The Texas Records Exchange (TREx) and Scanning 2016-2017 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 and HISD online training modules Federal and State Compliance Federal and State Programs

Training Agenda Scanning Adding an Attachment Federal and State Compliance Federal and State Programs

Scanning Records Using the Naming Convention Federal and State Compliance Federal and State Programs

Scanning Records Schools that have purchased a scanner, may scan records to send through TREx, saving the file as a PDF. When you scan documents or produce PDF records from Chancery, you must name the file according to the TREx naming standards. Federal and State Compliance Federal and State Programs

Step 1: Select Scanner Federal and State Compliance Federal and State Programs

Step 2: Scan Document Federal and State Compliance Federal and State Programs

Step 3: Save Scanned File in Adobe Acrobat Federal and State Compliance Federal and State Programs

Step 4: View File in Adobe Acrobat Federal and State Compliance Federal and State Programs

Step 5: Save Using Naming Convention Federal and State Compliance Federal and State Programs

Step 5: Save Using Naming Convention Continued Federal and State Compliance Federal and State Programs

Naming Standards ####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 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 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. 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) Federal and State Compliance Federal and State Programs

Step 6: View Saved File in TREx Folder Federal and State Compliance Federal and State Programs

Online TREx Training To learn how to add attachments (scanned documents) go to the TEA and HISD online trainings. TEA: http://www.tea.state.tx.us/index4.aspx?id=3190 Federal and State Compliance Federal and State Programs

TREx Support Chancery & TREx Cynthia Nemons Allease Shepard cnemons@houstonisd.org 713-556-6744 Allease Shepard ashepard@houstonisd.org Stephanie Hooks shooks@houstonisd.org Federal and State Compliance Federal and State Programs