1 · Web view2018-04-12 · 7/3/2017122ICAttendHandbook1718.docx. Office of Attendance...

Attendance AccountingHandbook

Infinite Campus2017 – 2018

2017-1817-1820172018

August 16August 178/16/178/17/17

16-17, 17-1815-16, 16-17, 17-18

12-13, 13-14, 14-15, 15-16, 16-17, 17-18

Office of Pupil Personnel

Mailing Address: 1126 Russell Cave Rd, Lexington, KY 40505

Physical Address: 701 E Main St., Lexington, KY 40502

Pupil Personnel: 381-4130Fax: 381-4194

Download the latest version of this document online:htt p://www.fcps .net/extranet/infinite-campus /dpp

Version 2018.1

http://www.fcps.net/extranet/infinite-campus/dpp

What’s new in the 2017-18 Attendance Manual?

Page: 13 Revoking out of Area Students- Steps involved in revoking Out of Area enrollments

Page 14 Home School Process and Review- Intent to Home Notification and Returning Process

Page: 45 Missing Children Flag- steps to create a “MC” flag in IC

Page 56 Lexington Public Library Opt Out Form – Added steps on tracking students whose parent/guardian returns the Lexington Public Library Opt Out Form

Page 58 Lexington Public Library Opt Out – Added steps on printing lists to indicate whether a parent/guardian has returned the Lexington Public Library Opt Out Form

Page: 92 Cumulative Attendance Report- Every Monday Morning, for Truancy Contact Person

Page: 93 -Chronic Absentee Report- Every Monday Morning, for Truancy Contact Person

Page: 113-Enrollment Reasons- deleted several enrollment reasons

Page 127 Home Schooling Notification Letter

Table of ContentsAttendance Accounting Regulations......................................................................................................8

General Instructions.................................................................................................................................8Record of Daily Attendance......................................................................................................................9Check-in/Check-Out Procedures..............................................................................................................9Codes Requirements.............................................................................................................................. 10State Regulations....................................................................................................................................11

Out of Area Policy/Revoking...............................................................................................................12School Board Policy................................................................................................................................ 12Students moving within the school year................................................................................................12Revoking Out of Area Enrollment...........................................................................................................12

Home Schooling..................................................................................................................................13Team Setup – Elementary Schools.......................................................................................................14Course and Section Setup....................................................................................................................15

Adding a New Course............................................................................................................................. 15Updating Course Information.................................................................................................................15Adding a New Section.............................................................................................................................16

Enabling Letters to Print in Spanish.....................................................................................................17Process Inbox......................................................................................................................................18Entry & Withdrawal Procedures..........................................................................................................19

Setup – Searching for Your Student........................................................................................................19Adding a Student from another Kentucky District..................................................................................20Adding a Student from another Fayette County Public School (current school year only).....................21Adding a Student for the First Time in Infinite Campus..........................................................................22Withdrawing Students............................................................................................................................23Deleting a Withdrawal............................................................................................................................23Deleting an Entry....................................................................................................................................23Opportunity Middle College (OMC) and STEAM Academy Enrollments.................................................24Inputting Transcript Grades – High Schools............................................................................................24

Graduation Information......................................................................................................................25Electronic Records Procedures............................................................................................................27

Releasing Records after a Records Transfer Request.............................................................................27Printing a Records Transfer Request......................................................................................................27Identifying Records to Electronically Release.........................................................................................28Identifying Records to Electronically Request........................................................................................28

Transportation....................................................................................................................................29General Information...............................................................................................................................29Inserting a Transportation Record – New Enrollment............................................................................30Changing Transportation Codes.............................................................................................................31Correcting Transportation Codes........................................................................................................... 32Deleting a Transportation Record.......................................................................................................... 32

Table of ContentsOne Day Dismissal Change..................................................................................................................... 33

Enrollment of Foreign Exchange Students...........................................................................................33Early Learning/Prior Settings (Elementary Only)..................................................................................34

Entering Early Learning/Prior Settings Information................................................................................34Printing Early Learning/Prior Setting Data..............................................................................................34

Assign a Team for an Individual Student (Elementary Only)................................................................35Underage Students.............................................................................................................................36

Waiver.................................................................................................................................................... 36Early Entry Approval...............................................................................................................................36

Partial Day Students............................................................................................................................37Partial Day for a Special Education Student...........................................................................................37Partial Day for All Other Students.......................................................................................................... 38

Grade Levels.......................................................................................................................................39Correcting a Grade Level........................................................................................................................ 39Changing a Grade Level (W01/R01)........................................................................................................40

Changing Homerooms.........................................................................................................................41Entering Alerts/Special Instructions for a Student...............................................................................42Missing Child Flag................................................................................................................................43

Assign the Missing Child flag to a student..............................................................................................43“Flag” Descriptions..............................................................................................................................44Changing Identities (Legal Name Change)............................................................................................45Address Changes.................................................................................................................................45Phone Number Changes......................................................................................................................46Searching for a Person by Phone Number...........................................................................................46Household Guidelines.........................................................................................................................47

General Information...............................................................................................................................47Household Forms................................................................................................................................... 47Creating new households for students new to Fayette County Public Schools......................................48Adding a student new to Fayette County Public Schools to an existing HH............................................48Foster Care Homes................................................................................................................................. 48Updating a HH for an existing student that is moving from one Fayette County school to another (guardianship does not change).............................................................................................................48Removing Emergency Contacts for students..........................................................................................48Household Guidelines............................................................................................................................ 49Adding Emergency Contacts for students in existing HH........................................................................49Creating a new HH for an adult student (age 18) becoming their own guardian...................................49

Guardianship Changes.........................................................................................................................50Change an existing student to a different HH with a new guardian.......................................................50Emergency or Court Ordered Guardianship Changes.............................................................................50Foster Care............................................................................................................................................. 50

Table of ContentsForms..................................................................................................................................................51

Dropout Form.........................................................................................................................................51Transfer Form.........................................................................................................................................51Withdrawal Form................................................................................................................................... 51

Tracking Time-Sensitive Forms............................................................................................................52FERPA Directory Information Opt Out Forms.........................................................................................52Media Coverage Opt Out Forms.............................................................................................................52Lexington Public Library Opt Out Form..................................................................................................53Non-Custodial Parent/Guardian Form....................................................................................................54

Generating Lists for Time-Sensitive Form Data....................................................................................54Student Directory Information...............................................................................................................54Media Coverage..................................................................................................................................... 55Lexington Public Library Opt Out............................................................................................................55Non-Custodial Parent/Guardian Form....................................................................................................55

Tracking Contact with Parent/Guardian..............................................................................................56PLP Contact Log Data Entry....................................................................................................................56Printing PLP Contact Log Info................................................................................................................. 57PLP Quick Entry...................................................................................................................................... 58PLP Quick Entry Report...........................................................................................................................58

Substitute Teacher Attendance...........................................................................................................59Taking Attendance for a Substitute........................................................................................................59Substitute Attendance Roster................................................................................................................ 59

Reconciling Unknown Absences for First Period..................................................................................60Entering Attendance...........................................................................................................................61

Marking Students Absent for One Day...................................................................................................61Marking Students Whole Day Absent for a Range of Dates...................................................................62Marking Whole Day Field Trips...............................................................................................................63Checking Students In.............................................................................................................................. 64Checking Students Out........................................................................................................................... 64Marking Period Attendance....................................................................................................................65AM Technical Center Attendance – Secondary Schools.........................................................................66PM Technical Center Attendance – Secondary Schools..........................................................................67

Editing Attendance..............................................................................................................................68Editing Whole Day Absences..................................................................................................................68Editing Check In / Check Out Attendance...............................................................................................68

Deleting Attendance...........................................................................................................................69Deleting Whole Day Absences................................................................................................................69Deleting Check In / Check Out Records..................................................................................................69

Daily Attendance Reports....................................................................................................................70Check In / Out Summary.........................................................................................................................70

Table of ContentsDaily Absence Detail Report...................................................................................................................70Caller Report.......................................................................................................................................... 70Dual Enrollment Attendance..................................................................................................................70Teachers Not Taking Attendance............................................................................................................71Skipping Report...................................................................................................................................... 71

Weekly Attendance Letters.................................................................................................................72Reprinting Letters...................................................................................................................................73Posted Letters Report.............................................................................................................................73

Attendance Messenger.......................................................................................................................74Schedule calls, emails and texts for Unexcused Absences and Tardies..................................................74Schedule calls, emails and texts for Unknown Absences........................................................................75

Error Reports......................................................................................................................................76Error Report............................................................................................................................................76Transportation Date Errors.....................................................................................................................76Schedule Gap Report..............................................................................................................................76Suspension Attendance Linkage.............................................................................................................76T5 vs. Related Services Check.................................................................................................................77

Monthly Attendance Reports – Elementary Schools............................................................................78Register by Homeroom.......................................................................................................................... 78Register by Grade................................................................................................................................... 78ADM and ADA Detail.............................................................................................................................. 79ADM and ADA Summary – Cumulative...................................................................................................80

Monthly Attendance Reports – Secondary Schools..............................................................................81Register.................................................................................................................................................. 81ADM and ADA Detail.............................................................................................................................. 82ADM and ADA Summary – Cumulative...................................................................................................82

Monthly Attendance Reports..............................................................................................................83Balancing Reports...................................................................................................................................83

Commonly Used Infinite Campus Reports – Attendance Clerk.............................................................87“Parent Note” Limit Exceeded................................................................................................................87Perfect Attendance Report.....................................................................................................................88Truant Student List................................................................................................................................. 89Chronic Absentee Check.........................................................................................................................90Elementary Schools – Attendance on Report Cards...............................................................................91

Commonly Used Infinite Campus Reports - Registrar...........................................................................92Bus Manifest...........................................................................................................................................92Homeroom Summary.............................................................................................................................92Mailing Labels – Staff..............................................................................................................................93Mailing Labels – Student........................................................................................................................ 93Guardian Mailing Addresses...................................................................................................................93

Table of ContentsNo Pass, No Drive................................................................................................................................... 94Out of Area Address............................................................................................................................... 95Students Enrolled after Day 1.................................................................................................................96Student Enrollment Counts....................................................................................................................96Student Directory Information...............................................................................................................96Media Coverage..................................................................................................................................... 97Non-Custodial Parent/Guardian Form....................................................................................................97Student Mobility/Stability...................................................................................................................... 98

Appendix...........................................................................................................................................101Dates for Monthly Attendance Reports................................................................................................101Transportation Codes...........................................................................................................................101State Ethnicity Codes............................................................................................................................102Federal Race / Ethnicity Codes.............................................................................................................102Attendance Codes................................................................................................................................ 103Start Status / Entry Codes.....................................................................................................................105Start Status / Reentry Codes................................................................................................................ 105End Status / Withdrawal Codes............................................................................................................106Withdrawing as W24, W25 & W29.......................................................................................................106Explanation of Errors on Student Error Report.....................................................................................107Student Data to be entered in Infinite Campus....................................................................................109Enrollment Reasons..............................................................................................................................110Daily Attendance Checklist – Elementary Schools................................................................................112Daily Attendance Checklist – Secondary Schools..................................................................................113Monthly Attendance Reports Check List..............................................................................................114Enrollment Checklist.............................................................................................................................115Withdrawal Checklist............................................................................................................................115How can I…........................................................................................................................................... 116“Double Dash” Report Information......................................................................................................118Printing and Exporting “Double Dash” Reports....................................................................................118Printing Mailing Labels......................................................................................................................... 119Creating a Campus Community Account..............................................................................................120Membership Log...................................................................................................................................12120 Day Attendance Reporting Calendar...............................................................................................122How long should I keep…..................................................................................................................... 123Where can I find…................................................................................................................................ 123

Home Schooling Notification.............................................................................................................124Director of Pupil Personnel Assignments...........................................................................................125

Who can I contact?...............................................................................................................................126

Table of Contents

Attendance Accounting RegulationsGeneral Instructions

1. The Register is the official record of a pupil’s attendance and constitutes the basis for the summarization for all statistical attendance data in the Fayette County Public Schools. This data constitutes the foundation for an understanding of the needs of the school and the basis for all financial support. Each homeroom teacher or attendance clerk is required to maintain this record for all pupils assigned to a given homeroom or attendance accounting periods of the day. The principal or a designated certified person must be identified as the responsible person and on file each school year with the Department of Pupil Personnel.

2. The Register is the permanent record for both editing and auditing purposes from the Infinite Campus data. The Infinite Campus school data shall be currently maintained with the recording of entries, withdrawals, absences, check-ins and check-outs made the same day the event occurs. The Register should be filed in the principal’s office and the Central Office of Attendance Accounting upon request.

3. All students 100% absent on August 16, 2017 must be marked as “No Shows” in Infinite Campus.

4. All students must be enrolled in Infinite Campus on their first day of attendance in your school.

5. Withdrawals (End Dates and Statuses) shall be maintained as follows:

A. If the student enrolls in another Fayette County Public School, the date of withdrawal (End Date) shall be the day before the student enrolls in the new school. If the student was present in both schools on the date of enrollment, the date of withdrawal (End Date) and start date shall be the same.

B. If the student enrolls in another school district or state, the date of withdrawal (End Date) shall be the last day the student was in attendance in Fayette County Public Schools.

6. A student absent less than 36% of instructional time in the school day is recorded tardy. A student absent 36 – 84% of instructional time in the school day is recorded absent for one-half day. A student absent more than 84% of the instructional time in the school day is recorded absent for one full day. These percentages are applicable regardless of the scheduled instructional day. The Infinite Campus program will calculate these percentages for all students if conditions are properly entered in the school’s calendar.

7. Students shall be physically present in the school to be counted in attendance except under the following conditions: 1) the pupil is a participant in a co-curricular instructional activity which has been authorized by the local board of education and is a definite part of the instructional program of the school; 2) the pupil is a participant in an activity as provided in either KRS 158.240 (moral instructions) or 159.035 (4-H activity).

5/9/23 9 document.docxOffice of Attendance Accounting Fayette County Public Schools Lexington, KY

Attendance Accounting RegulationsGeneral Instructions

8. A pupil will be counted absent even if the pupil’s absence is due to factors beyond the pupil’s control, including inclement weather or failure of the transportation system to operate.

9. The local board of education shall determine what constitutes an excused and an unexcused absence.

10. A pupil shall not be allowed to make up absences for the purpose of including make-up activities in the calculation of average daily attendance.

Record of Daily Attendance1. Elementary/Homebound/Hospitals/Special Schools – The classroom teacher must take

attendance each day. Attendance is to be recorded directly into Infinite Campus through the Instruction Module at the beginning of the day. All teachers must also keep written attendance records for all students. (Any written notices from teachers to the front office must be kept on file for two (2) full school years.)

2. Middle and High Schools – Each school shall have a master schedule that delineates instructional time periods for each level of instructional offering. Period by period attendance accounting is required by KDE regulations. At the beginning of each class period, the classroom teacher must record absences directly into the Infinite Campus program through the Instruction Module as well as keep written attendance records for all students.

Check-in/Check-Out Procedures1. All students must check-in and out through the office. The student entry and exit log shall

include the date, student’s name, grade or homeroom, time of arrival or departure, parent or legal guardian signature and any other information required by the local board of education. All logs must be retained a minimum of two full school years.


Attendance Accounting RegulationsCodes Requirements

1. Geo Codes (Location Codes) – You can find the correct school of residence based on address at www.fcps.net. You must refer to this site when enrolling new students into Infinite Campus. Geo Codes are to be used for all students enrolled in FCPS. Students not living in your school’s attendance area must have written authorization to register. The school is responsible for monitoring all address verifications. Schools may require written verification of student addresses.

2. Transportation Codes – Transportation codes are set to NT (non-transported) prior to August 16, 2017. On the first day of school, the proper transportation code should be entered in Infinite Campus. The student’s address determines eligibility for transportation, but the actual use of the FCPS transportation system (51% of the time) determines the code that is to be entered in Infinite Campus. The school is responsible for monitoring all transportation codes.

3. A transportation code validation is required at the beginning of the school year and at the beginning of the second semester and at any time a change in address or usage occurs.


http://www.fcps.net/

Attendance Accounting RegulationsState Regulations

1. If a local school district enrolls a pupil in the entry level program (Kindergarten) who will not be five (5) years of age by August 1 of the year of enrollment, the total aggregate days attendance for the pupil shall not be included in calculating the district’s average daily attendance.

A. Exception 1: Underage students previously enrolled in a public school in a state that allows enrollment at an age younger than Kentucky shall be enrolled, and their aggregate days attendance will not be adjusted from ADA. These students must be marked with an Underage Waiver. See page 38, Waiver.

B. Exception 2: Underage students who turn 5 between August 2nd and December 31st and whose parent/guardian has gone through an evaluation process with the Gifted & Talented Office and is approved for early entry. See page 38, Early Entry Approval.

2. If a local school district enrolls a pupil in the second level (1st grade) of the primary program who will not be six (6) years of age by August 1 of the year of enrollment, the total aggregate days attendance for the pupil shall not be included in calculating the district’s average daily attendance.

A. Exception: Underage students previously enrolled in a public school in a state that allows enrollment at an age younger than Kentucky shall be enrolled, and their aggregate days attendance will not be adjusted from ADA. These students must be marked with an Underage Waiver. See page 38, Waiver.

3. If a local school district enrolls a pupil who is at least twenty-one (21) years of age, the total aggregate days attendance for the pupil shall not be included in calculating the district’s average daily attendance.

4. Bell Schedules must be kept on file with the DPP office each school year. Bell Schedules must also be posted for visitors to view. Best Practice: Post the Bell Schedule near the Check In/Out Log. Bell Schedules must include:

A. School name at the top of the pageB. Instructional start and end time

i. Middle and high schools1. Must be broken down by period2. OK to show passing time. Be sure passing time between classes is

no more than 5 minutes.C. Non instructional time including recess and lunch. This can be as simple as putting

a statement at the bottom of the page that reads: Lunch Period – 25 minutes.

