ࡱ> IKJ#` bjbj 82 $,,,8d,$ $ ht!'''B'''' n*,v'0 'l"Y|l"'l"'x 0"'R $$$ $$$ $$$ Uploading Data into TREx The purpose of this training exercise is to show you how to upload xml student data files into TREx. You will access TREx via your SE account. Once you have logged in to SE and authenticated your session, you can choose the TREx application. After choosing the TREx application, you will be brought to this TREx Home Page. For the purpose of this exercise, I am logged in as a campus registrar with Travis High School. There are several places within TREx from which you can upload an xml student data file: from the Send one record / transcript workflow, the Send multiple records / transcript workflow, and from within Manage records / transcripts. Lets first demonstrate uploading a student record from within the Send one record / transcript workflow. To do this, you will select the Send one record / transcript link, and you are brought to the first step of sending a school record or transcript, which is to select the appropriate students record from the available students listed on this page. You can see that there are a few students listed in the available students area. However, the student for whom we want to send a record or transcript is a student by the name of First One, and First One is not listed as an available student. This means that his data is not loaded into TREx. A students data must be in TREx before you can use TREx to send that students school record or transcript to another institution. There are two ways to get student data into TREx. The first is by uploading a students xml data file and the second is by entering that students data via the Manual Data Entry method. Please refer to the Manual Data Entry training exercise for further information on this method. To upload a students xml data file, select the Upload button. The next step is to browse for the xml data file associated with the student for whom you want to send a record or transcript. To do this, select the Browse button and find the location where the students xml data file is stored. By the way, the student xml data files are generated by your local student information system. These files must meet a particular data schema, and information about this data schema can be found in the data standards section of the TREx support website. Now you select the xml file that you want, in this case the file for First One, and then click the Open button. You are then brought back to the Upload transcripts / records page. Now that you have located the file, you will complete the process by selecting the Upload button. As the file is uploading, a series of validation checks are run against the file to ensure that the files are compliant with the TREx schema and to offer feedback on the validity of the record/transcript data that is uploaded. If a file fails the validation process, then you will receive an error message, and you will not be able to upload that file until the errors are corrected. If a file passes the validation, TREx displays a list of warnings related to state-minimum and -recommended data for student records and transcripts. These warnings are not indications of errors and do not prevent the record/transcript from being sent to another institution. The warnings serve only as an opportunity for the registrar to validate and verify the data being sent. As you can see, you have a message letting you know that the record was uploaded, and that the validation produced warnings. You have the opportunity to review these warnings by expanding the list. For example, the student record state minimum required elements that are missing in this data file are the generation code, current coursework, and immunization. If we wanted to upload another student record, we would select the Browse button to find that record, but in this instance, we are finished. Therefore, we will select the Done button. Now you are brought back to the page on which we selected the Upload button, and remember that you were here in order to select a student record / transcript to upload. The record that we just uploaded was the student First One, and First One is now listed as one of the available students. Now that you have seen how to upload data from within the Send one record or transcript workflow, lets go back to the Home Page in order to take a look at another place within TREx from which you could upload a student xml data file. And this would be from within the Send multiple records / transcripts workflow. When you select this workflow, you are brought to the first step which is to select the students for whom you want to send a transcript or record. If you find that you need to upload a student xml data file, you can select the Upload button I have highlighted on this page. Once you select the Upload button, the process to upload a student xml data file is identical to the process we just reviewed in the Send one record / transcript workflow. Lets return to the Home Page in order to locate the third place within TREx from which you can upload a student xml data file. In the Records / Transcripts area, you can see the link called Manage records / transcripts. If you select this link, you are brought to the page from which you can access any of the student records / transcripts that are in TREx for your school. At the end of the list of records / transcripts, there is an Upload button, and if you select this Upload button, you are taken through the same upload process for student xml data files that we reviewed earlier in this demonstration. Just to review, there are three places within TREx from which you can upload student xml data files: the Send one record / transcript workflow, the Send multiple records / transcript workflow, and from within Manage records / transcripts. Once you navigate to these areas within TREx, you will select the Upload button to begin the upload process. 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