[eSIS Metro Partnership] [eSIS Quick Reference Guide] [Multnomah ESD] ABOUT THIS MATERIAL This material was prepared in a joint effort between MESD and OUS. Some steps may appear in a different order, depending on how each version of eSIS is configured. For further assistance, or to report changes, contact [email protected] Introduction The new eSIS Electronic Transcript Transfer process allows you to send student transfers to as many as five different institutions at a time, whether that is five institutions for five students or five institutions for one student. The number of students is limited only by the extract you create. Set your school up to use the system. The transcript process is coordinated between your school’s IT department and the Oregon University System (OUS) and requires access to both the module in eSIS for sending electronic transcripts, and access to the OUS web log so you can view the status of transcripts that you sent. Your school IT staff is responsible for enabling the electronic transcript in eSIS. If you do not have access, you will need to fill out a form and fax to your IT department to be granted access. For Portland Public schools, this form can be found at http://ithome.pps.k12.or.us/.docs/pg/10124 To gain access to the OUS web log, contact Dawn Taloyo ([email protected]) to create a login for you. Once an account has been created, you will receive an e-mail with a login and password. You can create a new password once you have logged in. If your school is already in production (see the IDTS web site if you are not sure about your school status) and has an administrator, he or she can create an account so you can send transcripts. If your school is new to IDTS (the Integrated Data Transfer System) and wants to start testing, training sessions can be coordinated through OUS. Schools that are considered “in production” have successfully been trained and gone through the testing process and are approved to send transcripts. Each person sending a transcript will have an individual login that will allow the universities to know who to contact in case questions arise with a transcript. Coordinate Training Once your school has been set up to send transcripts (the eSIS e-transcript module has been activated at your school), you will need to be trained on sending transcripts. There are several ways to be trained: if your school is in production, another person at the school can instruct new users on how to use the system. If there are several individuals needing to be trained, or your school is new to the process, in-person group trainings can be coordinated by OUS and your school, school district, or ESD. The next section demonstrates the steps to send electronic transcripts to the campuses. During training, transcripts should only be sent to the OUS campus (code 9190). Sending Electronic Transcripts in eSIS The following provides the steps for using the eSIS Electronic Transfer process to send student transfers. The number of students is limited only by the extract you create. Before entering the Electronic Transcript Transfer screen, you must run an up-to-date GPA and Ranking to send the Universities the most current information. I. Run the GPA Calculation Before sending electronic transcripts, you need to make sure that the GPA Calculations and Class Rankings are current. Schools have different processes for calculating GPAs; some re-calculate each time a change is made and some have developed a time when GPAs are recalculated. As with the paper transcript, you will want to make sure your GPAs are current for the student. If your school regularly updates GPAs, you can skip to Step II-Send an Electronic Transcript. Step 1: Accessing the GPA Module Select the GPA Module from the School Menu on the eSIS Start Screen Step 2: Accessing the GPA Calculation Function On the GPA Module Start Screen, click the Run GPA Calculation button. Step 3: Updating the GPA Calculation Make your selection on the Review Calculated GPA’s screen and then click Re Run Selected GPA Step 4: Build your extract. You want to be sure it includes the students whose transcripts you will be sending. Hint: It is easiest to run a Full Extract when calculating GPA and Rank and create a smaller, more specific Manual Extract for the Electronic Transcript Transfer Process. Step 5: Running the Report Click Run. Step 6: Begin the Rank Calculation Click the Return Arrow to go back to the Review GPA Calculations screen. Step 7: On the Review GPA Calculations screen, click GPA/Ranking Report. Step 8: Selecting the Ranking Report You are sent to the Reports Menu. Click #16 Mark/Grade/GPA/Honor Reporting. Double-Click the GPA/Ranking Report and run the report. II. Send an Electronic Transcript If your GPA Calculations and Ranks are up-to-date, you are ready to submit transcripts electronically. If someone from your school has completed the process to move your school to “production” mode, your school is live and all transcripts will be sent through to the schools. However, if your school is not yet in the production mode, the transcripts will not be forwarded to the schools. To find out the status of your school, visit http://idts.ous.edu/k12participants.html Step 1: Accessing the Electronic Transcript Open folder #26 Custom Report Cards/Transcripts and double-click Electronic Transcript. *Note if you do not see the Electronic Transcript report, you must be granted access via your IT staff. Step 2: Build an Extract Click Build Manual Extract to get just those students whose transcripts need to be sent. Step 3: Building an Extract a. If you find existing data on the Manual Extract screen, clear it by clicking the Clear All Students button. b. Add your students by typing their Student ID# into the Pupil Number field and hitting the Tab key on your keyboard. c. Click Save d. Add your students by typing their Student ID# into the Pupil Number field and hitting the Tab key on your keyboard. b a c d Step 4: Run the Electronic Transcript Report After you exit the previous screen, you are returned to the Report Electronic Transcript Screen. From here, click Run Report. Step 5: Confirm Students Requested This takes you to the Electronic Transcript Transfer Screen. You should see the students you selected during when you built your manual extract. You can still Add or Delete students as needed, (Add by typing the pupil number. Delete by highlighting the name and pressing Del). Make sure you enter your email address on the top of the screen. Check to see that it is correct. Step 6: Enter the School ID Numbers Enter the ID numbers for the institutions to which the transcripts will be sent. Each row can contain up to five institution numbers. If you need to send more than five transcripts for a single student, simply add the student to a second row and fill in the additional institution numbers. For training purposes, only send to 9190. 