Out of Area Policy/Revoking


In limited circumstances, a student may be permitted to attend a different school than the one serving their family’s neighborhood. While not all schools are open to out-of-area requests because of space limitations, you may apply for your child to attend an eligible school. Please keep in mind the criteria for applying are extremely limited, and because of capacity concerns, elementary students are encouraged to attend their assigned schools.

School Board Policy Students in grades 6 through 12 who attend a school other than their assigned school shall be

ineligible for all interscholastic sports for 36 weeks following approval, unless eligible for a senior waiver.

The student’s parent/guardian is responsible for adequate and timely transportation to and from school.

The student is expected to demonstrate acceptable behavior, make academic progress and be in regular attendance.

Students moving within the school year Shall inform the school of their address in order to complete the current year at their

current school School shall change their enrollment status to an out-of-area status to finish the current

school year Students moving after May 1 after promotion to the last grade in the school may finish at

their current school if the student meets the OOA area criteria. Middle and high school students moving after May 1 (other than promotion to the last grade) who wish to continue must request out-of-area placement.

A family whose student moves from one (1) attendance area to another within Fayette County to permit the student to finish the school year in the school in which s/he is currently enrolled.

Revoking Out of Area EnrollmentThe Principal shall evaluate whether students who have been granted out-of-area assignments are in compliance with specified conditions, (contract), including regular daily attendance, acceptable behavior and adequate academic progress. Failure to do so may result in an immediate transfer to the assigned attendance area school, with the School Director’s approval. This section does not apply to students who have exercised the opt-out option from a magnet school. The Out of Area final decision to revoke will be determined by the Director of Pupil Personnel Office.


Parents/guardians wishing to request an out-of-area assignment for their child shall complete the out-of-area request form, which can be accessed from the District’s web site on the FCPS Pupil

Personnel page.

Home SchoolingAll students attending Home Schools must notify Fayette County Public Schools on a yearly basis (KRS 159.160 and KRS 159.250).

To register, parent submits their home school letter of intent to the Director of Pupil Personnel. The school is notified as of withdrawal date and code.

Process to Home School:

Letter of Intent- Sample letter in Appendix, see page 127 Parents Complete Letter of Intent (mail/deliver to DPP Office) ** Inform parents/guardian, the student will not be withdrawn until the letter of

intent is received in the DPP office. Truancy will accrue. Once Intent to home school is received in DPP office, Sharon Pearson will notify

the school of enrollment and withdraw date/code (W-20). Do not withdraw until email notification is received

Process of Returning to FCPS from Home School:

Direct that parent to the Director of Pupil Personnel office at IAKSS. An appointment will be scheduled with a director to complete a home school

review. Records required for review: Attendance, grades and schedule while being home schooled

The enrollment clerk/registrar will receive a letter from the DPP office stating home school review has been completed with recommendation to school and grade placement

Do not enroll that student until the homeschool review has taken place


SETUP

Team Setup – Elementary SchoolsUsing the Team feature will allow you to view the student’s homeroom teacher’s name in the header when viewing student information.

Inserting New Teams1. Go to: Index > Scheduling > Scheduling Group2. Click: New3. Enter the teacher’s last name or Team name4. Click: Save

Deleting a Team Infinite Campus will only allow you to delete a Team that has not been associated with a student or Course/Section.

1. Go to: Index > Scheduling > Scheduling Group2. Highlight the name of the Team you wish to delete3. Click: Delete

Assigning a Team to a Homeroom This will allow you to “Fill” teams, meaning if a student is scheduled into the homeroom, the program will assign the team according to the Course/Section. Teams should only be assigned to Homeroom sections.

1. Go to the Search tab; search Course/Section2. Search for the homeroom course3. Click on the appropriate section4. Click the Section tab5. Select the appropriate Team name from the Team drop

down menu and click: Save

Filling Teams – Assigning students to a team all at once (Beginning of year only!). If the homeroom courses do not have a team selected or if the student is not scheduled into a homeroom course, this process will not assign a Team to the student.

1. Make sure the 17-18 school year is selected2. Go to: Index > Scheduling > Fill Teams3. Select the appropriate Team Assignment Option. If you are unsure, please contact 2000.fcps.4. Click: Run

Assign a Team for an Individual Student1. See page 37, Assign a Team for an Individual Student (Elementary Only).


mailto:[email protected]?subject=Filling%20Teams

SETUP

Course and Section SetupAdding a New CourseIf requested, courses from the previous year will be rolled in for each school to modify as necessary in the new year. If you need to schedule a course that was not offered the previous year, follow the directions below.

1. Go to: Index > Scheduling > Add Course2. Highlight the course to be added

a. To select multiple courses at one time, hold the CTRL key while highlighting the desired courses.

3. Click: Select this Course Master to add one course or Batch Add these Course Masters for multiple courses

a. If one course was added, update course information as needed and click: Save

b. If multiple courses were selected, a popup window will confirm the number of courses added. Click: OK. Look up each new course to update course information.

Updating Course InformationThe Course tab is used to update existing course information or to add information for new courses.For more information, see KDE’s Course Data Standard: Index > IC Support Site > Manuals > KDE’s KSIS Data Standards

1. Search for the course; click the appropriate course and go to the Course tab2. Select the following:

a. Active – Check this box to indicate the course will be taught in the calendar year selectedb. State Code – If this field is blank and the course will be taught during the instructional

day, contact: [email protected]. If the State Code is 909999, Core Content must be entered on the Sections tab.

c. Max Students – Enter the maximum number of students per section. This value can be changed on the Section tab for each section as needed

3. Click: Save


mailto:[email protected]

SETUP

Course and Section SetupAdding a New Section

1. Click the Search tab; search Course/Section2. Enter the name of the course; click: Go3. Select the appropriate course4. Go to the Sections tab and click: Add a Section5. Enter the following:

a. Section Numberb. Max Number of Students – Enter if different than the

value on the Course tabc. Room Number – Optional, see Building Coach Manual

for setupd. Team – Optional, see Building Coach Manual for setupe. Highly Qualified – Select Highly Qualifiedf. Check the Section Schedule Placement checkboxes that

correspond with the period/s the section will be taughti. Elementary Schools – See screen shots below

1. Homeroom sections should be checked for 1st period only

2. Educational Enhancement section should be checked for 2nd and 3rd periods only

3. Core sections (Math, English, PE, etc) should be checked to meet in 3rd period only

6. Click: Create Section7. See your Building Coach to assign staff to the Course Section

Elementary schools – Instructional Course Section, Section Placement:

All schools – Activity Course Section, Section Placement:


Core Sections:Educational Enhancement Section: Homeroom Sections:

SETUP

Enabling Letters to Print in SpanishFollowing the steps below will ensure that all Behavior and Attendance Letters for the student will print in English and in Spanish. Please see your Registrar to identify the appropriate students.

1. Search for the student; go to: Index > Student Information > General2. Click: the District Info tab3. Check the Spanish Letter checkbox4. Click: Save


REGISTRAR FUNCTIONS

Process InboxThe Process Inbox is the message center for all system notifications relevant to a user of the Campus application. Notifications appearing in the Process Inbox are tailored to the currently logged-in user and are based on system activities related to the user and his/her tool rights.

The Process Inbox is located in the main viewing panel of the screen displayed after a user logs in, under any posted school or district notices.

Process Inbox messages appear with the most recent entry first. When a user deletes a message, the page reloads and returns the user to the Inbox.

Notifications may appear for the following types of messages:

Process Description Special NotesHousehold Address Update/Change

This message indicates the student had an address change.

Click on the message to go to the student’s Households tab

Message These are general messages sent by staff in your school or from IAKSS

Records Maintenance

This message alerts you of a student enrolled who needs a Records Transfer initiated. Click on the message, and click: New State Transfer Request and Submit

Click on the message to go to the student’s Records Transfer tab. Click “New State Transfer Request” and “Submit”

Records Transfer These messages show students transferring to and from other public school districts in Kentucky. These messages do not pertain to students changing schools within Fayette County Public Schools.

If you see a Records Transfer message for a student who is not enrolled in your school, please simply delete the message by clicking the box to the left of the message, and clicking “Delete Selected Messages.” Do NOT open the message and Reject or Ignore the request.

Infinite Campus’s Campus Community “Process Inbox” article was used in the development of this page. For information on how to create a Campus Community

account, see page 123, Creating a Campus Community Account.


REGISTRAR FUNCTIONS

Entry & Withdrawal ProceduresSetup – Searching for Your Student

1. Click the Search tab and search All People2. Enter the student’s name to search. If the last name is hyphenated, type the first part of the

hyphenated name. For example, if the student’s name is Suzy Jane Doe-Smith, I would search for the student by typing: Doe, Suzy.

3. Click: GoA. If the student is found (verify with birth date) go to Page 22, Adding a Student from

another Fayette County Public School (current school year only).B. If the student is not found, continue with the steps below to search the Student Locator

4. Go to: Index > Student Information > Student Locator5. At minimum, search for the student’s Last Name, First Name and Gender. You must enter the

entire name to search. If the student’s name is hyphenated, please search for the student once using the hyphen and again without using the hyphen. Verify a match by checking the gender and birth date.

A. If you find a match for your student that has a black “swoosh” arrow to the left of the name, go to Page 22, Adding a Student from another Fayette County Public School (current school year only).

B. If you find a match for your student that does NOT have a black “swoosh” arrow to the left of the name, this means they are enrolled in another Kentucky district. Go to Page 21, Adding a Student from another Kentucky District.

C. If you find more than one record for the student, please contact FCPS’s IC Support Helpdesk for further instructions. The student has multiple records in the state database.

D. If you do not find a match for your student at all, go to Page 23, Adding a Student for the First Time in Infinite Campus.


REGISTRAR FUNCTIONS

Entry & Withdrawal ProceduresAdding a Student from another Kentucky District

1. Search for the student following the instructions on Page 20, Setup – Searching for Your Student. This student would be found without a “swoosh” arrow beside their name in the Student Locator.

2. Click on the correct nameA. If the program takes you to the New Student screen:

i. Check Generate Numberii. Enter the appropriate information in the Identity Info section. Remember to enroll

the student in upper and lower case letters (i.e., John Maxwell Smith not JOHN MAXWELL SMITH). The full name should be entered exactly as it is written on the birth certificate, including the middle name. Do not abbreviate.

iii. Enroll the student in your district by selecting the correct elements for the Calendar, Schedule, Grade Level, Start Date and Start Status (page 107)

iv. In the Start Comments field, please enter the district and school they came fromv. Click: Save

vi. Go to the student’s Enrollments tab. Click on the most recent enrollment for your school and enter the District Defined Elements at the bottom of the screen. Enrollment Reason is required.

B. If the program takes you to the Student Information tabs:i. Click the Enrollments tab. Click: New.ii. Enroll the student in your school by selecting the correct elements for the Calendar,

Schedule, Grade Level, Start Date and Start Status (page 107)iii. In the Start Comments field, please enter the district and school they came fromiv. Scroll to the bottom of the screen and enter the appropriate District Defined

Elementsv. Click: Save

vi. Click the Records Transfer tabvii. Click: New State Transfer Request

viii. Enter any comments and click: Submit Request. A message will be sent to a designated person in the student’s originating district requesting records. A notice will also be placed in your Process Inbox.

3. Click the Transportation tab. Insert a transportation record for the student.4. Insert a complete schedule for the student.5. If the guardian returned the FERPA Opt Out or Media Opt Out form, follow steps on page 55.6. Make a copy of the completed Household Registration form. Place the copy in the student’s cum

folder, and send the original to Sherry Poore via the courier.


REGISTRAR FUNCTIONS

Entry & Withdrawal ProceduresAdding a Student from another Fayette County Public School (current school year only)

1. Search for the student following the instructions on Page 20, Setup – Searching for Your Student. This student would be found searching All People.

2. Click on the appropriate student’s name3. Click the Enrollments tab4. Click: New5. Enroll the student in your school by selecting the correct elements for the Calendar, Schedule,

Grade Level, Start Date and Start Status (R02, see page 107)6. Scroll to the bottom of the screen and enter the appropriate District Defined Elements7. Click: Save8. Go to the student’s Transportation tab. Insert a transportation record for the student.9. Enter a complete schedule for the student10. If the guardian returned the FERPA Opt Out or Media Opt Out form, follow steps on page 55.11. If a new household form was filled out, please make a copy. Place the copy in the student’s cum

folder and send the original to Sherry Poore via the courier. If the household has already been created and verified, please see page 47, Address Changes, to submit an address change.


REGISTRAR FUNCTIONS

Entry & Withdrawal Procedures

Adding a Student for the First Time in Infinite Campus1. Search for the student following the instructions on page 20, Setup – Searching for Your Student.

This student would not be found searching All People and this student would not be found searching the Student Locator.

2. Click: Create New Student. A warning will appear. Click: OK.3. Check the Generate Number checkbox. Do not enter or change anything in the State ID field.4. Enter the appropriate information in the Identity Info section. Remember to enroll the student

in upper and lower case letters (i.e., Jacob Maxwell Smith not JACOB MAXWELL SMITH). The full name should be entered exactly as it is written on the birth certificate, including the middle name. Do not abbreviate.

5. Enroll the student by selecting the correct elements for the Calendar, Schedule, Grade Level, Start Date and Start Status (page 107)

6. In the Start Comments field, enter the School Name, District Name, City and State the student last attended

7. Click: Save8. Go to the student’s

Enrollments tab. Click on the most recent enrollment for your school and enter the District Defined Elements at the bottom of the screen. Enrollment Reason is required.

9. Click the Transportation tab. Insert a transportation record for the student.10. Enter a complete schedule for the student.11. If the guardian returned the FERPA Opt Out or Media Opt Out form, follow steps on page 55.12. Make a copy of the student’s Household Registration form. Place the copy in the student’s cum

folder and send the original to Sherry Poore via the courier.


REGISTRAR FUNCTIONS

Entry & Withdrawal ProceduresWithdrawing Students

1. Search for the student; go to: Index > Student Information > General2. Click the Enrollments

tab 3. Click the most current

enrollment record for your school for the current school year

4. Enter the appropriate End Date (page 9, Item 5) and End Status (page 108)

5. If the student is withdrawing outside of Fayette County Public Schools, please indicate where the student is enrolling, including the School Name, District Name, City and State.

6. Click: Save

Deleting a WithdrawalIf a student is withdrawn by accident, the withdrawal can be removed. Do this with care! If you have any questions on deleting a withdrawal, please contact FCPS’s IC Support Helpdesk.

1. Search for the student; go to: Index > Student Information > General2. Click the Enrollments tab3. Click the enrollment with the incorrect withdrawal date4. Remove BOTH the End Date and End Status. Use the Delete or Backspace key when removing

the date.5. Click: Save6. In the student’s schedule, remove end dates associated with the incorrect withdrawal date.

Contact FCPS’s IC Support Helpdesk with questions.7. If the withdrawal was backdated prior to deleting, attendance after that date must be reentered.

See your Attendance Clerk.8. Click the Transportation tab and remove the end date associated with the incorrect withdrawal.

Deleting an EntryIf a student is enrolled by accident, contact FCPS’s IC Support Helpdesk with the following information and the enrollment record will be removed: Student Name, Birth Date, Grade Level, Start Date and School Name.


REGISTRAR FUNCTIONS

Entry & Withdrawal ProceduresOpportunity Middle College (OMC) and STEAM Academy EnrollmentsStudents enrolled in OMC and STEAM are eligible to participate in extra-curricular activities at their school of residence. To indicate this in IC, the student needs to show a State Exclude enrollment at their A1 school.

A1 School1. Insert a new enrollment for the student with the following:

a. Grade b. Start Date – The first

date of education at OMC or STEAM

c. Service Type – Partiald. Start Status – The

appropriate code, typically E01

e. Check the State Exclude checkbox

f. Enrollment Reason – 100: Resident of Area2. Click: Save

Inputting Transcript Grades – High SchoolsWhen inputting transcript grades for non-A1 school students, the student must be enrolled temporarily at the A1 school. In order to prevent issues with Food Service and Overlapping Enrollments, please follow the steps below.

1. Insert a new enrollment for the student with the regular elements, including:A. Service Type – PartialB. Check the State

Exclude checkbox2. Click: Save 3. When finished inputting

grades into the transcript, please contact FCPS’s IC Support Helpdesk to delete your enrollment record.


REGISTRAR FUNCTIONS

Graduation InformationThe following fields on the Graduation tab are required for all students who earn a high school diploma for cohort and graduation rate calculations:

1. Diploma Date – The date the student earned their regular high school diploma.2. Diploma Type – The type of diploma the student earned3. Date First Entered the 9th Grade – This is the first date the student was enrolled in grade 9 in any

school in or out of Kentucky. This will automatically populate the NGA and NCLB Cohort End Year fields.

4. Diploma Period – This field is for KEES purposes. Its only function is to identify the time of year the student received their diploma.

A. Early Graduate – Student graduated prior to January 1st of the current school year. The Early Graduate value does not mean the student graduated in less than 4 years.

B. Spring Graduate – Student graduated between January 1st through the end of the current school year

5. Transition Status – Required field for transition reporting


REGISTRAR FUNCTIONS

Graduation InformationStudents enrolled in non-A1 programs (i.e., MLK, TLC, OMC) must have an end status graduation code and a complete graduation tab, including the diploma date and type. Please use the following process for graduates enrolled in non-A1 programs:

Non A1 Program 1. Registrar withdraws the student on the

last date they attended the program as a W02.

2. Registrar selects the appropriate “District of Accountability” and “School of Accountability” (A1 school the student will be receiving a diploma from) on the enrollment record under “State Reporting Fields”. Select the district first.

A1 School 1. Registrar enrolls in the current year with

the following:A. Start Date – The next Non-Instructional School Day (Saturday, PD, Holiday, etc)B. Start Status – R02C. End Date – Same date as the Start DateD. End Status – Select the appropriate “G” codeE. Service Type – PrimaryF. In District Defined Elements select the Enrollment Reason

2. Enter Transcript and info on the Graduation tab as needed.

Because the student is enrolled on a Non-School Day, the student does not need a schedule.The “State Exclude” checkbox should NOT be checked.


