Census/Registration Manual

Transcription

1 Census/Registration Manual

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3 Version 2011M.1038 This manual created by Custom Computer Specialists, Inc. 70 Suffolk Court Hauppauge, NY Copyright 2006 Custom Computer Specialists, Inc. All rights reserved

4 Infinite Campus and Custom Computer Specialists, Inc. About Infinite Campus For more than a decade, Infinite Campus has successfully implemented its solutions for customers of all sizes. Today, Infinite Campus applications manage more than 4 million students in 43 states. Infinite Campus customers range from districts with fewer than 100 students to those with more than 100,000 as well as regional consortia, state departments of education and the federal government. About Custom Computer Specialists, Inc. Custom Computer Specialists, Inc. has been partnering with school districts to provide technology solutions for three decades. Specializing in IT outsourcing and large technology projects, Custom delivers a wide array of services including project management, wireless and LAN/WAN networking, managed services, desktop installation, service and support, product procurement, and storage solutions to clients in the public sector, healthcare, financial services, and corporate arenas. Custom has been the recipient of a host of recent industry awards and recognition, and was included in the Top 200 Private New York Metro Companies list (Crain s NY Business), named #1 Technical Consultant (LIBN), listed among the Top 100 Government VARS for the past 3 years, and received a prominent ranking on the VAR Business 500.

5 Table of Contents CENSUS 1 ADDING A STUDENT INTO CAMPUS 3 Information Needed...3 Add a Person (student and all other members of the household)...3 Add the Address...5 Create and Assemble the Household...6 Enroll the Students...13 Add Additional Information for Students and Parents/Guardians...14 ADD A SECONDARY HOUSEHOLD 16 ADD A PARENT/GUARDIAN MAIL ONLY 18 CHANGE THE ADDRESS OF A HOUSEHOLD 20 ADD EMERGENCY CONTACT INFORMATION 22 CORRECT A PERSON S NAME 25 CHANGE A PERSON S NAME 27 ADD A STAFF MEMBER 29 Information Needed...29 REMOVE DUPLICATE PEOPLE 33 Remove Duplicate People in a Household...33 Remove Duplicate Staff Members...36 Final Steps to Delete Duplicates...40 Table of Contents i

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7 CENSUS Description In order to enroll students, users will need to enter their demographic information into the Census section of Infinite Campus. The students are entered along with their household, address, and emergency contacts. All staff members need to be entered into Census as well. Target Audience This manual is intended for staff members who enroll new students as well as edit enrollment or census data. Objective The purpose of this manual is to provide support to staff members to enroll and create census records for new students, as well as editing existing information and correcting errors. Vocabulary People Everyone who needs to be included in the Campus system is designated as a person. Everyone needs to be entered including (but not limited to): Students, Parents/Guardians, and Staff Members (i.e., Teachers, Nurses, and Guidance Counselors). Households Campus uses Household to keep track of all people (guardians, students) living in the same home. Home phone numbers are attached to the Household, not the student, parent, or address. Secondary Household This term is used to designate an additional household in which the student may reside. Secondary Households are usually set up when parents have dual custody of a student. Mail Only Guardian Some students do not reside with their secondary guardian, but the non-custodial parent has requested mailing. In this case, the parent would be set up as a mail only relationship. Member This term is used to designate members of the household (i.e., siblings, parents/guardians, grandparents). Address Addresses are stored separate from the household and attached to it. If a household moves, the address is ended and a new address is attached. Census 2006 Custom Computer Specialists, Inc. All Rights Reserved 1

