Infinite Camp sInfinite Campus NEWNEW

Student Information System (SIS)

Kim Boyle and Ruth Joseph

Project Implementation Timeline TIME FRAME ACTIVITY

2009 SASIxp reached end-of-life, end-of-support

2010 Req est for Information (RFI)2010 Request for Information (RFI)

2011

Request for Proposal (RFP)

• The Steering Committee in concert with Purchasing developed requirements for a system to replace the current student information2011 requirements for a system to replace the current student information system.

• Stakeholder input was collected and included in the development of the requirements.

SIS Project RFP & Product Selection

2012

SIS Project RFP & Product Selection

• January: RFP released to the public• March: Eight (8) responses to the RFP• May: RFP Committee review and rating of products of each vendor

June: Site visits• June: Site visits• July: Finalists conducted product demonstrations• October: Board of School Trustees approve contract to Infinite Campus

Project Implementation Timeline (cont’d)

Yo can change between static and animated

TIME FRAME ACTIVITY

layouts by clicking on the Layot tab in the HOME menu on the ibb

November 2012 to January 2013 Fit-Gap Analysis

June 2013 Implementation begins

ribbon. January 2014 Scheduling functionality available to schools

January to June 2014 Professional Development for schools on the scheduling module

For example this slide uses the static layout.

March to August 2014 Professional Development for schools and central office staff on functional modules

August 2014 SIS conversion complete and Infinite Campus fully functional fuses the static layout.August 2014for all schools

Practice and ProcedurePractice and Procedure(P &P) ( )

Recommendations

P & P Overview

. Passport, Option 19 will no longer exist as of August 11, 2014. School-

based, department, and division personnel will be provided with training on how to update or view student records through Campuson how to update or view student records through Campus.

There will be no generic logins like SVIEW and EVIEW. System access will be assigned to individuals based on the individual’s role at the school, department or division.

The CCSD-sponsored charter schools will use Campus system just like CCSD schoolsCCSD schools.

Adult Education students will be enrolled in Campus with a grade level of “AD.”

P & P Overview (cont’d) Campus has the capacity to produce an audit trail

that tracks changes to data in areas such discipline course changes attendance changesdiscipline, course changes, attendance changes, transcript changes, and counselor notes.

Teachers will utilize the grade book within Campus. Grades will update to Progress, Report Cards and Transcripts with a click of the mouse .Transcripts with a click of the mouse .

Attendance and grades will be posted to the portal i l iin real time.

Census and Enrollment Staff must complete and pass census training at 80%

accuracy prior to Census Tool Rights being provided for this module.

Campus is configured around households and not each individual student. A new form to collect household data is being developedbeing developed.

First school to receive the new-to-the-district families creates the householdcreates the household.

Address changes for students who have moved are entered once and update all household members simultaneously.p y

Census and Enrollment (cont’d) The real-time update to household information

(such as address changes) for all members of the household may create sports eligibility issues athousehold may create sports eligibility issues at the high school.

Secondary registrars and elementary clerks will both “own” the process and the results.

The building of households is a Census function independent of student enrollment.p

Census and Enrollment: Online Registration (OLR)Online Registration (OLR)

In January of 2015, parents will be able to request household information be changed through the Campus P t P t lParent Portal.

Requests for telephone and cell numbers and e-mail updates will be updated from the portal without schoolupdates will be updated from the portal without school personnel having to enter it.

Address changes can be requested but must be approved Address changes can be requested but must be approved by school personnel before entry into Campus.

In April 2015, OLR will be available to families for new-to- In April 2015, OLR will be available to families for new tothe-District registrations.

Student Information Cumulative folders will become scanned electronic files

attached to each student. The cum folder will transfer with the student from one CCSD school to anotherthe student from one CCSD school to another.

The District will retire the current CCSD ethnic codes and use the automated system within Campus.

Alert flags will be created and maintained centrally for g yschool use (for example, medical, custody, special ed, discipline, etc.).

Attendance Attendance will be calculated for each student by the number of

periods to which the student is assigned each day. No more “base” periods!base periods!

Limited staff will have access to the Attendance Wizard.

At the request of elementary and secondary attendance personnel, the UNV-Unverified absence code will be re-named UNV-Absent.

Elementary schools have requested attendance codes to be added for early-release tardy and early-release absence.

Behavior Within Campus, students involved in negative behavior

events can be identified as the victim, a witness, or a perpetrator.

Security will be in place to restrict access to the behavior information.

Teachers will have access to electronic submission of referrals to the deans or front office.

All behavior incidents will be entered into and reported out of Campus.

District Staff The Human Resources Division will onboard new

teachers at both the District and school levels.

HR will also manage changes to licensed employee information (name changes, address changes, licenses, ( g gcredentials, etc.).

S b i ill t l t b i C Sub-service will enter long-term subs in Campus.

Special Education (IEP Management)

We are exploring the option of transferring Encore field data into Campus (SDI accommodations e g )data into Campus (SDI, accommodations, e.g.).

The Executive Committee is working with Student gSupport Services to determine the possibility of using Campus to manage IEPs.

Ad Hoc and Custom Reporting

Reports and filters can now be created centrally and h d t f h l d d t tpushed out for school and department use.

When appropriate filters and reports will be created When appropriate, filters and reports will be created centrally and used by individual schools and departments. This practice will provide consistency when reports include data such as IEP LEP etcwhen reports include data such as IEP, LEP, etc.

Scheduling of Classes All schools, including elementary schools, will schedule their students

into classes.

Separate course catalogs will be created – HS comprehensive, HS magnet/CTA, MS, MS magnet, 6-12, ES, and ES-standards.

Bell schedules must be entered into Campus. Student schedules cannot be created without them.

Most schools will able to use the scheduling wizard to maximize efficiency. Three staff members at each school will have tool rights to the scheduling wizard: Users, however, must pass training at the 80% l l b i Wi d i hlevel to be given Wizard rights.

Elementary Scheduling Elementary schools will schedule in Campus because

schedules are required by the system.

Elementary Schools will schedule their students by course (Math 3 Science 4 etc)course (Math 3, Science 4, etc).

Specials will also be scheduled.p

Secondary Scheduling Schedulers will have delete rights while creating the

master schedule, but will not be able to delete schedules after the first day of schoolschedules after the first day of school.

Athletic and Activity courses will be created to permit coaches and advisors to monitor progress andcoaches and advisors to monitor progress and attendance for eligibility purposes.

Distance Education course numbers will be created to account for all delivery methods and vendors of online/blending learning.

Instructional Admin Preferences

There will be a grade book setup that is t d d f l t t d dstandard for elementary non-standards,

elementary standards-based and secondary.

While the grading scales will be standardized for teachers in each of the three set-upsfor teachers in each of the three set-ups, teachers will be responsible for creating assignments and the weighting of the g g gassignments.

Grading and Transcripts

Beginning August of 2015, during the g g g , gregistration process, parents will be allowed to indicate whether the progress reports and report cards on the Portal will suffice or if they want a yprinted copy from the school.

Grading (cont’d)

Itinerant teachers will have their own grade books and ill b t f th h d l d d tiwill be part of the schedule and grade reporting.

Campus has the ability for teachers to use both Campus has the ability for teachers to use both standards-based and rubric grading at the same time.

Transcripts CCF-706 Academic Record for elementary school students

will be discontinued and replaced with a transcript produced through Campus.

The elementary transcript will now include Language, Speaking, Listening, Art, Music, PE. Etc. Learner Behaviors will be part of the report card but not the transcript. p p p

“Unofficial” high school transcripts will be viewable through the portal.

An online transcript request option will be available on the Parent Portal through the services of Docufide.

Student/Parent Portal The Campus Portal provides students and

parents/guardians with real-time access to their information as it is entered by teachers and other school-. ybased staff.

Beginning the summer of 2013, CCSD will begin working to verify the integrity of household data to ensure onlyto verify the integrity of household data to ensure only authorized access to student information is allowed.

Parent and student access to the portal will be made Parent and student access to the portal will be made available near the end of September, 2014, following the annual count day process.

Auto Dialer

ParentLink will continue to be the ParentLink will continue to be the primary tool used by CCSD to make phone calls to parentsphone calls to parents.

Counseling

Elementary counselors will be able to document chronology in Campus.

Academic Planning Secondary counselors will use the Academic Planner

when conducting credit checks with students; the grad

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when conducting credit checks with students; the grad status report will no longer be needed.

Academic plans will be online and accessible through the portal.

F t SFuture Scope

HealthMaster Beginning in August 2014, CCSD will use the Health

Module in Campus to track immunizations and medicalModule in Campus to track immunizations and medical alerts for students.

