Training Outline - Registrars

Day One• Introductions• Importance of security in Infinite Campus• “Discussion Points” Power Point

o Tools, Important Things to Noteo HELP!!!o Student Confidentialityo Enrollment Procedureso Formso Start Status and End Status codeso Home/Hospitalo Geo Codeso Out of Areao Transportation Codeso Overage/Underage Studentso Home Schoolo 20 Day Attendance Reporting Calendaro Student/Staff Addresseso Household Flow Charto How can I tell if a household has been verified?o Household Information Updateso A closer look at enrollments

• Extra time? Begin on “Day Two” material

Day Two• DPP Website and IC Support Website• Walk through procedures in Attendance Manual

o Error Reportso Checklists

• Beginning of Year procedures

Checklist____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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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 Nicholson 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.

Important Tools• Attendance Manual

• Student Code of Conduct

• Access to the FCPS DPP Support Site

• Login / password to Infinite Campus

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H E L P ! ! !Staff Name Area Department Phone Number / Email

Jill Mosow Infinite Campus – Attendance, registration, behavior, truancy, custom reports

DPP Office 381-4128 jill.mosow

Jean Salley Out of Area DPP Office 381-4122 jean.salley

Bob Joice Continuation Plan DPP Office 381-4315bob.joice

Sharon Pearson

Registration, out of county, tuition, homeschoolers

DPP Office 381-4130 sharon.pearson

Diana Cromer

DPP - Truancy DPP Office 381-4127 diana.cromer

Doug Adams

Assistant DPP – Truancy DPP Office 381-4353 doug.adams

Jennifer Quisenberry

Assistant DPP – Truancy DPP Office 381-4282jennifer.quisenberry

Sherry Poore, Jodi Jelinek, Starr Wilson

Infinite Campus – User rights, scheduling, Ad Hoc filters, grading, households, Parent Portal

Education Technology

2000.fcps

Sherry Poore

KEES Education Technology

sherry.poore

Nena Middleton

Home/Hospital Homebound / Hospital Services & Programs

381-4333 nena.middleton

Pam White Homeless / McKinney Vento Act

Student Support Services

381-4198pam.white

Sheila Clark 504 Plans Student Support Services

381-4326sheila.clark

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What is IAKSS?

I – It’sA – AboutK – KidsS – SupportS – Services

“Central Office”

Physical Address: 701 E Main St, 40502

Mailing Address: 1126 Russell Cave Rd, 40505

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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 ProceduresRegistration 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.como 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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Form Name Purpose Notes

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.

District Forms – INTERNAL ONLY!

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Start Status and End Status Codes

See pages ___________ of the Attendance Manual

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• 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.

Home/Hospital

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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

See page ________ of the Attendance Manual

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”.

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 home-

schooling 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 > 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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Has the student ever been enrolled in Fayette County Public Schools?

No

Have the parent fill out a Household Form and

courier to Doug Gibson at IAKSS

Yes

Has the student’s Householdbeen verified?

Yes No

Print the student’s Summary Page, sign and

clearly mark changes.FAX: 381-4943

Household Flow Chart

The only changes to be faxed are:• Household Address• Add/Delete emergency contact• Incorrect checkboxes marked on Relationships tab

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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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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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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A closer look at enrollments• The enrollments tab will show enrollment records for the student’s

educational career in FCPS going back to the 07-08 school year. You may also see enrollment history that has been imported from other Kentucky school districts.

• Enrollment records are broken into four major sections:– General Enrollment Information– State Reporting Fields– Special Ed Fields– District Defined Elements

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A closer look at: General Enrollment Information

• Schedule – Most schools only have one schedule; “Main.” Schools with multiple schedule structures need to be careful which schedule is chosen.

• Grade – The grade level associated with the student.– 00 – Kindergarten– 99 – 4 year olds– 98 – 3 year olds– 97 – 2 year olds

• Class Rank Exclude – Your counselor will alert you if this checkbox should be checked.

• Start Date – The date the student came to be educated.• No Show – Checked only if the student was expected to attend, and never

attended. Typically only used prior to the beginning of the school year and on day 1.

• End Action – Used at the end of the year to identify retentions.• Service Type – Always primary unless the student is shared between two

buildings.• Start Status – Indicates why the student was enrolled in our school district• End Status – Indicates where the student went after withdrawing.• Dropout Reasons – Chosen when a student drops out.• Start Comments – When a student enrolls from outside of FCPS, it helps to

type what school and district the student enrolled from.• End Comments – When a student withdraws to a school outside of FCPS, it

helps to type what school and district the student enrolled in. 21

A closer look at:State Reporting Fields

• State Exclude – A checkbox to indicate we don’t receive funding for the student. Do not check without direction from the DPP Office to do so.

• Perkins Only – Vocational students• Migrant, Immigrant, Refugee – These fields are monitored by the Migrant

department. Do not alter these fields without direction from the Migrant Office to do so.

• Out of State – Do not check. We do not serve out of state students• Extra Year in Primary – Indicates the student took more than 4 years to complete

the primary program.• Program 504 – This field is maintained by Sheila Clark at IAKSS. Do not check this

box.• School Choice – • Homeless – This field is maintained by Pam White at IAKSS. Do not check without

direction from Pam.• Living Status – Used in conjunction with the Homeless checkbox. Maintained by

Pam White at IAKSS. Do not alter without direction from Pam.• Foreign Exchange – Check only if the student is a Foreign Exchange student.• Dropout Questionnaire – Date field to indicate the date a dropout questionnaire

was completed• Resident District – Indicates the student is an out-of-county student. We only allow

out of county students for students of FCPS employees. They pay tuition to attend FCPS. Do not alter without direction from the DPP Office to do so.

• District and School of Accountability – Used for testing accountability. Monitored and maintained by the assessment office. Do not alter without direction from the assessment or DPP Offices.

• KEES Override – Info for KEES funding. Monitored and maintained by Sherry Poore at IAKSS.

• Underage Waiver – If a student is too young to attend kindergarten or first grade, but did attend either of those grades in another state, the Underage Waiver indicates to KDE that we still receive funding for the student. For more info see page ________ of the Attendance Manual. 22

A closer look at:Special Ed Fields

This section is maintained by the Special Ed Facilitator at each school. Registrars do not have rights to change anything in this section.

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A closer look at:District Defined Elements

These fields are specific to FCPS and will not transfer between districts.•Enrollment Reason – Why the student is enrolled in your building.•Student Residency Affidavit – If a student is enrolled in your building and completes this affidavit, check the box•Financial Aid•Primary Retention Year – If a primary school student is retained, enter the year of retention.•Primary Grade Retention – Complete if the student has completed an extra year in the Primary program.•PE Waiver – Old field. Use the “Waiver” tab instead.•PTP – Old field. This data is maintained on the Gifted/Talented tab.

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Electronically Requesting Records

• Records can be electronically requested and released to other Kentucky public school districts.

• This process does not work for schools within FCPS. We must use email, phone, fax for those requests/releases.

• See page _____ of the Attendance Manual for further information.

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