Infinite Campus Office Coach Manual

Infinite Campus Office Coach Manual

Parkway School District Infinite Campus Office Coach Manual 6/9/2008

2 Table of Contents Census . . 3 Adding Information to Campus . . 3 Census Wizard . . 6 Maintaining and Changing Census Data . . 11 Parkway Guidelines for Census . . 16 Student Information . . 17 Adding a New Enrollment . . 17 Ending an Enrollment . . 18 Add/Edit Attendance . . 19 Create a New Program/Flag . . 20 Edit/Add Transcript Information . . 21 Walk-In Scheduler . . 26 Classroom Monitor . . 30 Daily Attendance . . 32 Attendance Wizard . . 34 Attendance Letters . . 38 User Communication .

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3 Census Adding Information to Infinite Campus Adding People (Parent, Student, Emergency Contact, Doctor, Dentist) 1. From the Index, click “Census” then click “Add Person.” 2. Enter the search criteria on the grey screen. When searching for a person, use as little information as possible. For example, if searching for Jim Smith, only enter “Smith” in the Last Name field and “J” in the first name field. 3. Click Search. 4. Any people existing in Campus who matched your search criteria will be displayed. Use this information, or click on “Details” next to a person’s name, to determine if there is an exact match.

5. If no matches are found, click “Create New Person.” 6. Enter the required demographic information using “sentence case.” a. Last Name, First Name and Gender are required by Campus b. If the person being added is a student, enter their Birth Date and Race/Ethnicity. Click Save. 7. If the person is NOT a student, click on their name to bring up the “Demographics” tab. Add any personal contact information (work, cell, other phone numbers, email address) provided. Click Save.

4 Adding Staff 1. From the Index, click “Census” then click “Add Person.” 2. Enter the search criteria on the grey screen.

When searching for a person, use as little information as possible. For example, if searching for Jim Smith, only enter “Smith” in the Last Name field and “J” in the first name field. 3. Click Search. 4. Any people existing in Campus who matched your search criteria will be displayed. Use this information, or click on “Details” next to a person’s name, to determine if there is an exact match.

5. If no matches are found, click “Create New Person.” 6. Enter the person’s Last Name, First Name, Gender and Staff Number using “sentence case.” Click Save. 7. Click on the person’s name, and then click on the “District Assignments” tab. 8. Click “New Assignment.” 9. Select the correct school and department. Enter a start date for the employee. 10. Click Save. Adding an Address 1. From the Index, click “Census” then click “Add Address.” 2. Enter the “House/P.O. #” in the appropriate field. 3. Click Search.

5 4. Review the search results. If the address appears in the list, skip to “Check an Existing Address.” If the address does NOT appear in the list, click “New Address.” 5.

Enter the address information using “sentence case.” a. Prefix – a directional indication before the street name. b. Tag – the type of street such as Dr, St, Ln, Ct, Blvd c. Direction – directional indication after the street name and tag d. Leave County, Location Code, Latitude and Longitude fields blank e. If the address is a P.O. Box click the “P.O. Box” checkbox and enter the number in the “Number” field.

f. If the student is residing outside of Parkway, select the appropriate county and district from the drop down menus. 6. Click Save. Check an Existing Address 1. All elements of the address displayed on the search screen MATCH EXACTLY the “new” address. 2. Click on the address in the display window. 3. Click on the “Households” tab and review the list of households (if any.) 4. If a household is currently residing at the address (there is no end date on the household information tab) contact BOTH families to verify that this address is correct for the new family.

6 The Census Wizard Assemble the Household 1.

From the Index, click “Census” then “Census Wizard” 2. Enter the last name of a person to be added to the household, click Search. 3. Click on the person’s name in the outline (left side of the screen.) That name will show up on the right side of the screen in the “Household” window. 4. Repeat steps 2-3 until all people belonging to the household show up on the right side of the screen in the “Household” window.

5. Click “Clear Search Fields.” 6. Enter the address information (Number and Street) in the appropriate fields under “Address Search” and click Search. 7. Click on the correct address in the outline (left side of the screen) so that it also shows up in the “Household” window on the right. 8. If necessary, a person or address can be removed from the “Household” window by clicking on the “X” next to it. 9. Click “Continue – Step 2”

7 Edit Household Membership and Mailing 1. Enter the “Household Name” (the most common surname in the household) in the appropriate field.

2. Enter a phone number in the “Household Phone Number” fields. This number is usually a home (landline) number, but can be a cell phone if the parent/guardian wishes, so long as it can be used for primary contact. 3. Enter a start date next to the address. This start date can be the date the household is created in Infinite Campus. 4. Click the “Mailing” checkbox next to the address. 5. Click the “Private” checkbox to exclude the address information from Ad Hoc reports. This checkbox will NOT hide the address from a Campus user.

