ART Training

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CSIS ACADEMIC RECORDS TRANSFER (ART) TRAINING

• January 2009

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Agenda

• Overview
• 2008 ART Prerequisites
• CSIS ART Process Flow
• Data Population Key Points
• Review ART DSR
• SRRTS Functionality
• CSIS Transcript Center Functionality
• ART Milestones Calendar
• Things to Remember and Steps to Take Next

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Overview

• The Academic Records Transfer (ART) project will
  focus on the collection, requesting, sending and
  receiving of student records from
• K-12 to K-12 institutions
• K-12 (secondary) to postsecondary
• K-12 to non-academic institutions
• Records will be transferred individually or in
  batches upon request via the CSIS Transcript
  Center (CSIS TC) server by the
• Sender or
• receiver (authorized by the sender)

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Overview Cont

• SRRTS is used for cleansing of data
• The CSIS TC server will handle
• Electronic transfer of records
• Record requests
• Record request fulfillment
• Destination routing
• Transaction tracking
• Data mapping to specified destination format
  requirements

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ART Prerequisites

• Qualifying Participants
• LEAs who can produce CSIS supported extracts
• BP Cohort LEAs who can produce CSIS supported
  extracts and want to fulfill deliverable 5
• Initial focus will be on
• CCC Tran records transfer
• BP Cohort LEAs

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CSIS ART Process Flow
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Data Population Key Points

• Most files are optional
• Most data elements are optional
• Relaxed set of validations on all records
• Mostly LEA decides what information to include in
  the data set

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CSIS ART 2008 Data Submission Requirements

• Explains specific data population rules and data
  relationships that should be adhered to in order
  to avoid CSIS errors and ensure accurate
  reporting.

Review DSR
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SRRTS Submission Key Points

• ART transactions are managed at CSIS coordinator
  level
• One or more students from one or more schools can
  be submitted
• Multiple transactions are allowed
• Data Dictionary 9.x and School Year 0809 will be
  used
• Data can be extracted and submitted in single
  file or multiple file format
• DP Certification pushes data to CSIS TC
• Retrieve tab is disabled
• Superintendent Certification/De-Certification NOT
  required for transmittal to CSIS TC

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Referential Integrity Errors

• Referential Integrity (RI) errors are detected
  during client/server processing and occur when a
  parent record is missing (eg. COUR AC TA but no
  COUR IN NULL)
• RI Errors appear in the Client Validation and
  Allfiles Error Reports

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SRRTS Application

• Launch TestGate for Live SRRTS Demo

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ART SRRTS Function Process Steps

• Import SIS extract files
• Validate imported data files
• Correct errors in DataGate/SRRTS
• Send data to server for additional data
  validation
• View Status of transaction and reports
• Certify data for submission to CSIS TC

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SRRTS Main Login Screen
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Import Transmittal Panel
Indicates Required fields
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ART Import Files

• Currently, up to ten files may be imported for
  ART, distinguished by file type in multi file
  submission mode
• Required for all LEAs
• DEMO Student demographics
• INST Institution information by schools
• Optional for all LEAs
• ASSM Tests Taken and Results
• DIAW Discipline and Awards/Activities Records
• FERP Federal Education Records Privacy Act
  (FERPA)
• HEAL Immunizations, and General Health
  Information
• PARG Parent Guardian Communication
• PROG Special Program Participation

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ART Import Files Cont

• Currently, up to ten files may be imported for
  ART, distinguished by file type in multi file
  submission mode
• Required for BP Cohort LEAs
• COUR Course information
• ENRA School enrollment
• Optional for non BP Cohort LEAs
• COUR Course information
• ENRA School Enrollment

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ART Import Files Cont

• Alternatively one file can be imported for ART,
  which contains all the required and optional
  files listed below
• ALLF
• Required for all LEAs
• DEMO Student demographics
• INST Institution information by schools
• Optional for all LEAs
• ASSM Tests Taken and Results
• DIAW Discipline and Awards/Activities Records
• FERP Federal Education Records Privacy Act
  (FERPA)
• HEAL Immunizations, and General Health
  Information
• PARG Parent Guardian Communication
• PROG Special Program Participation

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ART Import Files Cont

• Alternatively one file can be imported for ART,
  which contains all the required and optional
  files listed below
• ALLF
• Required for BP Cohort LEAs
• COUR Course information
• ENRA School enrollment
• Optional for non BP Cohort LEAs
• COUR Course information
• ENRA School Enrollment

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Sample Extract

• Sample COURSE file with multiple record
  type/sub-types.