REGISTRAR FUNCTIONS

Electronic Records ProceduresReleasing Records after a Records Transfer Request

1. From the Process Inbox, click the link for the transfer release OR navigate to the Records Transfer tab: Index > Student Information > General , click the Records Transfer tab and click the record to release

2. If you see the word “Overlap” in red do not proceed; contact FCPS’s IC Support Helpdesk.3. Verify that the correct

records were requested4. Click: Release Records5. A warning message will

appear, click: OK6. Print Transfer Documents as desired

Printing a Records Transfer Request1. Open the Transfer Release

a. Click the link from the Process Inbox –OR–b. Navigate to the Records Transfer tab

i. Search for the student; go to: Index > Student Information > Generalii. Click the Records Transfer tab

iii. Click the appropriate Transfer2. Right click on the area of the screen that needs to be printed

a. In Firefox: Click This Frame > Print Frameb. In Internet Explorer: Click Print


REGISTRAR FUNCTIONS

Electronic Records ProceduresIdentifying Records to Electronically ReleaseThe Process Inbox can be difficult to sort through. Use the steps below to find students whose records need to be electronically released.

1. Click the Search tab; 2. Click the Advanced Search link3. Under Saved Filters, click the plus sign

beside “-Registrar”4. Double click the filter named FCPS

Records Transfer Ready to Release5. All student names that display in the Search window have

been withdrawn and have an electronic Request for Records. Release the records following the instructions on Page 28, Releasing Records after a Records Transfer Request.

Identifying Records to Electronically RequestInfinite Campus does not always prompt the user to electronically request records as it should. Use the steps below to find students whose last withdrawal was a W22 (Previously enrolled in another Kentucky district) but an electronic request for records has not been initiated upon the student’s reentry.

1. Click the Search tab; 2. Click the Advanced Search link3. Under Saved Filters, click the plus sign beside “-Registrar”4. Double click the filter named FCPS Records Transfer Missing5. All student names that display in the Search window have been enrolled as an R21 but do not

have an electronic request for records initiated. Select one of the names.6. Click the Records Transfer tab7. Click: New State Transfer Request8. Enter any comments and click: Submit Request. A message will be sent to a designated person

in the student’s originating district requesting records. A notice will also be placed in your Process Inbox.

9. Repeat this process until the Search window is clear of student names


REGISTRAR FUNCTIONS

TransportationGeneral InformationThe Transportation record is broken into three sections:

1. Transportation Detail – This section lists important info such as the Transportation Code (see page 103, Transportation Codes for more information) and the In Bus and Out Bus information the student uses most often.

2. Parking Detail – Optional. At the elementary level, some schools use this section to track car numbers.

3. District Defined Elements – Optional, allows the user to track exceptions to the Transportation Detail section. Each day of the week is listed. If the student does not ride the bus and stop listed in Transportation Detail one or more days per week, enter the correct bus number and stop into the appropriate day of the week field. In the screen shots, the student will print on the Bus Manifest riding bus 312 every afternoon except Wednesday. Every Wednesday he will be riding in a car. If the student will ride the In Bus or Out Bus listed at the top of the screen, do not re-enter it into the District Defined Elements section.

In the screen shots below, the Bus Manifest will show the student riding bus 312 each afternoon except Wednesday. Every Wednesday afternoon the Bus Manifest will show the student riding a car.


Do not enter a bus number and stop in District Defined Elements if it matches the Out Bus in Transportation Detail. Leave the District

Defined Elements field blank.

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRw&url=http://mrscbradley.com/2014/06/28/caution/&ei=4CYxVcrwOYbPsAWc3ICICw&bvm=bv.91071109,d.cWc&psig=AFQjCNGXK4D76O0KyESCgcOGsKg6kjiayQ&ust=1429370975136736

REGISTRAR FUNCTIONS

TransportationInserting a Transportation Record – New EnrollmentIf a student enrolls in your building after day 1, it is important to enter a transportation record.

1. Search for the student; go to: Index > Student Information > General2. Click the Transportation tab 3. Click: New

A. Transportation Detail – Enter the following:i. Transportation Code (See page 103, Transportation Codes for more information)ii. Start Dateiii. In Bus – The bus the student rides most often in the morningiv. In Bus Stop – The location the student is picked upv. Out Bus – The bus the student rides most often in the afternoonvi. Out Bus Stop – The location the student is dropped off

B. Parking Detail – OptionalC. District Defined Elements –This information should only be entered if the student will ride

a different bus that day than the In Bus or Out Bus listed in the Transportation Detail section. Only add exceptions here! If the student will ride the In Bus or Out Bus listed in Transportation Detail, the District Defined Elements field for that day should be left blank.

4. Click: Save


REGISTRAR FUNCTIONS

TransportationChanging Transportation CodesThese steps should be followed when the student was correctly assigned a Transportation Code for a period of time and will be changing to a different Transportation Code.

1. Search for the student; go to: Index > Student Information > General2. Click the Transportation tab 3. Click: New

A. Transportation Detail – Enter the following:

i. Transportation Code (See page 103, Transportation Codes for more information)

ii. Start Dateiii. In Bus – The bus the student

rides most often in the morningiv. In Bus Stop – The location the

student is picked upv. Out Bus – The bus the student rides most often in the afternoonvi. Out Bus Stop – The location the student is dropped off

B. Parking Detail – OptionalC. District Defined Elements –This information should only be entered if the student will ride

a different bus that day than the In Bus or Out Bus listed in the Transportation Detail section. Only add exceptions here! If the student will ride the In Bus or Out Bus listed in Transportation Detail, the District Defined Elements field for that day should be left blank.

4. Click: Save


For example, Johnny is a car rider, correctly identified as an NT. Starting 2/23 he will be transported by bus. Use the steps below to change Johnny from an NT to a T1.

Take a closer look…

The steps above don’t instruct you to end date the NT transportation record first. When you insert a new record and click “Save”, IC

automatically end dates the prior transportation record.

REGISTRAR FUNCTIONS

TransportationCorrecting Transportation CodesThese steps should be followed when the Transportation Code the student was assigned was never valid. This can affect monthly attendance reports. Please check with your Attendance Clerk before making changes.

1. Search for the student; go to: Index > Student Information > General2. Click the Transportation tab 3. Click the most recent Transportation record for

your school4. Select the appropriate transportation code5. Change bus information as needed, see page 30,

General Information for more information.6. Click: Save

Deleting a Transportation RecordIf a transportation record should be deleted, please follow the steps below. Deleting will remove history of that record; please be sure it should be deleted instead of end dated. Contact FCPS’s IC Support Helpdesk with questions.

1. Search for the student; go to: Index > Student Information > General2. Click the Transportation tab3. Click the transportation record that should be deleted4. Click: Delete


For example, Johnny was marked T1 from the beginning of the school year. His teacher informs you that he has been a car rider all year long. Use the steps

below to change Johnny from a T1 to an NT for the entire school year.

REGISTRAR FUNCTIONS

TransportationOne Day Dismissal ChangeIf a student has a bus number change for one day only, instead of manually noting the change on the Bus Manifest you can document the change in IC to print it automatically on the Bus Manifest. These steps should NOT be used for anything more than a one day change. These steps also only relate to the Out Bus and Out Bus Stop fields in IC. It will not allow changes to the Transportation Code.

1. Search for the student; go to: Index > Student Information > General2. Click the Daily Trans Change tab3. Click: New Status4. Enter the following:

A. Status Date – Enter the date of the dismissal changeB. Status Time – Not required. Any time can be entered.C. Out Bus – Type the name of the bus the student will be riding for the Status DateD. Out Bus Stop – Type the name of the bus stop for the Status Date

5. Click: Save

Enrollment of Foreign Exchange StudentsWhen enrolling a foreign exchange student with a J-1 VISA, the school must follow the procedures below to ensure that the student is not included in the KEES report. LEP students cannot be marked as Foreign Exchange students.

1. Look up the student; go to: Index > Student Information > General2. Click the Enrollments tab3. Click the most recent enrollment

record for your school4. Under State Reporting Fields,

check the Foreign Exchange checkbox

5. Click: Save


REGISTRAR FUNCTIONS

Early Learning/Prior Settings (Elementary Only)Early Learning Prior Settings data is used to support school readiness in early childhood settings and school districts.

Districts are required to collect early learning prior settings on students for the 12 months prior to entering kindergarten. This process is to be completed with each early learning facility which the family has provided to the school. A child may have attended multiple early learning facilities.

Entering Early Learning/Prior Settings Information1. Search for the student; go to: Index > Student Information > General2. Click the Early Learning/Prior Settings tab3. Click Add Early Learning/Prior Setting4. Enter the following:

a. Type – This is the type of setting a student was in 12 months prior to entering kindergarten

b. Name – This is the name of the child care center that the student attended 12 months prior to entering kindergarten. Name is only required if you select Type: 01, 03 or 05.

c. Address – This is the address of the early learning facility. The address will populate once the name has been selected. Address is only required if you select Type: 01, 03 or 05.

d. License – The license number will populate once the name has been selected. The license number for child care is the license number or certified number provided by the Division of Regulated Child Care. The license number for state funded preschool is the state issued district/school code. License is only required if you select Type: 01, 03 or 05.

e. Start Date – Enter the date the child started receiving services at the early learning facility. This date is provided by the parent.

f. End Date – If applicable, please enter the date the child last received services from the early learning facility.

g. Comments – Comments for the district/school5. Click: Save

Printing Early Learning/Prior Setting DataThis report will help you determine if the Early Learning/Prior Setting data has been entered.

1. Go to: Index > Student Information > Reports > Testing Reports > --Brigance/Prior Setting

2. Select the following:a. Schoolb. Prior Setting Complete

3. Click: View Report


REGISTRAR FUNCTIONS

Assign a Team for an Individual Student (Elementary Only)

Using the Team feature will allow you to view the student’s homeroom teacher’s name in the header when viewing student information.

1. Search for the student; go to: Index > Student Information > General2. Click the Schedule tab3. Click: Walk In Scheduler if it is not already visible4. Select the appropriate Team from the drop down menu

and click: Save Reqs


REGISTRAR FUNCTIONS

Underage StudentsWaiverIf a student is underage (see details on page 12, State Regulations) but has a KDE approved waiver to attend Kindergarten or First Grade, please follow the steps below.

i. Search for the student; go to: Index > Student Information > Generalii. Click the Enrollments tabiii. Click the most current enrollment record for your schooliv. In State Reporting Fields, check the Underage Waiver checkboxv. Click: Save

Early Entry ApprovalIf a student is underage (see details on page 12, State Regulations) but has a FCPS Early Entry Eligibility Form completed to attend Kindergarten, please follow the steps below.

1. Search for the student; go to: Index > Student Information > General2. Click the Enrollments tab3. Click the most current enrollment record for your school4. In District Defined Elements, check the FCPS Early Entry Approved checkbox5. Click: Save


REGISTRAR FUNCTIONS

Partial Day StudentsIf a student will not be attending school for a full day, please follow the steps below. Be very careful to follow the instructions based on the type of student.

These steps do not pertain to Technical Center students or 504 Plan students.

Partial Day for a Special Education Student The student must have the shortened day noted in the IEP.

1. Search for the student; go to: Index > Student Information > General2. Click the Attendance Group tab3. Click: Add Attendance Group; enter the following:

A. EnrollmentB. Attendance Group – Partial DayC. Start Date – The first day the student was on a shortened scheduleD. End Date – The last day the student was on a shortened schedule. If the student is still on

the shortened schedule leave this date blank.E. Start Time – The Start Time for the student’s shortened day if it is later than the school’s

instructional start timeF. End Time – The End Time for the student’s shortened day if it is earlier than the school’s

instructional end time i. In the screen

shot, the student’s shortened day is from 7:45 – 11:00. Because the student is starting school at 7:45, only the end time should be entered on the Attendance Group.

4. Click: Save5. Notify your Special Ed Facilitator to check the

Full Funding checkbox on the student’s enrollment in the Special Ed Fields section. If the checkbox is unchecked, FCPS only receives a portion of the ADA funding for the student.


REGISTRAR FUNCTIONS

Partial Day StudentsPartial Day for All Other Students These steps are for all students not attending the full instructional day who are not Special Education students.

These steps do not pertain to Technical Center students.

1. Search for the student; go to: Index > Student Information > General2. Click the Attendance Group tab3. Click: Add Attendance Group; enter the following:

A. EnrollmentB. Attendance Group – Partial DayC. Start Date – The first day the student was on a shortened scheduleD. End Date – The last day the student was on a shortened schedule. If the student is still on

the shortened schedule leave this date blank.E. Start Time – The Start Time for the student’s shortened day if it is later than the school’s

instructional start timeF. End Time – The End Time for the student’s shortened day if it is earlier than the school’s

instructional end timei. In the screen shot, the student’s shortened day is from 7:45 – 11:00. Because the

student is starting school at 7:45, only the end time should be entered on the Attendance Group.

4. Click: Save


REGISTRAR FUNCTIONS

Grade LevelsCorrecting a Grade LevelThese steps should be followed when the student never physically attended the grade level they were assigned. This may affect the monthly attendance reports. Please see your Attendance Clerk prior to following these instructions. If your school has multiple Schedule Structures or multiple Calendars you may have difficulty with these steps. Please contact FCPS’s IC Support Helpdesk.

1. Search for the student; go to: Index > Student Information > General2. Click the Enrollments tab3. Click the enrollment record with the incorrect grade level4. Change the Grade field to the appropriate grade level5. Click: Save


E.g.: Johnny was enrolled into grade 10. Johnny never physically attended grade 10 and should only show enrollment in grade 9.

REGISTRAR FUNCTIONS

Grade LevelsChanging a Grade Level (W01/R01)These steps should be followed when the student was physically attending one grade level and then moved to a different grade level. Do not enter a W01/R01 during an attendance month that has already been run. Please see your attendance clerk prior to following these instructions.

1. Search for the student; go to: Index > Student Information > General2. Click the Enrollments tab3. Click: New (You will be

creating the new grade level first)

4. Enroll the student by selecting the correct elements for the Calendar, Schedule, Grade (New Grade Level), Start Date (First date the student was attending the new grade level) and Start Status (R01).

5. Click: Save and OK6. Click the enrollment

record with the student’s initial grade level

7. Enter an End Date (The school day before the student began the new grade level) and End Status (W01)

8. Click: Save9. This process will end date the student’s transportation record. Click the Transportation tab and

remove the end date from the most recent transportation record for your school.10. Contact FCPS’s IC Support Helpdesk to alert them of the W01/R01 change. The attendance

tables must be refreshed after every W01/R01 change.


E.g.: Johnny started the school year in grade 11. He completed enough credits to be promoted to grade 12 in second semester.

REGISTRAR FUNCTIONS

Changing HomeroomsOnce the school year begins you cannot delete a course from a student’s schedule

without affecting Attendance and Gradebook. Do not delete a course from a student’s schedule without first consulting FCPS’s IC Support Helpdesk.

Homerooms in Infinite Campus are identified by a course name and number. To change a student’s homeroom, follow the steps below.

1. Search for the student; go to: Index > Student Information > General2. Click the Schedule tab3. Click: Walk In Scheduler if it is visible4. Click: Search (You will be creating the new

homeroom first) 5. In the Section Search window, enter the Start Date as the first day the student

attended the new homeroom 6. Search for the new homeroom by any of the available fields7. Click the appropriate course in the Search Result window for the

student’s new homeroom 8. Click the course number for the student’s

previous homeroom 9. Give the course an End Date (Day before

the student was assigned to the new homeroom) 10. Click: Save



The steps above don’t instruct you to end date the 11th grade record first. This ensures that the student’s grade level change will not end a student’s schedule or delete attendance. Please do not miss this step.


Adding the new homeroom first ensures that the schedule change will not delete attendance. Please do not miss this step.

REGISTRAR FUNCTIONS

Entering Alerts/Special Instructions for a StudentWhen entering a Flag on a student, a flag will appear next to the student’s name in the header bar of Infinite Campus. Guardian phone number information should be entered on the Guardian’s demographic tab, not in a Flag. Confidential information should NOT be entered in the User Warning field. Do not add/change/delete any Flags that begin with an asterisk, for example: *Dismissal, *Enrollment, *Enr Reason, etc.

1. Search for the student; go to: Index > Student Information > General2. Click the Flags tab 3. Click: New; enter the

following: A. Flags – Select

the appropriate flag name. See the list below for help.

B. Start Date – Enter the date the flag is effective

C. End Date –If the Flag has an effective date range, enter the End Date. The flag will appear until the End Date occurs.

D. User Warning – This field contains information that can be viewed by all users when they search for the student and hover over the icon next to the student’s name. Only enter information here that is appropriate for all users to view. Do not type confidential information here.

E. Participation Details – This field is only visible to those who have rights to the Flags tab for the student and to those who have rights to create and export Ad Hoc Filters. Enter any appropriate information here.

F. Description – This field is only visible to those who have rights to the Flags tab for the student and to those who have rights to create and export Ad Hoc Filters. Enter any appropriate information here.

4. Click: Save


REGISTRAR FUNCTIONS

Missing Child FlagWhen Principals receive Missing Children Notifications, from KDE, it is imperative they comply with KRS 156.495 and KRS 158.032 by flagging the student’s educational records IC to ensure all school and district personnel are aware of the situation.

The school shall immediately report to local law enforcement or the Kentucky State Police if any of the following occurs:

Someone in the school knows of the student’s whereabouts; The identified student is currently present at the school; or An individual or a school requests the student’s records.

Assign the Missing Child flag to a student1. Search for the student; go to: Index > Student Information > General2. Click the Flags tab3. Click: New; enter the following:

A. Flags – MC: Missing ChildB. Start Date – Enter the date in which the notification was receivedC. End Date – If schools receive a

Notification of Cancellation, enter the date the notification was received

D. User Warning – Enter “KY State Police have notified the school that this student is missing. Contact KSP immediately with any information regarding the student.”

4. Click: Save

The flag will display within Infinite Campus beside the student’s name:

NOTE: when user hovers over the Missing Child Flag the User warning will appear.