8 Vocabulary continued Guardian This is the student s legal guardian. Relationships Campus uses the Relationship tab to establish connections to the student. Some people might be in the same household (i.e., Mother, Sibling), and some might be outside the household (i.e., Mail-only Parent, Grandparents, Doctors). Whether the person is in the household or not, the Relationship connects them to the student. Search Campus forces the users to search for existing records whenever adding new records (i.e., people, addresses) into the system. It is extremely important to enter Census information only once and avoid duplicates. Therefore, it is recommended when entering information into Search fields (when attempting to add a new record) to enter the least amount of information possible. For example, when entering a new person: Robert Smith only enter Smith in the Last Name field. This person might have been previously entered as Bob or Bobby, instead of Robert. This recommendation extends to addresses as well. It is recommended to enter just the Street Number or Name without the Tag (Road, Street, Avenue). For example, when entering a new address: 101 Main Street only enter 101 or Main. The address might have been previously entered as 101 Main St or 101 Main Str Custom Computer Specialists, Inc. All Rights Reserved Census

9 ADDING A STUDENT INTO CAMPUS Information Needed Before you begin, you will need student and household information to complete the screens. Your district may require additional information. Information needed to add the student: Legal name Birthdate Gender Student number (unless it s automatically entered by Campus) Household address (primary address) Enrollment date, school, and grade Race/Ethnicity Information needed to add Parents/Guardians: Legal name Gender Relationship to student Household address (if different from Student s primary address) Contact phone numbers Information needed to add other Contacts: Legal name Gender Relationship to student Contact phone numbers Add a Person (student and all other members of the household) 1. Navigate to: Census > Add Person to enter the information for the student. 2. Type in the student s last name and click on the <Search> button (this is to determine if the student is already in the system). 3. If the student s name displays on the screen, you will need to do a little research in the system to determine if it is the same person or someone with the same name. Click on the <Details> button to the left of the name to display the Enroll a Student 2006 Custom Computer Specialists, Inc. All Rights Reserved 3

10 Summary Report for the person (check Birthdate, Social Security #, etc.) If the name is already in the system, you can choose it, but it may need to be edited. If the student does not display on the screen, they are not in the database. Click on the <Create New Person> button. 4. Enter all the necessary information on the screen and click on the <Save> button. Fields with an asterisk and in red are required fields. Race/Ethnicity fields may be required for students if this preference has been set by your district. The <Race/Ethnicity> dropdown will be populated based on the boxes checked. If more than one race is chosen, it will display M: Multiracial Custom Computer Specialists, Inc. All Rights Reserved Enroll a Student

11 5. Repeat steps 1-4 for all other members of the household (i.e., Parents/Guardians, siblings). Add the Address 1. Navigate to: Census > Add Address. 2. Enter the street address and click on the <Search> button (this is to determine if the address is already in the system). To ensure that all possible matches display, only enter information in the House/P.O# or Street Name fields (i.e., 101, 2987, Main, Elm). It is not recommended to enter the Tag (i.e., Street, Road, Lane). 3. If the exact address displays on the screen, you do not need to add it. If the address does not display on the screen, it is not in the database. Click on the <New Address> button. 4. Enter the address information. The Tag field is used for Street, Avenue, etc. It is strongly recommended that these be standardized throughout the district (ex: use Street, not St, St., Str, or use St, not Street, etc.). 5. Click on the <Save> button. 6. The address will display with four tabs. If using school boundaries to determine which school the student will attend, continue to the next step. If not, skip to the Create and Assemble the Household section (refer to page 6). 7. The system can automatically promote students from the last grade in one school into the next grade in another school based on address (i.e., 7 elementary schools and 2 middle schools students attend the correct middle school based on their address). To enter this information, click on the Schools tab. 8. Click on the <New> button to add the school. Enroll a Student 2006 Custom Computer Specialists, Inc. All Rights Reserved 5

12 9. The School Boundary Editor window will display. Choose the correct School from the dropdown list. If needed, enter a Start Date for the school. 10. Click on the <Save> button. 11. Repeat steps 8-10 for all schools needed. This can be used to alert the Census/Registration staff as to which school the incoming student should be attending as well as promoting the student within the system. Create and Assemble the Household Once all the members of the Household have been created as people, and the address has been entered (or found) you can use the Census Wizard to compile the Household and add Relationships. 1. Navigate to: Census > Census Wizard Custom Computer Specialists, Inc. All Rights Reserved Enroll a Student