9190 School ID Numbers Institution Name Institution Number Eastern Oregon University 3193 Oregon Institute of Technology Oregon State University Portland State University Southern Oregon University University of Oregon Western Oregon 3211 3210 3216 3219 3223 3209 Oregon University System OSU Cascades 9190 321001 Step 7: Notes and Transcript Status Note: Do not use the Note button at the far right of the screen – it is not yet functioning. By default, the Electronic Transcript Transfer screen opens with the Original radio buttons selected, indicating in the file that this is the first transcript to be sent for this student. However, if a replacement transcript (say, the student has completed an Incomplete course) is being sent, click the Replacement button to indicate that this is a replacement transcript. This does not happen automatically Step 8: Submit Transcripts When you have the screen the way you want it, click the Submit button. Step 9: Fix any errors encountered: An error message may generate if the following items are missing: E-Mail address or the institution ID code is missing. Click OK and the cursor will move to the first field where the error occurs. Enter the appropriate information and click the Submit button again Student’s SSID number (State Student ID) is not in eSIS. Click OK, and the student with the missing SSID will be highlighted. Remove (DEL) that student from the Electronic Transcript Transfer screen and click the Submit button again to send the other students. If the student has been with the school for less than a week, the ID should populate sometime within the next week. If the student graduated prior to 2002, an electronic transcript cannot be sent through eSIS. The school code is missing. If the school code is missing, an error message that says “Must enter an Inst code” will appear. A sample screen shot is shown here. Step 10: Confirm your transcripts are ok to send. The Student Transcripts to be Transmitted screen will present a list of students and their transcripts, indicating the institutions designated as recipients. If there is an error – a transcript going to the wrong institution, or going to only one institution instead of two, for instance, click the Exit Door button, make the change and click the Submit button again. If the list is correct, click the OK to Send button to return to the Electronic Transcript Transfer screen. From here, you can delete some students and send additional transcripts for other students if necessary, or you can exit from the screen by clicking the Exit Door. III. Review the OUS Web Log Once you have sent your transcripts, you can view their status in the web log. The web log provides information as to where the transcript is in the transmission process. If your school is still in the testing stage, you will access the following web log: https://etranscript.ous.edu/idtsdev/ If your school is in the production stage, you will access the following web log: https://etranscript.ous.edu/etranscript/ Step 1: Log in to the Web Log The main login screen looks like this: a. Enter Username = This needs to match your Esis username. This will be set up in the system. b. Enter Password = You will be e-mailed a default password when you first sign up for training and be asked to change it on your first log-in. c. Enter HS Code = State Institution ID. To find out your code, visit the ODE site: http://www.ode.state.or.us/instid/ Step 2: Review the web log to confirm that your transcripts have been received: Transcripts are typically processed and sent to campuses within the same day. The time for schools to “pick up” transcripts varies. If a campus has not accepted a transcript, you will receive a “Did not acknowledge” e-mail. Times vary, but typically an institution picks up a transcript within five days of sending. Campus Status-The status of processing each transcript appears under “Status”. The “Received by” date corresponds to when the transcript was sent. You can view a PDF of the transcript (in the format received by OUS institutions) by clicking on the date. Once an institution has picked up a transcript, a date will appear under “Confirmed by Campus.” The following is a list of Status messages you might receive. Campus did not Acknowledge – The transcript was sent but the campus didn't confirm receipt within normal period of time. Converted to EDI - The transcript was sent and although we are awaiting confirmation of receipt by the campus, we're still within the normal period of time it takes for this campus to confirm. Received by campus -The campus has confirmed receipt of the file. There was an error in the file-If an error is encountered, an e-mail will be sent to the contacts for the school. IV. Setting up an Administrator Login Your school can designate an administrator so user management becomes quicker and easier. Administrators have the ability to add new users and view transcript errors. Contact Dawn Taloyo to create an administrator account for your school. To access the Administrator web log: Step 1: Access the web log. Using your administrator log in information, access the web log at https://etranscript.ous.edu/etranscript/. Your login will grant you administrator level access. Step 2: Select a Function to Perform After logging in, the Admin Menu appears. From here, you can check to see a list of files containing errors, or add and edit new users. Step 3: View File Conversion Errors Any file with an error will result in an e-mail being sent to contacts at the school. These errors can also be viewed by clicking the View File Conversion Errors link. Step 4: Manage Users: An administrator can add users and edit users from this screen a. To add a user, click the Add User button and add the user information. b. To edit a user, click the Submit button and the Edit User screen becomes available. This concludes the training for using the eSIS Metro Partnership installation for IDTS. For further information about IDTS, or to set up an additional training session, contact [email protected] or 541-737-4726.