The Records Request Manager page provides a mechanism for tracking the progress of Inter and Intra District student records requests. A convenient report is also available which provides details regarding New Student Records Requests and Existing Student Records Requests. The Records Request Manager page can be accessed from the main page menu under Student Data, Records Request, Records Request Manager. 



Security 

Users will need appropriate permissions to Records Request (RRQ).


New Student Records Requests


New Student Records Requests tracks the progress and processing of records requests that your District has made of other Districts and Schools. 

To add a new New Student Records Requests for records, select the Add New Student Records Request button in the blue New Student Records Requests bar.  NOTE: Requests can only be made at the School level.



If the expandable New Student Records Requests bar is grey, please select the chevon to the right of the Add New Student Records Request button to begin.

Selecting the Add New Student Records Request button will open the following window which can be used to create your records request.


  • Student The name of your student. The student for whom you wish to request records.
  • Institution Name Name of the target District/School that has the records
  • Address address of the target school/district that has the records (Information will Auto populate from CHI data)
  • City city of the target school/district that has the records (Information will Auto populate from CHI data)
  • State state of the target school/district that has the records (Information will Auto populate from CHI data)
  • Zip zip code of the target school/district that has the records (Information will Auto populate from CHI data)
  • Contact name of the person at the target school/district that has the records
  • Phone phone number of the target school/district that has the records
  • Fax fax number of the target school/district that has the records
  • Documents Requested which records are being requested. These are customizable by the District in Update Code Table > RRI.CD.  Up to 21 documents will fit on the printed report.
    • AB 216
    • CELDT Scores
    • 504 Plan
    • Guardianship
    • Immunizations
    • Law Enforcement
    • Official Transcript
    • Special Ed Docs/IEP
    • Unofficial Transcript
  • Status current state of this records request
    • In Progress
    • Completed
    • Cancelled
  • Comments  Comments entered here are for internal use and will not print on the request report
Note: When entering the institution name for an institution that does not already have an existing record in the Course History Institutions (CHI) table, a link to CHI will appear in the selection dropdown. The user must have permissions to Course History Institutions (CHI) to make any CHI changes.  Optionally, the box accepts free text entry for Institutions not in the list.



When data entry is complete for the record, select Save at the bottom of the form.


Make desired adjustments for the currently selected records request log entry by selecting the edit icon to the left of any existing record.

To save your changes, delete the current record, or cancel your current changes, select from the buttons at the bottom of the form while in edit mode.

The viewable outbound records requests can be limited/filtered by selecting the filter icon next to Status


Note: The default status of a Records Request Manager entry is "In Progress". The listing's status filter is also initially set to "In Progress". Please be sure to check the list's filter option if a record you are seeking is not immediately visible in the list. 

 

To print the New Student Records Requests report, select the print icon to the left of the desired record.

The following report will then print.  The reply email address will pull from the School Options > School Contacts > Registrar



Exiting Student Records Requests


Exiting Student Records Requests track the progress and processing of record's requests that your District received from other Districts and Schools. 


To add a new Exiting Student Records Requests for records, click Add Exiting Student Records Request in the blue Existing Student Records Request bar.

 

If the expandable Existing Student Records Request  bar is grey, please select the chevron to the right of the Exiting Student Records  Requests button to begin.


Selecting the Add Exiting Student Records Requests button will open the following window which can be used to begin tracking incoming requests.

When data entry is complete for the record, select Save at the bottom of the form.


Make desired adjustments for the currently selected Records Request Manager entry by selecting the edit icon to the left of any existing record.

To save your changes, delete the current record, or cancel your current changes, select from the buttons at the bottom of the form while in edit mode.

The viewable Exiting Student Records Request  can be limited/filtered by selecting the filter icon in the Status column.


Note: The default status of a Exiting Student Records Requests entry is "In Progress". The listing's status filter is also initially set to "In Progress". Please be sure to check the list's filter option if a record you are seeking is not immediately visible in the list. 

 


Create Document Request Items


Additional check box items can be added to the Records Request Manager form and reports by editing the Code Table's RRI.CD values. Below, three items have been added to the Code Table for document request tracking.

 



Once the Code Table values have been added, the values will appear on the Records Request Manager form.



The Code Table values added (RRI.CD) will appear on the final report.