At your service...

iQ Prototype Systems is at your service.
Contact us via email or call us in-state toll-free between 9:00am and 5:00pm MT at 1:888.231:9393, Local 406.444.3095

MAIN CONTACTS

 

Questions or concerns about this webpage?
Please contact the OPI Help Desk at opihelpdesk@mt.gov or 406.444.0087

 

K20 Data Project


The mission of the K20 Data Project is to establish data linkages between K12 education and postsecondary partners by creating an electronic student transcript repository for K12 education and connecting to postsecondary data for Montana high school students who enroll in the Montana University System (MUS). This project is funded by a $3.9 million grant from the US Department of Education.

Accomplishments so far:

  • College Readiness Domain
    Provides enrollment, remediation, and retention statistics for Montana public and state-funded high school graduates entering the Montana University System. Student Tracker Reports by school are also available with demographics and statewide aggregate reports.
  • Montana Standard Transcript
    Minimum elements required for an official Montana high school transcript were approved by the Board of Public Education in 2013. The components of the Montana Standard Transcript are defined in the Administrative Rules of Montana (ARM) as Rule: 10.55.911
  • Montana Electronic Transcript Initiative- Data Transport
    The OPI has designed a data transport system to facilitate the collection and exchange of student information required for Montana standard transcripts. School or district personnel using Infinite Campus, PowerSchool or Schoolmaster, have the option to use the MT Transcript extract in their SIS system to upload student transcript data into a secure database. We are eager to work with other SIS vendors, as well. Manual online data entry and a fillable Excel spreadsheet are also available to input student data into the system. Once the data is verified and certified, students can access the Parchment service to send free electronic transcripts to any college or university in the country. Click here to access the Data Transport System.
  • Montana Electronic Transcript Initiative- Certified Transcripts
    Free, certified, electronic transcripts are now available to high school students enrolled in participating schools. Parchment Exchange has been selected to manage the request, delivery, monitoring, and processing of student transcripts. This service will be free for up to two years following graduation with a nominal fee after that. Students can request their transcripts be sent directly to any college or university, or any other entities that may require transcripts.

Montana Electronic Transcript Initiative Brochure

Assessment Conference 2015 PowerPoint presentation

Transcript Data Preparation

 

District Readiness Guide

The intended audience for this guide is district/school personnel who submit student transcript data through the data transport system. This guide provides the instruction and tools needed to enable each user to prepare and send student transcript data effectively. The guide has been divided into six sections to help the user navigate to specific elements of the process.

We at the OPI are committed to complying with FERPA and other state and Federal laws protecting all students' information.  The authorization packet contains the needed security forms to assure that occurs.  The Data sharing agreement between the OPI and the school/district outlines how the OPI will use the student transcript data and how it is secured.  The account request forms authorizes who within the school/district can have access to the data transport and certification system.  It also designates the primary contacts for both parts of the project: transport and transcript.  The primary contact for the transport part of project will be the person responsible for submitting and updating demographic, course and assessment data into the system.  The primary contact information for the transcript part of project will be the person responsible for certifying transcripts.  The Parchment user agreement form outlines the responsibilities and liabilities for each party in using the transcript service.

Data Sharing Agreement

Access Request Form

Parchment User Agreement Form

Please send all completed authorization packet information directly to OPI, including the Parchment User Agreement Form. OPI personnel will ensure all is in order and forward the needed information to Parchment.

All data will go through a verification and certification process. To minimize errors, make sure all elements needed for the Montana standard transcript are in your SIS. Below is a quick checklist:

  • All local classes are mapped to the state course codes.
  • State course codes are assigned to all courses that students took after Fall, 2014, including transfer courses.
  • All students have a state student ID in the SIS.

The SIS extract provides files to upload for effective data transport between districts and the OPI. Schools using Infinite Campus, PowerSchool, and Schoolmaster have created extracts successfully. The OPI can work with other student information system vendors to create an extract for their product. Manual online data entry and a fillable Excel spreadsheet are also available as means to input student data if an SIS extract is unavailable.

Instructions for Infinite Campus extracts are located in Campus Community, and the OPI has created a brief document that describes the most common causes of missing data in Campus extracts, available here.

Instructions for Schoolmaster extracts are available within the Help section of the application.

PowerSchool users have been collectively sharing their experiences configuring PowerSchool for the extracts. For more information, contact the OPI at 1-800-424-6681, option 4, or, in Helena, at 444-0475.

Training Checklist

If you are able to check off each of the items listed below, you are ready for training!