• COUR File
• COUR IN NULL Institution information where the
  course was taken
• COUR AC TA Detail course information such as
  course title, final grade etc
• COUR IN GP GPA and class ranking information

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Main File Import Panel
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Main File Import Panel
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Import Error Report - Sample
Report Header
Report Summary
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Validation Panel
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Validation Error Report - Sample
Report Header
Error Summary
Error Detail
Report Summary
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Send Panel
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LEA DP Certify - Panel 1
Select Transaction and then View/Certify
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LEA DP Certify - Panel 2
1. Select Print to view entire data report
2. Select Certify if data is ready for push to
CSIS TC
Certify history shown here
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CSIS TC Key Points

• SRRTS will import and validate the data
• SRRTS create extract flat files for handoff to
  the CSIS TC server
• The data will be removed from SRRTS when
  acknowledgement from the CSIS TC received
• CSIS TC maintains User Profile that includes
• User authorization and access rights
• Institution Directory
• Data format preferences
• The time to live for data submitted
• CSIS TC provides different file output formats
• Postsecondary Electronic Standards Council (PESC)
  high school transcript standard
• SPEEDE EDI
• CSIS flat file (delimited)
• PDF

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CSIS TC Key Points Cont

• CSIS TC Routing
• CSU (high school to CA State University campuses)
• CCC (high school to CA Community College
  campuses)
• K-12 (K-12 to K-12)
• Other academic and non-academic institutions
  within the CSIS TC directory
• While attachments to records/transcripts have
  always been delivered to other CSIS TC members
  attachments can now also be delivered to print
  recipients, SPEEDE Server recipients, and secure
  PDF recipients. 
• Users can request to add a new institution
• Sends e-mail reminders to users when their school
  has aging Items Requiring Attention.  Be sure to
  add support_at_transcriptcenter.com to your list of
  safe email recipients!

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CSIS Transcript Center

• Launch CSIS TC for Live Demo

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ART Timelines

• ART Submission Window
• Start Date
• September 2008
• End Date
• Ongoing
• June 30, 2009 for BP Cohort Deliverable 5

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ART Documentation

• SRRT ART User Guide
• Explains the background and objective of ART
  Submission
• Helps new users become familiar with SRRTS ART
  functions
• Reference source for experienced users with
  questions on ART functions
• CSIS TC User Guide
• Explains the background and objective of CSIS TC
• Helps new users become familiar with CSIS TC
  functions
• Error Chart
• Input Validation Errors and Resolutions for SRRTS
• ART Documentation available at this url.
• http//www.csis.k12.ca.us/rt/default.asp

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CSIS TC Self-Paced Training

• CSIS TC Interactive Self-Paced Training
• Available online on the CSIS TC website
• http//www.transcriptcenter.com/california
• Can be viewed at any time
• Explains in detail all the CSIS TC processes

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Things to Remember

• Majority of edits happen on client side.
• Ignore Upload feature in Manage
  Record/Transcript page in CSIS TC
• DP Certification REQUIRED
• Service is free of charge for the first 30 days
• It begins on the day the data is Certified in
  SRRTS
• For BP Cohort LEAs and
• CCCTran pilot LEAs
• After 30 days transfer fee commences

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Steps to Take Next

• Assess accuracy and completeness of SIS
• Coordinate with school sites
• Get school counselors involved
• Inform them of the CSIS and self-paced training
  offerings
• Complete NTCs Enrollment Packet
• NTC will contact LEAs directly
• Available on CSIS TC website
• http//www.transcriptcenter.com/california

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Where to Get More Information

• Contact CSIS Support at
• Phone [phone]
• Email support_at_csis.k12.ca.us
• CSIS Website Support
• http//www.csis.k12.ca.us/rt/default.asp
• CSIS TC Website
• http//www.transcriptcenter.com/california

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Q A