REGISTRAR FUNCTIONS

“Flag” DescriptionsFlag Description*Dismissal Flag added based on the student’s most recent Transportation record.

*Enr Reason Flag added based on the student’s Enrollment reason. A student with an Enrollment Reason other than 100 – Resident of Area will show this flag.

*Enrollment To be used by the DPP office only. Identifies students who need special permission to enroll.

*Suspend Limit Reached

Flags a Special Education or 504 Plan student with 7 or more days suspended.

*Suspend Warn Flags a Special Education or 504 Plan student with 5 or 6 days suspended.

504 To be used by IAKSS staff only. Identifies a student with a 504 Plan.

Att Only Attendance issues should be entered on this flag.

CDEThis field is maintained by the DPP office only. Identifies students who are children of a Fayette County Public School employee who live out of county.

Legal Legal issues dealing with court may be entered. Do NOT enter anything confidential in the User Warning box.

Medical To be used by the Nursing staff only. Identifies students who have been seen by a nurse at least one time.

MCTo flag a missing child student’s educational records to ensure all appropriate school and district personnel are aware the student has been reported missing to authorities.

Special Instructions Special Instructions for the student that are not legal issues.

Transportation Enter pick up information here. Specifically pick up people not in the household.

Truancy To be used by the DPP office only.

*Any flag with an Asterisk (*) beside the name should not be added/changed/deleted by school staff. These flags are maintained nightly via scripts based on data in IC.


REGISTRAR FUNCTIONS

Changing Identities (Legal Name Change)If a student has a legal name change, the parent/guardian must provide court documentation to the school prior to following the steps below.

If a staff member has a legal name change, they must submit the name change to the EPSB and Human Resources prior to following the steps below.

1. Go to the Search tab; search All People2. Search for the person; go to: Index > Census > People3. Click the appropriate name and click the Identities tab4. Click: New5. All fields in red are required. Enter other information as known.6. Click: Save

Address ChangesThese steps may be followed for a student or for a staff member. This procedure should be used for household address changes only. This change will affect every person currently listed in the household. If the change involves a student moving in with a different parent/guardian, a household form must be completed, signed, dated and sent through the courier to “Sherry Poore, Tech Department/HH”.

1. Go to the Search tab; search All People2. Search for the person for whom the address change was requested. You do not have to search

for a student name. For example, if a non-custodial guardian’s address is changing, search for the non-custodial parent/guardian’s name.

3. Go to: Index > Census > Household Address Changes > Address Change RequestA. The “General information about the submitter” section will automatically fill in with the

information based on who is logged into IC4. Verify that the address change is for EVERY PERSON listed in the “Household – (Name)” section

of the request form5. Complete all fields in the “New Address” section of request form6. Click: Submit to send the address change to the household staff

A. You will receive an email when the address change request is complete


Do not use these steps to change an address for a household if there is other information to be changed or corrected for any member of the household.


B. Please pay close attention to address change notices in your Process Inbox so that you will be aware when address changes done in other buildings affect students in your building

REGISTRAR FUNCTIONS

Phone Number ChangesGuardian Phone Number Changes

1. Go to the Search tab; search All People2. Search for the guardian; go to: Index > Census > People3. Click the Demographics tab4. Scroll to the bottom to find the Personal Contact Information5. Make corrections as needed to: Other Phone, Work Phone, Cell Phone and/or Pager6. Click: Save

Household Phone Number Changes1. Go to the Search tab; search Household 2. In the search window, type a name of any person

in the household. 3. Click on any person in the appropriate household;

go to: Index > Census > People4. Click the Home Phone tab5. Select the following:

A. Household phone to updateB. New area codeC. New phone number – It will only accept a

phone number in a specific format. For example: 381-4100, or for a phone number with an extension: 381-4100x100. To remove a household phone number completely, enter all zeros: 000-0000


Searching for a Person by Phone Number1. Go to the Search tab; search All People2. Click the Advanced Search link3. Enter the phone number in the Phone Number field4. Click: Search


5. All people displayed in the Search Results window have the number on their Index > Census > People > Demographics tab or on their household.

REGISTRAR FUNCTIONS

REGISTRAR FUNCTIONS

Household GuidelinesGeneral Information

Per Pupil Personnel guidelines, PO Box addresses will not be used for primary addresses. Household Info tab

o The date the household was last verified is recorded in the “Date HH Verified” field

o If there has been an address change for the HH since it was verified, there will be a date in the “Address Corrected on” field

o The school that requested the change may be recorded in the “Address Corrected by” field

Relationships tabo If no phone number is listed for an emergency contact

(on a HH form) the person will not be entered in ICo If a current emergency contact is not included on the OLR application or a new household

form, that contact will be end-datedo As households are being re-verified, the “Start Date” for each contact is the latest date that

the contact was included on a household formo As parents are removed from households, their record will become a “Non-Household

Contact”. If they are included on the new form, a current “Start Date” will be entered. If they are not included on the new form, the old date will remain but they will not be end-dated as a “Non-Household Contact” without specific instructions from the school.

Household Forms All HH forms should be sent through the Fayette County Public School courier:

o Address them to: “Sherry Poore, Tech Department/HH” o Include the “Sending School” on the front of the envelopeo When sending a HH form, send the original form and keep a copy for the cumulative folder

Before submitting a household form to IAKSS, Review the form for the following:o Student(s) name and birthdate on form matches what is in ICo There is a valid, legible address on the form (for both guardians if different from student’s

address)5/9/23 49 document.docxOffice of Attendance Accounting Fayette County Public Schools Lexington, KY

o The guardian’s names are legible. If you can’t read it, household personnel can’t either!o The form is signed and dated. If the parent/guardian forgot to sign a form, be sure there is at

least a date that indicates when the form was competed.o Only send forms dated during the current school yearo Send the original household form to IAKSS, place a copy of the HH form in the cum folder

REGISTRAR FUNCTIONS

Household GuidelinesCreating new households for students new to Fayette County Public Schools

1. Once the student has been enrolled in IC, submit a completed and verified Online Registration (OLR) Application (preferred method) or send a completed, signed and dated household form to IAKSS.

2. Emphasize to the parent that only one OLR application or HH form needs to be completed for all students in the household

Adding a student new to Fayette County Public Schools to an existing HHOnce the student has been enrolled in IC, submit a completed and verified Online Registration (OLR) application (preferred method) or send a completed, signed and dated household form to IAKSS

Foster Care HomesSee page 53, Foster Care

Updating a HH for an existing student that is moving from one Fayette County school to another (guardianship does not change)If only address, phone numbers and/or guardian email addresses have changed:

1. Print the Person Summary Report (PSR) for the student and have the parent note changes on that form.

2. School personnel can then make those changes in IC. Do not send PSR to IAKSS.

Removing Emergency Contacts for students1. Print the Person Summary Report (PSR) for the student and have the parent make changes on

that form2. Send an email to: [email protected]

A. Subject line: EMC Changes


NOTE: Be sure address and phone number changes are for all members of the existing household and not for a different household the student may be moving to.


B. List the names of all students that need the changes madeC. List the names of the emergency contacts (EMC) that need to be end-dated


REGISTRAR FUNCTIONS

Household GuidelinesAdding Emergency Contacts for students in existing HH

1. Print the Person Summary Report (PSR) for the student and have the parent make the changes on that form

2. Send an email to: [email protected]. Subject line: EMC ChangesB. List the names of all students that need the changes madeC. List the name, phone number and relationship for all EMCs that need to be added for the

students.

Creating a new HH for an adult student (age 18) becoming their own guardian

1. Have the adult student complete a new household form. Put the student’s name at the top of the HH form as well as on the Guardian #1 line – make a note that the student is an “ADULT STUDENT” after guardian #1

2. Have the student’s school counselor sign/date guardianship changes for this student.3. Look over the household form for obvious errors. Send the original household form to IAKSS.


NOTE: For all email requests, please send a separate email for each household. Do not put requests for different households in the same email.


REGISTRAR FUNCTIONS

Guardianship ChangesGuardianship changes can involve students moving in with a different parent/guardian or being placed in a new or different foster home.

Change an existing student to a different HH with a new guardianSend a completed, signed and dated household form to IAKSS. Include the names of all students in the current HH.

Emergency or Court Ordered Guardianship ChangesTo have immediate changes made to a household for safety reasons, send an email to: [email protected]. In the subject line, enter “ASAP Guardian Change” and attach the new HH form.

Foster Care1. Have the foster parent complete a new household form

A. Ensure the foster parent lists all children enrolled in FCPS for whom they are providing foster care

B. If there is a combination of foster children and guardianship children in the same home, write a note indicating the appropriate relationship, or complete a second household form for those students

2. Emergency contacts for foster childrenA. Be sure that the emergency contacts for each foster child are clear. For example, there

may be different social workers for different children, or the grandparents, aunt, uncles, etc. may not be biological relatives. These relationships can be listed as friends.

B. Be as clear as possible for each student’s emergency contacts.3. Once the student has been enrolled in IC, review the household form for obvious errors. Send

the original HH form to IAKSS.REGISTRAR FUNCTIONS


Adding or removing guardians that are not biological parents can be very difficult. Please contact the DPP Office for assistance. The same procedure will be used for parents that have an EPO/DVO order against them.

Per FERPA regulations, a non-custodial parent will continue to have access to their child’s educational records unless a school receives a court order or it is a state law to the contrary. Household staff will NOT remove biological parent’s rights to mailings and parent portal. The documentation should NOT be sent to IAKSS.


FormsDropout Form

1. Search for the student; go to: Index > Student Information > Counseling>General2. Click the Documents tab3. Click: New Document4. Select the following:

A. Create New Simple Form – Check this optionB. Select a Form – Dropout FormC. Link to an Enrollment – Select the student’s most recent enrollment for the current school

year5. Click: Create Document6. On the screen, fill out the necessary information. Don’t forget to select Grade7. After all info has been entered, print the form using the print button in the upper left corner8. Scroll to the bottom of the form; click: Save9. The student and guardian must sign and date the form; make a copy. Send the copy to Jean

Salley at IAKSS via the courier or fax: 381-4194.

Transfer FormIf a student leaves Fayette County Public Schools and goes to another state or to a Private School, the Transfer Form must be printed and sent to the DPP Office at IAKSS.

1. Search for the student; go to: Index > Student Information > Forms > --Transfer Form2. Select the following:

a. Signature Linesb. Print other students in Householdc. Other options as desired

3. Click: View Report4. Print the report. Fill out the appropriate information.5. Send the form to the DPP Office at IAKSS via courier or fax: 381-4194

Withdrawal Form1. Search for the student; go to: Index > Student Information > Forms > --Withdrawal Form2. Select print options as desired3. Click: View Report4. Print and distribute as needed


REGISTRAR FUNCTIONS

Tracking Time-Sensitive FormsFERPA Directory Information Opt Out FormsYou will only receive this form from a parent/guardian when they want to Opt Out of FERPA Directory Information. All enrolled students have been defaulted to “No” for the question “Form Completed & Returned to Sch?”. Follow the steps below for any student you receive a completed FERPA Directory Information Opt Out Form. See page 57 for steps on printing lists.

1. Look up the student; go to: Index > Student Information > Program Participation > Custom Programs

2. Click the Forms tab3. Look carefully , and click the

record that says “Form=FERPA” 4. Complete the following:

a. Form Completed & Returned to Sch? – Yes

b. Date Sch Received Form – Enter the date the form was returned to the school5. Click: Save

Media Coverage Opt Out FormsYou will only receive this form from a parent/guardian when they want to Opt Out of Media Coverage. All enrolled students have been defaulted to “No” for the question “Form Completed & Returned to Sch?”. Follow the steps below for any student you receive a completed Media Coverage Opt Out Form. See page 58 for steps on printing lists.

1. Look up the student; go to: Index > Student Information > Program Participation > Custom Program


record that says “Form=MEDIA” 4. Complete the following:


b. Date Sch Received Form – Enter the date the form was returned to the school

5. Click: Save


DO NOT insert a new record for FERPA Directory Information as well as for Media Coverage. Always click the record that already exists.


REGISTRAR FUNCTIONS

Tracking Time-Sensitive FormsLexington Public Library Opt Out FormYou will only receive this form from a parent/guardian when they want to Opt Out of Media Coverage. All enrolled students have been defaulted to “No” for the question “Form Completed & Returned to Sch?”. Follow the steps below for any student you receive a completed Lexington Public Library Opt Out Form. See page 58 for steps on printing lists.

1. Look up the student; go to: Index > Student Information > Program Participation > Custom Program


record that says “Form=LPL” 4. Complete the following:


b. Date Sch Received Form – Enter the date the form was returned to the school

5. Click: Save


DO NOT insert a new record for Lexington Public Library Opt Out. Always click the record that already exists.


REGISTRAR FUNCTIONS

Tracking Time-Sensitive FormsNon-Custodial Parent/Guardian FormIf the Non-Custodial Parent/Guardian Form is used during registration, this form must be renewed each school year. Use the steps below to track students for whom you have received a Non-Custodial Parent/Guardian Form. See page 58 for steps on printing lists.

1. Look up the student; go to: Index > Student Information > Program Participation2. Click the Forms tab3. Click: New Status4. Complete the following:

a. Status Date – Please enter the date you received the form

b. Status Time – This can be left at the default value

c. Form – Non Custodial Parent/Guardiand. Form Completed & Returned to Sch? – Yese. Date Sch Received Form – Enter the date you received the formf. Comments – Enter any as needed. This field is not required.

5. Click: Save

Generating Lists for Time-Sensitive Form DataStudent Directory Information

1. Go to: Index > Ad Hoc Reporting > Data Export2. Under Saved Filter click the plus sign beside “-Registrar”3. Highlight the filter named FCPS Student Directory Information4. Under Pick an Export Format choose “Delimited Values (CSV)”5. Click: Export6. Click: Open7. The important field is “Directory Info Opt Out?”

A. If the field says “Y”, the parent/guardian has opted out of Student Directory Information and the information cannot be released

B. If the field says “N”, the parent/guardian has NOT opted out of Student Directory Info


REGISTRAR FUNCTIONS

Generating Lists for Time-Sensitive Form DataMedia Coverage

1. Go to: Index > Ad Hoc Reporting > Data Export2. Under Saved Filter click the plus sign beside “-Registrar”3. Highlight the filter named FCPS Media Coverage4. Under Pick an Export Format choose “Delimited Values (CSV)”5. Click: Export6. Click: Open7. The important field is “Media Coverage Opt Out?”

A. If the field says “Y”, the parent/guardian has opted out of having their child or their work shown on the FCPS educational access channel, the FCPS website or in the local news media

B. If the field says “N”, the parent/guardian has NOT opted out of having their child or their work shown on the FCPS educational access channel, the FCPS website or in the local news media

Lexington Public Library Opt Out1. Go to: Index > Ad Hoc Reporting > Data Export2. Under Saved Filter click the plus sign beside “-Registrar”3. Highlight the filter named FCPS Library Opt Out Information4. Under Pick an Export Format choose “Delimited Values (CSV)”5. Click: Export6. Click: Open7. The important field is “Library Opt Out?”

A. If the field says “Y”, the parent/guardian has opted out of Lexington Public LibraryB. If the field says “N”, the parent/guardian has NOT opted out of Lexington Public Library

Non-Custodial Parent/Guardian Form1. Go to: Index > Ad Hoc Reporting > Data Export2. Under Saved Filter click the plus sign beside “-Registrar”3. Highlight the filter named FCPS Non Custodial Parent/Guardian Form4. Under Pick an Export Format choose “Delimited Values (CSV)”5. Click: Export6. Click: Open


ALL STAFF

Tracking Contact with Parent/GuardianThe PLP Contact Log has been designated as a place to document contact with a student’s parent/guardian. All staff across the district have access.

PLP Contact Log Data Entry1. Search for the student; go to: Index > Student Information > PLP2. Click the Contact Log tab 3. Click: New4. The five fields available are:

A. DateB. TimeC. Contact Type – Telephone, Email, In Person, etc.D. Contacted – Who the staff member spoke withE. Text – Enter information about the contact. PLEASE be sure staff know not to enter

anything confidential on this screen! This screen is visible to all staff who have rights to search for the student.

5. Click: Save


ALL STAFF

Tracking Contact with Parent/Guardian

Printing PLP Contact Log Info1. Printing for an individual student

A. Search for the student; go to: Index > Student Information > PLP>General B. Click the Contact Log tabC. Click: Print

2. Printing for a group of studentsA. Go to: Index > Student Information > Reports > PLP Contact LogB. Select the following:

i. Yearii. Schooliii. Start Dateiv. End Datev. Grouping Optionsvi. Sort Optionsvii. ID to Printviii. Contact Type

C. Click: View ReportD. Click the Export button; Choose PDFE. Click: OK


ATTENDANCE CLERKS & REGISTRARS

Tracking Contact with Parent/GuardianPLP Quick EntryAttendance Clerks and Registrars have the ability to post PLP entries to multiple students at one time. Be very careful with this tool! All students you select will have the message added to their PLP Contact Log. The person using the PLP Quick Entry tool will have the comments attached to their account, so staff cannot enter PLP comments for another staff member.

1. Go to: Index > Student Information > PLP > --PLP Quick Entry2. Select the following:

A. Employee TypeB. SchoolC. Date – Enter the date the contact was made with the parent/guardianD. Time – Enter the time the contact was made with the parent/guardianE. Homeroom TeacherF. Grade LevelG. Attendance Type – If you would like to enter comments based on the student’s

attendance status, choose the appropriate status here.H. Student – Select which students should have the comment addedI. Contact Type – How was the parent/guardian contacted?J. Contacted – Describe who was contacted. Again, keep in mind this must apply to all

students chosen.K. Text – Enter a description of the contact


PLP Quick Entry ReportTo print a list of PLP Contact Log entries you have made using the PLP Quick Entry tool, follow the steps below.

1. Go to: Index > Student Information > Reports > --PLP Quick Entry Report2. Select the following:

A. Start Date – The earliest PLP Contact Log date to search forB. End Date – The latest PLP Contact Log date to search for



ATTENDANCE CLERK FUNCTIONS

Substitute Teacher Attendance

Taking Attendance for a Substitute1. Go to: Index > Attendance > Classroom Monitor2. The current date will default. Change as needed; click: Refresh3. Click the course number where the substitute is present4. Mark students absent as needed; click: Save

Substitute Attendance RosterFollow the steps below to print an Attendance Roster for a Substitute who does not have access to post attendance in Infinite Campus.

1. Go to: Index > Attendance > Reports > Sub Attendance Roster2. Select the appropriate periods to print. Use your CTRL key to

select more than one period at a time.3. Enter the appropriate Effective Date4. Select the appropriate Teacher to print. Use your CTRL key to

select more than one teacher at a time.5. Click: Generate Report


Bright idea!

Print 2 copies of the Substitute Attendance Roster and give both copies to the sub.

One copy is completed and given back to the Attendance Clerk; the other copy is completed and kept by the sub to give to the teacher

when he/she returns.


Reconciling Unknown Absences for First PeriodWhen a classroom teacher marks a student absent it records the student Absent Unknown. An absence is not official until the Attendance Clerk Reconciles the attendance for the day. It is crucial for the Attendance Clerk to mark all first period Absent Unknown attendance to Unexcused for the entire day. If you need a caller list of all absent students, please print the Caller Report (page 73 ) prior to following the steps below.

1. Go to: Index > Attendance > Attendance Wizard2. Attendance Date – The current date will default. Change as needed, but it is very rare to reconcile

attendance on a date other than the current date.3. Attendance Information – Select the following:

A. Mode – Select Periods; Check the first period for instruction

B. Attendance Record – Yes

C. Status/Excuse – Select Absent and Unknown

D. Click: SearchE. Click: Select All

4. Input Attendance Information and Click Save – Select the following:

A. Saving Mode – Whole DayB. Date – The search date will

default. Do not change.C. Attendance Code –

U: UnexcusedD. Records Option – Overwrite

existing records5. STOP! – Check the Search Result (upper

right hand corner) before proceeding. If the number matches the population of your school, start over!

6. Click: Save7. Click: OK8. The Saving Results window will display. Use as needed or click the red

X to close the window.



Entering AttendanceMarking Students Absent for One Day

1. Search for the student; go to: Index > Student Information > General2. Click the Attendance tab 3. Click: New 4. The date will default to

today’s date. If this is not the correct date, type the correct date; click: Refresh.

5. Click the link next to Class/Period detail: Click here to mark whole day absent

6. Select the appropriate Attendance Code and enter Comments as needed

7. Click: Add8. Click: Save



Entering Attendance

Marking Students Whole Day Absent for a Range of Dates1. Go to: Index > Attendance > Attendance Wizard2. Attendance Date – The current date will default. Change as needed.3. Search Result – Batch (2 lists) 4. Student Information: Enter the necessary demographic information to search. (Last Name,

Grade, etc.) 5. Click: Search

A. Results appear in the Source List. Click on the student’s name to move them into the Target List. Continue searching and adding students to the Target List until your Target List is complete.

6. Input Attendance Information and Click Save – Select the following:A. Saving Mode – Whole Day B. Start Date – Change as neededC. End Date – Change as neededD. Attendance Code –

Select appropriate code

E. Comments – Add any comments as desired

F. Records Option – Overwrite existing records

7. Click: Save8. Click: OK 9. The Saving Results window will appear. Use as needed or click the red X

to close the window.



Entering Attendance

Marking Whole Day Field Trips1. Go to: Index > Attendance > Attendance Wizard2. Attendance Date – The current date will default. Change as needed.3. Search Result – Batch (2 lists) 4. Student Information – Enter

the necessary demographic information to search. (Last Name, Grade, Ad Hoc Filter, etc.)

5. Click: SearchA. Results appear in the

Source List. Click on the student’s name to move them into the Target List. Continue searching until your Target List is complete.

6. Input Attendance Information and Click Save – Select the following:A. Saving Mode – Whole Day B. Start Date – The Search

Date will default. Change as needed.

C. End Date – Change to the correct End Date for the range of dates

D. Attendance Codes – 1F: Field Trip

E. Comments – Add comments as needed, such as the location of the field trip

F. Records Option – Choose your option based on the situation 7. Click: Save8. Click: OK 9. The Saving Results window will appear. Use as needed or click the red X to close the window.


Bright idea!

If the Field Trip is for groups of students by course/section, have your Building Coach create an Ad Hoc Filter for the sections involved. This is much faster

than looking up the names one by one.


Entering Attendance

Checking Students In1. Search for the student; go to: Index > Student Information > General2. Click the Attendance tab

A. If the student is not marked absent for the day click: New

i. Date: It will default to the current date. Change the date as needed; click: Refresh.

B. If the student is already marked absent for the day, click the date on the Attendance tab.

3. Enter the appropriate Check In time from the log into the Check In field

4. Select the appropriate Attendance Code5. Click: Add6. If you get a warning

message, click: OK7. Comments may be added by clicking the Comments section8. Click: Save

Checking Students Out1. Search for the student; go to: Index > Student Information > General2. Click the Attendance tab 3. Click: New4. Date – It will default to the current

date. Change the date as needed; click: Refresh.

5. Enter the appropriate Check Out time from the log

6. Select the appropriate Attendance Code

7. Click: Add8. Comments may be added by clicking

the Comments section9. Click: Save



Entering Attendance

Marking Period AttendanceThese steps may only be used with Field Trip and SAFE period attendance. The steps should never be used for Daily Attendance or Check-Ins/Check-Outs.

1. Search for the student; go to: Index > Student Information > General2. Click the Attendance tab3. Click: New4. Date – The current date will default. Change the date as needed; click: Refresh.5. Time

A. If the student is in SAFE or on a Field Trip for an entire period, click the period number

B. If the student is in SAFE or on a Field Trip for times other than the starting and ending times of a period, enter the time the student begins SAFE or Field Trip in the Check Out field. Enter the time the student end SAFE or Field Trip in the Check In field.

6. Select the appropriate Attendance Code – either SAFE or Field Trip7. Click: Add8. Click: Save



Entering Attendance

AM Technical Center Attendance – Secondary SchoolsThe Technical Center attendance clerk will email a list of all students marked Absent in their AM session. Use the steps below to mark the students absent all day from your school.

1. Go to: Index > Attendance > Attendance Wizard2. Attendance Date – The current date will default. Change as needed.3. Search Result – Batch (2 lists)4. Student Information – Enter the necessary demographic information to search. (Last Name,

Grade, etc.) Click: Search.

A. Results will appear in the Source List. Click on the student’s name to move them into the Target List.

5. Continue searching until your Target List is complete with all Tech Center Students absent for that date.

6. Input Attendance Information and Click Save – Select the following:A. Saving Mode – Whole Day B. Start Date – The search

date will default. Do not change.

C. End Date – The search date will default. Do not change.

D. Attendance Code – U: Unexcused

E. Comments – Enter comments as needed

F. Records Option – Do NOT overwrite existing records7. Click: Save8. Click: OK9. The Saving Results window will appear. Use as needed or click the red X




Entering Attendance

PM Technical Center Attendance – Secondary SchoolsThe Technical Center attendance clerk will email a list of all students marked Absent in their PM session. Use the steps below to find the PM Tech Center students who attended their “Home” school in the morning but did not attend the Technical Center in the afternoon.

1. Print the list of absences from the Technical Center2. Go to: Index > Attendance > Daily Attendance . On the printed report, highlight the names of

students who show absent from the Technical Center, but are not already marked absent U: Unexcused in Infinite Campus. These students must be checked out at the beginning of the afternoon session.

3. Go to: Index > Attendance > Attendance Wizard4. Attendance Date – The current

date will default. Change as needed.

5. Search Result – Batch (2 lists) Student Information – Enter the necessary demographic information to search. (Last Name, Grade, etc.) Click “Search”.

A. Results will appear in the Source List. Click on the student’s name to move them into the Target List.

6. Continue searching until your Target List is complete with all Technical Center Students absent for that date.

7. Input Attendance Information and Click Save – Select the following: A. Saving Mode – Check In/Out B. Check Out – Enter the start

time for Technical CenterC. Attendance Code – U:

UnexcusedD. Comments – Skipped Tech

CenterE. Records Option – Do NOT

overwrite existing records8. Click: Save 9. Click: OK 10. The Saving Results window will appear. Use as needed or click the red X




Editing AttendanceEditing Whole Day Absences Changing Attendance Excuse Codes

1. Search for the student; go to: Index > Student Information > General2. Click the Attendance tab 3. Click on the appropriate date to

edit4. Click the link: Click here to mark

whole day absent5. Select the appropriate

Attendance Code6. Enter Comments as needed7. Click: Add8. Click: OK9. Click: Save

Editing Check In / Check Out AttendanceChanging Attendance Excuse Codes

1. Search for the student; go to: Index > Student Information > General2. Click the Attendance tab 3. Click the date you wish to edit4. You will see each check in

and/or check out for the day. Change the Attendance Code for any and all events necessary.

5. Add Comments as appropriate6. Click: Save



Deleting AttendanceDeleting Whole Day AbsencesIf a student was marked absent incorrectly, please follow the steps below.

1. Search for the student; go to: Index > Student Information > General2. Click the Attendance tab 3. Click the appropriate date4. At the bottom (you may have to

scroll down to see it) click the link: Click here to remove all attendance records without a check in/check out action

5. Click: OK6. Click: Save

Deleting Check In / Check Out Records1. Search for the student; go to: Index > Student Information > General2. Click the Attendance tab3. Click the appropriate date4. All check ins and check outs for that date will be listed on the screen. To delete, click the X at the

far right of the check in/out event.5. Click: Save



Daily Attendance ReportsCheck In / Out Summary

1. Go to: Index > Attendance > Reports > --Check In/Out Summary2. Select options as desired3. Click: View Report4. Print daily and as needed5. Verify each check in and check out against the Entry/Exit logs6. Print and keep this report on file as a historical record

Daily Absence Detail Report1. Go to: Index > Attendance > Reports > --Daily Absence Detail2. Select options as desired3. Click: View Report4. Print and keep this report on file as a historical record

Caller ReportThis report will print all students with Unknown attendance for the date specified. It is important to print this report prior to Reconciling attendance for the day.

1. Go to: Index > Attendance > Daily Attendance2. The current date will default. Change the date as needed; click: Refresh.3. Click: Caller Report

Dual Enrollment AttendanceThis report will show you students who have attendance in your building, but who are also enrolled in another Fayette County Public School. Use this report to notify other schools (specifically Technical Centers) which students they should mark absent.

1. Go to: Index > Attendance > Reports > --Dual Enrollment Attendance2. Select options as desired3. Click: View Report4. This report can be exported as a PDF and emailed to the appropriate school contact



Daily Attendance Reports

Teachers Not Taking Attendance1. Go to: Index > Attendance > Classroom Monitor2. The current date will default. Change the date as needed; click: Refresh3. Check the Primary Teachers Only checkbox

A. Any course highlighted in Green identifies a class where attendance has been posted. Green = “Good”

B. Any course highlighted in Pink signifies a class whose attendance has not been posted. Pink = “Problem”

4. Clicking Incomplete Teacher Attendance on this screen will produce a report of all teachers who have not posted attendance for the day

Skipping Report1. Go to: Index > Attendance > Reports > --Unknown Attendance Counts2. Select the following:

A. YearB. SchoolC. Periods to IncludeD. Start DateE. End DateF. Status – Select Unknown Absences and/or Unknown TardiesG. Type

i. Count by Period – Select this if you want to look at totals within a specific period only.

ii. Count by Student – Select this if you want to look at the total number of unknown attendance events for the student

H. Greater Than or Equal ToI. Sort By



ATTENDANCE CLERK / COUNSELOR FUNCTIONS

Weekly Attendance Letters Attendance Letters will be generated weekly from IAKSS. It is imperative that absence notes are entered as soon as they are received. Equally important is ensuring each student has a valid guardian with a valid address. For household errors, please run the Student Error Report (See Error Report, Page 79). As letters are generated, printed and mailed, the information will be visible from the following locations:

1. PLP Contact Log – To view letters sent for a specific studentA. Look up an individual student

i. Go to: Index > Student Information > PLP>Generalii. Click the Contact Log tab

iii. Any item that shows Contacted By System Administrator is an attendance letter. Click the item for more details.

2. Posted Letters Report – View a list of names and letters generated for a specific date rangeA. Go to: Index > Attendance > Letters > Reports > --Posted Letters

i. Select the following:a. Yearb. Schoolc. Start Dated. End Datee. Letter Typef. Group Byg. Options

ii. Click: View Report3. Process Inbox – Attendance Clerks, Social Workers and Truancy staff will receive notifications in

their Process Inbox in Infinite Campus each time letters are generated. A. Click the link to view a list of names and letters that were generated for that date. B. Delete the message as

needed by checking the checkbox to the left of the message and clicking Delete Selected Messages.


ATTENDANCE CLERK / COUNSELOR FUNCTIONS

Weekly Attendance LettersIf a letter is returned to the school as undeliverable, it is the responsibility of school staff to get the correct address and resend the letter via USPS mail.

Reprinting LettersIf you need to reprint an Attendance Letter, please follow the steps below:

1. Go to: Index > Attendance > Letters > --Reprint2. Select the following:

A. YearB. SchoolC. Run Date – If you are unsure which

date the letter was generated, select “Select All”

D. StudentE. Letter

3. Click: View Report4. Click the Export button; Choose PDF5. Click: OK6. Review the letters and print as needed.

Posted Letters ReportRun this report for lists of students for whom Attendance Letters were generated. This report will also show you students for whom Attendance Letters could NOT generate due to a missing address or guardian.

1. Go to: Index > Attendance > Letters > Reports > --Posted Letters2. Select the following:

A. YearB. SchoolC. Start DateD. End DateE. Letter TypeF. Group ByG. Options – Include Posted Letters will show you all letters that did generate properly.

Include Problem Letters will show you all letters that did NOT generate properly.3. Click: View Report



Attendance MessengerInfinite Campus’s Attendance Messenger can be used to make automated phone calls, emails and texts when a child is absent Unexcused or has Unknown absences (skips). Follow the steps below to set up your own scheduled call using the FCPS template.

Schedule calls, emails and texts for Unexcused Absences and Tardies1. Go to: Index > Attendance > Attendance Messenger Scheduler2. Click the plus sign beside -Attendance Clerk3. Highlight the template named: FCPS Unexcused Template4. Enter the following:

a. Schedule Name – Put your school’s initials at the beginning, and then name it whatever you choose. For example: LHS Daily Calls

b. Calendar – Select your 17-18 calendarc. Start Date/Time – Enter the appropriate time frame to send messages. Keep in mind the

time should be between the hours of 8:30 AM and 6:00 PM.d. Recurring Frequency – Daily

1. Please do not use the “Recurring Frequency” of “Hourly” . There is a bug that causes it not to recognize the scheduled start time. It sends messages on the hour, every hour, if that option is chosen.

e. Sender Email – Change as needed. This email address MUST be a member of your school’s staff.

f. Caller ID – Change as needed. This phone number MUST be a phone number to your school’s building.

g. Send confirmation email5. Click: Save



Attendance MessengerSchedule calls, emails and texts for Unknown Absences

1. Go to: Index > Attendance > Attendance Messenger Scheduler2. Click the plus sign beside -Attendance Clerk3. Click the template named: FCPS Unknown Absence Template4. Enter the following:

a. Schedule Name – Put your school’s initials at the beginning, and then name it whatever you choose. For example: LHS Unknown Absences

b. Calendar – Select your 17-18 calendarc. Start Date/Time – Enter the appropriate time frame to send messages. Keep in mind the

time should be between the hours of 8:30 AM and 6:00 PM.d. Recurring Frequency – Daily

1. Please do not use the “Recurring Frequency” of “Hourly” . There is a bug that causes it not to recognize the scheduled start time. It sends messages on the hour, every hour, if that option is chosen.

e. Sender Email – Change as needed. This email address MUST be a member of your school’s staff.

f. Caller ID – Change as needed. This phone number MUST be a phone number to your school’s building.

g. Send confirmation email – Check this option5. Click: Save


ATTENDANCE CLERK & REGISTRAR FUNCTIONS

Error ReportsError Report

1. Go to: Index > Student Information > Reports > Error Reports > --Error Report2. Select the following:

A. YearB. SchoolC. Grade LevelsD. Report Type: At minimum, run with “Critical Errors Only”E. ID to Print

3. Click: View Report4. All errors in bold must be corrected. See an explanation of errors on page 109.

Transportation Date Errors1. Go to: Index > Student Information > Reports > Error Reports > --Transportation Date

Errors2. Select the following:

A. YearB. SchoolC. Grade LevelsD. Auto expand date detail?: If selected “Yes”, it will show each date in error.E. ID to Print

3. Click: View Report4. All students listed must be corrected (with the exception of Early Start grade levels)

Schedule Gap Report1. Elementary schools, be sure your regular calendar is selected at the top of the screen2. Go to: Index > KY State Reporting > KDE Reports > Schedule Gap3. Select report options as desired, and check Exclude Partial Students?4. Click: Generate Report5. All students listed must be corrected

Suspension Attendance LinkageTo correct these errors you need to work with the staff who enters the Behavior data to determine if the error is in Attendance or in Behavior.

1. Go to: Index > KY State Reporting > Edit Reports > Suspension Attendance Linkage2. Click: Generate Report3. All students listed must be corrected (with the exception of Early Start grade levels)


ATTENDANCE CLERK & REGISTRAR FUNCTIONS

Error ReportsT5 vs. Related Services CheckA student is eligible for T5 services only if the Related Services page of the IEP specifies as such. The report below will catch students whose Related Services page does not specify a need for special transportation, or the dates do not coincide with the transportation record.

1. Go to: Index > Student Information > Reports > Error Reports > T5 vs. Related Services Check

2. Select the following:a. Yearb. School


Any name listed has a conflict between the student’s T5 code and the Related Services page of the IEP. Please work with your Special Ed Facilitator to make corrections. The correction may need to be made on the IEP, or it may need to be made on the Transportation record. If you have difficulty identifying the problem, please contact FCPS’s IC Support Helpdesk.



