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Instructions
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(1) Enrollments
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The Enrollment Roll Forward process moves students up one grade level for the 23/24 school year with a 7/1/23 start date. It also moves students from elementary (5th) to middle school (6th), and middle (8th) to high school (9th).
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Enrollments have begun for the 23/24 school year. These are visible on the student’s enrollment tab. Please note there are various scenarios in which a 23/24 enrollment will exist after a student has been withdrawn. These enrollments will be removed from the enrollment tab as part of the Enrollment Roll Forward process or through a 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 23/24, 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.
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August 22, 2023 for students that are enrolled and complete school year 22/23 with Columbus City Schools
December 12, 2023 for new to Columbus City Schools students
Students have up to 2 weeks after enrolling to submit their application but applications must be submitted by December 12, 2023
(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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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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Summer Withdrawals
The summer withdraw end date for 22/23 is July 1, 2023. Use the Summer Withdrawal Flow Chart to trouble shoot common withdraw situations.
(4) Attendance
All attendance data for 2022-2023 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 (Due Process Hearing (student removal), Due Process Hearing (non-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 requests a paper copy or your building administrator requests 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, the address must be correct in Infinite Campus. If you are aware that a family has moved, please encourage them to update their address via the Annual Update in Parent Portal.
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To generate mailing labels for this year's students you should be in the 22/23 school year, and in 23/24 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 for students have been assessed and where appropriate have the due date indicated.
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Other Payment Methods Must Be Made At The Columbus Education Center
Beginning June 6, 2022, student fee payments will no longer be collected at Central Enrollment. Fees will now be collected at the following location:
Columbus Education Center – 3rd Floor Accounts Receivable Department, 270 East State Street, Columbus, OH 43215
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All questions can be sent to ar@columbus.k12.oh.us.
(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 23-24 School Year by June 1, 2023.
(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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· Non-Grad - Retained: These students will not have a diploma date or a courses completed date entered on their graduation tab. These students will roll forward to 12th grade and have a 23-24 Enrollment at the same school of enrollment. Do not submit a withdrawal request for these students.
(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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