6. Enter start dates for all people in the household. This start date can be the date the household is created in Infinite Campus. 7. Click “Save & Continue – Step 3”

8 Define Relationships within the Household 1. You only need to work with the STUDENT records in this section. Ignore the Parents!! 2. From the drop down menu, choose the appropriate relationship, for example, father/student or mother/student. 3. Mark the appropriate checkboxes for each relationship. a. Guardian – this person is the student’s legal guardian b. Mailing – this person is allowed to receive mail for this student c.

Portal – this person is allowed to have portal access regarding this student d. Messenger – we will not be using the messenger e. Private – this information can be excluded from Ad Hoc reports 4. You do not need to define a relationship between the parents or guardians. Those SHOULD be left BLANK.

5. Click “Save & Done.” This will save the data but will only refresh the screen.

9 Define Relationships outside the Household 1. Click on the student’s name in the search results (on the left side of the screen) to add non-household relationships such as emergency contacts, doctor and dentist. 2. Click on the “Relationships” tab. 3. Click “New Non-Household Relationship.” 4. Search for the person. a. If the person is not already in Campus, click “Create New Person” and follow the “Adding People” instructions above. b. If the correct person shows up in the search results, click on the name.

Close the box by clicking the red “x” in the top, right corner. Before clicking, make sure your cursor looks like a little hand and NOT a four-point arrow.

5. Choose the best relationship from the drop down menu. 6. Enter a start date for the relationship. 7. Click the appropriate check boxes for this contact. In most cases, NONE of the boxes should be marked. 8. Repeat steps 4-7 for additional non-household relationships. 9. Click Save.

10 Create an Enrollment for a Student 1. Click on the “Enroll as Student” link below the student’s name in the search results (left side of screen) to create an enrollment record. This link goes directly to the student’s “Enrollments” tab. 2. Click “New.” 3. Select the appropriate calendar, schedule structure and grade from the drop down menus.

4. Enter the start date. This is the student’s first date of attendance. 5. Make sure the student has a birth date entered.

6. Enter the service type and start status from the drop down menus. a. Primary enrollment is for the attending school. b. Partial enrollment is for part time students or a school program, such as MOP, and ADC. 7. Enter the student’s previous district and school information in the “Start Comments” field. This information is necessary for creating and assigning MOSIS IDs. 8. A separate manual will be provided for the State Reporting Fields. 9. Select the appropriate information under “Special Ed Fields” if the student is receiving special services.

10. Click Save.

11 Maintaining and Changing Census Data Changing a Person’s Identity 1.

On the “Search” tab on the left side of the screen, type the person’s last name in the box and search “All People.” 2. Scroll through the list of names and click on the correct person. 3. On the right side of the screen, click the “Identities” tab. 4. Enter the person’s new name (and/or other new information.) 5. Select the effective date for the identity change, most likely today’s date. 6. Click “Save.” 7. At the top of the screen under “Identities Editor” verify that the new identity is marked with an “X” under “Current.” 8. Click on the person’s old name in the search results on the left side of the screen.

9. When the screen refreshes, verify that the new name (assuming the effective date is today) shows above the tabs on the right side of the screen.

10. Once the change has been made, searching for this person with either the old name or the new name will bring him or her up.

12 Changing Contact Information 1. On the “Search” tab on the left side of the screen, type the person’s last name in the box and search “All People.” 2. Scroll through the list of names and click on the correct person. 3. On the right side of the screen, click the “Demographics” tab. 4. Scroll down to “Personal Contact Information.” 5. Enter the new “Other Phone,” “Work Phone,” “Cell Phone,” “Pager,” or “Email” information. The phone number for the Household can NOT be changed here.

6. Click “Save.” Assigning a New Household Address 1. On the “Search” tab on the left side of the screen, type the Household name OR the name (last, first) of one member of the household in the box and search “Households.” 2. Scroll through the list of names and click on the correct household. 3. On the right side of the screen, click on the “Addresses” tab. 4. Click on the old address. a. Enter an “End Date.” b. Uncheck the boxes.

13 5. Click “Find New Address.” 6. Search for the new address by street number only. a. If the correct address appears in the list, click it.

b. If the address does not appear in the list, click “New Address” then enter the addresses information. Click “Save.” 7. Enter a start date for the new address (when the family will start living at that location.) 8. Check the appropriate boxes. 9. Click “Save.” Splitting One Household into Two Households If the parents/guardians of a student no longer live in the same house, and the “second” parent will still be receiving mail for the student, a second household needs to be created. If the student will be living part time with both parents, he or she must belong to both households in Infinite Campus.

Creating a New Household 1. Follow the instructions on page 4 for “Adding a New Address” and page 5 “Checking an Existing Address.” 2. From the Index, click “Census” then “Census Wizard” 3. Enter the last name of a person to be added to the new household, click Search. 4. Click on the correct name in the outline (left side of the screen.) That name will show up on the right side of the screen in the “Household” window. 5. Repeat steps 2-3 for all members of the new household. 6. Click “Clear Search Fields.” 7. Enter the address information (Number and Street) in the appropriate fields under “Address Search” and click “Search.” 8.

