july 31, 2007 1 disclaimer: trex under development, minor modifications may occur pending final...
TRANSCRIPT
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July 31, 2007
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007
Copyright 2007 Texas Education Agency
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About TREx
The Texas Records Exchange (TREx) system is a web-based software application designed for the exchange of electronic student records as mandated by the 79th Legislature, 3rd Called Session, 2006 (House Bill 1).
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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School registrars can electronically request and receive student records for students who have attended or will be attending Texas public schools.
High school registrars can electronically create and send official student transcripts to Texas public colleges and universities using TREx to access the University of Texas (UT) SPEEDE server.
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TREx Purpose
Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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Provide quick and cost-effective method for sending and receiving student records and transcripts
Facilitates response within 10 day required time frame
TEASE log-in and electronic encryption of data protects student information (data only transferred via TREx – it is housed at district/school site)
Minimal software and hardware requirements
Objectives
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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Implementation ◦ Using T3 (Train-the-Trainer) model◦ TEA providing resources for ESCs, Districts and
Schools
Phased Implementation Approach
TREx User Roles
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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District level login
State and service center login
Manual Data Entry
Email notification for aged items
Modifications to validation: State minimum and TEA recommended
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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Timeline
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Project Event Expected Date
TEA Training for ESCs (Train-the-Trainer) 07/31/2007
TEASE Automated Online Registration Begins
08/01/2007
TREx Phase 1 System Available 09/04/2007
TREx Phase 2 System Available 10/29/2007
Vendor Deadline for Development of XML Extract for SIS
11/30/2007(tentative)
District/Campus Requirement for Use of TREx Transfer Process
05/19/2008
Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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TREx Overview
Accessing TREx through TEA SE
TREx Functionality & ESC Hands-On Training
Resources available for Train-the-Trainer
Data Standards, File Naming Conventions, and Q & A
ESC Training Needs Survey & Training Evaluation
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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Go to live site…
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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Complete TEA SE Online Account Request
Submit Online Request August 1, 2007
Local Setup Process
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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How to…1. Look up a student2. Request a record/transcript3. Track a transaction4. Send a record/transcript5. Receive a record/transcript6. Upload and manage data files
Six Primary Functions
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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TREx Demonstration
Go to live site…
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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1. Login to TEA SE to access TREx
2. Search PID for student and recent enrollment
3. Select student and recent enrollment and request records from Exiting school and log out
4. Login as the Exiting registrar
5. View pending outbound requests for outstanding requests
6. Choose to fulfill, hold, or reject the request, chose submit and log out
7. Log in as the original requesting registrar, view inbound requests
Hands-On Training Objectives
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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1. Fulfill
2. Reject
3. Hold
4. Send a record without validation errors
5. Send a record with validation errors
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Five TREx scenarios:
Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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LUNCH BREAK
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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Hands-On TrainingCon’t…
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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1. ApprovalTREx enables registrars and other authorized users to send “approved” student records between K-12 institutions. TREx also allows high schools to send “official” transcripts to higher education institutions.
2. Data ValidationRegistrars and technical users can check the validity and conformance of their records/transcripts being uploaded with respect to the XML schema, context edits, state minimums and TEA recommended data elements.
3. Manual Data EntryRegistrars can manually enter student record and transcript data directly into TREx, allowing districts without automated extracts to still have full functionality of TREx. TREx validates this data the same way of the uploaded data.
Enhanced Functionality
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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TREx Approval
Select the Send single student link
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
TREx Approval
Selecting the student
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
TREx Approval
Select Recipient(s)
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TREx Approval
Review delivery details
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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TREx Approval
Unofficial Transcript Seal before Sending
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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TREx Approval
Successful Delivery
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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TREx Approval
Delivery details
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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Seal on Transcript After Receiving
TREx Approval
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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Manual Data Entry
Getting started…
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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Manual Data Entry
Student and Parent Data
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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Manual Data Entry
Student Demographics, School and Enrollment Data
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Special Programs and Assessment Data
Manual Data Entry
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Attendance, Immunization, and Academic Status
Manual Data Entry
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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Current Coursework Data
Manual Data Entry
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Academic Status and Academic Summary
Manual Data Entry
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In addition to the TREx manual data entry, schools can also generate a student data/transcript file extract from their local student information system (SIS) following the TEA Data Standards specification document.
Extract-Import Functions
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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Each SIS may implement the electronic process for generating the record and transcript extract file.
One example of this extraction process is RSCCC
Extract-Import Functions
Begin demonstration…
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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007Copyright 2007 Texas Education Agency
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Go to TEA project website at:http://www.tea.state.tx.us/trex/
◦User guide◦Embedded online help◦Webinars◦On-line tutorials for key activities◦Job-aids◦FAQs
TREx Support Resources
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Customer Service Requests for ESCs
◦Email [email protected]
◦Voice-mail box
◦Identify content for additional Job-aids, FAQs, and TREx input
TREx Support Resources
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