TX SPEEDE June2010 TREx Implementation 19Junpeople.southwestern.edu/~stonesd/TSP10TR1.pdfSan Jac...

Outline

SPEEDE Numbers

TREx Numbers

State Auditors

Acknowledgements

- - - - - - -

Discussion Points

Announcements/Questions from TEA

UNT TREx Routine

THECB Rule – Student Transcripts

(c) Student transcripts created after September 1, 2000 should be maintained by the institutions in a format suitable for electronic interchange. The format of transcripts shall be the format that is used to store the most transcripts by Texas institutions of higher education as of September 1, 1998 or another format adopted by a majority of the members of the Texas Association of Collegiate Registrars and Admissions Officers prior to that date. posted 9/28/99

Current Transcript Activity – May 2009 & May 2010

Apr/May 2009: 61 TX colleges sending SPEEDE, 99 receiving, 90 ApplyTexasMay 2010: 63 TX Colleges sending SPEEDE, 119 received, 103 ApplyTexas.

Temporary Sending Hiatus? Texas Tech, ________Back From Hiatus: Tyler JC, ___________

TREx Special Guests

Glenn Shelton, TEA

Possibly Lois Hollis, THECB

TREx Mandate

Electronically moves student records between Texas public schooldistricts

Electronically moves student transcripts from public schools to institutions of higher education using the UT SPEEDE Server

Shall be implemented not later than the 2007-08 school year

Legislation requires Texas public high schools to send electronically to Texas public colleges and universities. ***One assumes, then, that this same legislation REQUIRES Texas public colleges to receive them.

Steps for college readiness.

register with Server, delivery with encryption.obtain and test TREx transcript file (TS130 format)

have software to print hard copy of the transcript (download Java-based Q&E 2.0.4 from UT site)have software to generate a TS131 acknowledgement (Q&E)

if desired, have software to upload data into your SIS. trading partner records for the sending high school or schools?

test file via print, acknowledgement and upload processes. Ensure printed transcript accurately portrays all important elements on the AAR.Notify UT Austin with e-mail to [email protected] (see TREX web pages on UT site)**

High School Readiness

See checklist on UT Austin SPEEDE TREx page.

should be paired with one or two colleges prepared to test with it.

Send a few TREx transcripts, paper transcripts for same students.the college prints or uploads, uses checklist on TREx UT web page, responds to the HS.

Report high school testing to UT Austin with e-mail to [email protected].

Once they are tested, we (TACRAO schools) agreed to accept from them without each HS having to contact each target college individually.

TREx Stats June 2010

50 June 2010 (48 colleges in June 2009) listed as ready to receive. More were ready than were listed.

259 (185 a year ago) HS listed as tested. More are sending than are listed.*

During May, 2010, 97 Texas colleges received TREx transcripts. Not all appear to have been ready.

Current Status of TREx

in full production. TEA reports that 90% of high schools were “capable” over a year ago. 5/2009.

delivery possible now to any college registered with the UT Server **

4/2009 – 3/2010, 534 of 1589 high schools (33.6%) sent at least 1 transcript to a college in that time –80,788.

students and colleges should stand to benefit if we do it right.

TREx Volume by Month – 2008-9

Sep 2008 636 Oct 2698

Nov 4189 Dec 4786

Jan 2009 5739 Feb 3859

Mar 2496 Apr 2375

May 1508 Jun 15064!!

Jul 3092 Aug 1523

Total Sept2008-May2009 =28,286

Total Sept2008 -Aug 2009 = 47,965

at Southwestern, I received 1 in May and 40 in June.

TREx Volume 2009-2010

Sep 2009 2320 Oct 7199

Nov 11475 Dec 8613

Jan 2010 8088 Feb 6492

Mar 4450 Apr 4702

May 2791

Total Sept2009-May2010 = 56,130

Total Sept2008-May2009 =28,286

State Auditors Review TREx

Visits to 10 colleges – several said they were not willing to receive TREx. Have they seen the law?

Visits to 10 school districts – half indicated they were not sending TREx to colleges.

Colleges not accepting was part of the problem

Colleges wanting test scores was part of the problem – if sending a photocopy anyway, why bother with TREx?

