1. Enrollments

The Enrollment Roll Forward process automatically ends the 19/20 enrollment and moves students up one grade level for the 20/21 school year with a 7/1/20 start date. It also moves students from elementary (5^th) to middle school (6^th), middle (8^th) to high school (9^th), and seniors with a diploma date to graduated status. 

Enrollments have begun for the 20/21 school year.  These are visible on the student’s enrollment tab. Please note there are various scenarios in which a 20/21 enrollment will exist after a student has been withdrawn.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 20/21, 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

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.

High Schools

Students who have not met graduation requirements will be retained. See Graduates Section of this document for more information. 

Elementary Schools

For Third Grade Students - Please only enter third grade students into the CCSDAS who are being retained for social/emotional reasons and not for 3GRG. 

Due to COVID-19 emergency legislation was passed addressing the state test for the 3^rd Grade Reading Guarantee.  HB197 waived the state test for the 2019/2020 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 4^th 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 20/21 grade level displays inaccurately after July 1, 2020, submit a Grade Level Change through the CCSDAS.

For more information regarding the retention process, including how to retain students for next year, please see the Retention Manual provided by Central Enrollment.

Last Date For Lottery Applications:

• July 17, 2020 for students that are enrolled and complete school year 19/20 with Columbus City Schools
• December 11, 2020 for new to Columbus City Schools students
• Students have up to 2 weeks after enrolling to submit their application to meet the deadline of December 11, 2020

Retention Report

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. Withdraws

Continue to process withdrawals through CCSDAS for active students moving to another educational entity.  Use the End Status Withdraw Code table as a guide. 

Withdraw request must be submitted by the school with the active enrollment. If you receive a request for records on a student who has transitioned to a new CCS building (Elementary > Middle; Middle > High) you must forward the request to the 20/21 school of enrollment. This should be done only through Scribbles so that there is an accurate account of where the records located.

Generate the Withdraw Code Verification Report. This report contains a list of students who withdrew from your school during the current school year. Fields that may need to be updated are displayed in red. 

• Index > Student Information > Reports > Data Verification Reports > Withdraw Code Verification
• Review end status and codes for accuracy
• Submit the correction through the CCSDAS

The withdraw end status on a student’s enrollment tab must be in alignment with the most recent documentation on file. If at any time new documentation is presented relative to the students withdraw, we must update the withdraw end status code.

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

72 – Pursued Employment/Work Permit

73 – Over 18 Years of Age

74 – Moved, Unable to Locate

75 – Student Completed Course Requirements

79 – No Longer Eligible to be Enrolled in District

The CCSDAS will not allow you to create a new form when correcting a withdrawal.  Re-submit a modification to the original form. 

1. Once logged into CCSDAS, click on Student Information.
2. Click Withdraw.
3. Click Review.
4. Type:  Click in the field and select All.
5. Status: Select All.
6. School: Select the applicable school.
7. Click Find.
8. It is optional to enter the student number in the Search field.
9. The student will display in the Search results.  Click the ID number to open the form.

Correct the Withdraw Reason and Withdraw to IRN as applicable.

• Upload supporting documentation as applicable.
• Requester Comments can be added as needed. 
• Click the Submit button at the bottom of the page. 

Summer Withdrawals

The summer withdraw end date for 19/20 is July 1, 2020. Use the Summer Withdrawal Flow Chart to trouble shoot common withdraw situations.

4. Attendance

All attendance data for 2019-2020 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.  

For the 2019-2020 School Year End; Do Not place a copy in the student’s cumulative folder. The electronic version in Infinite Campus is acceptable. 

Attendance files should be properly stored using the guide below.

Storing of attendance records: 

• Recommendation would be to use Friends MFG #: PGC450 with Avery label: Friends #: AVE8126 for these records
• Student attendance documentation must be filed alphabetically and remain in their individually labeled folder. Attendance documentation received after storage must be placed in the appropriate folder. The set of files will contain attendance information for individual students:
• Excuse Notes (Any documentation used to change an absence from Unexcused whether from a parent, medical professional or agency)
• Completed Request For Principal Approval of an Excused Absence Forms
• Any documentation used to explain change or correction to attendance for the individual student. 
• Printed copies of emails that document attendance corrections.
• Daily attendance folders must be filed chronologically by date and remain in their individually labeled folders. These files will contain the following documents:
• Student Late Arrival Logs for the day
• Student Release Logs for the day
• Route Lists of Late Buses for the day
• Field trip Attendance (if applicable)
• Teacher Paper Attendance Rosters that are entered for the day
• All Attendance Reports for the day (Daily Caller Report and Summary Report)
• VCAP Sign In/Out Logs (for High Schools)

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 in to 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

Office referral forms, PEAK forms/letters, non removal letters and any other supporting behavior documentation will be kept on file in the building where the incident happened for two years. The record retention policy states "current school year", however it is best practice to keep them for two years. This best practice will ensure documentation is able to be located for behavior events that occur towards the end of the school, should there be a question about the incident.

