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ACADEMIC RECORDS TRANSFER (ART)

ACADEMIC RECORDS TRANSFER (ART). Brawley Union High School District. Agenda. Benefits of Electronic Records Transfer Overview of CSIS Transcript Center ART Process Flow ART Data Files CSIS Transcript Center. Electronic Transcripts Benefits.

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ACADEMIC RECORDS TRANSFER (ART)

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  1. ACADEMIC RECORDS TRANSFER (ART) Brawley Union High School District

  2. Agenda • Benefits of Electronic Records Transfer • Overview of CSIS Transcript Center • ART Process Flow • ART Data Files • CSIS Transcript Center ART Presentation- V 1.0 - 12/14/2011

  3. Electronic TranscriptsBenefits • Student data delivered on time is key to success • Informed course placement • Application delayed when transcripts are missing • Application processing faster • Mandated for California Community Colleges (CCC) – AB1056 • UC system implementing • CSU have 17 of 24 campuses ART Presentation- V 1.0 - 12/14/2011

  4. Overview • Academic Records Transfer (ART) includes sending and receivingstudent records from: • K-12 to K-12 – Free of charge • 9-12 (secondary) to postsecondary – Out of state fee • 9-12 to non-academic institutions – Free of charge • Records are transferred individually or in batches upon request via the CSIS Transcript Center (CSIS TC) server by the: • Sender or • Receiver, Receiver (authorized by the sender) ART Presentation- V 1.0 - 12/14/2011

  5. Overview Cont… • DataGate is used for cleansing of data • ART transactions are managed by local staff with appropriate access • One or more students from one or more schools can be submitted • The CSIS TC server will handle: • Electronic transfer of records • Record requests • Record request fulfillment • Destination routing • Transaction tracking ART Presentation- V 1.0 - 12/14/2011

  6. CSIS ART Process Flow ART Presentation- V 1.0 - 12/14/2011

  7. ART Data Files • Currently, up to eight 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 • COUR: Course information • Optional for all LEAs: • ASSM: Tests Taken and Results • However, either an ASSM ST NULL or ASSM ST RE should be submitted. • DIAW: Discipline and Awards/Activities Records • ENRA: School Enrollment • HEAL: Immunizations, and General Health Information • PARG: Parent Guardian Communication ART Presentation- V 1.0 - 12/14/2011

  8. DataGate Process Steps • Import SIS extract files • Validate imported data files • Correct errors if needed • Send data to server for additional data validation • ViewStatus of transaction and reports • Certify data for submission to CSIS TC ART Presentation- V 1.0 - 12/14/2011

  9. CSIS Transcript Center Launch CSIS TC for Live Demo ART Presentation- V 1.0 - 12/14/2011

  10. CSIS TC Key Points • DataGate is used to import and validate the data • DataGate creates extract flat files for handoff to the CSIS TC server • 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 offers different file output formats: • Postsecondary Electronic Standards Council (PESC) high school transcript standard • SPEEDE EDI • CSIS flat file (delimited) • PDF ART Presentation- V 1.0 - 12/14/2011

  11. 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@transcriptcenter.com to your list of safe email recipients! ART Presentation- V 1.0 - 12/14/2011

  12. ART Documentation • DataGate ART User Guide • Explains the background and objective of ART Submission • Helps new users become familiar with DataGate 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 DataGate • ART Documentation available at this url. • http://www.csis.k12.ca.us/rt/default.asp ART Presentation- V 1.0 - 12/14/2011

  13. 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 ART Presentation- V 1.0 - 12/14/2011

  14. Where to Get More Information • Contact CSIS Support at: • http://www.csis.k12.ca.us/support/ContactSupport/ • Phone: (916) 325-9210 • Email: support@csis.k12.ca.us • CSIS Website – Support • http://www.csis.k12.ca.us/rt/default.asp • CSIS TC Website • http://www.transcriptcenter.com/california ART Presentation- V 1.0 - 12/14/2011

  15. Q & A ART Presentation- V 1.0 - 12/14/2011

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