13 2. In the Person Search section, enter the last name(s) of the people entered previously. If the household has people with different last names, complete steps 2-4 for each last name needed. Click the on <Search> button. 3. All the people who match the search criteria will display on the left, under the Search tab with their household. Any people who do not have a household will display on the bottom. You may need to scroll down to see the people you just added. They should be listed under the People not in Households section. People just added should display in the People not in Households section. 4. To create the household, click on all the people to be added to the household (on the left). They will display in the Assembling a New Household box on the right. Enroll a Student 2006 Custom Computer Specialists, Inc. All Rights Reserved 7

14 Click on people in Search results on left. They will display in the Assembling a New Household box on right. 5. If the members of the household have different last names, repeat steps 2-4 for each last name needed. 6. Click the <Clear Search Fields> button to clear the screen. This will enable the user to enter the address. 7. Search for the address by entering the House/P.O.Number and Street. Click on the <Search> button. 8. All addresses that match the search criteria will display on the left side of the screen, under the Search tab. The address should not already be attached to a household, unless it s a 2-family house. Occasionally it might be attached to a student s household who left the district. If it s already attached to a household, determine that you have the correct address and continue to attach it to the new household. It is recommended to note the household and student the address is currently attached to and disconnect it at a later date if needed. 9. Click on the address to place it in the Assembling a New Household box Custom Computer Specialists, Inc. All Rights Reserved Enroll a Student

15 10. Once all the members and the address of the household have been added to the Assembling a New Household box, click on the <Continue Step 2> button. Step 2 Editing Household Data This step of the Wizard allows the user to name the household and enter information connecting the people and address to the household. Household 11. Household Name enter the name for the household (usually the last name of the family). In a household where the members have different last names, it is recommended to enter the last name (or names) of the parents or guardians of the family. 12. Household Phone Number enter the home phone number for the household. This is the land line (if the family has one). The Private checkbox will create a searchable field, allowing users to print or omit this phone number on ad hoc reports. It does NOT keep the phone number private from anyone who has access to student information. Household Locations Enroll a Student 2006 Custom Computer Specialists, Inc. All Rights Reserved 9

16 13. Start enter the start date of this household s connection to the address. If unknown, use Today. The End date is used when a household moves to a new address. 14. Private Checking this box creates a searchable field, allowing users to print or omit the information on an ad hoc report. It does NOT keep the address private from anyone who has access to student information. 15. Secondary this checkbox will mark the address as a secondary address. It is used when the Household has more than one address (i.e., a P.O. Box for mailing and a street address for the residential address). If the household has more than one address, the non-residential address should be checked as Secondary. 16. Mailing this checkbox must be checked for the address that will be used to create mailing labels. If the household has more than one address, only one should be checked for Mailing. Special Note: If a student has 2 addresses (one mailing and one residential), one of the addresses should be marked as Secondary. If the district is planning on exporting the addresses to another system (Transportation, Special Ed, etc.), they usually export the primary address, so it is recommended to mark the non-residential address as Secondary and leave the Residential address as the Primary. Household Members 17. Start enter the start date of this person s connection to the household. If unknown, use Today. The End date is used when a person leaves the household (i.e., a divorced parent moves out). 18. Private Checking this box creates a searchable field, allowing users to print or omit the information on an ad hoc report. It does NOT keep the member private from anyone who has access to student information. 19. Secondary this checkbox will mark the household as a secondary household for the member. It is used when the parents have dual custody of a student. One household will be determined to be the primary household and the second one the Secondary for the student only. 20. Click the <Save & Continue Step 3> button to move to the next step Custom Computer Specialists, Inc. All Rights Reserved Enroll a Student

