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

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Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx TrainingCopyright 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

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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


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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


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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


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Section: Reporting:As activity occurs within your account, dynamic activity reports get generated, e.g., most common records/transcript institutions.


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Section: AdministrationYou 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

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TREx Process


Generating a request

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In the Requests section, select the “Request a record/transcript” link

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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


Step 1. Enter student information

D

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Step 1a. Select Student


Tab #2: Select Institution:A – select the PID results tab to view the potential students returned from the PID searchB – identify the student and click ‘select’C – the selected student will automatically appear in the “Requested Student” areaD – to proceed, select the Next >> button

B

C

A

D

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1b. Identify previous campus of enrollment


Tab #2: Select Institution:A – select Search for an Institution tab to see the potential previous campuses of enrollmentB – locate the previous campus of enrollment and select the radio buttonC – the selected campus will automatically appear in the “Requested Institution” areaD – to proceed, select the Next >> button

A

D

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Step 1c. Confirm and Submit request


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 sentC – as desired, you may add a comment in the Enter a message…D – to proceed, select the Send button

A

B

C

D

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Step 1d. View Request Results

Tab #4: ResultsA –Delivered Student area, able to view the status of the requestB –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 summaryD – 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

CD


Options for responding to a request :

1. Fulfilling

2. Rejecting

3. Holding for grades

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Responding to a Request


Step 2: Responding to a request

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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


Step 2a: Hold for Grades or Reject

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If you choose to hold for grades or reject select the appropriate button, and a message screen will appear.

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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.


Step 2c: Fulfill a Request

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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.

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Step 2f. Data Upload & validation check


A Message will appear indicating your file was uploaded. You may also receive a message that you have warnings.

Step 2g. SELECT RECORD/TRANSCRIPT


Step 2h. SELECT RECORD/TRANSCRIPT


Step 2i. SELECT RECORD/TRANSCRIPT

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Step 2j. Adding attachments


A – select the Add attachment link to begin the process for adding attachment(s) to this record

A

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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

BCD

Step 2L. Adding attachments


Sending the Data

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Select the Send one record/transcript link to send a single student from TREx to the requesting campus

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Step 3: Identify the student

Select the radio button beside the appropriate student.

Click NEXT

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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 linkB – the schools/campuses selected automatically populateC – select the Next >> buttonB

A

C

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Step 3b: Verify and approve request

Tab #3: Confirm and SubmitA – 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 informationC – select check box to confirm the record is verified and correctD – select the Send>> button

Click on PDF or ATTACHMENT toView and/or print the .XML file or attachments

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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

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Step 3d: Delivery activity

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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

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A – In the Items Requiring Attention section, select the “Inbound Records/Transcripts” link to receive records sent to your TREx account

A

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Step 4. Accept the request

A – check the box for the appropriate student B – select to Accept the request

A

B


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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


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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


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Step 4c. Viewing Received Student Data


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

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A – select the Logout link to end this TREx session

A


Logout of TREx

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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


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Manual Data Entry


A – select the Create button to begin the Manual Data Entry process

The next set of screens describe the Manual Data Entry process

A

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MDE Required elements

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Step 3b-1.Enter student and parent data

Manual Data Entry

Step 3b-2.Enter student demographic, school and enrollment data

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Manual Data Entry

Step 3b-3.Special Programs and Assessment Data

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Manual Data Entry

Step 3b-4.Attendance, Immunization, and Academic Status

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Manual Data Entry

3b-5.Current Coursework Data

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Manual Data Entry

3b-6. Academic Status and Academic Summary

Manual Data Entry

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Once completed the MDA, select the Done button

Documents

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