How to make it work better?

Acknowledgments

TS131 acknowledgments should be generated & sent for each TS130 transcript received. - true for 86% of all transcripts delivered by the UT Server in March 2009.TREx protocol depends on this, and marks transcripts as CANCELED if not acknowledged within 15 days.March 2009, of 2,496 TREx transcripts, over 800 no ACKS.May 2009 : 79 Texas colleges received TREx transcripts, but only 38 of these sent any acknowledgments for them.

Discussions with TEA. 4/25/09 broadcast to TACRAO listserv and TX-SPEED. Discussion at June 2009 TX SPEEDE UG.

May 2010, 2791 TREx, 637 fewer ACKs – not much progress.May 2010: 97 colleges received, and 60 acknowledged – some progress?

TREx Acknowledgments

Of 119 Texas schools receiving transcripts, 83 sent at least some acknowledgments (for TREx or SPEEDE). Just 3 schools of the 63 sending transcripts did not also send any ACKs (Alvin, DCCCD and Victoria).

In May 2010, 12 schools received 10 or more TREx but sent no TREx ACKs: ACC (68), Brazosport (25), Del Mar (119), HBU (13), MWSU (10), NCTC (10), San Jac (44), SWTJC (17), TLU (14), TSU (46), Tyler JC (17), UT Tyler (11). This accounts for 394 of the 637 missing ACKs.4 others sent some but nowhere near all: PVA&M (26 of 58), S Plains (45 / 91), Tarleton (2 /15), WTAMU (1/ 18). This accounts for another 108. (Some probably arrived very late in May, and ACKs may have been sent in June).

Some schools received a few TREx – and few other transcripts. For private schools, unless on the readiness website, they should have been contacted first. I fear that those TREx transcripts fell into the void. The CANCEL method works in those cases.

Publics are SUPPOSED/REQUIRED to receive, though.

ACTION ITEMS for TACRAO

Verify your readiness to receive

send receive readiness status to [email protected]

test with high schools – and report test results

check the send-receive reports to see if your school is sending TS131 acknowledgements back to Texas Education Agency.

Be patient and positive!

Report invalid transcripts back to TREx help line and school contacts.

Reach out to your local feeders.

TREx Hot Topics Discussion

TAKS scores

ACT/SAT scores

HS chooses not to rank. What then?

TREx Portal Access.

Updating TREx Readiness Status for High Schools (higher education responsibility)

TREx: A Review of UNT’s Experience

University of North TexasUniversity of North Texas’’TREx ImplementationTREx Implementation

(from a functional perspective)

-History

-Issues/Challenges

-Strategies for Success

-Where we are now & where we are heading


Does it sometimes seem that the legislature thinks by passing a law, the issue is automatically resolved?


HistoryHistoryPeopleSoft system, but homegrown SPEEDE process (both incoming & outgoing)

Flexible, Forgiving, & Modifiable

All data is converted to .pdf UNT SPEEDE template, some data uploaded to degree audit system (DARS)

Designed for college transcripts

TS130 Data

UNT Process

.pdf template

PS & DARS


HistoryHistoryTREx!!TREx!!

Texas Records Exchange…HS to HS, HS to College

Legislative Mandate

Letter from THECB to University President

Message from UNT President to Associate Provost for Enrollment Mgt to Registrar to Bobby:“Implement this, and put UNT at the forefront on readiness & testing,

ASAP!”

Bobby:


IssuesIssuesTREx!!TREx!!

Early Decisions to be made: Use existing process or Q&E? A: Existing Process

If current process, use existing template or create new one?

A: Existing template

Upload data into PeopleSoft? What data should be uploaded?

A: Eventually will upload, but for expediency will not for initial implementation


Quickly teamed with CITC SR developer to review current process and customize for TREx data

Utilized TREx website with crosswalk data mapping and sample data

(Tremendous resource to help us with quick turnaround)

Early attempts at pushing TREx data into existing template not successful

Sample issue: Much more text space needed for TREx course number & description data than for regular college data received via SPEEDE.

