Utah eTranscript and Record Exchange (UTREx)

Guidelines/Specifications

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. Many of the student data elements collected through the UTREx data submissions are used in funding formulas for Minimum Schools Program (MSP). The data collected on October 1 are used for the legislative budget estimates each year.

R277-484 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 the Utah State Board of Education (USBE) or the Local Education Agency (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.

The following documents include information for submitting UTREx files that must be submitted for each school year beginning with the October 1 data submission.

Data Specifications and Validation Rules:

Student Interoperability Framework (SIF):

UTREx Guidelines:

UTREx Clearinghouse File Specification: Prior years' specifications available upon request.

Student Information System (SIS) Compatibility

Approval Process

Local Education Agencies (LEAs) may use any Utah State Board of Education approved Student Information System (SIS) as outlined below and in accordance to Utah Administrative Code R277-494-5.

For a SIS to be approved for use in the State of Utah, it must:

  • be requested by an LEA in writing no later than July 31 prior to the start of the school year.
  • be SIF certified, not just SIF compliant.  Proof of certification must be submitted to the Utah State Board of Education (USBE) prior to October 1.
  • have a SIF agent that can meet the UTREx specifications/profile for VRF and eTranscripts.  Proof must be submitted to the USBE prior to September 1.
  • be able to generate the SSID request file. An actual file must be submitted to the USBE for review no later than July 31 prior to the start of the school year.  

Current Approved SIS:

  • Aspire
  • Compass
  • Davis
  • Discovery
  • OnePoint
  • PowerSchool
  • Sevier
  • Skyward
  • Weber

State Education Research File (SERF)

SERF is a collection of tables that mirrors the data that is stored at Utah State Board of Education (USBE) and is used to generate accountability reports as well as for other varied purposes.

SERF is generated at the end of each school year and on-demand through the USBE Data Gateway. The data contained in the SERF is specific to a single school year, however; since some prior year data is needed to generate accountability reports, prior years data for the students enrolled in the reporting year at the LEA is also included.

The SERF is provided as a Microsoft Access database file. In order to use it, you will need to have Microsoft Access 2007 or newer installed on your computer.

Warehouse

A resource that assists school districts in finding information about the data that is part of the Utah State Board of Education (USBE) Data Warehouse.

Although Warehouse is the source of all data used in Utah Performance and Assessment for School Students (U-PASS) and No Child Left Behind (NCLB), this data can also be used for other education analysis and reporting.

Finance Questions

Natalie Grange
Assistant Superintendent and School Finance Director
Phone: (801) 538-7668 | E-mail

Kirin McInnis
Research Consultant
Phone: (801) 538-7674 | E-mail

Reporting Issues

Aaron Brough
Data and Statistics Coordinator
Phone: (801) 538-7922 | E-mail

Malia McIlvenna
Research Consultant
Phone: (801) 538-7731 | E-mail

Technical Assistance

UTREx Help Desk
Phone: (801) 538-7800