17 Step 3 Edit Relationships of Household Members this step enables the user to enter the relationships between members of the household. Parental access to the Portal and ability to receive mailing for the students are determined here as well. All fields entered on one person in the relationship will automatically display on the other person in the relationship, so relationship information only needs to be entered once. See example below all relationship information was entered on Relationships to Zielinski, Alexander and they display in the sections for Zielinski, Craig, Zielinski, Maria, and Zielinski, Megan. Enter relationship information on student. It displays on parents and sibling. 21. Choose the Relationship for the first person to the other members of the household from the list (this list is determined by the district). As soon as the relationship is chosen, it will display on the other person s section so it only needs to be entered once. Repeat for all members of the household. Each student should have relationships to his/her parent/guardian and it is useful for all students to have relationships to their siblings as well. Adults in the household do not need to have relationships to other adults. 22. Start Date enter the start date of this person s relationship to the other person, if unknown, use Today. The End Date is almost never used in relationships. 23. Seq if more than one parent/guardian is to receive notifications from the Messenger (i.e., attendance phone calls), the sequence number will determine the order the emergency contacts are notified. Special Note: It is highly recommended (even if the district is not using the Messenger) to identify the primary contact by placing a 1 in this field. Most schools need to create reports printing the primary contact only, and this coding will allow them to do so. Enroll a Student 2006 Custom Computer Specialists, Inc. All Rights Reserved 11

18 24. Guardian this checkbox is used to connect the student with the household member who is their guardian. A student can have more than one guardian in the same household (i.e., Mother and Father). 25. Mailing this checkbox is used to allow the person to receive mailings for the student connected to them. At least one person in the household needs to have the relationship Mailing checkbox checked for the student in order for a label to print. 26. Portal this checkbox is used to allow the person to view the information on the Parent Portal for the student connected to them. 27. Messenger this checkbox is used to connect the person to be notified (via phone or ) to the student when the Messenger service is used. The order that they are notified is determined by the Seq field. 28. Private Checking this box creates a searchable field, allowing users to print or omit the information on an ad hoc report. It does NOT keep the member private from anyone who has access to student information. 29. Complete all the relationships between students, parents/guardians and siblings, and then click on the <Save & Done> button Custom Computer Specialists, Inc. All Rights Reserved Enroll a Student

19 Enroll the Students Once the household has been created with the relationships, the household will display in the left side of the screen, under the Search tab. You can easily enroll the students using the link under the names. If different members of the same household have the same name, usually only the student will have a birthdate. 1. Under the student s name, click on the link <Enroll as student>. 2. The student s full Census screen will display with all the tabs. The Enrollments tab will be highlighted. 3. Choose the Year and School the student will be enrolled in from the list on the top bar. 4. Click on the <New> button to enter a new enrollment. 5. Enter all information needed for the school. Fields with an asterisk and in red are required fields, however the district may require additional information to be entered. Required information: Calendar it should default to the Year and School chosen on the top bar. Schedule (usually Main or Default). Grade choose the correct grade from the dropdown list. Start Date enter the start date for the student. This must be double-checked by the school to ensure that the student actually started as attendance in classes will commence on this date. Start Status choose the correct State Start Status from the dropdown list. 6. Enter any additional information required by the district. State Reporting Fields, and Special Ed Fields are in separate sections of the Enrollment tab. 7. When finished, click on the <Save> button. Enroll a Student 2006 Custom Computer Specialists, Inc. All Rights Reserved 13

20 Special Note: Infinite Campus calculates the student s 9 th grade Start Date as well as Cohort information based on the enrollment records for 9 th grade. Therefore, if the student starts in the District after the first day of 9 th grade, an <Enrollment History> record needs to be added for the 9 th grade enrollment. 1. Click on the <New Enrollment History> button. 2. Type in the school s Name (and Calendar Year) in the Calendar Name field. 3. Type in the Grade, Start Date, and Start Status. 4. Enter any other necessary fields. 5. Click on the <Save> button. 8. Repeat for all students in the household. Add Additional Information for Students and Parents/Guardians Additional information needs to be entered for Students (i.e., Birth Verification, Birth Country), and for the Parents/Guardians (i.e., phone numbers, addresses). The household will display in the left side of the screen, under the Search tab. You can easily add information needed by clicking on the person s name to link to their Census screen. 1. Click on the Student or Parent/Guardian s name Custom Computer Specialists, Inc. All Rights Reserved Enroll a Student

