilling an Out-of-District Records Request You are going to: Generate an extract for out-of-district requests. You must log into to TREx, click on Inbound Requests and note the out-of-district students who require extracts. Open Chancery SMS. Run the extract in Chancery. Save the extract in your campus TREx folder located on the desktop. Log into TEAL/TREx to upload the file from your TREx folder. and Send the record through TREx. Federal and State Compliance Federal and State Programs

Part III Generating the Student Extract Federal and State Compliance Federal and State Programs

Step 1: Enter student’s name Enter student’s name, hit enter, and look for date of birth. Can copy student ID. Step 1: Log into Chancery to create the student extract. Enter the student’s last name, first name and hit enter. Look for the date of birth to ensure you choose the correct student. Note the student’s HISD student identification number. Federal and State Compliance Federal and State Programs

Step 2: Switch role If you are not a high school registrar, go to Actions, Switch Role and choose TREx Role. Step 2: If you are not a high school registrar, go to Actions, Switch Role and choose TREx Role. Federal and State Compliance Federal and State Programs

Step 3: Click on District Set Up Federal and State Compliance Federal and State Programs

Step 4: Click on Generate Extract Federal and State Compliance Federal and State Programs

Step 5: Click on TREX NEW Click on TREX NEW Federal and State Compliance Federal and State Programs

Step 6: Click Generate Step 6: Click in TREX NEW box, enter HISD student identification number, and click Generate. Click in TREX NEW box, enter HISD student ID number, and click Generate Federal and State Compliance Federal and State Programs

Step 7: Click Refresh Click Refresh Federal and State Compliance Step 7: Click Refresh until TREX NEW becomes a hyperlink and the status is complete Click Refresh Federal and State Compliance Federal and State Programs

Step 8: Click on the TREX NEW hyplerlink Step 8: Click TREX NEW hyperlink Click TREX NEW hyperlink Federal and State Compliance Federal and State Programs

Step 9: Note file name Naming Convention Federal and State Compliance Step 9: Note the naming convention used Federal and State Compliance Federal and State Programs

Step 10: Click Save Click Save Federal and State Compliance Federal and State Programs

Step 11: Save the extract in a secure location Save in SASI TREx folder DO NOT CHANGE THE NAME OF THE FILE Step 11: Note the save location select the TREx folder. Do not change the name of the file! Now upload into TREx Manage Records/Transcripts to add attachments. Remember, you must view the TEA TREx training module to complete this step. Click Save Federal and State Compliance Federal and State Programs

Step 12: TREx Manage Records/Transcripts Step 12: To upload a student extract (record), go to TREx Manage Records. Manage Records/Transcripts Federal and State Compliance Federal and State Programs

Step 13: Uploading a Data File C E D A B A – After choosing the Upload button, select the Browse… button to navigate to the student’s data file. B – Locate the data file to upload and select the Open button. C – The network path location of the data file appears. D – Select the Upload button. A process bar displays. Results of the data validation process appear, allowing you to view any Errors or Warnings that result out of the upload process. Errors must be resolved within the data file from your Student Information System. Correcting Warnings is up to your discretion. E –To proceed, select the Done>> button. Step 13: Uploading a Data File A – After choosing the Upload button, select the Browse… button to navigate to the student’s data file. B – Locate the data file to upload and select the Open button. C – The network path location of the data file appears. D – Select the Upload button. A process bar displays. Results of the data validation process appear, allowing you to view any Errors or Warnings that result out of the upload process. Errors must be resolved within the data file from your Student Information System. Correcting Warnings is up to your discretion. E –To proceed, select the Done>> button. Federal and State Compliance Copyright 2007 Texas Education Agency Federal and State Programs 32

Step 14: Results Federal and State Compliance A –If successful, you can view by selecting the PDF link. Step 14: Results A – If successful, you can view the student record by selecting the PDF link You are now ready to add attachments Federal and State Compliance Copyright 2007 Texas Education Agency Federal and State Programs

