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Presenter:

Kristi Hageman, Iowa City CSD

Victoria Bennett, Des Moines Public Schools

Kendra Wolf, ADM CSD

Secretary Workshop:

Infinite Campus Users >2 Years

Description

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• A Year in the Life
• Organized Timeline of tasks in Infinite Campus
• Census Refresher
• A review of Census tools, organizing Households, and managing persons
• OLR Builder
• Using OLR Builder for default and custom questions, modifications of lists and literals Bank

A Year in the Life of Infinite Campus

• Kristi Hageman
• Iowa City CSD
• Student Data Systems Administrator

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FORMAT

• Demonstration
• District Share
• Open Discussion

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Please feel free to always ask questions or add your input!

Discussions For Each Month

• How do you stay organized?
• How does your district organize tasks?
• Is this a task you do or someone else in your district?
• What specific questions do you have about a task?
• Any tasks you would like to add?

Routine Tasks

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Portal Display Options

• Grades
• Schedule
• Academic Plan/Course Registration
• Grading Window
• Notifications
• Warnings

Routine Tasks (con.)

• Running Reports
• Posting Grades to Transcripts
• Running report cards/transcripts
• SRI Reports
• DHC Reports
• OLR Applications
• Portal Request Processor
• Security and User Groups

End of Term

• Open Grading Window
• Send Notification/Warning
• Grades Report
• Find missing scores
• Grading Window Closes
• Post Grades to Transcripts
• Run Report Cards/Transcripts
• Grades Visible in Portals

July

• Get the all clear from the DE on Spring SRI
• End date enrollments (if your district does this step)
• Update Local End Status
• Change active school year to upcoming
• Update SIF to new school year
• Standards Input/Review
• Add/Update Courses (changes)
• Push Course Masters/Sections
• Update Report Cards/Transcripts

July (con.)

• Security check for user groups
• Update Calendar Groups
• Graduation Verification
• Non-Fall Supplemental Weighting
• Review Attendance Codes
• Review Attendance Letters

August

• Update reports
• Ad Hocs that use the school year
• Update District/School Settings
• Locker Assignments
• Staff Training
• New
• Returning
• Registration Dates

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September

• Clean up enrollments for Count Day
• Run SRI reports to find data entry errors
• DHC Reports to clean up Households/Relationships
• Photo Imports

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October

• Continue Enrollment cleanup
• Count Day
• How does your district report this?
• Our district has buildings clean up enrollment records, run reports, etc.
• Our Data Team then sends a report to admin
• Snapshot in Level Data
• Fall SRI

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November

• Send weather closure directions
• Scheduling
• Any changes for next year?
• Set schedule of dates for training
• Any changes to Graduation Program?
• Any changes to Academic Programs?
• Any new IRCs to add?
• Create new course masters for next year

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December

• Create new calendars
• What is being rolled?
• What is not being rolled?
• Term change - didn’t roll sections/teachers
• Update Calendar Groups
• Create next school year enrollments
• What about PK?
• We roll 3 year olds to PK in the same building
• We roll 4 year olds to their attendance buildings

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January

• Winter SRI
• Dropout Verification
• Begin collecting student course requests
• OLR setup
• Update Parent Permissions
• What changes need to be made?
• Registration Checklist

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February

• PK Registration
• Build Master Schedules
• Any changes for the next year?
• Continue collecting student course requests
• Refresher on OLR process
• Refresher on Households/Relationships

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March

• Kindergarten Registration
• Continue collecting student course requests
• Begin to Load Schedules
• Start working on enrollment cleanup for Spring SRI

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April

• DHC Reports
• SRI Reports
• Day Setup
• All Snow Days accounted for?
• Kindergarten Roundup
• Spring SRI testing

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Iowa User Group Conference!!!

May

• Roll Reports Forward
• Any updates needed?
• Reminder on Behavior Referral due date
• Reminder on Standards Changes for next year
• Spring SRI
• Begin Assessment Accountability
• Graduation screen for seniors
• Graduation Verification

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June

• Finalize Grades
• Run Reports to Save (attendance, transcripts, report cards)
• Behavior Referrals Due
• Standards Changes Due
• Spring SRI
• Assessment Accountability
• End Locker Assignments
• End Title I Records

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Things to Think About

• Updating the rolled enrollments for PK to KG students - Percent Enrolled
• Updating the Local Start Status of rolled enrollments
• Training Schedules
• Updating PK Attendance field for KG students

Things to Think About (con.)