Click on the correct address. It will show up in the “Household” window on the right. 9. Click “Continue – Step 2.” 10. Enter the phone number for the household and all start dates. 11. Click “Continue – Step 3.” 12. Assign relationships, be sure to check the “secondary” and “mailing” boxes. 13. Click “Save & Done.”

14 Moving the Parent out of the Household 1. On the “Search” tab on the left side of the screen, type the Household name OR the name (last, first) of one member of the household in the box and search “Households.” 2. Scroll through the list of names and click on the correct household. 3. On the right side of the screen, click on the “Members” tab. 4. Click on the family member that is leaving the household. 5. Enter an end date for this person. 6. Click “Save.” Note: If the secondary parent will be receiving mail for the student, the student will not need to be included (in Campus) in the second household.

The secondary parent should be listed as a “Non-Household Relationship” for the student. The “Guardian” and “Mailing” check boxes should still be marked. The “Portal” box should be checked if that parent will have portal access.

Adding a Person to an Existing Household 1. Add the new person to Infinite Campus following the instructions on page 3. 2. Click on the person’s name to bring up their information. 3. Click on the “Households” tab then “New Household Membership.” 4. Search for the household in which you want to place the person. Click on the correct household in the list. 5. Enter a “Start Date” for the household membership. Click “Save.”

15 6. If the new member to the household will be a student, click on the “Enrollments” tab. 7. Click “New” then follow the instructions #3-#10 on page 10 to complete the enrollment process.

Changing Household Membership for Students Household membership must be changed if the student has moved out of one household and into another, as in the case of foster care changes or full custody changes. 1. From the Index, select Census then click on People. 2. Click on the Search tab on the left side of the screen. 3. Make sure the drop down menu says “All People.” Type the student’s name in the box (last name first) and click Search.

4. Click on the student’s name. 5. Click on the Households tab. 6. Click “Edit” on the existing household. 7. Enter an end date for that household. This date should be when the student stops residing in that household. 8. Click Save. 9. Click “New Household Membership.” 10. Search for the household (on the left side of the screen) into which the student is moving. 11. Click on the household in the list. 12. Enter a start date. 13. Click Save.

16 14. Click on the Relationships tab. 15. Edit the check boxes to reflect the change in parental rights. 16. Click Save.

Parkway Guidelines for Census The registrar will be the person responsible for household creation, maintenance, contacts, and student enrollment; however, secretaries in other departments may assist the registrar. The receiving school registrar will be responsible for transferring a student in the event of an intra-district transfer. When the receiving school registrar starts a new enrollment record for the student at her/ his school, this will automatically end the enrollment record at the previous school.

The receiving school registrar must communicate with the prior school registrar before starting a new enrollment record for the student. Edit authority will be given to: o Anyone performing the registrar function o Special Services o Technology o Facilitator of the Voluntary Student Transfer Program o PACE, REACH, MOP, ADC etc. representatives. If a change is made to the student’s household or contact address or phone number, the individual making the change will send an email notice of the change to registrars at any of the household’s other schools.

17 Student Information Navigating to a Student’s File 1.

From the Index (left side of screen) click on “Student Information.” 2. Click “General.” 3. Search for a student. 4. Click on the student’s name. Their information will show up on the right side of the screen. Their name (last, first) will appear in bold above all of the tabs. Other information including the student’s grade, student number, birthday and gender will also appear here. Summary Tab The summary tab is a read-only view of the data for the student in Census. The top section is personal identification information for the student including name, birthday, gender, student number, and state ID.

The mailing address(es) for the student will show below the student’s personal information. (Click on “Map” to map the address using Google Maps.) Any household to which the student belongs is listed below the mailing address(es.) The primary household will be listed first. Non-household relationships (contacts) will display below the households.

Enrollment Tab This tab lists all enrollments for a child that have been created in Campus. State reporting information is also stored in this tab. To view state reporting information, click on the enrollment in the “Enrollment Editor.” The general enrollment information determines what school and grade a child is in and records the enrollment dates and status for state reporting. Adding a New Enrollment 1. Click “New” at the top of the “Enrollment” tab. 2. Select the calendar (year and school), schedule structure, grade level and service type. 3. Enter the start date (first day of attendance) and choose the “Start Status.” 4.

A separate manual will be provided for the State Reporting fields. 5. If necessary, expand the “Special Education” area to enter data. 6. Click Save.

18 Ending an Enrollment Ending an enrollment will drop the student from all courses in their schedule. Any attendance data entered for dates outside the enrollment dates will be deleted. 1. Click on the enrollment you need to end. 2. Enter an end date and end status describing the situation. a. Always END an enrollment, NEVER delete an enrollment! b. Deleting an enrollment will remove ALL records associated with the student for that school year. 3. Click Save. Schedule Tab The Schedule tab shows the courses for which the student is registered. The terms run across the top and the periods of the day run down the left side.