The Records Request Manager page provides a mechanism for tracking the progress of Inter and Intra District student records requests. A printable records request letter is available for New Student Records Requests. The Records Request Manager page can be accessed from Student Data > Records Requests > Records Request Manager. 



Security 

Users need permissions to Records Requests (RRQ):

  • Read to view the page. Users with Read only see a View More (…) icon and a read-only form.
  • Insert to add requests (when logged in to a school).
  • Update to edit requests.
  • Delete to delete requests.

To use the Add New Course Institution link, users also need permissions to Course History Institutions (CHI). At the district level, both lists show requests from all schools with an SC column, and requests cannot be added.


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 Student Records Request, 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 chevron 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. Type at least 3 characters to search. The student cannot be changed after the request is saved.
  • Institution Name Name of the target District/School that has the records. Type at least 3 characters to search by institution name, school code or CDS code; inactive institutions are not listed.
  • 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 (Information will Auto populate from CHI data)
  • Phone phone number of the target school/district that has the records (Information will Auto populate from CHI data)
  • Fax fax number of the target school/district that has the records (Information will Auto populate from CHI data)
  • 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. When set to Completed, the completion date displays in the list.
    • 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 is not in the Course History Institutions (CHI) table, the list displays No Institutions Found with an Add New Course Institution link, which opens Course History Institutions in a new tab. 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 selected records request 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, so a Registrar contact must be set up for the school. When printed from the district, the letter uses the district's name, address, phone, fax and email.



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 an Exiting Student Records Request for records, click Add Exiting Student Records Request in the blue Exiting Student Records Request bar.

 

If the expandable Exiting 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.