• Portal Display Option Changes - When and what buildings?
• Grading Window - Warnings/Notifications
• Process for making Tool Rights changes?
• Communicating changes to district
• Translating OLR, Report Cards, etc.
• How enrollments are updated - Title I, ELL, Early Learning, IEPs, etc.

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Questions?

• Any questions on A Year in the Life?

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Census Refresher

Look for the new person FIRST

• Your new contact is Christopher Bacon. He is not found by just looking for his whole name.

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Look for him in various ways BEFORE adding a new person.

After you add the person, if new, or after you find the person, go to the demographics area and add/update the contact information.

Preferred Contact Language

Before building/updating a Household

•People live in

•Households (groups) that are located at

•Addresses

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•Households are generally groups of people that are legal families

•People living at the same Address are not necessarily part of the same Household

•Households can change Addresses just like People can change Households

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Examples

•“traditional” family (parent(s) with one or more child)

•“blended” family (two married people with his/her/ours)

•“co-habitating” (two unmarried people – children belong to just one parent)

•“multi-generational” family

•What happens when people move?

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Adding an Address

•Search for the address first:

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Add Address (search first or go to new address, where it will make you search anyway!)

Fill in the Address information correctly!

Add Household (family group)

•Who lives together as a family? Legal for tax purposes?

•Will make you search to make sure household does not already exist.

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Add or change Household information

Place Household at a location (Address)

•It will make you search again:

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Now put people in Household

•Look for the people

What about Emergency Contacts?

•They can have a household if you have information

•They might already be in IC in a different capacity, so LOOK!

•They don’t need to have a household, but must have at least one means of contact.

•Make sure you also have a contact LANGUAGE for them.

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Next add the Relationships

What happens with name changes?

Legal or Preferred Name

Updating Households and Addresses

•Someone moves – what do you need to do to make those changes?

•Someone gets divorced?

•Someone breaks up with a significant other?

•The student moves in with someone else?

•A former student becomes a parent of a current student?

•Removing guardian status from a parent.

•Any other questions/situations to discuss.

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����Presenter: Kendra Wolf

ADM Schools

kendra.wolf@admschools.org

OLR Setup

Agenda

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• OLR Setup
• Builder and Literals Bank
• Statuses
• Document upload

Campus Comprehensive OLR Checklist

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The following slides do not necessarily follow the same order as the checklist

Pre-OLR Setup

• School Year created
• Roll/create calendars
• Roll enrollments
• Review Grade levels
• Language groups and translations
• Review OLR System Settings (set once)
• Allow Secondary households
• Allow Multiple apps per configuration
• Prevent creation of ….
• Make OLR available via the Portal

OLR Statuses

Types:

• Unsubmitted
• Submitted
• Hold
• Approved (posted)

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A status can trigger an email message sent to guardian -

Letter Designer tool

Side Bar - Letter Designer

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• New/Unsubmitted = contains unique URL for guardian and directions
• Submitted = what guardian can expect next in the process
• Hold = explanation of what information still needs to be submitted
• Posted = confirmation, can contain a portal activation link

Create Configuration(s)

OLR Setup→New

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• Single configuration
• Same application, questions, etc. for all students - new and existing for a single school year
• May need to “allow multiple applications” depending on setup

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• Multiple configurations
• Can copy same questions/pleats
• Can focus on one set of students at a time (ex. Preschool, PK/TK/KG)
• Can help alleviate duplicate applications (esp. if toggle “allow multiple applications” off)

Set Configuration(s) Dates

• Portal - Annual Update
• This is for guardians to update their responses to all registration questions for existing students
• All students with an enrollment record for the configuration year will be included in the application
• Typically has a fall end date as all students should be updated or “registered” once school starts

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• Portal - New Student
• Allows for guardians to add/initiate a new student without adding in siblings (ex. Preschool, PK/TK/KG)
• Difference between Email/Kiosk →household information pre-fills
• Dates generally span the entire school year