21 2. The person s full Census screen will display with all the tabs. The Demographics tab will be highlighted. Click Edit to input student Race/Ethnicity information. Enter all information needed. 3. Enter all information needed for the person. For students, click Edit to input Race/Ethnicity data. The fields that expand will display in red and with asterisks if required by your district. For the Parent/Guardian, scroll down to the Personal Contact Information section to add phone numbers. If the Messenger service is being used, additional contact information will display. If the Dialer is used, all the possible phone numbers will display with messenger options. 4. Click on the <Save> button. 5. Repeat for all members of the household Enroll a Student 2006 Custom Computer Specialists, Inc. All Rights Reserved 15

22 ADD A SECONDARY HOUSEHOLD Description Where parents have dual custody of a child, the student will need to be in two households, each of which will get mailing. In order to set this up, you will set up both households using the previous steps. The student will be added to the second household as a Secondary Member. 1. Assemble the secondary household using the Census Wizard. Add the Parent/Guardian, the address, and the student(s). The address should be marked for Mailing. 2. On Step 2 Edit Household Membership, enter the student(s) as a Secondary membership. This is the Parent/Guardian s primary household, so the Secondary field is not checked. Check the Mailing checkbox. Adam is the student in 2 households. Check the Secondary box for his additional household. 3. Complete the secondary household and add any additional information needed to the Parent/Guardian s demographic tabs. Use the instructions from the previous steps Custom Computer Specialists, Inc. All Rights Reserved Add a Secondary Household

23 The final results of the secondary household should look as follows with the correct Secondary check mark. Navigate to: Census > People and search for the student. Click on the Households tab: Primary Household for Adam Secondary Household for Adam Add a Secondary Household 2006 Custom Computer Specialists, Inc. All Rights Reserved 17

24 ADD A PARENT/GUARDIAN MAIL ONLY Description Some parents/guardians do not have the student living with them, but need to be included in mailings. You will need to enter these people into the system with an address and a household, but not add the student to their household. 1. Assemble the household using the Census Wizard. Add only the Parent/Guardian and address to the household. 2. When the household is complete, it will display on the left side of the screen under the Search tab. 3. Click on the Parent/Guardian s name to link to their Census screen. 4. The full Census screen will display with all the tabs. Click on the Relationship tab. 5. Click on the <New Non-Household Relationship> button. 6. Type in the student s name and click on the <Search> button. Choose the student. You can choose more than one student by continuing to search and choosing students. 7. When finished choosing the student(s) for the relationship(s), close the Person Search box by clicking on the red X in the upper right corner of the box. 1 student was chosen (visible behind box). Close box when finished by clicking on red X Custom Computer Specialists, Inc. All Rights Reserved Add a Parent/Guardian - Mail Only

25 8. Complete the relationship by choosing the Relationship (ex: Father/Son), entering the start date (if unknown, choose TODAY ), and clicking to place check marks on the Guardian and Mailing checkboxes. 9. If this Parent/Guardian is allowed to see student information on the Parent Portal, click on the Portal checkbox. If the Parent/Guardian should receive messenger information (i.e., calls or s for attendance issues, behavior issues), click on the Messenger checkbox. 10. Repeat for all students needed. 11. Click on the <Save> button. The final results of the relationship should look as follows with the correct check marks. Navigate to: Census > People and search for the student. Click on the Relationship tab: Add a Parent/Guardian Mail Only 2006 Custom Computer Specialists, Inc. All Rights Reserved 19

