Transcript Slide 1

Training Outline - Registrars
Day One
• Introductions
• Importance of security in Infinite Campus
• “Discussion Points” Power Point
o Tools, Important Things to Note
o HELP!!!
o Student Confidentiality
o Enrollment Procedures
o Forms
o Start Status and End Status codes
o Home/Hospital
o Geo Codes
o Out of Area
o Transportation Codes
o Overage/Underage Students
o Home School
o 20 Day Attendance Reporting Calendar
o Student/Staff Addresses
o Household Flow Chart
o Household Information Updates
o How can I tell if a household has been verified?
• Extra time? Begin on “Day Two” material
Day Two
• DPP Website and IC Support Website
• Walk through procedures in Attendance Manual
o Error Reports
o Checklists
• Beginning of Year procedures
Checklist
_________________________
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Important Tools
• Attendance Manual
• Student Code of Conduct
• Access to the FCPS DPP Support Site
• Login / password to Infinite Campus
Important Things to Note
• There are many forms that must be notarized. It is very
important that a notary is present in your building at all times!
Contact Monica Napier if you need to become a notary.
• Any court documents pertaining to a student should be kept on
file. Please alert the parent/guardian: if a document expires, it
is the responsibility of the parent/guardian to bring an updated
document.
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HELP!!!
Staff
Name
Area
Jill Mosow
Infinite Campus –
Attendance, registration,
behavior, truancy, custom
reports
381-4128
jill.mosow
Sherry
Poore, Jodi
Jelinek, Starr
Wilson
Infinite Campus – User
rights, scheduling, ad hoc
filters, grading, households,
Parent Portal
2000.fcps
Jean Salley
Out of Area
381-4122
jean.salley
Sharon
Pearson
Registration, out of county,
tuition, homeschoolers
Diana
Cromer
DPP - Truancy
Doug Adams Assistant DPP – Truancy
Jennifer
Quisenberry
Assistant DPP – Truancy
Nena
Middleton
Home/Hospital
Phone Number /
Email
381-4130
sharon.pearson
381-4127
diana.cromer
381-4353
doug.adams
381-4282
jennifer.quisenberry
381-4333
nena.middleton
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Student Confidentiality
• When discarding documents containing student
information, anything identifying a student by name,
SSN, address, etc. must be shredded.
• Staff may only discuss information about a student with
the student’s parent/guardian.
• When a request for records is received from a
school/district outside of Fayette County Public Schools,
always keep the original cum folder. Send a copy.
Enrollment Procedures
Registration requirements are listed online:
www.fcps.net > Administration > Departments > Pupil
Personnel > Enrollment > School Registration Requirements
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Enrollment Procedures
The following items are required:
• Birth certificate or other reliable proof of identity
o ________________________________________
o ________________________________________
o ________________________________________
o ________________________________________
• Two proofs of residence
o ________________________________________
o ________________________________________
• If the family owns their home and they do not have a
copy of the deed, use the PVA website to verify
ownership with a valid ID: www.fayette-pva.com
o Bookmark this site for easy access!
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Enrollment Procedures
• Recent preventive health care exam*
• Up-to-date Kentucky immunization certificate*
• Proof of an eye exam (Due by _____________________)
• Proof of a dental exam (Due by ____________________)
• Court documents pertaining to your child, if applicable
*_______________________________________________
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District Forms – INTERNAL ONLY!
Form Name
Purpose
Affidavit for
Birth
Certificate
Parent/Guardian is unable to produce the
child’s Birth Certificate. They have 30 days
to obtain a copy if they do not
Health
Consent Form
Should be completed by the
parent/guardian and given to school
nurse.
Non Custodial
Parent /
Guardian
Form
Person enrolling the student is not the
legal parent/guardian of the student.
Renunciation
of Custody or
Charge
Person enrolled a student using the “Non
Custodial Parent / Guardian” form and is
now renouncing that statement.
Student
Residency
Affidavit
Person enrolling student does not have
deed/lease or utility bill in their name.
