Utah eTranscript and Record Exchange - UTREx - Data Clearinghouse
The UTREx/Data Clearinghouse gathers and stores student data throughout the year for exchanging student records and for reporting at the local, state and national levels. In May, the Utah State Board of Education approved amendments to R277-48 including adjusting deadlines for the UTREx data submissions for October 1 and December 1. Many of the student data elements collected through the UTREx data submissions are used in funding formulas for MSP (Minimum School Program). The data collected on October 1 are used for the legislative budget estimates each year.
R277-484 now requires that a complete update of data as of October 1 through UTREx is done seven business days after October 1. In addition, a revised update is allowed to be completed October 15 if significant errors are identified by USOE or the LEA. These deadlines are meant to allow for a specific window of time to correct technical errors and check data quality before moving forward with a final data set for budgeting.
Please be aware that the policy does NOT allow extensions for UTREx updates beyond these timelines. This same policy is applied to the December 1 and year-end data submissions.
Reporting Issues: Aaron Brough, Data and Statistics Coordinator - 801-538-7922
Sarah Wald, Research Consultant - 801-538-7947
Finance Questions: Natalie Grange, School Finance Director - 801-538-7668
Kirin McInnis, Research Consultant - 801-538-7674
The following documents include information for submitting UTREx / Clearinghouse files that must be submitted for the each school year beginning with the October 1 data submission.
If you have any questions regarding UTREx, please send an e-mail to UTREx support at firstname.lastname@example.org
UTREx Data Submission Documents
UTREx October Guidelines
UTREx December Guidelines
UTREx Year-End Guidelines
UTREx Changes and Enhancements
UTREx Data Stewards/Process Change Requests
UTREx Historical Data Form was moved to the Data Gateway under UTREx
Data Specifications and Validation Rules
2015-2016 UTREx Clearinghouse File Specification
2014-2015 UTREx Clearinghouse File Specification
2013-2014 UTREx Clearinghouse File Specification
UTREx Step by Step Collection Submission Guide
UTREx Quick Guide - Cheat Sheet
VRF Examine Function - Verifying Data
UTREx: Data Collector Reports
UTREx: Scheduled Collections
UTREx User Account Rules
UTREx Validation Level 1 Exceptions
UTREx Validation Level 2 Exceptions
Student Interoperabilty Framework - SIF Documentation
USOE SIF Profile
SIF Specification 2.4
Student Information System Approval Process
Local Ecucaton Agencies - LEAs may use any Utah State Office of Education approved student information system as outlined below and in accordance to Utah Administrative Code R277-484-5.
For a student information system to be approved for use in the State of Utah, it must:
- Be requested by an LEA (in writing no later than July 31st prior to the start of the school year)
- Be SIF certified (not just SIF compliant) -proof of certification must be submitted to the USOE
prior to October 1st
- Have a SIF agent that can meet the UTREx specs/profile for VRF and eTranscripts - proof must be submitted to the USOE prior to September 1st
- Be able to generate the SSID request file (an actual file must be submitted to the USOE for review no later than July 31 prior to the start of the school year) - Information available here
Current Approved Student Information Systems