Texas Records Exchange System (TREx) Procedure Manual

Transcription

1 Texas Records Exchange System (TREx) Procedure Manual

2 What is TREx?

3 TREx Training All TREx manuals are found in the TEA website under TREx training. Our SIS is eschool.

4 Create a Folder for TREx Records Before you start fulfilling request you will need to create a TREx folder. This folder should be created in J:Campus drive. You will be able to access this drive from any SISD computer. In a blank space out to the side right click then click NEW. Then click on FOLDER to create a new folder. Name it TREx

5 TEAL Login Page

6 In TEAL Account Select Texas Records Exchange Account

7 In TREx The LEFT hand column requires action. Click on INBOUND REQUESTS

8 What information are they asking for? Read DETAILS and comply with request. Print or write down the students on this list. Include the dob, enrollment date, campus requesting the records, TREx tracking number. Next you will pull the student s folder.

9 In eschool In student center you are going to search for the student. Highlight all CURRENT STATUS to find the student Click search. 9

10 eschool Is the student LEP? Is the student SpEd? Is the student withdrawn? 10

11 eschool Steps Is the student LEP? If the student is LEP you must include all documentation supporting the reason for coding. Scan and save as PDF. Is the student coded SpED (Special Education)? If yes, you must Felicia Stewart or Neiva Barrios in the SpEd records department for records. Include the student ID and your campus. They will add the records to the request as a PDF attachment. Is the student withdrawn? Ensure you have withdrawn the student with the appropriate withdrawal date and withdrawal reason. Keep in mind when a student enrolls after the school start window, they remain a dropout for our counts.

12 TREx Export Find the student. In the summary screen you will see the TREx EXPORT. Click the button to export the students xml file. This process will take a minute/few seconds for the xml and the log to appear on your homepage. In the meantime, find the next student on the list and export the TREx file. 12

13 eschool Steps Click on the log to ensure there are no errors to correct. From your homepage, right click on the XML file and click SAVE TARGET AS. Save it in the TREx folder you created. If you click open it may take a while and hang up your computer. You may delete all of this once you have completed fulfilling TREx requests.

14 Error Log Click on the log to ensure there are no errors to correct.

15 Back to TEAL Login and TREx

16 Back to TEAL Login and TREx Inbound: other districts requesting from you Inbound: incoming records YOU requested Rejected: records that were requested but were rejected. This should only be used if the student was never in our district or the student has been gone for more than five years. Rejected records are for records that were sent but it is for the wrong student.

17 TREx Fulfilling Inbound Request Select a student from the inbound request to fulfill the request. Click fulfill. 17

18 Fulfilling TREx Request At this screen you will click the upload button located at the bottom left hand corner. 18

19 Fulfilling TREx Request At this screen you will select browse. Some screens may have choose file. Find your TREx folder and the xml you want to upload. **You may upload all your xml files at this time; not just the one you are working on. 19

20 Fulfilling TREx Requests When the file has successfully uploaded you will receive this message. **If the file was NOT uploaded. You need to clear up the errors and try again. Click ok and you are ready to uploaded the next xml or click DONE to return to the previous page. 20

21 Not Uploaded Error

22 Fulfilling TREx If all demographics match you will get the green message. Select the student and add attachments by clicking on ADD ATTACHMENT. All requests must have attachments.

23 Sending the Request Include any notes if needed. Click the signature button and click SEND. Once you send, you will have the option to PRINT for your records and fulfill another request.

24 Requesting Records From the home screen click REQUEST RECORDS/TRANSCTIPTS. Enter the student s first and last name. Enter student s date of birth. Leave urgency as immediate and the enrollment date will be the student s 1 st day on your campus. Then click NEXT

25 Finding the Institution to Request From You can search by campus name, school ID, city and state the campus is at in the SEARCH FOR AN INSTITUION tab. Or go to askted.tea.state.tx.us To find the school ID. You can also click on the PET SEARCH tab to find the student s enrollment history. *your campus will not appear.

26 Requesting TREx records When you have found the school click the button next to the school name and click next. 26

27 Requesting TREx Enter any DETAILS or special requests you have for the school in the message box. Click SEND

28 TREx Home Page Go to the TREx tutorials from TEA for more training on the Texas Records Exchange System.

29 Notifications There are two types of notifications; The first is an Attention notification, which is sent after 3 days of a request being created and not fulfilled. It is simply a reminder sent to District and Campus Registrars that they have one or more outstanding request to fulfill. The second one is an Outstanding Request notifications which Should be sent out to Principals and Superintendents after 10 days of an unfulfilled request so they can take action to resolve the issue before the request is purged.

30 Thank You