How to use TREx 1 Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Copyright 2007 Texas Education Agency

TREx Home Page Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency 2 New TREx users will show no records transfer history, no pending or sent requests, and no reports will appear yet. The upcoming slides describe how to perform the primary records transfer TREx functions.

TREx Home Page - Navigation 3 Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency Section: Items Requiring Attention: “Inbound Requests” is the link to access requests that have been sent to you “Inbound Records/Transcripts” is the link to access responses to requests that you created “Rejected Outbound Requests” is the link to access requests that you generated, but were rejected “Rejected Outbound Records/Transcripts” is the link to access records/transcripts that you generated, but were rejected “Refresh” button reloads the homepage to see if any new items might have arrived

TREx Home Page - Navigation 4 Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency Section: Records/Transcripts: “Send one record/transcript” is the link that begins the process for sending a student record/transcript “Send multiple records” allows you to begin the process for sending multiple student records/transcripts “View pending outbound records/transcripts” allows you to check the status of records/transcripts that were sent from you “Manage records/transcripts” allows you to manage records/transcripts requests that have arrived for you “View completed transactions” allows you to view transactions that are complete

TREx Home Page - Navigation 5 Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency Section: Requests “Request a record/transcript” allows you to begin the process for requesting a student record/transcript “View pending outbound requests” allows you to view the status of requests sent by you

TREx Home Page - Navigation 6 Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency Section: Reporting: As activity occurs within your account, dynamic activity reports get generated, e.g., most common records/transcript institutions.

TREx Home Page - Navigation 7 Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency Section: Administration You may upload your high school transcript legend under this option. It will automatically append to the student’s high school transcript when sent to another Texas public school.

Generating a student request Responding to a request Sending the data Receiving the fulfilled request Manual Data Entry 8 TREx Process Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency

Generating a request 9 Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency In the Requests section, select the “Request a record/transcript” link

10 A B C Tab #1: Student Identification, at minimum, enter the required fields information: A –“First Name” B –“Last Name” C –“Date of Birth” (format: mm/dd/yyyy) D – Select the “Next>>” button Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency Step 1. Enter student information D

11 Step 1a. Select Student Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency Tab #2: Select Institution: A – select the PID results tab to view the potential students returned from the PID search B – identify the student and click ‘select’ C – the selected student will automatically appear in the “Requested Student” area D – to proceed, select the Next >> button B C A D

12 1b. Identify previous campus of enrollment Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency Tab #2: Select Institution: A – select Search for an Institution tab to see the potential previous campuses of enrollment B – locate the previous campus of enrollment and select the radio button C – the selected campus will automatically appear in the “Requested Institution” area D – to proceed, select the Next >> button A D

13 Step 1c. Confirm and Submit request Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency Tab #3: Confirm and Submit: A – under the Requested Student area, review/confirm the selected student B – under the Requested Institution area, review/confirm the previous campus of enrollment where the request will be sent C – as desired, you may add a comment in the Enter a message… D – to proceed, select the Send button A B C D

14 Step 1d. View Request Results Tab #4: Results A –Delivered Student area, able to view the status of the request B –Tracking Information area, able to view all transactions that have occurred for this student. Able to select any transaction Tracking Number to view further detail about that specific student’s transaction C – select Print to print out this student’s tracking information summary D – select either Send Another Request to generate a new student request, which will return you to tab #1. Or, select the Done button which will return you to the TREx home page B A C D Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency

Options for responding to a request : 1.Fulfilling 2.Rejecting 3.Holding for grades 15 Responding to a Request Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency

Step 2: Responding to a request 16 To fulfill a request, under the Items Requiring Attention area, select the Inbound Requests link The following screens describe how to fulfill a request sent to you Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency

Step 2a: Hold for Grades or Reject 17 Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency If you choose to hold for grades or reject select the appropriate button, and a message screen will appear.

18 Step 2b. Choose to defer: reject or hold for grades A B A – After choosing either to reject or hold for grades, a message box will display. B – Enter a reason. All information entered here becomes a permanent record for this specific student in the TREx system. The character limit is 255. Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency

Step 2c: Fulfill a Request 19 Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency Before you select FULFILL, the student extract file should be created and saved in the TREx folder. Minimize this screen and perform the extract in your student software. You may also want to save any attachments in the TREx folder at this time. Once this is done, return to this screen and select FULFILL.

Step 2d: Fulfill a Request This option can be used to upload the XML Student extract file only.

Step 2e: Fulfill a Request Browse to the location where the TREx Folder is located. Select the file and UPLOAD. A progress bar will be displayed.

22 Step 2f. Data Upload & validation check Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency A Message will appear indicating your file was uploaded. You may also receive a message that you have warnings.

Step 2g. SELECT RECORD/TRANSCRIPT Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency

Step 2h. SELECT RECORD/TRANSCRIPT Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency

Step 2i. SELECT RECORD/TRANSCRIPT

26 Step 2j. Adding attachments Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency A – select the Add attachment link to begin the process for adding attachment(s) to this record A

27 Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency Step 2k. Adding attachments A – select the Browse button to add an attachment. Navigate to the location of the file and select the Open button. B – After adding an attachment (A), TREx will automatically add another area for 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 cancel the add attachment process A B C D

Step 2L. Adding attachments Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency

Sending the Data 29 Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency Select the Send one record/transcript link to send a single student from TREx to the requesting campus

30 Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency Step 3: Identify the student Select the radio button beside the appropriate student. Click NEXT

31 Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency Step 3a: Identify the recipient Tab #2: Select Recipient(s), A – locate the schools or campuses that should receive the student information and select the Select link B – the schools/campuses selected automatically populate C – select the Next >> button B A C

32 Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency Step 3b: Verify and approve request Tab #3: Confirm and Submit A – to view the student’s data, choose either the.pdf or HTML file (see next slide to view transcript) B – review and confirm the intended recipient information C – select check box to confirm the record is verified and correct D – select the Send>> button Click on PDF or ATTACHMENT to View and/or print the.XML file or attachments

33 Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency If sending a transcript view the student’s transcript by selecting.pdf The watermark on the transcript remains UNOFFICIAL until the recipient accepts and downloads/receives the transcript Step 3c: View an approved (unofficial) request

34 Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency Step 3d: Delivery activity

35 Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency Step 3e: View transaction details A – After selecting the tracking number link (on the previous slide/screen) the specific transaction appears showing the transaction details B – select the Done button A B

Receiving a fulfilled request 36 Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency A – In the Items Requiring Attention section, select the “Inbound Records/Transcripts” link to receive records sent to your TREx account A

37 Step 4. Accept the request A – check the box for the appropriate student B – select to Accept the request A B Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency

38 Step 4a. After choosing to accept A – After choosing to accept on the previous screen, a message will appear explaining that the record has been moved to the Manage Records section. Select the OK button. You will be returned to the TREx home page. A Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency

39 A A – Now that the request has been accepted it is moved to Manage Records; select this link to begin the next step Step 4b. Receiving the request Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency

40 Step 4c. Viewing Received Student Data Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency Select the.pdf link to view the student’s data or OFFICIAL transcript The PDF will display on the screen and can be printed and/or saved. The DOWNLOAD link allows you to save the XML file. A B

41 A – select the Logout link to end this TREx session A Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency Logout of TREx

42 CONFIDENTIALITY OF STUDENT DATA All FERPA requirements must be followed throughout the entire process of using TREx. This includes viewing or downloading any student data Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency

43 Manual Data Entry Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency A – select the Create button to begin the Manual Data Entry process The next set of screens describe the Manual Data Entry process A

44 Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency MDE Required elements

45 Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency Step 3b-1. Enter student and parent data Manual Data Entry

Step 3b-2. Enter student demographic, school and enrollment data 46 Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency Manual Data Entry

Step 3b-3. Special Programs and Assessment Data 47 Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency Manual Data Entry

Step 3b-4. Attendance, Immunization, and Academic Status 48 Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency Manual Data Entry

3b-5. Current Coursework Data 49 Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency Manual Data Entry

3b-6. Academic Status and Academic Summary Manual Data Entry 50 Disclaimer: TREx under development, minor modifications may occur pending final release. Copyright 2007 Texas Education Agency Once completed the MDA, select the Done button