1. The Texas Records Exchange (TREx)
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
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2. 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.
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3. 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.
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4. TREx Overview TEAL and TREx
Introduction
TREx Overview TEAL and TREx
Introduction
TREx Overview
TEAL and TREx
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5. 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 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 requires that education records be sent electronically within 10 working days of the request.
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6. 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
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7. Access to the Appropriate
Part I
Access to the Appropriate
Programs
Part I
Access to the Appropriate Programs
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8. 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.
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9. Chancery SMS Complete required training at http://sishelp/.
Fax completed SIS Security Request Form to Chancery.
Call with questions.
For Chancery access:
Complete required training at
Fax completed SIS Security Request Form to Chancery.
Call with questions.
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10. TEAL Complete TEAL End User Awareness Training (7 pages).
Apply for TEAL account at
For a TEAL Account:
Complete TEAL End User Awareness Training (7 pages).
Apply for TEAL account at
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11. TREx Access Access Instructions TEA Emails Username and Password
TEAL/TREx Access Instructions
Faxing the principal signed Federal & State Compliance form to
Applying on line (TEA Website)
TEA s 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
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 ed to you to log into TREx.
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12. Create a folder on your desktop for TREx
Part II
Create a folder on your desktop for TREx
Part II
Create TREx folder
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13. 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
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14. TEAL and TREx Enter TEA username and password
To access TREx, you must have a TEAL account.
Do you remember the website? It is
Enter TEA username and password
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15. 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
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16. 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
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17. Processing All Items Requiring Attention
Part III
Processing All Items Requiring Attention
Part III
Processing all items requiring attention…………………………
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18. 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.
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19. Part III Generating the Student Extract Federal and State Compliance
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20. 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.
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21. 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.
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22. Step 3: Click on District Set Up
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23. Step 4: Click on Generate Extract
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24. Step 5: Click on TREX NEW Click on TREX NEW
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25. 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
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26. 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
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27. Step 8: Click on the TREX NEW hyplerlink
Step 8: Click TREX NEW hyperlink
Click TREX NEW hyperlink
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28. Step 9: Note file name Naming Convention Federal and State Compliance
Step 9: Note the naming convention used
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29. Step 10: Click Save Click Save Federal and State Compliance
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30. 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
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31. Step 12: TREx Manage Records/Transcripts
Step 12: To upload a student extract (record), go to TREx Manage Records.
Manage Records/Transcripts
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32. Step 13: Uploading a Data FileC 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.
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Copyright 2007 Texas Education Agency
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33. 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
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34. Part III Adding Attachments Federal and State Compliance
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35. 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
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36. 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.
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37. 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
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38. Numbers for Attachments
## - two-digit generation number (01-99)* to allow for multiple attachments within type *Note: Numbers under ms (miscellaneous record) are strictly reserved for Disciplinary Action AttachmentsDisciplinary Action attachments. *Note: Numbers 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 under ms (miscellaneous record) are strictly reserved for Unexpired Disciplinary Action Attachments.
*Note: Numbers under ms (miscellaneous record) are strictly reserved for Individual Education Plan (IEP) attachments.
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39. 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.
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40. Step 1: Locate the student record
Step 1: Locate the student record in TREx Manage/Record Transcripts
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41. Step 2: Click Add attachmentB
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.
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42. 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.
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43. 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.
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44. 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.
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45. 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
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46. 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.
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47. 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.
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48. TREx Support and Training
TEA TREx Training Website
Chancery & TREx
Cynthia Nemons
Allease Shepard
Stephanie Hooks
TREx Support and Training
TEA TREx Training Website
Chancery & TREx
Cynthia Nemons
Allease Shepard
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49. 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
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