Media and
District
Coverage
Must be filled out from year to year on
each student.
Home
Language
Survey
Copy form and place in student’s cum.
Send original in courier to Martha
Rodriguez, ESL – IAKSS.
Household
Must be filled out upon registering a brand
new student. If family is registering at
more than one school, please make a copy
for them to take to the next school. Copy
form and place in student’s cum. Send
original in courier to Doug Gibson ,
Technology - IAKSS.
Registration
Basic information about the student.
Elementary schools have a standardized
registration form.
KDE Forms
Forms KDE has developed.
Notes
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Start Status and End Status Codes
See pages ___________ of the Attendance Manual
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Home/Hospital
• Students too ill to attend school can apply for
home/hospital instruction.
• Application can be found online:
www.fcps.net > Administration >
Departments > Student Support >
Homebound & Hospital Services
• Home/Hospital data is maintained by Nena
Middleton at IAKSS.
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Geo Codes
• All addresses have a “Geo Code” that
associates the address with a school’s area.
• To check an address for placement in your
school, find the street directory online:
www.fcps.net/tools/street-directory
Out of Area
• See page ___________ of the Student Code
of Conduct
• Contact Jean Salley with any Out of Area
questions (381-4122)
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Transportation Codes
Part of our funding is based on how far Fayette County
transports a student each day. This is signified by the
transportation code or “Tcode”.
See page ________ of the Attendance Manual
Overage / Underage
Students
See page ________ of the Attendance Manual
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Home School
• Parent/Guardian may educate their child at
home. Before doing so the parent/guardian
must:
___________________________________________
___________________________________________
___________________________________________
___________________________________________
• A student may be reenrolled after homeschooling after the following has occurred:
___________________________________________
___________________________________________
___________________________________________
___________________________________________
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20 Day Attendance Reporting Calendar
• The school year is broken down into 10 months. Each
month has 20 days, with the exception of month 10
which has 11 days.
• See page ___________ of the Attendance Manual,
and also find the latest 20 Day Calendar online:
Index > FCPS DPP Support Site > Attendance >
Calendar
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Student / Staff Addresses
• Addresses or Households are maintained at
Central Office.
• ALL phone numbers are maintained at the
school level. This includes the household
phone number.
• See the Household Information Flow Chart
online:
Index > FCPS IC Support Site > Household
Information > Household Information Flow Chart
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Household Flow Chart
Has the student ever been enrolled in Fayette County
Public Schools?
Yes
No
Has the student’s Household
been verified?
Yes
No
Print the student’s
Summary Page, sign and
clearly mark changes.
FAX: 381-4943
The only changes to be faxed
are:
• Household Address
• Add/Delete emergency
contact
• Incorrect checkboxes
marked on Relationships tab
Have the parent fill out a
Household Form and
courier to Doug Gibson at
IAKSS
REMEMBER
• You can make changes to
household phone numbers
Path: Census>Home Phone
• To remove a household phone
number, change to all zeros
• Only enter one address in the
email field on personal contact
information
• Additional email addresses
should be entered in the
comments box
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Household Information Updates
• Household forms can be found in Infinite Campus:
Index > FCPS IC Support Site > Household Form
• Only households that have NOT been verified need a new household form.
• Other changes or additions should be made on the summary page for ONE
student in the household. Please add the school name, sign and fax changes to
381-4943.
• Address changes are made for the entire household. If only selected members
of the household are changing addresses, please indicate this on the summary
page.
• Guardian information contained in the “Personal Contact Information” should
be changed by the registrar at the school. (Changes should be made under
Index > Census > People on the Guardian’s demographic tab, not the student’s)
• Look over the household form to be sure it includes an address, phone number
and is signed and dated at the bottom.
• Emergency contacts must have at least one phone number to be added in IC. If
the person does not have a phone number, they can be added to the “Flags”
tab as a transportation flag.
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How can I tell if a household has
been verified?
• Go to the Search tab; search “Household”
• In the search window, type a name of any person in
the household; click “Go”
• Click on the household name
• Look in the “Date Household Verified” field
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