26 CHANGE THE ADDRESS OF A HOUSEHOLD Description When a student s household moves, the change needs to be made in Census so mailings are sent to the correct address. The current address should not be edited; instead, the new address is added to the household. When adding a new address, the old address will automatically be Ended if the new address is not marked as Secondary. 1. Navigate to the Search section (on the left). 2. Choose Search for a: Household. 3. Enter the student s name. 4. Choose the student s household. If there are more than one listed, choose the one with the address that is changing. The household is represented by an icon displaying a house with people. 5. Click on the Addresses tab. 6. Click the <Find New Address> button to add the new address. 7. Enter the street address and click on the <Search> button (this is to determine if the address is already in the system). 8. If the exact address displays on the screen, you can choose it for this household and skip to step 10. If the address does not display on the screen, it is not in the database. Click on the <New Address> button. 9. Enter the address information. The Tag field is used for Street, Avenue, etc. It is strongly recommended that these be standardized throughout the district (ex: use St, not Street, St., Str ). Click on the <Save> button. 10. Enter the Start Date of the address for the household (if unknown, choose TODAY ). 11. Click on the <Save> button Custom Computer Specialists, Inc. All Rights Reserved Change the Address of a Household

27 12. The system will automatically place a check mark on the Mailing checkbox (uncheck if necessary). 13. If this is a Secondary Household, click to place a check mark on the Secondary checkbox. 14. Click on the <Save> button. 15. The original address will automatically be ended with the day before the Start Date of the new address if the new address is not marked as Secondary. The final result of the address change should look as follows, both addresses (with start and end dates) displaying in the Addresses tab of the household. Change the Address of a Household 2006 Custom Computer Specialists, Inc. All Rights Reserved 21

28 ADD EMERGENCY CONTACT INFORMATION Description Many students need additional people connected to them as emergency contacts. These people need to be in Census as people and connected to the student through a Relationship. Often these additional people are already in the system and do not need to be added. 1. Navigate to: Census > Add Person to enter the information for the contact. 2. Type in the contact s last name and click on the <Search> button (this is to determine if the person is already in the system). 3. If the contact s name displays on the screen, you will need to do a little research in the system to determine if it is the same person or someone with the same name. Click on the <Details> button to the left of the name to display the Summary Report for the person (check Birthdate, Social Security #, etc.). If the name is already in the system, you can choose it, but it may need to be edited. If the contact does not display on the screen, they are not in the database. Click on the <Create New Person> button. 4. Enter the name and gender of the contact and click on the <Save> button. 5. The person will display in the New Person box. 6. Click on the person s name to link to the Census tabs. The Demographics tab of the Census screen displays. Enter the contact s pertinent phone numbers and click on the <Save> button. a. NOTE: The Other Phone field is used for emergency contact s home phone number. 7. Click on the Relationships tab. 8. Click on the <New Non-Household Relationship> button. 9. Type in the student s name and click on the <Search> button. Choose the student. You can choose more than one student by continuing to search and choosing students. 10. When finished choosing the student(s) for the relationship(s), close the Person Search box by clicking on the red <X> in the upper right corner of the box Custom Computer Specialists, Inc. All Rights Reserved Add Emergency Contact Information

29 2 students were chosen (visible behind box). Close box when finished by clicking on red X. 11. Complete the relationship by choosing the Relationship (i.e., Grandmother/GrandChild, Doctor/Patient), entering the start date (if unknown, choose TODAY ). 12. Place a check in any of the checkboxes needed. Often Emergency Contacts might have Messenger checked, but do not have any checkmarks for Guardian, Mailing, or Portal. However, if the person is a guardian not living in the household (i.e., a divorced parent), these checkboxes will allow the person access to mailings, portal information, etc. 13. Enter the Emergency Priority number for the Dialer (or manual calling) if necessary. 14. Click on the <Save> button. The relationships will show for the non-household person. To view the relationship on the student, navigate to: Census > People and search for the student. Click on the Add Emergency Contact Information 2006 Custom Computer Specialists, Inc. All Rights Reserved 23

30 Relationships tab. The final results of the relationship should look as follows with the correct check marks. 15. The new contact will display as part of the student s Summary screen (Student Information > General) under Non-Household Relationships. New Contact Custom Computer Specialists, Inc. All Rights Reserved Add Emergency Contact Information

