Each day (not each time) you access TREX, you will get ... · Each day (not each time) you access...

TREX-SKYWARD-WORKING IN TREX PAGE 1 OF 13 TIMS/tsm OCT 2010

TREx-SKYWARD BASIC “HOW TO”----WORKING IN TREX Logon to: https://seguin.tea.state.tx.us/apps/logon.asp Hopefully you have this page saved in your favorites. Click on the TREx-Texas Records Exchange link.

Each day (not each time) you access TREX, you will get this assurance question. Click I AGREE.

You should make a habit to log on to TREX daily. Records requests must be acknowledged within 3 days. You have 10 days to send records to the requestors.

Dates are tracked in TREx.


REQUESTING RECORDS: Click the “Request a record/transcript” link on the TREX homepage.

Fill out the form and click the NEXT button.

In this sample, a requests for records was sent from Richland HS to Haltom HS for Ashley R. NOTE: You will request records manually inter-district.


Select the school you want to request the records from. You can type a name in the search field to help you locate the school quickly.

Click the radio button next to the correct school and then click the next button.

Check the information here. You can enter a message that will go with the request if you would like to. Example: Student enrolled on __________ date. Click the SEND button. Then you can request another record or click the DONE button.


CHECKING FOR REQUESTS If you have a request waiting for you, you will see numbers by “Inbound Requests” Click this link to view the request.

In the example: This is the request from Richland HS to Haltom HS for Ashley R.

You can view more details about this request by clicking the Details link on the right. To respond to this request you will check the box to select the request to work with. This will give you access to the 3 buttons below the list. You will need to choose one of the responses.

1. Fulfill – This will take you to the screen to send the records (go to SENDING RECORDS for further instructions.)

2. Hold for Grades—If you need to wait for grades to be gathered, click this button. As you can see in the example, this request is “Awaiting Grades”.

3. Reject-- You will click this button only if: a. The request is for a student that was not enrolled on your campus b. The request cannot be fulfilled through TREx

In either of these cases, you will get a prompt that requires you to put in a comment as to why you are rejecting the request. You must put in a comment to the requesting school so that they can act accordingly.

It is highly recommended that you check your incoming requests daily and respond in one of the three ways listed above. You have 3 days from the date of the request to respond to that request and only 10 days to fulfill the request.


FULFILLING A REQUEST: Click on the INBOUND REQUEST link on the TREX homepage. Check the box next to the request and click the fulfill button.

If you have not already uploaded the file you will get this screen.

Scroll down to the bottom of the screen and click the UPLOAD button.


You will get a box that indicates whether or not the file was uploaded. If you had fatal errors in the data, your file will be rejected. In this case the file was uploaded, but there are warnings about the data. Click the OK Button

Click the BROWSE button. Locate the file that Skyward created for you on your U: drive in the TREX file folder My computer> U:\TREX:> file name for the student you are working with. See the “TREX Training III-Skyward Export” directions.

Highlight the file and Click the OPEN button

Verify that you selected the correct file and click the UPLOAD button.


This screen will tell you the status of the file and give you a list of the error messages for a rejected file OR the success of the file and list the warnings. These warnings will allow you to submit the file the requesting school. However, we strongly suggest you look through the warnings and see if any pertinent information can be corrected in PAC and the file re-created and submitted. You probably won’t be able to clear up ALL the warnings, because the data does not apply to the student. For example, If the student does not have a generation code, such as JR, II, III, then you will not be able to clear up that warning.

Once you are satisfied with the uploaded file- click the DONE button.


Now the request will show a matching record in the TREX system. You can ADD your ATTACHMENTS here by clicking the ADD ATTACHMENT link at the right of the student’s name.

Click the PDF button to review the record that will be sent.

After reviewing the information, if there is an issue you can CANCEL and start over.


If there is not an issue, click the NEXT button.

Enter messages that you want to send to the requesting school. NOTE: FOR SPECIAL ED STUDENTS-- Contact the diagnostician on your campus and obtain the current IEP for the student. Scan it creating a separate file from any other documentation you plan to send and give it the special attachment name (see the how to scanning documents). Your diagnostician should then send the entire special ed file to the special ed department and Joyce or Denise will send the rest of the information to the receiving school through TREX. You must check the box below to show the transcript as official.

When you send the record you are “electronically” signing the record. Click the SEND button. Use the PRINT button to print the confirmation of the records sent. This is the equivalent of your records request. If the student is special ed, please place a copy of the sheet in the Special Ed file and fax a copy of it to the special services records department. That way they can send the additional Special Ed records when they receive the file from your diagnostician.

Check this screen for accuracy. You should see the student and the requesting school here.


RETRIEVING RECORDS SENT TO YOU Now that Ashley R.’s records have been sent to Richland HS, they have Inbound records/Transcripts. Click on this link to retrieve the records.

This screen shows your fulfillment success and gives you tracking information. You can fulfill another request or click DONE if you are finished.


Click on the record you want to retrieve, and view the PDF file. Print out the PDF report along with any attachments and process the information just as you would records received by mail or fax. Keep a copy in the student’s cumulative file. NOTE: Print before you Accept the records. Accept or Reject the record. WHY REJECT? If you receive records for a student that never has enrolled with you, you will want to reject it. This will prompt you to send a message to the sending school so that they may act upon the rejection. They may have possibly sent the records to the wrong school.


MANAGE RECORDS/TRANSCRIPTS

If you upload a file for a student and there were issues you will want to delete that file from the system, before you upload it again. Click on the Manage records/transcripts link.

Click on the file and click the DELETE button. Click the DONE button.

Each day (not each time) you access TREX, you will get ... · Each day (not each time) you access...

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