Part III Adding Attachments Federal and State Compliance Federal and State Programs

Adding Attachments Generate the extract in Chancery SMS Go to Manage Records/Transcripts in TREx Upload Chancery extract and view as a PDF Scan the attachments Save with the correct naming convention Save in the TREx folder on the desktop. Click Add Attachments on the line with the student record to complete the process Adding Attachments Add attachments to records being sent out-of-district: You are going to: Generate the extract in Chancery SMS Go to Manage Records/Transcripts in TREx Upload the Chancery extract and view as a PDF noting what is missing Missing information can be a birth certificate, LEP records, or IEP documents The first page of the PDF student record will indicate the special population codes. Scan the attachments Save with the correct naming convention Save in the TREx folder on the desktop Click Add Attachments, in TREx, on the line with the student record to complete the process Federal and State Compliance Federal and State Programs

Naming Conventions for Attachments ####LastName_FirstName_Descriptor## #### = last 4 digits of the Student ID LastName = student’s last name FirstName = student’s first name Descriptor = le (Limited English Proficiency (LEP) attachment) ## - two-digit generation number (01-99)* to allow for multiple attachments within type Naming Conventions for Attachments When you scan the missing information, you must save the file using the TEA naming convention. The naming convention consists of the last 4 digits of the student ID, student’s last name, student’s first name, descriptor and a two digit generation number. Federal and State Compliance Federal and State Programs

Descriptors for Attachments le - Limited English Proficiency (LEP) attachment im - Immunization record attachment) gt - Gifted/Talented (GT) attachment, such as a GT profile ms - Miscellaneous record ot - Other – to be used for any document that the district is uncomfortable giving any indication of what is contained within the document tl - Transcript Legend Descriptors for Attachments le - Limited English Proficiency (LEP) attachment im - Immunization record attachment) gt - Gifted/Talented (GT) attachment, such as a GT profile ms - Miscellaneous record ot - Other – to be used for any document that the district is uncomfortable giving any indication of what is contained within the document tl - Transcript Legend Federal and State Compliance Federal and State Programs

Numbers for Attachments ## - two-digit generation number (01-99)* to allow for multiple attachments within type *Note: Numbers 81-89 under ms (miscellaneous record) are strictly reserved for Disciplinary Action AttachmentsDisciplinary Action attachments. *Note: Numbers 91-99 under ms (miscellaneous record) are strictly reserved for Individual Education Plan (IEP) attachments. Numbers for Attachments ## - two-digit generation number (01-99)* to allow for multiple attachments within type *Note: Numbers 81-89 under ms (miscellaneous record) are strictly reserved for Unexpired Disciplinary Action Attachments. *Note: Numbers 91-99 under ms (miscellaneous record) are strictly reserved for Individual Education Plan (IEP) attachments. Federal and State Compliance Federal and State Programs

Examples of Attachments The student record extract file is named: 1234Shaw_Laura_stu The attachments are named: 1234Shaw_Laura_im01(Immunization Record) 1234Shaw_Laura_le01(LEP Assessment Profile) 1234Shaw_Laura_le02(Second LEP document) 1234Shaw_Laura_ms01(Testing document) 1234Shaw_Laura_ot81-Unexpired Disciplinary Action document 1234Shaw_Laura_ot91(IEP document) Examples of Attachments The student record extract file is named: 1234Shaw_Laura_stu If you are sending a LEP record: 1234Shaw_Laura_le01(LEP Assessment Profile) If you are sending an immunization record: 1234Shaw_Laura_im01(Immunization Record) Now that you have scanned and saved the missing information using the TEA naming convention, you are ready to upload and attach the documents in TREx Manage/Records Transcripts. Remember, you have created and uploaded the student extract prior to creating your attachments. Log into TREx and click on Manage/Records Transcripts to locate your uploaded record. Once you have scanned and saved the missing information using the TEA TREx naming convention, you are ready to add the attachments. Federal and State Compliance Federal and State Programs

