1. Oregon Student Record Transfer EXchange
OSTX
Oregon Student Record Transfer EXchange
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2. What is OSTX?
An ODE developed application providing immediate access to selected student data for authorized individuals
Expedites the accurate placement of incoming students for a legitimate educational reason such as enrolling a student
Provides for the transfer of student transcript data to the Oregon University System .
Just an application developed by ODE at the request of the legislature that allows for immediate access to student data.
OSTX also provides a high school user the ability to send transcripts to Oregon Universities for one or more students.
3 things that must have taken place before getting access to the data
Must be an authorized user
Must have a legitimate educational reason to see the student’s record
Data must have been sent to ODE through a Regional Data Warehouse Provider or directly
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3. OSTX Benefits Electronic method for sending transcripts
Mail costs $7 to $10 per transcript
Streamlines placement of incoming students
Accurate placement ensures students stay in the classes they are scheduled in
OAKS and ELPA historical assessment data no matter when and where the test was taken
Not a replacement for the Cumulative student record.
Not a new student system. Uses your student system data.
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4. KIDS Timing Process
The data is updated in the SIS and then the data is extracted to the RDW.
That evening after the RDW has the data the data is extracted to the ODE.
The following day the data is processed by ODE and if there aren’t any errors the data is posted to the ODS and available for OSTX to use.
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5. Types of Data Available for OSTX
Student Demographics
Guardians
Enrollment History
Attendance History
Programs
Immunizations
Discipline
Marks
Academic History
Graduation Status
Test Administration
Test Scores
LEP
Special Education
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6. Authorization Related Laws and Rules Laws:
LEAs are required to request student records within 10 days of initial enrollment  - ORS (1)
LEAs shall transfer all student records within 10 days of request - ORS (2)
An electronic student record may be used to transfer student record information – ORS (2)
Rules:
Educational agency may disclose a student record without consent to an LEA in which the student seeks or intends to enroll – (2)
Educational agency shall record each request for access to and each disclosure of an education record – (1)
Each request or disclosure record must include: parties who have requested or received information, date access was given, legitimate interest of the party – (A,B,C)
Click to place circle around the first rule
Discuss logging

7. Authorization http://nces.ed.gov/pubs2011/2011601.pdf
FERPA authorizes or permits specific users and uses of personally identifiable information in student education records without the written consent of the parent or eligible student. Authorized disclosures include, but are not limited to…
…officials of another school, school system or postsecondary institution in which the student seeks to enroll.
Reference: NCES Basic Concepts and Definitions for Privacy and Confidentiality in Student Education Records, Pg. 4, Disclosures of Confidential Information, paragraph 2
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8. Training Overview Training is hands-on
Demo site allows continued practice before working with your live data
Training will take place at various locations around the state
Video training and other alternatives will be developed
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9. Currently Scheduled Trainings
Workshops scheduled                                      
Oct. 18 
*Full* Beaverton SD
9:00 a.m. to 11:30 a.m.
*Full* Willamette ESD
2:00 p.m. to 4:30 p.m.
Oct. 20
*Full* Multnomah ESD
1:00 p.m. to 3:00 p.m.
Oct. 21
*Open* Hood River SD 
(COE Rm 5)
9:30 a.m. to noon
Oct. 25
*Open* Intermountain ESD
Oct. 27
*Open* Malheur ESD
Oct. 28
*Open* Bend-LaPine SD
9 a.m. to 11:30 a.m.
Nov. 1
*Full* Linn-Benton-Lincoln ESD
Other workshops will be provided at different locations…. as long as the budget holds out  SK
Lane ESD
Clackamas ESD
Lincoln City
Astoria
…and others where there is a demand – 20 participants (less in some situations)
One of me so we have to make the best use of my time.

10. Registering for a Session
Enter Quantity
Enter required information
Review your entries
Click Register
Confirmation notice will be sent to the entered
Totals
Beaverton 9:00 to 11:30 a.m. 25
Bend-Lapine
Hood River SD (COE Rm 5) 9:30-noon 12
Intermountain ESD 9:30-noon 21
Linn-Benton-Lincoln ESD 9:30-noon 40
Malheur ESD 9:30-noon 4
Multnomah ESD 1:00-3:30 p.m. 24
Willamette ESD 2-4:30 a.m. 28
Grand Total 126

11. OSTX Application Overview

12. Objectives Learn how to use the OSTX application
Look up incoming student’s data
Request a student’s records
Approve requests form other schools
Send transcripts for your students
Review historical assessment data
Understand the data that OSTX displays
Where it comes from and how often it is updated
Learn how to get support
Regional Data Warehouse Provider, ODE, or OUS
Thank you for allowing us to provide this information about a new application developed by ODE
Assessment data back to for OAKS data for ELPA data.
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13. OSTX Core Features My Students / Send Transcript Request Records
Approvals
History
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14. The application’s core features are separated into tabs
Application Tabs
The application’s core features are separated into tabs
Start Lesson One
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15. 11/20/2018

16. Searching for “My Students”
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17. Start Lesson Two

18. Lesson 2
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19. Sending Electronic Transcripts
Start Lesson Three
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20. Lesson 3
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21. Request Student Information
Start Lesson Four
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22. Lesson 4
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23. Approvals
Start Lesson Five
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26. History
Start Lesson Six
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29. Contact Information
Joel Robe, Director of Data Management
Marty Olson, Senior Developer
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