31 CORRECT A PERSON S NAME Description Some people are input incorrectly the last and first names are flipped, or the name is spelled incorrectly. In these cases, you will just correct the name in Census. After saving the changes, the correct name will display on all screens. If the name is to be changed as a result of marriage, divorce, adoption, etc., refer to the CHANGE A PERSON S NAME section on page Navigate to: Census > People. In the Search field, type the current last name. Click on the person s name to choose him/her. 2. The full Census screen will display with all the tabs. The Demographics tab should display (if not, click on the tab to display the Demographics information). 3. Correct the name. Click on the <Save> button. Old name displays until screen is refreshed. Then new name will display. 4. After you refresh the screen, the new name will display. You can refresh the screen by clicking on the Demographics tab again. 5. Since most districts create user names from the person s name, some people (staff members) may also have their username spelled incorrectly. These should be checked as well. 6. Navigate to: System Administration > User Security > Users. Search for the user. 7. Determine if the username needs to be corrected. 8. If the username is incorrect, click on it. Correct a Person s Name 2006 Custom Computer Specialists, Inc. All Rights Reserved 25

32 9. Type in the correct username and click on the <Save> button Custom Computer Specialists, Inc. All Rights Reserved Correct a Person s Name

33 CHANGE A PERSON S NAME Description Occasionally a person s name will change (i.e., marriage, divorce, adoption). When the name is actually changing (and not being corrected), the Identities tab can be used to change the name. When using this method, the old and new names are both linked to the person. Therefore, when searching for All People, entering either name will display the person s records. 1. Navigate to: Census > People. In the Search field, type the current last name. Click on the person s name to choose him/her. 2. The full Census screen will display with all the tabs. Click on the Identities tab. 3. Click on the <New> button. 4. The current information will display (i.e., Last Name, First Name, Gender). 5. Make any necessary changes. 6. The Effective Date will default to TODAY. Change the date, if needed. 7. Click on the <Save> button. Change a Person s Name 2006 Custom Computer Specialists, Inc. All Rights Reserved 27

34 8. The Identities Editor screen will display both identities with the most recent one marked Current. 9. After you refresh the screen, the new name will display. You can refresh the screen by clicking on the Demographics tab to see the new name display. 10. When searching under All People, the person will display regardless of which name you use. Search using old name and current name will display Custom Computer Specialists, Inc. All Rights Reserved Change a Person s Name

35 ADD A STAFF MEMBER Description In order to add staff members, you need to enter their information into the Census section of Infinite Campus. Many staff members are also parents, thus they might already in the database and do not need to be added. Information Needed Before you begin, you will need information to complete the screens. Your district may require additional information. Information needed to add the staff member: Legal name Gender Assigned School Date of employment Title (i.e., Teacher, Nurse) Staff Type (i.e., Teacher, Special Ed, Health, Counselor) 1. Navigate to: Census > Add Person to enter the information for the staff member. 2. Type in the staff member s name and click on the <Search> button (this is to determine if the person is already in the system). 3. If the staff member displays on the screen, research him/her to determine if he/she needs to be added or edited. If the staff member does not display on the screen, they are not in the database. Click on the <Create New Person> button. 4. Enter the staff member s information on the screen and click on the <Save> button. Add a Staff Member 2006 Custom Computer Specialists, Inc. All Rights Reserved 29

36 5. The person will display in the New Person box. 6. Click on the person s name to link to the Census tabs. The Demographics tab of the Census screen displays. Enter any additional demographic information your district requires (i.e., phone numbers, addresses). Click on the <Save> button. 7. Click on the District Employment tab. 8. Click on the <New> button. 9. Enter the Start Date of the staff member s employment and any other information your district requires. Click on the <Save> button. 10. Click on the District Assignments tab. 11. Click on the <New> button. 12. Choose the School where the staff member is assigned. 13. Enter the Start Date of the assignment. 14. Enter any additional information needed by the district. 15. Click to place a check mark on all applicable staff types. Teacher indicates that the person is a teacher and will display in the dropdown list to be assigned to teach a section. If not chosen, the teacher cannot be assigned to a course. Special Ed indicated that the person s name will display in the Special Ed Staff drop-down list in the Special Ed area. Program this field is for future use. Behavior Admin indicates the person s name will display in the behavior admin staff drop-down list of the Behavior tab. This is generally used for the Building Administrators or the Deans. Health indicates the person s name will display in the Health tab dropdown lists as administering Health Events to the student. This is generally used for the Nurses and Para-Professionals in the Health Office. Advisor indicates the person s name will display in the Special Education Advisor drop down list Custom Computer Specialists, Inc. All Rights Reserved Add a Staff Member

