ACADEMIC RECORDS TRANSFER (ART)

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

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

4
Overview

• Academic Records Transfer (ART) includes sending
  and receiving student 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)

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

6
CSIS ART Process Flow
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

8
DataGate Process Steps

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

9
CSIS Transcript Center

• Launch CSIS TC for Live Demo

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

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_at_transcriptcenter.com to your list of
  safe email recipients!

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

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

14
Where to Get More Information

• Contact CSIS Support at
• http//www.csis.k12.ca.us/support/ContactSupport/
• 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

15
Q A