ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

STUDENT INFORMATION SYSTEMS

ENROLLMENT

USING OLR

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Introduction

Topic: XXXXXXXX

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Session Agenda:

• Topic A
• Topic B
• Topic C
• Support Resources
• Q&A

Facilitator Picture

Topic: OLR Processing

This session will highlight

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• Linking People and Households

• Searching in Infinite Campus BEFORE Creating New Records (Households, People, Address etc…)

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• Walk –In Scheduling

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ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Getting Started

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Navigation: Census>Online Registration>Staff Processing>Search Application

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•  There are multiple ways to search for applications.(Application Number, Student Name, Student ID Number, etc…
• Click the Search Applications button to see a list of applications matching the search criteria.
• If processing an application prior to the start of the new school year and prior to July, verify Configuration Group is set to the correct application processing year. Once new year is active in IC the configuration year will default to the current year.  
• Additional search options can be selected for Application Status, Application Type and Include un- submitted applications.
• ***These tasks should be completed by staff members with access to Enroll students.***

OLR NAVIGATION

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Staff Processing/ Application Search

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• Select the desired application from the Online Registration Applications. The names of the students in that application will display at the top of the page.

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•  Click Review Application at the bottom of the page to review submitted application.  Additional application options can be selected, if applicable

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ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

• After selecting the application and clicking the Review Application button, a new browser window displays where the staff person can review, print or submit on behalf of the parent/guardian. 

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• Closely review each sections of the application by clicking each of the tabs at the top of the screen. 

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• Use the Save/Continue buttons at the bottom of each area to move onto the next section. 

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• When each section of the application is green and has a check mark, the application is ready to be approved.

Reviewing OLR Applications

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Staff Processing/Review Enrollment  Applications

Upon selecting the Review Application button, a new browser window will appear where you will be able to review the entered application, print the application or submit the application on behalf of the parent/guardian. This is the time to closely review each section of the application by clicking each of the tabs at the top of the screen. Use the Save/Continue buttons at the bottom of each area to move to the next screen.

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

You will find a legend at the bottom of the page that indicates the level of risk related to data duplication when items are not linked.

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

LINKING RECORDS

• PEOPLE
• HOUSEHOLDS
• ADDRESSES

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Options to link and unlink the individuals and addresses/households in the application allow the staff person to eliminate any duplication or data re-entry that may occur.  Make sure you pause and review if any ERRORS.

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• An address may need to be linked when the entered address is not linked to an existing address, the address is linked to an address, but another household is living in that location, or the address is linked to an existing address. Review the entered address and confirm the data with the user.
• Applications for new families to district will not have a linked Household
• Click Link Address. A window with possible addresses will appear in a new window.
• Highlight the correct address and click the Link Address Only Button if the Household is already linked to another family; click Link Household and Address if there no Household link

LINKING ADDRESSES AND HOUSEHOLDS

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

When linking an address to a household, please ensure that you link either the address only or the address and the household, However, you must ensure that all the information matches, including the street, apt, city, state, zip code, household name, and phone number.

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Highlight the correct address and click Link Address Only if all matches completely and there is no household listed - click Link Household and Address if the name and phone number are there and are exact match.

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(cont’d)

LINKING ADDRESSES AND HOUSEHOLDS

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Linking of Person allows the user to link the person in the application to existing records, if necessary. 

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• SEARCH, SEARCH, SEARCH!!! 
•  If the Link Person button appears, click and view all possible matches to persons already in the system.
•  The list will show possible matches along with their person number.
•  Check the entire list to make sure you do not duplicate a person in the system! Employee records in ALL CAPS should not be linked as parents for APS students.
•  IF THERE IS A MATCH IN THE SYSTEM AND YOU DO NOT LINK, IT WILL NOT CONNECT THAT PERSON TO A HOUSEHOLD!!

Linking Person Records

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ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Application/Staff Approval

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• The information in the OLR application does not automatically go into IC. The staff must review and approve the application. 
• On the Staff Approval editor, select the appropriate Application Status from the dropdown list - Approved, Hold or Denied. 
• Enter any comments related to the processing of this application - include the initials of who approved or denied the application. 
• When the Application Status is approved, click the Save and Post button. 
• When the Application Status is Hold or Denied, click the Save button when finished.
• Once the application is approved, the information is moved into Infinite Campus. 
• A new student’s posted application in OLR will not receive a student number until they receive an enrollment record, which needs to be manually created.

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Searching in Infinite Campus

Before Creating New Records

State Reporting

Data is not reporting correctly to the State of Georgia causing multiple errors during FTE and Student Class reporting.

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Lunch IDs

Lunch statuses are established and reported at the beginning of the school fiscal year using the student data on file. As data is updating, duplicating students could overwrite that data and cause a student’s status to change from free to paid.

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Student Network Access

Student IDs are automatically generated from a combination of the name and student number. Duplicating a student can cause the student ID they've used previously to change. This creates login issues in their instructional applications.

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Special Education Reporting

Data for special education students is uploaded to IEP online, using the student number and GTID. Duplication of a student could cause student record issues, funding issues, and unnecessary research to correct.

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Parent Portal

Duplications can cause parents not to see all or any of their students in the parent portal. Also, parents could have more than one account to see all of their students if they've also been duplicated and in multiple households.

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Instructional Applications

Data for the student’s applications is sent during nightly processes to applications used for learning. Creating duplicates can suddenly affect a student’s ability to login without explanation.

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ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

WALK-IN SCHEDULER HIGHLIGHTS

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

RESTORING STUDENT SCHEDULE

AFTER A NO SHOW

• Click on the student’s Schedule tab.
• Click on Walk-In Scheduler.
• Locate the Load option below the student’s schedule and select the down arrow, then select Restore.
• Enter student’s new Start Date and Select Restore. Student’s schedule will reflect new start date for student’s schedule courses if seats where available in the class.

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Topic C

• Content Slide

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ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Support Resources

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Need Help – Submit a Ticket

• Click Nimbus
• Click Submit a Ticket Here
• Select New Ticket
• Click Report Issue (Software/Applications)
• Click Infinite Campus
• Enter ticket details and submit

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

SIS Website: tinyaps.com/?ichelp

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ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Questions

If you have any additional questions, please contact your Student Information Specialist for assistance. ��For additional IC resources and support , please visit our website at �tinyaps.com/?ichelp

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS