The Texas Records Exchange TREx and Scanning 2016

The Texas Records Exchange (TREx) and Scanning 2016 -2017 Cynthia Nemons, Primary TREx Contact Allease Shepard, Secondary TREx Contact Stephanie Hooks, Additional TREx Contact HOUSTON INDEPENDENT SCHOOL DISTRICT

Objectives § To supplement the TEA and HISD online training modules Federal and State Compliance 2

Training Agenda § Scanning § Adding an Attachment Federal and State Compliance 3

Scanning Records Using the Naming Convention Federal and State Compliance 4

Scanning Records § Schools that have purchased a scanner, may scan records to send through TREx, saving the file as a PDF. § When you scan documents or produce PDF records from Chancery, you must name the file according to the TREx naming standards. Federal and State Compliance 5

Step 1: Select Scanner Federal and State Compliance 6

Step 2: Scan Document Federal and State Compliance 7

Step 3: Save Scanned File in Adobe Acrobat Federal and State Compliance 8

Step 4: View File in Adobe Acrobat Federal and State Compliance 9

Step 5: Save Using Naming Convention Federal and State Compliance 10

Step 5: Save Using Naming Convention Continued Federal and State Compliance 11

Naming Standards ####Last. Name_First. Name_Descriptor## #### = last 4 digits of the Student ID Last. Name = student’s last name First. Name = student’s first name Descriptor = le (Limited English Proficiency (LEP) attachment) ## - two-digit generation number (01 -99)* to allow for multiple attachments within type Federal and State Compliance 12

Descriptors for Attachments le - Limited English Proficiency (LEP) attachment im - Immunization record attachment) gt - Gifted/Talented (GT) attachment, such as a GT profile ms - Miscellaneous record ot - Other – to be used for any document that the district is uncomfortable giving any indication of what is contained within the document tl - Transcript Legend Federal and State Compliance 13

Numbers for Attachments ## - two-digit generation number (01 -99)* to allow for multiple attachments within type *Note: Numbers 81 -89 under ms (miscellaneous record) are strictly reserved for Disciplinary Action Attachments. Disciplinary Action attachments. *Note: Numbers 91 -99 under ms (miscellaneous record) are strictly reserved for Individual Education Plan (IEP) attachments. Federal and State Compliance 14

Examples of Attachments The student record extract file is named: 1234 Shaw_Laura_stu The attachments are named: 1234 Shaw_Laura_im 01(Immunization Record) 1234 Shaw_Laura_le 01(LEP Assessment Profile) 1234 Shaw_Laura_le 02(Second LEP document) 1234 Shaw_Laura_ms 01(Testing document) 1234 Shaw_Laura_ot 81 -Unexpired Disciplinary Action document 1234 Shaw_Laura_ot 91(IEP document) Federal and State Compliance 15

Step 6: View Saved File in TREx Folder Federal and State Compliance 16

Online TREx Training § To learn how to add attachments (scanned documents) go to the TEA and HISD online trainings. – TEA: http: //www. tea. state. tx. us/index 4. aspx? id=3190 Federal and State Compliance 17

TREx Support § Chancery & TREx – Cynthia Nemons • cnemons@houstonisd. org • 713 -556 -6744 – Allease Shepard • ashepard@houstonisd. org • 713 -556 -6744 – Stephanie Hooks • shooks@houstonisd. org • 713 -556 -6744 Federal and State Compliance 18