End Of Year Secretary Meeting 2018-2019
Infinite Campus End Of Year Closeout Secretary Meeting
Instructions
- This packet lists tasks that secretaries are to have completed for the end of the school year.
- The online version is interactive, and contains links to more information about tasks that need to be completed.
- To print the packet, click theicon in the upper right corner of this screen and choose "Export to PDF"
- Save the file to your computer and print out.
- Check off each item on the checklist as it is completed.
- Important Dates:
- Visit the Secretary Opening and Closing Date Calendar for specific start and end times for the 2018-2019 school year.
1. Enrollments | |||
The Enrollment Roll Forward process automatically ends the 18/19 enrollment and moves students up one grade level for the 19/20 school year with a 7/1/19 start date. It also moves students from elementary (5th) to middle school (6th), middle (8th) to high school (9th), and seniors with a diploma date to graduated status. Enrollments have begun for the 19/20 school year. These are visible on the student’s enrollment tab. Please note there are various scenarios in which a 19/20 enrollment will exist after a student has been withdrawn.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 19/20, 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 - 3GRG test scores will be returned electronically in June 2019. Students being retained because they did not meet the cut score will NOT be processed through the CCSDAS. These retentions will be done through the Infinite Campus Support team as an automatic script and the secretary/principal do not need to do anything at this time. Please only enter third grade students into the CCSDAS who are being retained for social/emotional reasons and not for 3GRG. 2019/2020 4th grade students who start SY 2019/2020 in a 3rd grade classroom because they did not meet the requirements of the Third Grade Reading Guarantee prior to the start of the school year must be placed in a 3rd grade attendance homeroom and have the academic blocker course of N00080 3GRG 4TH GR IN 3RD GR CLASS. This course is set up to span all of the Academic Periods of the school day (NOT the Attendance Periods). Sample 3GRG Schedule: Grade Level Change vs. RetentionIf the 19/20 grade level displays inaccurately after July 1, 2019, 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. Retentions For Lottery Applicants Information regarding Retentions For Lottery Applicants can be found on the Infinite Campus Dashboard under Year-End-Processing. Last Date For Lottery Applications:
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 19/20 school of enrollment. The most effective way to handle this is to scan and email the request to the new secretary. 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.
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 WithdrawalsIf 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.
Correct the Withdraw Reason and Withdraw to IRN as applicable.
Summer WithdrawalsThe summer withdraw end date for 18/19 is July 1, 2019. Use the Summer Withdraw Flow Chart to trouble shoot common withdraw situations. | |||
4. Attendance | |||
All attendance data for 2018-2019 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 2018-2019 School Year End; Do Not place a copy in the student’s cumulative folder. The electronic version in Infinite Campus is acceptable. Do Not print the attendance summary prior to the conclusion of the last day of school. Attendance files should be properly stored using the guide below. Storing of attendance records:
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, 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 The Behavior Attendance Audit (BAA) report must be printed and reviewed with your administrator before generating report cards. Assure all attendance related behavior events were properly entered through a behavior resolution and saved to the student's attendance. Office referral forms, PEAK forms, 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 and printing report cards. Traditional Middle Schools, High Schools and 7-12 & 6-12 schools must have their grades entered by . Report Cards must be reviewed by the Principal and mailed home by . Traditional Elementary, K-6, K-8, and Middle Schools must have their grades entered by Report Cards must be reviewed by the Principal and mailed home by . Woodcrest Elementary (Year Round) must have their grades entered and report Cards must be reviewed by the Principal and mailed home by . 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:
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:
All three reports can be found by following this path: Index>Ad Hoc Reporting>Data Export>Secretaries (ES, MS or HS)>student Clean Up - Mailing Labels To generate mailing labels for this year's students you should be in the 18/19 school year, and in 19/20 for next year's students. Secretaries cannot enter demographic information – name, gender, date of birth, race/ethnicity – in Infinite Campus for students, parent/guardians, and/or emergency contacts. 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. | |||
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. During the 18-19 school year, change the year to 17-18 to view fee balance details. Make sure all fees to students have been assessed and where appropriate have the due date indicated. Payment Options
Contact Information Haley Oldaker 614-365-4011 x2316 Office Hours: Monday - Friday 8:30 AM - 1:00 PM and 1:30 PM - 4:30 PM 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 Haley 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 in August, 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... Below are the deadline dates provided to building administrators for schedule completion.
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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:
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 | |||
12. Records | |||
There is a new Student Records Handbook (Archived 7/27/21) - Replacement added 7/27/21 on the Infinite Campus Dashboard that gives detailed information about the handling, maintenance and digitization of records. This manual provides information that will insure 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 (18/19) before running the report. This report will be used to identify which cumulative records will transfer to another CCS building.To obtain a list of students that will enter your school next school year run the School Year End - Coming report by following this path: Index>Student Information>Reports>School Year End - Coming. Make sure you are in the next school year (19/20) 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 new 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 19/20 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. Digitization When preparing cumulative records for digitization, records should be sorted by birth year, in alphabetical order. The Digitize spreadsheet should be completed and placed in the front of the box of cumulative folders. The spreadsheet should match the records contained within the box exactly. When the cumulative folders are ready, send an email to DivRegister@columbus.k12.oh.us that includes the number of boxes you have prepared. Attach all Excel spreadsheets to this email (Digitize, Destroy and SPED)-they should also be saved in your school's folder on the O: Drive. The Division of the Registrar will contact you when it is time to forward the records to Central Enrollment. The Division of the Registrar is also scheduling face to face tutorials on the process of digitization. If you will be working on preparing records for digitization over the summer and would like a face to face tutorial, please send an email to: Tiffany Martin CC: Tonya Freeman The Division of the Registrar will do their best to schedule training on a first come, first serve basis. 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 will begin 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 will be active on June 1, 2019. Helpful Hints for Handling of Student Records
Schools with Inactive Student Records from Closed Schools - Division of the Registrar is here to help
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 Dr. Keith Harris’ office 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. |
Department of Accountability & Other Support Services
Division of Information Management