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 Accountability Division 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, no report cards will be mailed out.  Instead it will be encouraged that parents access their students grades through the parent portal.

Traditional Middle Schools, High Schools and 7-12 & 6-12 schools must have their grades entered by 29 May 2020 at noon. Report Cards must be reviewed by the Principal by 02 Jun 2020.

Traditional Elementary, K-6, K-8, and Middle Schools must have their grades entered by 28 May 2020.  Report Cards must be reviewed by the Principal by 28 May 2020.

Woodcrest Elementary (Year Round) must have their grades entered and report Cards must be reviewed by the Principal by 09 Jun 2020.

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.

Editing Student Address

Please keep in mind, if changing a student’s address:

• It will change the address for ALL students in the household.
• Required documentation is to be provided by the parent/guardian before making a change.
• Follow the census instructions carefully.   

If you receive a security warning that you do not have access, that means you have clicked on the ‘New Address’ button instead of choosing a listed address.

Household/Address Reports

Students who do not have a household and/or mailing address will not generate mailing labels and certain reports. Therefore, you must run the following reports:

• Students without address and household
• Student with no address
• Students without a household

All three reports can be found by following this path: Index>Ad Hoc Reporting>Data Export>Secretaries (ES, MS or HS)>student Clean Up

Please note while doing these clean ups, secretaries cannot change the following demographic information in Infinite Campus – name, gender, date of birth, race/ethnicity. If you have changes: Print the Student Summary Report, marking the changes that need to be made. Then, email the report along with the supporting documentation to Lisa Locklear, Division of the Registrar, at Central Enrollment.

Mailing Labels

To generate mailing labels for this year's students you should be in the 19/20 school year, and in 20/21 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 students have been assessed and where appropriate have the due date indicated. 

Payment Options     

• Online with debit/credit card through the parent or student portal.
• Mail a check or money order to CEC. Mailings should include the student ID, name and what fees the payment should be assessed to.  

Contact Information

CEC

270 E State St

Columbus, OH 43215

No money is to be taken at the school if the fee is ran through Infinite Campus, even if the school is open during the summer.

Ft. Hayes Campus: If you are bringing students as a group to pay fees please call in advance. 

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.

To mass end date locker assignments use the Locker Batch End Wizard. To access the wizard, follow this path: System Admin>Lockers>Locker Batch End Wizard. 

Locker combination rotations can be sequenced by one using the Combination Rotation Wizard. 

To mass assign lockers use the Locker Schedule Wizard. 

Only students with an active enrollment on the locker assignment start date will be assigned lockers.

10. Schedules

Master Scheduling Open Labs TBD.  The SDS team will keep you updated as these dates are set.

Below are the recommended deadline dates provided to building administrators for schedule completion.

• All elementary school students enrolled for 20/21 must have a complete schedule by 10 Jun 2020
• All middle school students enrolled for 20/21 must have a complete schedule by 10 Jun 2020
• All high school students enrolled for 20/21 must have a complete schedule by 10 Jun 2020

11. Graduates

The high school counselors 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:

• Graduated: These students will have a diploma date on their graduation tab. Their enrollment will end during the year end transition process. Do not submit a withdrawal request for these students. 
• Non-Grad - Retained: These students will not have a diploma date or a courses completed date entered on their graduation tab. You will process the retention through CCSDAS. 

If you have questions, please contact the EMIS team at: emis_staff@columbus.k12.oh.us

VCAP Graduates

VCAP Counselor, Sara Bibbee, will notify the home school when a student has completed graduation requirements.  The home high school counselor will enter graduation information on the student graduation tab in Infinite Campus

VCAP Contact Info: 

VCAP - Columbus Downtown High School
364 S. 4th Street, Room 113
Columbus, OH  43215
(614) 365-5485
VCAP@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.

Record Retention and Destruction

Per Legal Services, the shred ban has been lifted. It is imperative, however, that before shredding any documents or preparing documents for destruction that you review the Record Retention Schedule to assure that the materials have reached their retention maximum.  Warehousing has a specific Document Destruction Shred Label and Document Destruction Shredding Authorization Form that must be used for requesting services for large quantities of items to be destroyed.