  • Data Sharing Agreement signed
  • Access request form completed
  • Primary contacts named for transport and transcript parts of project
  • Parchment user agreement form signed
  • Course “Session Type” and “Session Number” fields are assigned to all classes after the 2012-2013 school year.
  • All local classes are mapped to state course codes - Beginning Fall 2015
  • State course codes are assigned to all classes student took beginning Fall 2015
  • Verified all students have State Student ID in SIS
  • Verified transfer students have state course codes for their classes - Beginning Fall 2015
  • Credentials are current for access into your SIS
  • Your SIS Montana Transcript Extract has been run and reviewed or Excel template completed with student data or data available to enter manually online
  • Bring your data with you on a thumb drive ‐ seniors at a minimum
Assessment data Data showing the assessment tests the student has taken and the scores that the student received. Common assessments include the ACT and SAT.
Authorized Representative The person in your school/district with the authority to assign security clearance accessing student information, usually a superintendent.
Code set A set of codes used for encoding data elements.
Course data Data showing the classes that the student took and the credit and grades that were received.
Data element A unit of data that is defined for processing.
Demographic data Data showing characteristics relating to the student. Common student demographics are Student ID, gender, GPA, and graduation year.
e-transcript An electronically delivered official certified transcript sent securely to the designated recipient.
Local course codes Course codes that are used at the individual school/district level for classes that are offered.
K20 Project Initiative to establish data linkages between K12 education and postsecondary partners by creating an electronic student transcript repository for K12 education and connecting to postsecondary data for Montana high school students who enroll in the Montana University System (MUS).
Montana e-transcript Initiative The transcript portion of the K20 project.
Montana Standard Transcript The format and content for Montana high school transcripts that was approved by the Board of Public Education in 2013.
Montana Transcript Extract The name of the extract in Infinite Campus that allows districts to submit transcript information to the state secure database.
MOU Abbreviation for Memorandum of Understanding. It is a formal agreement between two or more parties.
Parchment The service provider who has been selected to manage the request, delivery, monitoring, and processing of student transcripts.
SIS Abbreviation for Student Information System, a software application for education establishments to manage student data. Infinite Campus, PowerSchool, Schoolmaster, and Q are examples.
State course codes Standardized school course codes. These became mandatory beginning Fall 2013 for the state of Montana for classes that are offered.
Transfer students A student that received credit for study at one school before transferring to another school.
Validation error descriptions A report that lists the errors the user may see in the program with a description of what those errors mean.

FAQ

Project Overview Graphicclear

 

Finding and Using Valid Course Codes

The Data Transport System field “Course Code” in the Course file contains the state course code. The DTS only accepts codes that are valid for high school credit and that are valid in a given school year. For assistance in determining which course codes are valid and appropriate for your courses, you can run the course codes report from TEAMS. Anyone can do this through the guest portal:

Go to the TEAMS login screen: https://apps3.opi.mt.gov/SSO/Login/Login.aspx

Click on the Guest Login button:

Click on Terms of Employment Accreditation and Master Schedule (TEAMS):

Click on Reports:

Click on Course Codes with Endorsements List:

Select the school year you are interested in and click on the Print to PDF button:

If you have questions or need further assistance, the OPI’s Accreditation Division can answer questions related to course codes; please contact Patty Muir, pmuir@mt.gov, for further assistance.

Resources

Montana eTranscript Webinar - Nov. 1, 2016
Parchment: Montana Electronic Transcript Initiative
Welcome to Parchment
Customer Testimonial
Customer Testimonial
Quick Steps –Certification
Quick Steps – Submitting Files
Infinite Campus Extraction Issues

Infinite Campus Users and Montana Transcript Extract Common Issues

The intended audience for this tab is for those high schools that have graciously volunteered to pilot the data transport system.

OPI Data Transport Trainers:
Brett Carter, 444.2080
Joe Hamilton, 444.0475
Carmen Pennington, 444.0726

 Data Transport System

Electronic Transcript

Montana Data Preparation

Parchment Exchange is the service provider who has been selected to manage the request, delivery, monitoring, and processing of student transcripts. Current Montana high school students may request their free, certified electronic transcripts, 24 hours a day, seven days a week through Parchment. This service will be free for up to two years following graduation, with a nominal fee after that. Students can request their transcripts be sent directly to any college or university, or any other entities that may require transcripts.

Introduction to Parchment Transcript Processing

Data Use Conference

Hosted by the Montana Office of Public Instruction, the third annual Montana Data Use Culture Conference will be held September 26 – 27, 2017 at Radisson Colonial Hotel in Helena, Montana. Montana educators, administrators, and researchers with be provided a venue to learn how to access and communicate data in ways that will improve educational outcomes for Montana students. Join us for an in-depth look into this year's topic, Pathway to a Data Use Culture in Montana. Online registration will be coming soon.

The Montana Data Use Culture Conference Committee within the Montana Office of Public Instruction also invites you to submit a presentation proposal for the conference, taking this opportunity to share your knowledge about how data use can improve the educational outcomes of Montana students. Proposal submission deadline: Thursday, June 1, 2017.

Please see the “Save the Date” brochure.
For additional information visit - http://www.umt.edu/sell/cps/MDUC/