The new eSIS Electronic Transcript Transfer process allows you to

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[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.
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