ࡱ> BDA#` bjbj 8, $8$$H$pppppK.y       $v h"D/KK/ppDpp  pd |Fak Z0"#"#"# 0"//R$$$ D$$$ $$$ Responding to a Request The purpose of this training exercise is to demonstrate how to respond to a request for a school record or transcript using TREx. In order to respond to a request for a student record or transcript, you will need to be logged in to TREx as the role of a registrar. For the purpose of this demonstration, we are logged in as a Pearce HS registrar. As you saw in a previous training module, you have the ability to electronically request a student record or transcript from another institution. There will also be occasions in which another institution electronically requests that you send them a student record or transcript. If this happens, you will have a notification in the Items Requiring Attention area of the Home Page. In this example, you have a notification that your institution has 1 inbound request for records or transcripts. We will select the Inbound requests link in order to take a look at these requests. You are brought to a page that displays the requests that our institution has received. In this case, you can see that a request was sent from Travis High School for Seventh Sevens record. You have 3 options when responding to a request. You can choose to fulfill the request, you can indicate that you are holding the transcript for grades, or you can reject the request. In order to take one of these actions, you must first select the request by choosing the checkbox next to it. If you select the Hold for Grades button, a window opens prompting you for a comment. You would enter your comment and select the OK button in order to complete the process of holding this record or transcript for grades. In this demonstration, though, you dont want to hold the record for grades, therefore, you will select Cancel. By the way, just as you were prompted for a comment when Hold for Grades was selected, you will be prompted for a comment if you select Reject. For the purpose of this exercise, lets fulfill the request for Seventh Sevens record. The next page brings you to the 3 step process of fulfilling the request. As indicated by the highlighted tabs, first, you will select the students record or transcript that has been requested. Next, you will confirm and submit the transaction, and then you will review the results. There are two ways in which you can select the student record or transcript. You can either select from the Matching Records / Transcripts tab, or you can select the second tab and search for the student record. Notice that just as when you are sending a student record / transcript from within either the Send one record / transcript workflow or Send multiple records / transcripts workflow, you also have the ability to add attachments to an individual student record / transcript when fulfilling a request. By the way, if the student record or transcript you want to select in order to fulfill this request does not appear in this list of available students, you will need to either upload the appropriate xml student data file or manually enter the student data into TREx. If you have questions as to how to do this, please review the respective training modules for more information. For this exercise, lets select the record from the Matching Records / Transcripts tab. On this page, the text that is in green indicates that an exact match for the request was found based on the records that you have in the system. You can see that Sevenths first name, last name, and birthdate are bolded. This indicates that there is a record in the system that exactly matches these particular fields for this request. You will select Sevenths record by selecting the appropriate radio button. Lets select the Next button in order to move on to the next step. From this page, you will confirm the transaction. At this point, you are ready to send Sevenths record in order to fulfill this request, but the Send button is not enabled. Before you can send this transaction, you must acknowledge that by selecting the Send button, you, as the registrar responsible for this record are applying an electronic signature that has the same force and effect as a manual signature. You acknowledge this by selecting the checkbox next to this statement. And once you do, the Send button becomes enabled, and you can select it to send this transaction. The final page of this transaction gives you the opportunity to review the transaction results. After selecting the Done button, you are brought back to the page displaying your inbound requests for records and transcripts. There are no other inbound requests, and therefore, you can go back to the TREx Home Page. 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