Step 1: Locate the student record Step 1: Locate the student record in TREx Manage/Record Transcripts Federal and State Compliance Copyright 2007 Texas Education Agency Federal and State Programs

Step 2: Click Add attachment B A – Student record/transcripts that you accept and receive also can be found in the Manage Records location. If the record includes attachments, you can view or download them by selecting the Attachments link after you have accepted the record. B – Select the Add attachment link to add an attachment to a student’s record. Step 2: Click Add attachment A – Student record/transcripts that you accept and receive also can be found in the Manage Records location. If the record includes attachments, you can view or download them by selecting the Attachments link after you have accepted the record. B – Select the Add attachment link to add an attachment to a student’s record. Federal and State Compliance Copyright 2007 Texas Education Agency Federal and State Programs

Step 3: Click Browse and complete the process A – select the Browse button to find an attachment. Navigate to the location of the file and select the Open button. B – After adding an attachment (A), TREx automatically prompts you to be able to add another attachment. C – Select the Upload button to finish the attachment upload process. D – Select the Cancel button to end the add attachment process without uploading the attachment file. A B C D Step 3: Click Browse and complete the process A – select the Browse button to find an attachment. Navigate to the location of the file and select the Open button. B – After adding an attachment (A), TREx automatically prompts you to be able to add another attachment. C – Select the Upload button to finish the attachment upload process. D – Select the Cancel button to end the add attachment process without uploading the attachment file. Federal and State Compliance Copyright 2007 Texas Education Agency Federal and State Programs

Step 4: Results Federal and State Compliance A –If the record includes attachments, you can view or download them by selecting the Attachments link after you have accepted the record. Step 4: Results A – If the record includes attachments, you can view or download them by selecting the Attachments link after you have accepted the record. You are now ready to fulfill the out-of-district request. If necessary, please view the TREx online training module titled Sending a Record. Federal and State Compliance Copyright 2007 Texas Education Agency Federal and State Programs

Logout of TREx Federal and State Compliance A – Select the Logout link to end the TREx session. A Logout of TREx If you have zero items requiring attention, log out of TREx. Federal and State Compliance Copyright 2007 Texas Education Agency Federal and State Programs

TEA TREx Online Training Modules Remember, to complete the TREx training, view the TEA TREx training tutorials located on the TEA website. Enter TEA username and password Federal and State Compliance Federal and State Programs

Confidentiality TREx files are copies of student records and must be protected at all times. Since each file includes a part of the student social security number and the name, be very careful to save files only on secure computers. Confidentiality TREx files are copies of student records and must be protected at all times. Since each file includes a part of the student social security number and the name, be very careful to save files only on secure computer. Federal and State Compliance Federal and State Programs

Access to TREx Contact Cynthia Nemons or Stephanie Hooks if there is a change in the persons authorized on the campus to send and receive records using TREx. If you leave a campus and move to another, you must get a new authorization for the new campus. Access to TREx Contact Cynthia Nemons or Stephanie Hooks if there is a change in the persons authorized on the campus to send and receive records using TREx. If you leave a campus and move to another, you must get a new authorization for the new campus. Federal and State Compliance Federal and State Programs

TREx Support and Training TEA TREx Training Website http://www.tea.state.tx.us/index4.aspx?id=3847 Chancery & TREx Cynthia Nemons cnemons@houstonisd.org 713-556-6744 Allease Shepard ashepard@houstonisd.org Stephanie Hooks shooks@houstonisd.org TREx Support and Training TEA TREx Training Website http://www.tea.state.tx.us/index4.aspx?id=3847 Chancery & TREx Cynthia Nemons CNEMONS@houstonisd.org 713-556-6744 Allease Shepard ASHEPARD@houstonisd.org Federal and State Compliance Federal and State Programs

TEA TREx Online Training Modules To complete the TREx training, view the TEA TREx training tutorials located on the TEA website. Begin with TREx Module 1. Generating a student extract in the HISD student information system and adding attachments will be covered during this training session. Enter TEA username and password Federal and State Compliance Federal and State Programs