All other health data such as medications, nurse office visits, etc., will be managed in the current HealthMastersystem. y

INFORM

INFORM is a tool currently used by CCSD for student hi t t ki d RTI Thi i f ti i t iachievement tracking and RTI. This information exists in

various locations.

The Executive Committee will continue discussion with business owners to determine the possibility of migrating from INFORM to Campus for tracking student progressfrom INFORM to Campus for tracking student progress.

Personal Learning Plan (PLP) PLP is a module that is integrated and

available in the Campus SIS. It can be used for creating personalized learning tracksfor creating personalized learning tracks (plans) for non-special education students, 504, RTI and more.

CCSD will define what this tool will be used for in the District.

It is targeted to be implemented beginning the 2015 2016 school year2015-2016 school year.

Fees and Fines Fee management is currently managed using

the application, Blue Bear. The Executive Committee will work with business process owners for best practices for their constituents to ascertain the best way to manage financialto ascertain the best way to manage financial data for student fees.

The Fees module in Campus will be available for schools to use on a voluntary basisfor schools to use on a voluntary basis.

Online Payments Campus Online Payments is a premium

product offering that allows students and parents to access fees through the Portalparents to access fees through the Portal.

It also allows students and parents to pay balances via the Portal eliminating cash handling for Districts.

CCSD will consider implementing this tool after the initial Campus core product implementationimplementation.

Summer School

Summer school managed in Campus beginning the g p g gsummer of 2015.

Professional DevelopmentProfessional Development and

Delivery Plan

Training There are three initial training phases for the Campus

implementation:

1) Di t i t l l t d t d i i t ti t i i 1) District-level support and system administration training, 2) Track A – Scheduling, and 3) Track B – Functional Modules.

Due to the size and scope of the project, providing all training in a face-to-face setting is both impractical and inefficient. Therefore, the majority of training will be delivered using online tools such as i t ti L i i l ti id t t i l d binteractive eLearning simulations, video tutorials, and web conferencing (Centra).

Additional methods of training and support will be provided to all g pp pemployees who require it.

Track A – Scheduling Between February and June, 2014, initial training

will be conducted for all CCSD schools and partner schools on how to schedule using Campus. g p

During this time, designated school staff will attend several workshops to build and actually scheduleseveral workshops to build and actually schedule students for the 2014-2015 school year. Support will be provided to users during this process

Scheduling training will be presented face-to-face by both Campus and CCSD trainers, with multiple sessions and open labs every weeksessions and open labs every week.

Track B – Functional Modules All CCSD administrators, teachers, and staff will

be trained on how to use Campus modules l t d t th i ifi k i trelated to their specific work assignments

(Enrollment, attendance, behavior, etc.).

The majority of these trainings will be delivered online using CCSD-specific eLearning simulations and Campus Learning (Community & University) step-by-step video tutorials and webinarswebinars.

Building/Ad Hoc Coaches

Building/Ad Hoc Coaches (one or possibly t l h l) ill i t i i

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two people per school) will receive training in the use of the Ad Hoc report tool beginning April 2014beginning April 2014.

Additional sessions and refreshers will be Additional sessions and refreshers will be offered in August 2014 for new and returning coaches.

Teacher Coaches Teacher Coaches (identified as a member of

each school’s Technology Team) will be trained i f t f i b t id M hin face-to-face sessions between mid-March 2014 and May 2014. Teacher Coaches support their school’s faculty in the use of Gradebookt e sc oo s acu ty t e use o G adebooand Attendance.

Additional sessions and refreshers will be offered in August 2014 for new and returning coachescoaches.

Teachers Teacher training in the use of the integrated grade book and attendance

taking will be offered May 19, 2014, a district-designated professional development day. This training will be conducted online.

Support for teachers will be available through their school-designated Teacher Coaches.

Once teachers have completed this training they will be granted Once teachers have completed this training, they will be granted access to a sandbox where they will have the ability to create mock scenarios and become more familiar with using Campus.

O A t 21 2014 t i i (i dditi t f h On August 21, 2014, new user training (in addition to refresher training), will be offered prior to the start of school.

Online resources, webinars, and open labs will be available throughout th h lthe school year.

Post Go Live

All users will have the ability to reinforce their learning through additional follow-up webinar courses and face-to-face (if needed) Q/A sessions. These sessions will be offered throughout the project and post-go live.

Users will also have access to Campus Learning so that they may obtain “just-in-time” training as needed.