Monthly Attendance Reports – Elementary Schools

Error Reports1. All error reports must be run and corrected. See page 79, Error Reports.

Register by Homeroom1. Go to: Index > Attendance > Reports > Register2. Select the following:

A. Grade: All Students B. School Month: Select the

appropriate month to printC. Report Type: Daily RegisterD. Display Option: Absent PercentE. Sort Option: Homeroom by Name

3. Click: Generate Report. Distribute to teachers for error checking. All reports should be returned to the Attendance office with signatures from each teacher. Make corrections in Infinite Campus as necessary.

Register by GradeThis report should be run after all Attendance Registers by Homeroom have been verified and signed and all error reports have been run and corrected.

1. Contact FCPS’s IC Support Helpdesk and request the month to be locked2. Go to: Index > Attendance > Reports > Register3. Select the following:

A. Grade – All StudentsB. School Month – Select the

appropriate month to printC. Report Type – Daily RegisterD. Display Options – Absent PercentE. Sort Option – Grade

4. Click: Generate Report5. The Principal or Principal’s Designee (See

page 9, item 1) must sign and date the end of each grade level on the Register.



Monthly Attendance Reports – Elementary SchoolsADM and ADA Detail

1. Go to: Index > Attendance > Reports > ADM and ADA Detail2. Select the following:

A. Report Type – Detail B. ADA Mode – TruancyC. School Month – Select the appropriate month to printD. Grade – All StudentE. Sort Options – GradeF. Print the signature

line at the end of the report – Check this option

3. Click: Generate Report Now4. Print the report and have

your Principal or Principal’s Designee (See page 9, item 1) sign the reports.



Monthly Attendance Reports – Elementary Schools

ADM and ADA Summary – Cumulative1. Go to: Index > Attendance > Reports > ADM and ADA Detail2. Select the following:

A. Report Type – Summary B. ADA Mode – TruancyC. Calendars – Select your

schoolD. School Month – Select

the current month to run, and all months prior. In the example, month 3 is run. I will select month 3 and all months prior to month 3 to include attendance through the reported month.

E. Grade – All StudentF. Sort Options – GradeG. Print the signature line at the end of the report – Check this option

3. Click: Generate Report4. Print the report and have your Principal or Principal’s Designee (See page 9, item 1) sign the

report



Monthly Attendance Reports – Secondary SchoolsError Reports

1. All error reports must be run and corrected. See page 79, Error Reports.

Register1. Contact FCPS’s IC Support Helpdesk and request the month to be locked2. Go to: Index > Attendance > Reports > Register3. Select the following:

A. Grade – All StudentsB. School Month – Select the

appropriate month to printC. Report Type – Daily RegisterD. Display Option – Absent PercentE. Sort Option – Grade

4. Click: Generate Report5. There is no signature line on this report,

however the Principal or Principal’s Designee (See page 9, item 1) must sign and date the end of each grade level on the Register.



Monthly Attendance Reports – Secondary SchoolsADM and ADA Detail

1. Go to: Index > Attendance > Reports > ADM and ADA Detail2. Select the following:

A. Report Type – Detail B. ADA Mode – TruancyC. School Month – Select

the appropriate month to print

D. Grade – All StudentE. Sort Options – GradeF. Print the signature line

– Check this option3. Click: Generate Report Now4. Print the report and have your

Principal or Principal’s Designee (See page 9, item 1) sign each signature line

ADM and ADA Summary – Cumulative1. Go to: Index > Attendance > Reports > ADM and ADA Detail2. Select the following:

A. Report Type – Summary B. ADA Mode – TruancyC. Calendars – Select your schoolD. Grade – All StudentE. School Month – Select the

current month to run, and all months prior. In the example, month 3 is run. I will select month 3 and all months prior to month 3 to include attendance through the reported month.

F. Sort Options – GradeG. Print the signature line at the end of the report – Check this option

3. Click: Generate Report Now4. Print the report and have your Principal or Principal’s Designee (See page 9, item 1) sign each

signature line



Monthly Attendance ReportsBalancing ReportsThis new utility will replace the task of entering numbers into spreadsheets. The utility is used to balance in three different ways:

1. For monthly reports recently printed that have not yet been balanced:a. Go to: Index > Attendance > Reports > --Monthly Report Balanceb. Select the following:

i. Yearii. School

iii. Monthiv. Option – Run & Balancev. Reports? – All Reports

vi. Display all months? – Yes c. Click: View Report

2. For monthly reports printed in the past that have been rerun and reprinted due to data changes:a. Go to: Index > Attendance > Reports > --Monthly Report Balanceb. Select the following:

i. Yearii. School

iii. Monthiv. Option – Rerun & Balance. Do NOT use this option unless you have generated and

printed reports again for this month.v. Reports? – Select the report(s) rerun and reprinted.

vi. Display all months? – Yes c. Click: View Report

3. For monthly reports printed and balanced in the past that need proof of balancing:a. Go to: Index > Attendance > Reports > --Monthly Report Balanceb. Select the following:

i. Yearii. School

iii. Monthiv. Option – Balancev. Reports? – All Reports

vi. Display all months? – Yesc. Click: View Report



Monthly Attendance ReportsBalancing the Register Report – ExamplePATH: Index > Attendance > Reports > Register


PATH: Index > Attendance > Reports > Monthly Attendance Report Balance


Monthly Attendance ReportsBalancing the ADM and ADA Detail Report – ExamplePATH: Index > Attendance > Reports > ADM and ADA Detail




Monthly Attendance ReportsBalancing the ADM and ADA Cumulative Report – Example

PATH: Index > Attendance > Reports > ADM and ADA Summary – Cumulative




Commonly Used Infinite Campus Reports – Attendance Clerk

“Parent Note” Limit ExceededThis report will show you students who have exceeded the board approved limit on parent notes. Board policy states a student may have up to 10 cumulative absences coded as “Parent Note” and up to 10 tardies coded as “Parent Note.”

1. Go to: Index > Attendance > Reports > --Cumulative Attendance2. Select the following:

A. YearB. SchoolC. Start DateD. End DateE. Attendance Type – State CodesF. Attendance Codes – Select only EPN-Parent NoteG. Include Attendance – District WideH. ID to PrintI. Enrollment Status – EnrolledJ. GradeK. Operator – Greater Than or Equal ToL. Absences – 10.1M. Delimiter – OrN. Tardies – 11O. Report TypeP. Order By

3. Click: View Report4. Print and/or export the report as needed, following the steps on page 121, Printing and Exporting

“Double Dash” Reports




Perfect Attendance ReportThe steps below will walk you through getting a list of students with zero absences and zero tardies. If your school has different rules about perfect attendance, please contact FCPS’s IC Support Helpdesk to verify how the report should be run.

1. Go to: Index > Attendance > Reports > Cumulative Attendance2. Select the following:

A. YearB. SchoolC. Start DateD. End DateE. Attendance Type – Local CodesF. Attendance Codes – Select All, but unselect the IAK attendance codeG. Include Attendance – Discuss with your administrators if they want attendance from

other schools included, or only your own. If all schools should be included, select District Wide. Otherwise select School Only.

H. ID to PrintI. Enrollment Status – EnrolledJ. Grade – Select All, but unselect grades 98 and 99K. Operator – Less Than or Equal ToL. Absences – 0M. Delimiter – AndN. Tardies – 0O. Report TypeP. Order By





Truant Student ListThis report determines which students need attention from the Attendance Team. This allows the team to determine the “high flyers” in the school that need targeted interventions. (Attendance Clerk- Every Monday Morning)

1. Go to: Index > Attendance > Reports > --Cumulative Attendance 2. Select the following:

A. YearB. SchoolC. Start DateD. End DateE. Attendance Type – Local CodesF. Attendance Codes – UnexcusedG. Include Attendance- District Wide H. Id to Print- Student NumberI. Enrollment Status – EnrolledJ. Grade – Select AllK. Operator – Greater than or equal toL. Absences – 6M. Delimiter – OrN. Tardies – 6O. Report Type – DetailP. Include – All StudentsQ. State Exclude Students – Exclude State Exclude StudentsR. Service Type – PrimaryS. Order by – Student Name

3. Click: View Report4. Click: Export and choose “PDF” and PRINT




Chronic Absentee CheckThe report determines the students who missed during the prior week for more than three days, regardless of reason. This allows the Attendance Team to provide interventions for these students who could potentially need immediate services, such as home/hospital or who may have actually moved from their residence. These students could potentially be on track to be chronically absent as well.

1. Go to: Index > Attendance > Reports > --Cumulative Attendance 2. Select the following:

A. YearB. SchoolC. Start Date – Select the prior MondayD. End Date – Select the prior FridayE. Attendance Type – Local CodesF. Attendance Codes – Select All, except SuspensionsG. Include Attendance- District Wide H. ID to Print- Student NumberI. Enrolled Status- Enrolled J. Grade – Select AllK. Operator – Greater than or equal toL. Absences – 3M. Delimiter – AndN. Tardies – 0O. Report Type – DetailP. Include – All StudentsQ. State Exclude Students – Exclude State Exclude StudentsR. Service Type – PrimaryS. Order by – Student Name

3. Click: View Report4. Click: Export and choose “PDF” and PRINT5. Send this report to the Attendance Team Point of Contact




Elementary Schools – Attendance on Report Cards1. Go to: Index > Attendance > Reports > Cumulative Attendance2. Select the following:

A. YearB. SchoolC. Start Date – For year-to-date attendance, enter 8/16/17. Otherwise enter the first date

for the report card term.D. End DateE. Attendance Type – Local CodesF. Attendance Codes – Select All, but unselect the IAK attendance codeG. Include Attendance – Talk with your administrators to find out if they want District

Attendance or only your own School Attendance on the report card. This will only be an issue for students who transferred to your school after the first day.

H. ID to PrintI. Enrollment Status – EnrolledJ. GradeK. Operator – Greater Than or Equal ToL. Absences – 0M. Delimiter – AndN. Tardies – 0O. Report Type – DetailP. Include – All StudentsQ. State Exclude Students – Exclude State Exclude StudentsR. Service Type – PrimaryS. Order By – Homeroom



REGISTRAR FUNCTIONS

Commonly Used Infinite Campus Reports - Registrar

Bus Manifest1. Go to: Index > Student Information > Reports > Transportation > Bus Manifest2. Select the following:

A. YearB. SchoolC. Effective DateD. GradeE. AM or PMF. Record Type

i. Transportation Record –Prints the bus number and stop listed in the Transportation Detail section.

ii. Day of the Week – Prints the info found in the District Defined Elements section. If the field is blank, it will print the bus and stop listed in Transportation Detail.

G. Bus to PrintH. Separate Absent Students? – If Yes, absent students will print at the bottom of the page

for each busI. Order ByJ. TypeK. ID to PrintL. Show?


Homeroom Summary1. Go to: Index > Student Information > Reports > --Homeroom Summary2. Select the following:

a. Yearb. Schoolc. Graded. Effective Datee. Include teacher names?f. Order By



REGISTRAR FUNCTIONS


Mailing Labels – Staff1. Go to: Index > Census > Reports > --Staff Mailing Labels2. Select the following:

A. YearB. SchoolC. Effective DateD. Employee Type

3. Click: View Report4. Export the report to PDF, following the steps on page 121, Printing and Exporting “Double Dash”

Reports 5. Print the labels, following the steps on page 122, Printing Mailing Labels

Mailing Labels – Student1. Go to: Index > Census > Reports > Mailing Labels2. Select the following:

A. Choose to print mailing labels by Grade/Adhoc or by SectionB. Enrollment Effective Date – It will default to today’s date. Change as needed. When

running labels for a prior school year, be sure to enter a date within that school year’s calendar.

C. Choose print optionsD. Print the labels forE. How would you like the report sorted?

3. Click: Generate Report4. Print the labels, following the steps on page 122, Printing Mailing Labels

Guardian Mailing AddressesThese steps will help you generate a list of students along with their grade level, guardian name and address. A guardian will only generate on this list if they are marked “Guardian” and “Mailing” on the Relationships tab for a student.

1. Go to: Index > Ad Hoc Reporting > Data Export2. Under Saved Filter click the plus sign beside -Registrar3. Highlight the filter named: FCPS Guardian Mailing List4. Under Pick an Export Format select: Delimited values (CSV)5. Click: Export6. Click: Open


REGISTRAR FUNCTIONS


No Pass, No DriveThis report will help determine if a student is eligible, who is not eligible any longer, and vice versa.

1. Go to: Index > Student Information > Reports > --No Pass, No Drive2. Select the following:

A. YearB. SchoolC. Grade LevelD. AgeE. Eligibility Status – This will filter based on their current eligibility, not past eligibilityF. Student TypeG. Term to Check EligibilityH. Display Prior Term Eligibility?I. Group ByJ. Sort ByK. ID to Print?



REGISTRAR FUNCTIONS


Out of Area AddressThis report will show you all students whose address is designated “Out of Area” according to the Street Directory.

1. Go to: Index > Student Information > Reports > --Out of Area Address2. Select the following:

A. YearB. SchoolC. ID to Print?D. Order ByE. Grade LevelsF. Enrollment Reason: Select “All”G. Enrollment Status


Out of Area Address as Conflict ReportThis report will show you students enrolled in your building whose address is designated “Out of Area” according to the Street Directory, but the enrollment reason is marked as “Resident of Area” or have no enrollment reason at all.

1. Go to: Index > Student Information > Reports > --Out of Area Address2. Select the following:

A. YearB. SchoolC. ID to Print?D. Order ByE. Grade LevelsF. Enrollment Reason – Select None and 100 – Resident of AreaG. Enrollment Status



REGISTRAR FUNCTIONS


Students Enrolled after Day 11. Go to: Index > Student Information > Reports > Enrollment Status2. Select the following:

A. Enrollment Add Date – 8/17/17B. How would you like the report sorted?C. Start Status – AllD. End Status – All

3. Click: Generate Report

Student Enrollment Counts1. Go to: Index > Student Information > Reports > --Enrollment Counts2. Select the following:

A. YearB. School TypeC. SchoolD. Grade LevelsE. Grouping OptionsF. Show as Percentage?G. Enrollment Type – Typically, select Primary onlyH. Effective DateI. State Exclude Options – Typically, select Regular Students only


Student Directory Information1. Go to: Index > Ad Hoc Reporting > Data Export2. Under Saved Filter click the plus sign beside -Registrar3. Highlight the filter named: FCPS Student Directory Information4. Under Pick an Export Format choose Delimited Values (CSV)5. Click: Export6. Click: Open7. The important field is: Directory Info Opt Out?

a. If the field says Y, the parent/guardian has opted out of Student Directory Information and the information cannot be released

b. If the field says N, the parent/guardian has NOT opted out of Student Directory Info


REGISTRAR FUNCTIONS


Media Coverage1. Go to: Index > Ad Hoc Reporting > Data Export2. Under Saved Filter click the plus sign beside -Registrar

a. Classroom teachers can also generate this list of students scheduled to them. Teachers should click the plus sign beside -Teacher (Elem/MS) or -Teacher (HS) depending on their rights.

3. Highlight the filter named: FCPS Media Coverage4. Under Pick an Export Format choose Delimited Values (CSV)5. Click: Export6. Click: Open7. The important field is: Media Coverage Opt Out?

a. If the field says Y, the parent/guardian has opted out of having their child or their work shown on the FCPS educational access channel, the FCPS website or in the local news media

b. If the field says N, the parent/guardian has NOT opted out of having their child or their work shown on the FCPS educational access channel, the FCPS website or in the local news media

Non-Custodial Parent/Guardian Form1. Go to: Index > Ad Hoc Reporting > Data Export2. Under Saved Filter click the plus sign beside -Registrar

a. Classroom teachers can also generate this list of students scheduled to them. Teachers should click the plus sign beside -Teacher (Elem/MS) or -Teacher (HS) depending on their rights.

3. Highlight the filter named: FCPS Non Custodial Parent/Guardian Form4. Under Pick an Export Format choose Delimited Values (CSV)5. Click: Export6. Click: Open


REGISTRAR FUNCTIONS


Student Mobility/StabilityThis report will show Mobility and Stability rates for the school(s) and date range chosen.

Mobility Rate is defined as the total number of student re-entries and withdrawals divided by the total enrollment within the date range.

Stability Rate is defined as the total number of students enrolled for the entire period of the date range divided by the total enrollment for the same period.

1. Go to: Index > Student Information > Reports > --Student Mobility/Stability2. Select the following:

A. YearB. School TypeC. SchoolD. Start StatusesE. End StatusesF. Grade LevelsG. Service Type – Primary is typicalH. Start DateI. End DateJ. Export Type



Appendix

AppendixDates for Monthly Attendance ReportsThe Register and ADM and ADA Detail reports are to be completed and filed in the school office no later than the date to be announced monthly via e-mail by the Attendance Analyst. The due date will be announced on or shortly after the end date each month.

Month 1........8/14/2017 – 9/8/2017Month 2.........9/9/2017 – 10/6/2017Month 3........10/7/2017 – 11/3/2017Month 4........11/4/2017 – 12/5/2017Month 5........12/6/2017 – 1/16/2018Month 6........1/17/2018 – 2/13/2018Month 7........2/14/2018 – 3/13/2018Month 8........3/14/2018 – 4/17/2018Month 9........4/18/2018 – 5/15/2018

Month 10.......5/16/2018 – 5/29/2018

Transportation CodesTcode Description

NT Non Transported

T1 Transported more than one (1) mile twice daily

T2 Transported less than one (1) mile twice daily

T3 Transported more than one (1) mile once daily

T4 Transported less than one (1) mile once daily

T5 Transported by Special Vehicle and/or accommodations as noted in the IEP on the “Related Services” page

When a student is transported differently each day, it can be difficult to determine which Transportation code is appropriate. Please use the table below to help:

Average number of times transported per week

>= 1 mile transported

< 1 mile transported

0 – 2 NT NT3 – 6 T3 T4

7 – 10 T1 T2


AppendixState Ethnicity Codes

01 White (not Hispanic) – A person having origins of the original peoples of Europe, North Africa or the Middle East

02 Black (not Hispanic) – A person having origins in any of the black racial groups of Africa

03 Hispanic – A person of Mexican, Puerto Rican, Cuban, Central or South American or other Spanish Culture of origin regardless of race

04 Asian/Islander – A person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian subcontinent or the Pacific Islands

05 American Indian – A person having origins in any of the original peoples of North America and who maintains cultural identification through tribal affiliation or community recognition

06 Other

Federal Race / Ethnicity Codes1 Hispanic or Latino – A person of Cuban, Mexican, Puerto Rican, South or Central American, or

other Spanish culture or origin, regardless of race. The term “Spanish origin” can be used in addition to “Hispanic” or “Latino”.

