Training Outline - Registrars

1. Training Outline - Registrars Day One Introductions Importance of security in Infinite Campus “Discussion Points” Power Point Tools, Important Things to Note HELP!!! Student Confidentiality Enrollment Procedures Forms Start Status and End Status codes Home/Hospital Geo Codes Out of Area Transportation Codes Overage/Underage Students Home School 20 Day Attendance Reporting Calendar Student/Staff Addresses Household Flow Chart How can I tell if a household has been verified? Household Information Updates 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 Error Reports Checklists Beginning of Year procedures Registrar Discussion Points

2. Checklist • _________________________ • _________________________ • _________________________ • _________________________ • _________________________ • _________________________ • _________________________ • _________________________ • _________________________ • _________________________ • _________________________ • _________________________ Registrar Discussion Points

3. 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 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. Registrar Discussion Points

4. H E L P ! ! ! Registrar Discussion Points

5. What is IAKSS? I – It’s A – About K – Kids S – Support S – Services “Central Office” Physical Address: 701 E Main St, 40502 Mailing Address: 1126 Russell Cave Rd, 40505 Registrar Discussion Points

6. 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 Registrar Discussion Points

7. Enrollment Procedures • The following items are required: • Birth certificate or other reliable proof of identity • ________________________________________ • ________________________________________ • ________________________________________ • ________________________________________ • Two proofs of residence • ________________________________________ • ________________________________________ • 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 • Bookmark this site for easy access! Registrar Discussion Points

8. 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 • _______________________________________________ Registrar Discussion Points

9. District Forms – INTERNAL ONLY! Registrar Discussion Points

10. District Forms – INTERNAL ONLY! Registrar Discussion Points

11. Start Status and End Status Codes See pages ___________ of the Attendance Manual Registrar Discussion Points

12. 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. Registrar Discussion Points

13. 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) Registrar Discussion Points

14. 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 Registrar Discussion Points

15. 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: ___________________________________________ ___________________________________________ ___________________________________________ ___________________________________________ Registrar Discussion Points

16. 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 Registrar Discussion Points

17. 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 Registrar Discussion Points

18. 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 Registrar Discussion Points

19. Household Flow Chart Has the student ever been enrolled in Fayette County Public Schools? Yes No Has the student’s Household been verified? Have the parent fill out a Household Form and courier to Doug Gibson at IAKSS Yes No Print the student’s Summary Page, sign and clearly mark changes. FAX: 381-4943 • 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 • The only changes to be faxed are: • Household Address • Add/Delete emergency contact • Incorrect checkboxes marked on Relationships tab Registrar Discussion Points

20. 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. Registrar Discussion Points

21. 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 Registrar Discussion Points

22. 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. Registrar Discussion Points

23. 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. Registrar Discussion Points

24. 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. Registrar Discussion Points

25. 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. Registrar Discussion Points

26. 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. Registrar Discussion Points