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Instructions
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(1) Enrollments
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The Enrollment Roll Forward process automatically ends the 21/22 enrollment and moves students up one grade level for the 22/23 school year with a 7/1/22 start date. It also moves students from elementary (5th) to middle school (6th), and middle (8th) to high school (9th). The Year End Process moves seniors with a diploma date to graduated status.
Enrollments have begun for the 22/23 school year. These are visible on the student’s enrollment tab. Please note there are various scenarios in which a 22/23 enrollment will exist after a student has been withdrawn. These enrollments will be removed from the enrollment tab through an automatic process completed at Central Enrollment. This process is scheduled for various dates from now through the summer. There is no need to submit a Campus Support Ticket or withdraw request to remove these enrollments. During the transition to 22/23, notifications will be posted through the Infinite Campus Notification system on the log in screen. You may notice lag time during the transition but the system will not be shut down.
(2) Student Retentions
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All retentions must be submitted through the CCSDAS (see the Elementary School section below for 3rd grade retentions). Your Administrator and/or Counselor will provide you with the list of retentions. Student retention documentation must be uploaded to the CCSDAS when submitting retentions. Elementary Schools should upload the signed Individual Academic Plan, Middle Schools should use the Grade Card, or the signed Individual Academic Plan and High Schools should use Transcripts as documentation. Every retention MUST have a contact logged with the parent/guardian in the PLP regarding the retention.
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Due to COVID-19 emergency legislation was passed addressing the state test for the 3rd Grade Reading Guarantee. HB197 waived the state test for the 2019/2020 school year, and this continued through the 2021/2022 School Year. Therefore, the student’s principal and reading teacher will review the student’s reading skills to see if the student is academically prepared to be promoted to 4th grade. As a result, you will see no students in grade RD and no 3GRG schedule will be required.
Grade Level Change vs. Retention
If the 22/23 grade level displays inaccurately after July 1, 2022, submit a Grade Level Change through the CCSDAS.
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Retentions added through CCSDAS BEFORE can be done in batch. Retentions done AFTER must be submitted individually though the CCSDAS Grade Level Change Request process. |
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Your Administrator may request for you to generate the Retention Report from Infinite Campus. Note: this report will only generate after Central Enrollment has processed your retention requests submitted through CCSDAS. You can locate this report through the following path: Index>Grading & Standards>Reports>Retentions
(3) Withdrawals
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Continue to process withdrawals through CCSDAS for active students moving to another educational entity. Use the End Status Withdraw Code table as a guide.
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For example; A student was withdrawn to code 74: Moved not known to be continuing, and an Unable To Locate (UTL) is on file. Weeks later you receive a records request from Whitehall City Schools indicating the student has been actively attending their district since the first day of school. In this example the student should have been withdrawn to end status 41. See steps below for instructions on how to correct a withdraw.
Correcting Withdrawals
If a student is withdrawn to a drop-out reason or is found to be enrolled into a school other than the one the student was withdrawn to, it is important to update the withdraw code as soon as possible. (We only update this if the student did not attend the school they were withdrawn to, not if they moved a second time.)
Drop-Out Withdrawal Codes:
71 – Withdrew Due to Truancy/Nonattendance
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If the student was withdrawn by Central Enrollment due to missing custody documents or IOE, please send the record request to Custodydocs@columbus.k12.oh.us (withdrawn due to missing custody docs) or schoolchoice@columbus.k12.oh.us (withdrawn due to not completing application for IOE) so the code can be updated.
Summer Withdrawals
The summer withdraw end date for 21/22 is July 1, 2021. Use the Summer Withdrawal Flow Chart to trouble shoot common withdraw situations.
(4) Attendance
All attendance data for 2021-2022 must be entered in to Infinite Campus prior to generating report cards. It is no longer necessary to print the Attendance Summary Report to be included with the students signed report card. Parents can access attendance information through the portal. If they do not have access, please provide them with the GUID and instruction letter to set up their account. If a parent requests the report, you can provide it to them. Use the following path to generate the report: Index>Attendance>Reports>Attendance Summary.
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All attendance files stay at the school building where the attendance occurred and must not be transferred with cumulative folders when a student moves.
(5) Behavior
All behavior events must be entered into Infinite Campus prior to generating report cards and student Attendance Summary Reports. All due process discipline letters (Removal, Out of School Suspension, and Expulsion) must be generated on school letterhead, signed by the Administrator and uploaded to the student’s document tab. When uploading due process letters, the upload date should be the incident date, and make sure to select the upload type of "Due Process Letters". No due process letters are filed in the cumulative folder. Generating the Behavior Resolution Report helps identify students who should have a due process letter uploaded. Use the following path to generate the report: Index>Behavior>Reports>Resolution
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For information on how to maintain behavior records refer to the document retention schedule located on the CCS Intranet.
(6) Academic Grades and Report Cards
The Department of Student Services of Information Management has approved and published the Mark Entry Calendar which identifies due dates for entering academic grades for report cards. Please note, for this current year, report cards are not required to be mailed out. Instead, it will be encouraged that parents access their students' grades through the parent portal. However, if a parent request requests a paper copy or your building administrator requests for report cards to be printed you will need to print them.
Reminder: A copy of the report card and the student's attendance summary do not need to be filed in the cumulative folder.
(7) Census
Address Changes
For students to receive school mailings for next year, as well as have transportation routed properly, it is important to ensure student addresses are updated prior to leaving for summer. If you received a request to modify an address but are waiting on district required documentation from the parent, please follow up with the family. It is important to note that effective 7/1/2021 all address updates MUST be completed via the Annual Update in the Parent Portal. Schools will no longer be able to update addresses.
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To generate mailing labels for this year's students you should be in the 21/22 school year, and in 22/23 for next year's students.
(8) Fees
All Fees created in Infinite Campus will automatically carry-over to the next school year. Fee balances will also remain in Infinite Campus. Make sure all fees to for students have been assessed and where appropriate have the due date indicated.
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Ft. Hayes Campus: If you are bringing students as a group to pay fees, please call in advance.
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(9) Lockers
All current locker assignments need to be end dated by a designated person at the school. After the school year ends, or when returning the next school year, the new locker assignments can be completed.
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Only students with an active enrollment on the locker assignment start date will be assigned lockers.
(10) Schedules
All students must have a complete schedule for the 22-23 School Year by May 27, 2022.
(11) Graduates
The high school counselor will enter graduation information on the student graduation tab in Infinite Campus. The administrator or counselor will provide you with a list of students who will fall in one of the following categories:
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If you have questions, please contact the EMIS team at: emis_staff@columbus.k12.oh.us
(12) Records
The Student Records Handbook is on the Infinite Campus Dashboard and gives detailed information about the handling, maintenance, and digitization of records. This manual provides information that will ensure that you are in compliance with District processes and procedures for Student Records.
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To obtain a list of students from your school that will be entering a new school next school year run the School Year End - Leaving report by following this path: Index > Student Information > Reports > School Year End – Leaving. Make sure you are in the current school year (21/22) before running the report. This report will be used to identify which cumulative records will transfer be transferred to another CCS building. This should be sorted by school and will be part of your documentation of which cum files are going to what school. You should then fill out Cumulative Records Transfer form indicating the cum files that will go to a particular school. This form is attached below. Please make a copy and keep that with your records log (either electronically or hard copy).
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