Modifications to accommodate TREx data made quickly & successfully…


UNT notifies UT SPEEDE ready to accept & test

One of the first 6-8 higher education institutions listed

Mail-out to large feeder ISD’s offering to test

Phone starts ringing, & the first communications with high schools/ISD’s reveals a slight communication gap…


Common Communication Issues

Higher education not familiar with TREx system

K-12 not familiar with SPEEDE…and assumes higher ed contact is viewing same system they are…

“Which button do I push?”

“What do you mean you can’t accept a .pdf of test scores? The other high schools can!”

“What is this ‘testing’ that you keep talking about?”

“Help, I got this letter from my principal, who got it from his superintendent. How do I do this?”


Strategies/Resources Utilized EarlyDirect HS/ISD to TEA Help Desk

Utilize TEA Help Desk ourselves

Communicate to them basic SPEEDE process, and that what we receive is just data…we do not see the same system they are utilizing

Continue to offer to test…very, very nicely

Honor those who successfully tested with other schools

Do not assume we are without fault (see above…if Q&E school says data is good, then maybe the problem is with our process…or maybe the terms not listed in ‘right’ order isn’t really a problem)


SuccessLearned how to communicate testing process to those to whom this was a foreign concept

Learned better from their side how their processes worked

Able to get a few ISD’s & high schools tested successfully and updated on the TREx sending list

Administration & some feeder high schools seem happy


…but one major “hick-up”Unhappy high school counselors thinking we either rejected TREx transcript or chose not to send acknowledgement

Lack of TREx system familiarity once again causes communication issues

Worked with TEA’s Help Desk to identify issue(s) with UNT’s acknowledgements (2 to be specific):

UNT’s TS131’s initially tried to send to HS code instead of TREx code; and

TREx exposed a data flaw in UNT TS131’s that went previously unnoticed by collegiate SPEEDE trading partners. TREx system can only take perfectly formatted TS131.


Where we go from here…Next step for UNT: uploading TREx data into PeopleSoft Application centers and UNT customized TSI tables

Continue working with high schools

Always email UT EDI server when successfully test with new high school!

Communicate to and work with TEA on still unresolved issues identified or yet to be identified

Discussion

Q & A

APPENDICES

Dave Stones, Southwestern University,

[email protected]

Bobby Lothringer, Univ of North Texas,

[email protected]

How to Study SPEEDE Activity

UT SPEEDE website: http://registrar.utexas.edu/speede/REPORTSServer Receiver and Sender ReportsMay 2010 Sender Report- sorted by sending institution

- shows number of transcripts (TS130) andacknowledgments (TS131) sent to each recipient.

- posted shortly after the end of each month.- expect about 50 pages @ 8 pt for just TX schools.

To ACKNOWLEDGE

Use UT Austin’s free, downloadable Q&E Software.Select FILE option from menu.

Select Open File – browse your SPEEDE folder and select the incoming file. See a list of student names with transcripts in that file.

Highlight/select one record – single click.

From ACTION menu, click Generate Acknowledgment. It generates TS131 acks for all transcripts in the incoming file.

Provide a name for the file (xxxxxxx.ack).

Secure FTP to UT Server using Filezilla or your software of choice.

TEA/THECB June 2, 2009 Mtg

TEA Message to high schools:- Supposed to be sending all via TREx to TX public colleges- if destination is private, check readiness website or contact them- report back to TREx helpdesk if tested and not listed on website.

(include name of college with which they tested)- HS needs to have tested. (see list of colleges willing to test)

THECB.- to reiterate Summer 2008 message that all publics are expected to receive TREx.- to receive and follow up with public colleges not sending ACK.

TAKS Score Inclusion Issue- technically resolved, we think: TREx to continue to deliver scores as long as they

do not identify students with disabilities.

TREx TOOLS

UT Austin TREX site

http://registrar.utexas.edu/speede/trex/

TEA TREx Site – Data Standards, Sample Files (see IHE Tools), Corresponding Sample AARs.

http://ritter.tea.state.tx.us/trex/

TREx Helpdesk – forward data problems there, along with TREx transcript transmission ID. (512) 463-7246 or email [email protected]

TX SPEEDE June2010 TREx Implementation 19Junpeople.southwestern.edu/~stonesd/TSP10TR1.pdfSan Jac...

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