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Texas Education Agency Texas Records Exchange (TREx) System Training for Education Service Centers

Texas Education Agency Texas Records Exchange (TREx) System Training for Education Service Centers. July 31, 2007. Disclaimer: TREx under development, minor modifications may occur pending final release. Prepared for Education Service Center TREx Training Day, July 31, 2007

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Texas Education Agency Texas Records Exchange (TREx) System Training for Education Service Centers

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  1. Texas Education AgencyTexas Records Exchange (TREx) System Training forEducation Service Centers July 31, 2007 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

  2. Project Background • 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).  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

  3. TREx Purpose • 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. 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

  4. Objectives • 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 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

  5. TREx Project Status 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

  6. TREx Implementation Status • Implementation • Using T3 (Train-the-Trainer) model • TEA providing resources for ESCs, Districts and Schools • Phased Implementation Approach • TREx User Roles 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

  7. Phase 2 Functionality • District level login • State and service center login • Manual Data Entry • Email notification for aged items • Modifications to validation: State minimum and TEA recommended 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

  8. Timeline 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

  9. TREx Session Overview 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

  10. Session Agenda • 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 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

  11. TEA SE Login andDemonstration 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

  12. TEA SE Login and Demonstration Go to live site… 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

  13. Establishing a TEA SE Account • Complete TEA SE Online Account Request • Submit Online Request August 1, 2007 • Local Setup Process 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

  14. TREx System Training 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

  15. Six Primary Functions How to… • Look up a student • Request a record/transcript • Track a transaction • Send a record/transcript • Receive a record/transcript • Upload and manage data files 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

  16. TREx Demonstration Go to live site… 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

  17. Hands-On Training Objectives • Login to TEA SE to access TREx • Search PID for student and recent enrollment • Select student and recent enrollment and request records from Exiting school and log out • Login as the Exiting registrar • View pending outbound requests for outstanding requests • Choose to fulfill, hold, or reject the request, chose submit and log out • Log in as the original requesting registrar, view inbound requests 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

  18. Five TREx scenarios: • Fulfill • Reject • Hold • Send a record without validation errors • Send a record with validation errors 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

  19. LUNCH BREAK 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

  20. Hands-On Training Con’t… 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

  21. Enhanced Functionality • Approval TREx 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. • Data Validation Registrars 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. • Manual Data Entry Registrars 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. 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

  22. TREx Approval Select the Send single student link 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

  23. TREx Approval Selecting the student 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

  24. TREx Approval Select Recipient(s) 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

  25. TREx Approval Review delivery details 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

  26. TREx Approval Unofficial Transcript Seal before Sending 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

  27. TREx Approval Successful Delivery 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

  28. TREx Approval Delivery details 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

  29. TREx Approval Seal on Transcript After Receiving 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

  30. Manual Data Entry Getting started… 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

  31. Manual Data Entry Student and Parent Data 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

  32. 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

  33. Manual Data Entry Student Demographics, School and Enrollment Data 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

  34. Manual Data Entry Special Programs and Assessment Data 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

  35. Manual Data Entry Attendance, Immunization, and Academic Status 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

  36. Manual Data Entry Current Coursework Data 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

  37. Manual Data Entry Academic Status and Academic Summary 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

  38. Extract-Import Functions 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. 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

  39. Extract-Import Functions Each SIS may implement the electronic process for generating the record and transcript extract file. One example of this extraction process is RSCCC Begin demonstration… 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

  40. ESC Resources for District/School Training 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

  41. TREx Support Resources • 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 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

  42. TREx Support Resources Customer Service Requests for ESCs • Email trextech@tea.state.tx.us • Voice-mail box • Identify content for additional Job-aids, FAQs, and TREx input 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

  43. TREx Data Standards and File Naming Conventions 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

  44. TREx Questions and Answers 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

  45. Closing CommentsandTraining Evaluation 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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