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• Email/Kiosk
• For new families to the district (ex. move-in, former students/staff with first student in school)
• Guardians are asked ALL questions - nothing pre-filled
• Dates generally span the entire school year

Create / Edit Questions and Text Tools

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• OLR Builder - create / edit question attributes
• Field Name & Display Name
• Question type - text, text box, radio button, check box
• Sequence in which it appears
• Who it’s visible to; whether visibility depends on a previous answer
• Where the response posts to in interface

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• Designing a custom question
• Header
• Question / additional information or explanation
• Response
• Footer (Campus default)

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• OLR Literals and List Bank
• Modify the text of a header and question
• Modify the values in drop down menus

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• Always test - view question changes in the application

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• All changes for a configuration are visible in real time

OLR Builder Tips

Using OLR Builder

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• Can add pleats to each default section
• Can modify existing pleats for each default section
• Always check configuration before editing
• Many default Campus questions cannot be modified
• Consider a naming convention for fields you create for consistency
• Read the “Important Information” section on the linked article

OLR Builder - Question Attributes

Example: Is this student a foreign exchange student?

• Foreign exchange student header - to add text
• Foreign exchange student yes/no radio box - for the response

field name

• seen in lateral bank and custom attribute dictionary

display name

field type

• text
• Y/N radio
• checkbox

require the question

hide question from application

Field Options

OLR Builder - Question Attributes

default pleat/section

display name

Pleat within section

Who sees the question

hide question from application

Location in Application

Show Question Based on Logic and Post Location

select existing field in application

select values TRUE for the question to show

select existing tool in Campus to response to

select existing field on existing tool to response to

bring existing, previous responses into app

OLR Builder - Question Attributes

• What it looks like in application:

Header

Y/N Radio Question

OLR Builder - Pleats

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Existing Pleats

• “Sections” showing under Household, Guardians, Students, etc.
• A user has to complete one pleat before moving to another pleat
• Custom questions can be added
• Text can be edited in Literals Bank

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Examples of Custom Pleats

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• Grade level specific questions (ex. Preschool or Seniors)
• Health/Immunization questions (besides default Conditions and Medications)
• Healthy Kids Act information
• Home Language Survey
• Free and Reduced Meal information and questions
• Various “agreements” - tech policies, field trip permission, directory info, etc.

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OLR Builder - Pleats

- example of “Annual Health Review”

name the pleat

sequence in relation to other pleats

required

allows guardian to use copy responses from one student to another

show pleat based on logic

• Select Configuration
• New
• Set attributes

select the section or folder

OLR Builder - Literal Bank editor

select configuration

Navigate to pleat to edit

• Select Configuration
• Navigate to pleat to edit

OLR Builder - Literal Bank editor

• Scroll to locate field that needs to be edited
• All text should be modified when adding custom headers, questions and footers

edit Translation column

Literal column - leave as-is

OLR Builder - List Bank editor

• Populated by Campus
• Drop down question type generates custom list
• Select a bank to edit - USE CAUTION
• edit values
• edit sequence (optional)

OLR Builder - Put it altogether

• Add Pleats
• Add Questions

Pleat Name

Allow responses to be copied to students

Text Box with information / directions

Text Box for response

Checkboxes

Header

Header

Document Upload

Tools →Document Upload Options

• Tip: set up before working in Literals bank

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• Creates a button for document upload
• Desired “save location” must be created
• Select Configuration
• Select New

OLR Prime Only

Document Upload

Tools →Document Upload Options

name of document when uploaded to chosen location

required

the pleat where it should be shown

show button based on logic

same as document name or shorter name

Who sees the button

where to save the document

Document Upload

Document Upload placed on pleat “Home address”

Upload button

Use OLR Notification Editor

Staff can be notified when certain responses are given

Text of notification

Field to trigger notification

Type of notification

Result to trigger on

Who Receives Notification

Other Areas to Edit - optional

Login screens for each type

Email Login confirmation

Other Areas to Edit - optional

Login screens for each type

Other Areas to Edit - optional

Receipt

• Generates as pdf - can be automatically saved to Person documents

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Shell

• Instructions = “Begin” page of application

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Miscellaneous

• Various screens

Thank you!

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