2 American Indian or Alaska Native – A person having origins in any of the original peoples of North and South American (including Central America), and who maintains tribal affiliation or community attachment.

3 Asian – A person having origins in any of the original peoples of the Far East, Southeast Asia or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand and Vietnam.

4 Black or African American – A person having origins in any of the black racial groups of Africa. Terms such as “Haitian” can be used in addition to “Black” or “African American”.

5 Native Hawaiian or Other Pacific Islander – A person having origins in any of the original peoples of Hawaii, Guam, Samoa or other Pacific Islands.

6 White – A person having origins in any of the original peoples of Europe, the Middle East or North Africa.

7 Two or more races


AppendixAttendance Codes Code and Description Status Excuse@ SKIP – Unex Class Abs

Secondary schools only Present Exempt

1F Field Trip Present Exempt1H In House – Exempt

Secondary schools only Present Exempt

1S SAFE Present Exempt2CH Coleman House – Exempt

Secondary schools only Absent Exempt

4H 4-H Event/Competition Present ExemptAFD Armed Forces Day

May only be used for a parent/guardian’s deployment or return from active duty. May only be used on the date of deployment and/or date or return.

Absent Exempt

AFR Armed Forces RecuperationMay only be used for a maximum of ten (10) days for visitation when a student’s parent/guardian is stationed out of the country and is granted rest and recuperation leave.

Absent Exempt

ATA Athletic Tournament AttendanceMay only be used for a maximum of two (2) days for student athletes competing in a regional or state tournament on a regularly scheduled school day.

Present Exempt

CV College VisitMay only be used for a maximum of three (3) days for college visits. The visit must be approved three days prior to the event. The code is restricted to juniors and seniors only. Documentation from the college/university is required.

Absent Exempt

E Excused Absent ExcusedEHO Educational Enhancement

To be used to monitor participation in an educational enhancement opportunity that the principal determines to be of significant educational value, max ten (10) days per year. The Educational Enhancement Opportunity request form must be on file for any student taking an EHO day. Submitted 5 days prior to requested day, principal recommendations then send to DPP Office for final approval.

Absent Exempt

F FuneralAn excuse note should be accompanied by a funeral program or obituary. Absent Excused

FE Family EmergencyMax three (3) occurrences per year Absent Excused


AppendixAttendance CodesCode and Description Status ExcuseHH Home/Hospital Exempt

To be used by or at the direction of Nena Middleton Absent Exempt

HHE Home/Hospital ExcusedTo be used by or at the direction of Nena Middleton Absent Excused

HHU Home/Hospital UnexcusedTo be used by or at the direction of Nena Middleton Absent Unexcused

IAK IAKSS ExcusedExcused absence code that may only be used when instructed to do so by the DPP Office.

Absent Excused

LE Lice ExcusedCan be used for three (3) days per occurrence of Lice (Board Policy 09.213 AP.1)

Absent Excused

PN Parent Note ExcusedTo be used to monitor parent notes for illness, max ten (10) cumulative absences and ten (10) tardies per year.

Absent Excused

S Suspended Absent UnexcusedSF State Fair-To Attend 1 Day Only Absent ExemptU Unexcused Absent Unexcused

Status – Indicates whether the student was present or absent from the building

Excuse Excused – Approved absence by the Fayette County Public School Board Unexcused – Non approved absence that may impact truancy proceedings Exempt – Approved absence by the Fayette County Public School Board that does not negatively

affect SEEK funding


AppendixStart Status / Entry CodesCode Description

E01 A pupil enrolled for the first time during the current school year in either a public or nonpublic school in the United States.

E02 A pupil previously enrolled during the current school year in either a public or nonpublic school in another state who has not previously enrolled in Kentucky during the current school year.

E03 A pupil enrolling for the first time during the current school year in either a public or nonpublic school who withdrew as a W24 or W25 during the previous school year.

E98 Temporary enrollment code for students enrolling from another district in Kentucky, other district has not withdrawn.

Start Status / Reentry CodesCode DescriptionR01 Transferred from another enrollment in same schoolR02 A pupil received from another Fayette County Public School

R06A pupil reentering the same school after dropping out, discharge or expulsion from a school district in Kentucky during the current school year, who has not entered any other school during the intervening period

R20 A pupil previously enrolled in a home school in Kentucky during the current school year. May only reenroll after curriculum, grades and attendance have been reviewed by a DPP.

R21 A pupil previously enrolled in any public or nonpublic school (excluding home schools) in Kentucky during the current school year


AppendixEnd Status / Withdrawal CodesCode DescriptionG01 Graduated in less than four (4) yearsG02 Graduated in four (4) yearsG03 Graduated in five (5) yearsG04 Graduated in six (6) or more yearsW01 Transferred to another enrollment in same schoolW02 A pupil transferred to another public school in Fayette County

W07

A pupil withdrawn due to a communicable medical condition or any other health related condition for which the student is too ill to participate in regular school attendance or local homebound instructional services, or if the student has obtained a doctor’s statement certifying the condition

W08 A pupil withdrawn due to death

W12 A pupil under the jurisdiction of the court. For purposes of the W12 code, a pupil may be considered under the jurisdiction of the court on the day the petition is filed with the court.

W17 An entry level student in the primary program withdrawn during the first two months enrolled due to immaturity or mutual agreement by the parent, guardian or other custodian

W20 A pupil transferred to a home school. May only be used when instructed by the DPP Office (Sharon Pearson)

W21 A pupil transferred to a nonpublic school (excluding home school)W22 Moved, re-enrolled in another Kentucky public district

W23 A pupil withdrawn for a second or subsequent time who initially withdrew as a W24 or W25 during the current school year.

W24 A pupil who has moved out of Fayette County for whom enrollment elsewhere has not been substantiated-*Email required- see pg 100

W25 Dropout – above minimum age for withdrawal* Email required- see pg 100

W26 A pupil who has withdrawn from school after completing a secondary GED program and receiving a GED certificate

W27 A student who has withdrawn from school and subsequently received a GEDW28 A student who has reached the maximum age for services but received no diplomaW29 Moved, out of state or out of United States* Email required – see pg 100W30 Mid-year withdrawal Grade 14 with prior diploma

Withdrawing as W24, W25 & W29Email Suzanne Dorsey a “request to withdraw” regarding codes W24, W25 and W29. The email will serve as documentation for audit purposes. Include the following information in the email:

Student name Code requesting to use (w-24 ,25 or 29) Documentation to support using code

o Verbal or written informationo Home Visit- vacant dwelling


o Communication by relative, neighbor, etc.

AppendixExplanation of Errors on Student Error Report

Path: Index > Student Information > Reports > Error Reports > Error Report

Critical Errors – Critical errors will display on the report in bold typeError Message Description Location in Infinite CampusAtt checkbox unchecked for course

Each course with a section scheduled into an instructional period must be checked for attendance.

Index > Scheduling > Courses > Course

Change E98 to R21 for Enrollment Start Date xx/xx/xx

Student enrolled with a temporary Start Status of E98. These should all be changed to R21.

Index > Student Information > General > Enrollments

End date not in calendar

Each start and end date must exist as a school day in the calendar.


Enrollment reason missing for Enrollment Start Date xx/xx/xx

No enrollment reason for enrollment. Index > Student Information > General > Enrollments

Exceeded limit on Family Emergency Days.

Change code to Unexcused unless administration decides to excuse.

Index > Student Information > General > Attendance

Invalid birth date. Birth date in IC makes student less than 2 years old. Index > Census > People > Demographics

No end status for end date xx/xx/xx

Student’s enrollment record has an end date without an end status


Overage as of xx/xx/xx Student does not meet state requirements on age. See page 12 for regulations.

Overlapping enrollment records

Each student may only be enrolled in one school on any given date. If a student is physically present in both buildings on the same date, email the student’s name to FCPS’s IC Support Helpdesk to show an overlap waiver.


Overlapping transportation records

Each day of enrollment must only have one transportation record associated.

Index > Student Information > General > Transportation

School month xx does not contain 20 school days.

Months 1 – 9 should contain 20 school days. Contact FCPS’s IC Support Helpdesk to correct.

Index > System Administration > Calendar > Calendar > School Months

Start date not in calendar

Each start and end date must exist as a school day in the calendar.


Student marked Expelled in attendance on xx/xx/xx

Looks for students marked expelled in attendance but not in behavior.

Underage as of xx/xx/xx

Student does not meet state requirements on age. See page 12 for regulations.

Virtual/Performance course scheduled into

Virtual and Performance courses may not be scheduled into an instructional period.

Index > Scheduling > Courses > Course


period


Appendix

Explanation of Errors on Student Error Report

Path: Index > Student Information > Reports > Error Reports > Error Report

Non Critical ErrorsError Message Description Location in Infinite CampusEmail address/work phone missing for staff member.

Each attendance clerk and registrar should have their Fayette County email address and work phone number entered into IC.

Index > Census > People > Demographics

No guardian marked to receive mailings in xx household for student.

Student has a household, but that household does not have a guardian marked to receive mailings.

Index > Census > People > Relationships

No household membership

Student has no household membership. See “Household Information Flow Chart” for next steps.

Index > Census > People > Households

No mailing address Student has a household, but there is no mailing address.

Index > Census > People > Households


AppendixStudent Data to be entered in Infinite Campus

Index > Census > People > DemographicsName (Full legal name as it appears on the

Birth Certificate. Do not abbreviate.)GenderBirth DateSocial Security # (Not required)Race/EthnicityBirth Country (Other than US)Date Entered US (If not born in US)Date Entered US SchoolBirth Certificate (Number)Original Entry in KYNickname


Schedule StructureGrade LevelStart DateStart StatusEnd DateEnd StatusService Type

Index > Student Information > General > Enrollments > State Reporting Fields

ImmigrantRefugeeForeign ExchangeDistrict of Residence (if not Fayette)

Index > Student Information > General > Enrollments > District Defined Elements

Enrollment ReasonFinancial AidPE WaiverPTP (K-3)

Index > Student Information > General > Schedule

Complete Schedule

Index > Student Information > General > Transportation

Transportation CodeStart DateEnd DateBus NumbersBus Stops

Index > Student Information > General > District Info

Internet AccessSpanish Letter

Index > Student Information > General > Flags

Medical InstructionsLegal InstructionsSpecial InstructionsTransportation (Pick Up) Instructions

Index > Student Information > Program Participation > Custom Programs

FERPA Directory Information Opt OutMedia Coverage Opt OutNon-Custodial Parent/Guardian Form


AppendixEnrollment ReasonsThe Attendance Area Policy (09.11) describes the authorization for students to enroll in a school. The “Enrollment Reason” should describe the student’s authorization. You must have a written authorization to enroll a student from outside of your Attendance Area. The “Enrollment Reason” field in the Enrollment record is the appropriate place to indicate why a student is enrolled in your school. Enter the appropriate code to indicate the reason a student is enrolled in your school for all students in your building.

Code – Enrollment Reason Usage and Exceptions100 – Resident of School Area Students attending your school because they live in your Attendance Area200 – Anticipated Change of Address Authorization to attend your school who will move into your attendance area before

October 31st of the current year.210 – FC Employee Child Fayette County Employee’s child who authorization to attend the school where

his/her parent is employed (Out of county employees paying tuition should be coded 255)

212 – FC Employee Other Loc Fayette County Employee’s child who has authorization to attend your school, but student’s parent is employed at another school site

215 – Final Year Sch Level Authorization to attend your school to complete the final year at you school’s level.NOTE: Student’s family must have moved out of your school’s attendance area between the end of the last school year and the beginning of the current school year.

220 – Finish Current Year Authorization to attend your school to finish the current year224 – Homeless Student enrolled due to homeless status230 – Other Educational Reasons Authorization approved by the School Level Director to attend your school234 – Parental Preference Authorization to attend a school at the preference of the parent235 – Relief – Over Cap Sch Authorization to attend your school to relieve overcrowding in another school.240 – Redistricting Transition Authorization to attend your school to facilitate an orderly redistricting transition.250 – Sibling Approval Authorization to attend your school because a sibling is already enrolled in the

building.255 – Tuition Contract Student is living OUTSIDE Fayette County who has received authorization from DPP

Office to pay tuition to attend a Fayette County Public School.300 – BSHS – ROTC Authorization to attend Bryan Station High School’s Air Force ROTC program.305 – BSHS – IT Program Authorization to attend Bryan Station High School’s Information Technology program.307 – BSHS – Station Arts Authorization to attend Bryan Station High School’s Station Arts program.310 – HCHS – ROTC Authorization to attend Henry Clay’s Army ROTC program.315 – HCHS Prog #2 Authorization to attend Henry Clay’s second unique program.

The Academy320 – LHS Pre-Engineering Authorization to attend Lafayette’s Pre-Engineering program.

(Presently no program registered.)325 – LHS GT Multiple Programs Student enrolled in SCAPA and Pre-Engineering340 – TCHS – IB Program Authorization to attend Tates Creek High School’s International Baccalaureate

program.345 – TCHS Prog #2 Authorization to attend Tates Creek High School’s second unique program.

(Presently no program registered.)351-Specialized Academic Programs- Middle School

Authorization to attend specialized program

355 – TCMS IB Program Authorization to attend Tates Creek Middle School’s International Baccalaureate program.


AppendixEnrollment ReasonsCode – Enrollment Reason Usage and Exceptions400 – For Lang Imm “Foreign Language Immersion Magnet”

Students enrolled in the Foreign Language Immersion Magnet at the middle school or high school level. (Should only be used at Maxwell, Northern ES, Liberty ES, BSTMS & BSHS.)

410 – Magnet Students assigned to your school through the magnet application and selection process.500 – ESL Program Students who are enrolled in the ESL Program.600 – G & T Students enrolled in the Accelerated Clusters (Ashland, Meadowthorpe, Tates Creek Elem

and Tates Creek Middle, Winburn) or SCAPA (Bluegrass or Lafayette) or MSTC.700 – 504 Placement Students for whom a 504 Committee has determined enrollment in your school is

necessary because the accommodations they need cannot be provided in their attendance area school.

710 – ARC Placement Students for whom an ARC Committee has determined enrollment in your school is necessary because the accommodations they need cannot be provided in their attendance area school.

800 – Alt Program “Alternative Program Placement”

Students assigned to alternative programs. These include, but are not limited to: Martin Luther King Academy, Home/Hospital, The Stables, Ridge, etc.

Inactive Enrollment ReasonsCode – Enrollment Reason

Usage and Exceptions Last Active Year

205 – Child Care Authorization to attend your school to facilitate child care. 2009-10222 – Former Magnet Students formerly in a magnet program 2007-08225 – Opt Sch for Magnet Students who enroll in your school as an optional school for a magnet. 2007-08232 – Req Sch <90% Cap Authorization to attend a school below 90% capacity. 2009-10245 – School Demographics Authorization to attend your school to improve the racial/ethnic

demographics of either your school or their attendance area school.2009-10

260 – Move Out Pri Group Authorization to attend your school because student is moving outside the primary area school but still within the school group.

2009-10

415 – Criteria Group Students living in LTMS’s area who will be attending a different middle school because they did not meet the criteria to attend LTMS.

2007-08

930 – Opt Sch Assess Score Optional school for students who are authorized by the Kentucky Department of Education to leave a school with low assessment scores.

2007-08

900 – Policy Waiver- Group A group of students for who the School Board has Waived enrollment policy

2016-17

910– POLICY WAIVER-IND An individual student for whom the School Board has waived enrollment policy.

2016-17

931 – No Child Left Behind Optional school for students who are authorized by the ‘No Child Left Behind’ Act to leave a school deemed in crisis.

2016-17

940 – Exchange Student Student has been authorized through the DPP Office to attend Fayette County Schools as an Exchange Student

2016-17

330 – PLD Prog #1 Authorization to attend P.L. Dunbar’s first unique program. 2016-17

335 – PLD Prog #2 Authorization to attend P.L. Dunbar’s second unique program.(Presently no program registered.)

2016-17

345 – TCHS Prog #2 Authorization to attend Tates Creek High School’s second unique program.

2016-17

227 – Moved out of Area Student moved but would like to remain in the school in which he/she has already attended.