Record Reports and Movement

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 (19/20) before running the report. This report will be used to identify which cumulative records will transfer 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 will be given to you by your principal.  Please make a copy and keep that with your records log (either electronically or hard copy).  The cum folders will be put in a box for that particular school, along with the original Cumulative Records Transfer form that you filled out.  The box is to be taped closed and labeled with the name of the receiving school.  These boxes are to be picked up by the end of the day on Thursday, June 4^th

To obtain a list of students that will enter your school next school year run the School Year Start - Coming In report by following this path: Index>Student Information>Reports>School Year Start - Coming. Make sure you are in the next school year (20/21) before running the report. This report will be used to identify which cumulative records you should be receiving, the location they are coming from and their 19/20 grade status.

A student's CCS cumulative record should follow the student from school to school. If a student has enrolled at your school, and you have not received their cumulative record, you will want to request it from the previous CCS school using the Scribbles K-12 process. For students new to the district you will submit the Columbus City Schools new out of district Records Request to the previous school(s).

If a student is new to the district for the 20/21 school year but previously attended another Columbus City School, request the records through Scribbles K-12 Transfer from the inactive files. Do not create a new or duplicate cumulative record.

Inactive records should be maintained in the building until the student reaches 25 years of age. Once the student reaches 25 years of age, the records should be prepared for digitization. Inactive cumulative folders should be filed by the student’s birth year, then alphabetical order. This filing method will make it easy to find the record should the student return to Columbus City Schools and to know when a record is ready for digitization. Inactive records are to stay at the building where the student last (physically) attended.

Records Maintenance

All cumulative folders should have the maintain items in this order label on the front and the digitization label on the back. These labels outline the order in which documents are to be maintained in the cumulative folders. If a document on this list is stored electronically in Infinite Campus you do not need to print and place it in the folder. This means you must make sure that the document is in Infinite Campus. Please do not assume it’s there – check!

Review Guidelines for Cumulative Folder Maintenance & Retention for more information.

ScribOrder

ScribOrder, by Scribbles Software, is an online student records request and payment solution system that Columbus City Schools has been utilizing since January of 2017 to process alumni transcript/record requests. Detailed information can be found in the Student Records Handbook on the Infinite Campus Dashboard. Effective June 1, 2019, we began using the Scribble K-12 Request System for Transfer of student records.  

Scribbles K-12 Transfer

In an effort to provide an enhanced and more secure service for our transfer students, effective June 1, 2019, all record requests for our students must be made online using our new student record request system, Scribbles K-12 Transfer.  

Fax, phone calls, emails and U.S. mail will no longer be accepted.  If a paper request is received, respond to the request with the Scribbles K-12 Transfer account creation letter.   To create your Scribbles K-12 Transfer account, please visit https://transfer.scriborder.com/

The new Scribbles K-12 Transfer application was activated on June 1, 2019. 

Helpful Hints for Handling of Student Records

1. Social Security Administration record requests can be processed as follows:
1. If the request includes a questionnaire, it can be given to the teacher of record
2. If the request is for IEP/ETR and they are a current student, you can print and forward a copy of the IEP/ETR
3. If the request is for a former student, please forward the request via school mail to Hudson Distribution Center, ATTN: Division of Special Education
2. SSN Redacted
1. Social Security numbers should be redacted when found in a student file. If a SSN is found during the process of fulfilling a record request, the request must be fulfilled (do not alter documents). After the record request is fulfilled, redact the original document containing the SSN by placing a straight black line using a permanent black marker through the entire SSN.
3. Encrypting emails
1. All emails which include student information should be encrypted. To encrypt an email, simply type “encrypt” at the end of the subject
4. Attendance notes must be kept in your building until the student would have aged out of your building.  For example, if you are in a K-5 building, attendance notes received for a Kindergarten student can not be destroyed until the student would reach an age appropriate for 6th grade.
5. Release of Students (guidelines approved and will be available soon)
6. Cleaning out CUMS
1. Cleaning out CUMS consistently is VERY important in order to send ONLY what should be sent to the person requesting the records. When subpoenas are received ALL records in a student’s file must be copied and sent no matter if there are duplicate copies in the record

Testing Labels

Per the Administrative Guidelines for Cumulative Folder Maintenance & Retention, District and State test results are no longer required to be kept in the cumulative folder.  If you receive the labels with test scores, verify that they are in Infinite Campus. The test labels can be sent to Testing and Program Evaluation at Kingswood to be destroyed. 

Family Reports are different than test labels. Family Reports must be sent home each year. If you have Family Reports from previous years that were not sent out and the student is enrolled in your building send it home. If the student is not at your building; contact Evaluation Services at Kingswood.