2016-17


AppendixDaily Attendance Checklist – Elementary Schools

Task Page Person Responsible Mon Tues Wed Thur

s Fri

1 Check in late arrivals on check in/out log 67

2 Enter Substitute Teacher attendance using Classroom Monitor (ASAP) 62

3Classroom Monitor – Notify teachers who have not taken attendance (20 minutes after school begins)

74

4Print Index > Attendance > Daily Attendance > Caller Report to obtain a list of all absent students to call

73

5Attendance Wizard – Reconcile unknown absences for 1st period (30 – 40 minutes after school begins)

63

6 Begin entering check ins/outs from logs (after steps 1 – 4 are completed. 67

7 Enter remaining check ins/outs as they come in 67

8 Enter Absence Notes ASAP 71

9Print Index > Attendance > Reports > Daily Absence Detail Report after all current data has been entered

73

10

Print Index > Attendance > Reports > Check In/Out Summary and verify against logs (after all current data has been entered)

73

11 Print Truant Student List report for truancy team leader. 92 X X X X

12 Print Chronic Absentee Check report for truancy team leader. 93 X X X X

13

14

15

16

17

18

19


AppendixDaily Attendance Checklist – Secondary Schools

Task Page Person Responsible Mon Tues Wed Thurs Fri

1 Check in late arrivals on check in/out log 67

2 Enter Substitute Teacher attendance using Classroom Monitor (ASAP) 62

3Classroom Monitor – Notify teachers who have not taken attendance (20 minutes after school begins)

74

4

Attendance Wizard – Reconcile unknown absences for 1st period (30 – 40 minutes after school begins – before the end of 1st period)

63

5 Begin entering check ins/outs from logs (after steps 1 – 4 are completed. 67

6Enter AM Tech Center attendance* as soon as it is received (must be entered before the end of 2nd period)

69

7 Enter SAFE attendance as needed 68

8 Enter PM Tech Center attendance** as soon as it is received 70

9 Enter remaining check ins/outs as they come in 67

10 Enter Absence Notes ASAP 71

11Print Index > Attendance > Reports > Daily Absence Detail Report after all current data has been entered

73

12

Print Index > Attendance > Reports > Check In/Out Summary and verify against logs (after all current data has been entered)

73

13 Print Truant Student List report for truancy team leader. 92 X X X X

14 Print Chronic Absentee Check report for truancy team leader. 93 X X X X

15


*AM Technical Center Attendance: Use Attendance Wizard (Batch 2 lists), enter students absent one at a time – DO NOT OVERWRITE

**PM Technical Center Attendance: Take list from Technical Center; go to Index > Attendance > Daily Attendance. If student is not marked absent all day, check out at beginning of 3rd period (U). Comment – Skipped Tech Center.

AppendixMonthly Attendance Reports Check List

Month 1 Month 2 Month 3 Month 4 Month 5 Month 6 Month 7 Month 8 Month 9 Month 10

Attendance Month End Date: 9/8/17 10/6/17 11/3/17 12/5/17 1/16/18 2/13/18 3/13/18 4/17/18 5/15/18 5/29/18

1 Student Error Report (Page 79)

2 Schedule Gap Report (Page 79)

3 Trans Date Error Report (Page 79)

4 Suspension Att Linkage (Page 79)

5 Correct all errors and rerun as needed

6 T5 vs Related Services ck (Page 80)Due Date for Reports (TBA):

7 Elem Schools Register by Homeroom (Page 81)

8 Distribute as necessary for verification

9 Contact FCPS’s IC Support Helpdesk to lock month

10 All Schools – Register by Grade (Elem Page 81, Sec Page 84)

11 All Schools – ADM/ADA Detail (Elem Page 81, Sec Page 85)

12 All Schools – ADM/ADA Cumulative (Elem Page 83, Sec Page 85)

13 All Schools – Balance all reports

14 Verify that each signature page is signed

15File all daily absence reports, check in/out logs, Register, ADM/ADA Detail and Cumulative


AppendixEnrollment ChecklistRegistration Requirements: http://www.fcps.net > About FCPS > General Info > Enrollment and Registration

Task Page Staff Responsible

1 Guardian must complete all paperwork including Enrollment form, Household form, Media/Picture Permission form, etc.

2 Enroll student in Infinite Campus 20

3 Enter info on: Index > Student Information > General > District Info tab as needed.

4 Enter transportation record 30

5 Schedule student

6 Elementary schools – Assign Team 36

7 If enrolling from outside of Fayette County Public Schools, send request for records

8 Distribute forms (Student Health Form, free/reduced lunch, school information, etc)

9 Make a copy of the immunization certificate for the Nurse and file original in cum folder

10 Make a copy of the Household form. Put copy in cum folder, send original in courier to Sherry Poore.

11 Submit address changes as appropriate

12 Make a copy of the Home Language Survey. Give a copy of the survey to the ESL teacher. Put original in cum folder.

13Middle/High Schools – If the student is new to FCPS and parent/guardian indicates a language other than English is spoken in the home, contact Martha Rodriguez in the ESL office.

Withdrawal ChecklistTask Page Staff

Responsible

1 Verify that the student has enrolled in another school or has moved from their current residence

2 Print Withdrawal form and distribute 54

3 Withdraw student 24

4 When request for records is received, send a copy of records. File records request.

5 If student enrolls in a Private School or in another state, print Transfer Form and send to IAKSS via courier or fax: 381-4194 54


http://www.fcps.net/

AppendixHow can I…

How can I see if a household has been verified?1. Go to the Search tab; search Household2. In the search window, type a name of any person in the

household; click: Go3. Click on the household name4. If the household has been verified, the date will be in the

“Date Household Verified” field.

How can I see who is guardian for a student?1. Search for the student; go to: Index > Census > People2. Click the Relationships tab3. Any person listed on this tab that does not have an “End Date” and does have the “Guardian”

checkbox checked has been identified as Guardian for the student.

How can I see address changes for a household?1. Go to the Search tab; search Household2. In the search window, type a name of any person in the household; click: Go3. Click on the household name4. Go to the Addresses tab

How can I enter a record of contact with a parent/guardian?See page 59, Tracking Contact with Parent/Guardian.

How can I create custom labels with student information?1. Go to: Index > Student Information > Reports > --Student Labels2. Select the following:

a. Yearb. Schoolc. Grade Leveld. Statuse. Line 1, 2, 3 & 4f. Order by

3. Click “View Report”


AppendixHow can I…How can I help my teachers print lists of Student Directory Information for their students?

1. The teacher should go to: Index > Ad Hoc Reporting > Data Export2. Under Saved Filter click the plus sign beside “-Teacher (Elem/MS)” or “-Teacher (HS)” depending

on their rights3. Highlight the filter named Student Directory Information4. Under Pick an Export Format select “Delimited Values (CSV)”5. Click: Export6. Click: Open7. The important field is “Directory Info Opt Out?”

a. If the field says “Y”, the parent/guardian has opted out of Student Directory Information and the information cannot be released

b. If the field says “N”, the parent/guardian has NOT opted out of Student Directory Info

How can I help my teachers print lists of Media Coverage Information for their students?

1. The teacher should go to: Index > Ad Hoc Reporting > Data Export2. Under Saved Filter click the plus sign beside “-Teacher (Elem/MS)” or “-Teacher (HS)” depending

on their rights3. Highlight the filter named Media Coverage4. Under Pick an Export Format select “Delimited Values (CSV)”5. Click: Export6. Click: Open7. The important field is “Media Coverage Opt Out?”

a. If the field says “Y”, the parent/guardian has opted out of having their child or their work shown on the FCPS educational access channel, the FCPS website or in the local news media

b. If the field says “N”, the parent/guardian has NOT opted out of having their child or their work shown on the FCPS educational access channel, the FCPS website or in the local news media


Appendix“Double Dash” Report InformationAll “Double Dash” reports (named for the two dashes to the left of the report name) in Infinite Campus are custom reports. If you are prompted for a login, always use your Windows account. The username is your full email address, and the password is your Windows account password.

Printing and Exporting “Double Dash” ReportsTo print a “Double Dash” report, the data must first be exported and then printed. Commonly used export formats are PDF (Adobe Acrobat) and Excel. To export, click the Save button and choose the appropriate export type.


Examples of “Double Dash” Reports

AppendixPrinting Mailing LabelsReview the following print properties prior to printing mailing labels. Print properties appear when selecting the Print icon from the PDF report. These options are located in the Page Sizing & Handling area of Print Properties.

Adobe Reader 10 and Higher1. Select the Fit or Shrink oversized pages option

Infinite Campus’s Campus Community “Printing Labels” article was used in the development of this page. For information on how to create a Campus Community account, see page 123, Creating a Campus

Community Account.5/9/23 122 document.docxOffice of Attendance Accounting Fayette County Public Schools Lexington, KY

AppendixCreating a Campus Community AccountCampus Community provides IC users access to the Infinite Campus Knowledge Base, Forums and Video Libraries. Staff members wishing to use this resource must create a CampusID.

1. Click the App Switcher in the upper right hand corner of the Campus Toolbar

2. Click: Campus Community 3. Click: Continue4. The Terms of Use will load. Please read and check “I have read and agree to the Terms of Use”.5. Click: Continue6. Enter your account information:

A. UsernameB. PasswordC. Confirm PasswordD. First NameE. Last NameF. Email Address – Please do not use a personal email account. You must use your Fayette

County Public School email address.7. Click: Continue8. Enter your Profile Information

A. Role/TitleB. District/OrganizationC. CityD. StateE. Time Zone

9. Click: Finish10. A confirmation screen will appear. Click the link to activate your account, or activate your

account through the confirmation email sent by Infinite Campus. 11. Upon your next log in to Infinite Campus, the “Campus Community” link will automatically log

you in to Campus Community.

For more information on using Campus Community, search “Guide” in Campus Community. Click the Knowledge Base article for “Campus Community Guide”.


AppendixMembership Log

Student’s Name

Rec.

W/D

For

m

Dem

ogra

phic

For

m

Phys

ical

For

m

MM

R

Imm

. Exp

.Dat

e

On

Com

pute

r

Rec.

Req

.

Copy

W/D

to T

eam

Grade Team To/From Date

Prin

t Sch

edul

e Fo

lder

Pul

led

Prin

t Rep

ort C

ard

Prin

t WD

& O

ut o

f Co

unty

For

ms

W/D

in C

ompu

ter

Prin

t Atte

ndan

ce

W/D

For

m

Com

plet

ed

Tota

l

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16


Appendix20 Day Attendance Reporting Calendar

Fayette County Public Schools20-Day Attendance Reporting Calendar

2017-18 - Traditional CalendarMonth 1 - Aug/Sep (3/17) Month 2 - Sep/Oct (2/18) Month 3 - Oct/Nov (1/19)

Mon Tue Wed Thur Fri Mon Tue Wed Thur Fri Mon Tue Wed ThurPD O 1st Day14 15 16 17 18 11 12 13 14 15 9 10 11 12

21 22 23 24 25 18 19 20 21 22 16 17 18 19

28 29 30 31 1 25 26 27 28 29 23 24 25 26H PD PD4 5 6 7 8 2 3 4 5 6 30 31 1 2

Month 4 - Nov/Dec (1/19) Month 5 - Dec/Jan (1/19) Month 6 - Jan/Feb (0/20)Mon Tue Wed Thur Fri Mon Tue Wed Thur Fri Mon Tue Wed Thur

6 7 8 9 10 6 7 8 17 18

13 14 15 16 17 11 12 13 14 15 22 23 24 25H Winter Break Dec 20 - Jan 220 21 - 23 - 18 19 29 30 31 1

27 28 29 30 1 - - 3 4 5 5 6 7 8

4 5 8 9 10 11 12 12 13H15 16

Month 7 - Feb/Mar (1/19) Month 8 - Mar/Apr (1/19) Month 9 - Apr/May (0/20)Mon Tue Wed Thur Fri Mon Tue Wed Thur Fri Mon Tue Wed Thur

RC14 15 16 14 15 16 18 19

H19 20 21 22 23 19 20 21 22 23 23 24 25 26

26 27 28 1 2 26 27 28 29 30 30 1 2 3Spring Break

5 6 7 8 9 April 2 - 6 7 8 9 10

12 13 9 10 11 12 13 14 15&

16 17

Month 10 - May (2/7)Mon Tue Wed Thur Fri 177 Teaching Days Calendar ammendments are made at the


How long should I keep…Acceptable Use Policy Forms (AUP) Current Year (17-18)

ADM and ADA Report (Infinite Campus) 20 Years (07-08 through 17-18)

Attendance Letters 1 Year + Current Year (16-17, 17-18)

Caller Report Current Year (17-18)

Check In/Out Logs 1 Year + Current Year (16-17, 17-18)

Discipline Records

Suspension and Expulsion Records, 5 Years + Current Year (12-13, 13-14, 14-15, 15-16, 16-17, 17-18)

SAFE Referrals, 5 Years + Current Year(12-13, 13-14, 14-15, 15-16, 16-17, 17-18)

PA-2 (STI – Prior Student Information System) 20 Years (94-95 through 06-07)

PA-3 10th month only (STI) 20 Years (94-95 through 06-07)

Picture/Media Permission Forms 1 Year + Current Year (16-17, 17-18)

Principal’s Reports (STI) Destroy

Parent Notes 1 Year + Current Year (16-17, 17-18)

Register (Infinite Campus) 20 Years (07-08 through 17-18)

Teacher Notes (written notices from teachers to the front office) 2 Years + Current Year (15-16, 16-17, 17-18)

Transportation Manifest Current Year (17-18)

Transportation Verification 1 Year + Current Year (16-17, 17-18)

Visitor Logs 1 Year + Current Year (17-18)

Withdrawal Records Permanently

Official KDE Records Retention Schedule Online:Index > FCPS DPP Support Site > Records Retention Schedule

Where can I find…Type Location in Infinite Campus

Attendance Clerk/Registrar contact list Index > FCPS DPP Support Site > School Contact List

Board Policies and Procedures http://policy.ksba.org/f02/

Current 20 Day Attendance Reporting Calendar Index > FCPS DPP Support Site > CalendarCurrent versions of Attendance Manual or Behavior Manual Index > FCPS DPP Support Site > Manuals

DPP School Assignments Index > FCPS DPP Support Site > DPP School Assignments

Forms Index > FCPS DPP Support Site > Forms

http://policy.ksba.org/f02/

Home Schooling NotificationStudents 09.111 AP.21

Home Schooling Notification

Date: ______________________

Dear Parent/Guardian,

All pupils attending Home Schools must notify the Fayette County School System on a yearly basis. (KRS 159.250 in conjunction with KRS 159.030).

pupil.

Please complete and forward to: Office of Pupil PersonnelFayette County Public Schools1126 Russell Cave Rd.Lexington, Kentucky 40505

Thank you for your cooperation.

Student Full Legal Name: ________________________________________________________

Parent/Guardian Name: __________________________________________________________

Residence Address: _____________________________________________________________

City: ________________________________ State: _____________ Zip Code: _____________

Phone (optional): ___________________________________ Grade Level: ________________

Age: _________________________________________ Race (optional): __________________

_______________________________________Parent/Guardian Signature

Sincerely,

Director of Pupil Personnel

http://policy.ksba.org//DocumentManager.aspx?requestarticle=/KRS/159-00/030.pdf&requesttype=krs

http://policy.ksba.org//DocumentManager.aspx?requestarticle=/KRS/159-00/250.pdf&requesttype=krs

Director of Pupil Personnel Assignments2017-2018

Truancy Questions?

Kevin Crabtree

Jennifer Spencer

Tammy Hopkins

Suzanne Dorsey

381-4612 381-4315 381-4282 381-4128High School High Schools High Schools Attendance &

Enrollment Support, EHOs

Lafayette High Tates Creek High Henry Clay HighPaul L. Dunbar High Bryan Station High Fredrick Douglass

Middle Schools Middle Schools Middle Schools Sharon PearsonBeaumont Middle Bryan Station Middle Crawford Middle

Jessie Clark Middle Winburn Middle Edythe J. Hayes MiddleLeestown Middle Southern Middle Morton Middle 381-4130

Lexington Trad. Magnet Tates Creek Middle Private & Home School, Request of

Ext. of PNAlternative & Specialized Programs

Alternative & Specialized Programs

Alternative & Specialized Programs Steve Hill

Martin L. King Academy Day Treatment Carter G. Woodson 381-4130SCAPA at Bluegrass Eastside Tech. Locust Trace Redistricting

Implementation, Projections

Southside Tech. Family Care Center Opportunity MiddleThe Learning Center The Stables STEAM Academy

Elementary Elementary Elementary AndriaJacksonBooker T. Washington Arlington Ashland

Cardinal Valley Coventry Oak Athens-ChilesburgClays Mill Deep Springs Breckinridge 381-4122

Garden Springs Lansdowne Cassidy Out-of-Area RequestsHarrison Glendover Dixie

James Lane Allen Mary Todd Garrett MorganMeadowthorpe Millcreek Julius Marks Dr. Ann

Lyttle-BurnsPicadome Northern LibertyRosa Parks Sandersville MaxwellStonewall Southern Russell Cave 381-4262Wellington Tates Creek Squires Home/Hospital

DirectorWilliam Wells Brown Veterans Park Yates

Who can I contact?Staff name Area Department Phone Number / Email

FCPS’s IC Support Helpdesk (Suzanne Dorsey, Jodi Jelinek, Sherry Poore, Erin Tadeo & Jill Tuttle)

Infinite Campus – Attendance

Registration, Behavior, User Rights, Scheduling, Ad Hoc Filters, Grading,

Parent Portal

Education Technology 2000.fcps

FCPS’s Household Support Helpdesk (Judy Baxter, Cherie Broz, Jen

Clark, Sherry Jones, Candice Mimes, Sherry

Poore)

Infinite Campus – Household Education Technology households.fcps

Sheila Clark 504 Plans Student Support Services

381-4326sheila.clark

Kevin Crabtree Assistant DPP DPP Office 381-4612kevin.crabtree

Suzanne Dorsey

Assistant DPP – Attendance and

Enrollment Support, EHOs

DPP Office 381-4128suzanne.dorsey

Steve Hill

DPP – Truancy – Redistricting

Implementation, Projections

DPP Office 381-4127steve.hill

Dr. Ann Lyttle-Burns Home/Hospital Director DPP Office 381-4262ann.lyttle-burns

Sharon Pearson

Registration, Out of County, Tuition, Private

& Homeschoolers, Foreign Exchange,

Extension of PN

DPP Office 381-4130sharon.pearson

Sherry Poore KEES Education Technology 381-4711sherry.poore

Martha Rodriguez ESL ESL 381-4179martha.rodriguez

Andria Jackson Out of Area Requests DPP Office 381-4122andria.jackson

Jennifer Spencer Assistant DPP DPP Office 381-4315

Nena Middleton Home/Hospital Homebound / Hospital Services & Programs

381-4333nena.middleton

Pam White Homeless / McKinney Vento Act

Student Support Services

381-4198pam.white 2










1 · Web view2018-04-12 · 7/3/2017122ICAttendHandbook1718.docx. Office of Attendance...

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Transcript of 1 · Web view2018-04-12 · 7/3/2017122ICAttendHandbook1718.docx. Office of Attendance...