37 Supervisor indicates the person supervises other staff members and will display the person s name in the dropdown list on this screen. Counselor indicates the person is a counselor and will display in the Counselor dropdown list in the Team Members tab of the Counseling module. Counselors can also be assigned to students in the Scheduling > Fill Counselor module. Foodservice indicates the person can utilize food service related information in the system. Exclude Behavior Referral indicates that the person cannot be sent a behavior event using the Behavior > Behavior Referral module. The staff member s name will not display on the list. Self Service Approver indicates that the person is allowed see the changes made through the Census My Data interface in their Process Inbox section of the homepage. This is usually given to staff members allowed to approve the changes (staff members requesting changes to their Census records). 16. The Supervisor dropdown list will display all staff members with the Supervisor checkbox checked. 17. Click on the <Save> button. 18. If needed, click on the Credentials tab to enter the staff member s credentials. 19. Click on the <New Credential> button. 20. Choose the Credential Type that applies. If more than one type is needed, enter one at a time. Add a Staff Member 2006 Custom Computer Specialists, Inc. All Rights Reserved 31

38 21. Enter the Start Date and any other information your district requires. Click on the <Save> button. Example of HQ: Highly Qualified Example of ED: Education Example of LC: Licensure/Certification Example of OT: Other 22. The staff members will display on the Search screen when you search using Staff. Staff members display as a person with a briefcase Custom Computer Specialists, Inc. All Rights Reserved Add a Staff Member

39 REMOVE DUPLICATE PEOPLE Description Although every effort is made during conversions, it is often not possible to uniquely identify people that are duplicated (i.e., J. Smith, John Smith). The procedures listed below are only used following conversion. They consist of marking one of the duplicates with an asterisk (*) so it is easily recognized. Then, you will create household memberships, relationships, enrollments, staff assignments, and user accounts using the non-asterisk entry. After all the relationships, memberships, and assignments are recreated, the asterisked accounts can be deleted. Keep a list of ALL duplicate names. It will assist you in completing all the steps. Remove Duplicate People in a Household 1. Navigate to Census > Households. 2. The system will display the search section. 3. Click on the <Advanced Search>. 4. Type a and click on the <Search> button. All the households that have members whose last name starts with a will display. 5. Look for duplicate names among the members of the household groupings. Members of the Household. Notice that it has 2 John Aardv people. 6. Determine which person to delete. Look at Households, Relationships, District Employment (you will keep the person with the most connections. Make a note of all the information on the person you will delete. You might need to add them to the person you are keeping. If the duplicated person is a teacher in the school, it is recommended to keep the teacher person record and delete the other (teachers have user accounts, are connected to classes, etc.). 7. Click on the duplicate name you want to delete. The person s Census screen will display. Remove Duplicate People 2006 Custom Computer Specialists, Inc. All Rights Reserved 33

40 8. Click on the Demographics tab and enter an asterisk after the first name. Click on the <Save> button. (If you click on the <Go> button for the search, you will see the name displaying with the asterisk.). 9. Repeat steps 5 8 for all other duplicate members of the household. 10. Click on name of the household (next to the household icon on the left side of the screen, in the Search section) to display the Household screen. 11. Click on the Members tab. 12. Delete all the asterisk duplicate names (click on the name and click on the <Delete> button). This will delete them as members of the household (not as people). 13. When removing a person from the household, the system will display a screen requiring you to determine if you want to keep, end, or delete the existing household relationships. Since this person is to be deleted, choose the Delete radio button and click on the <Ok> button Custom Computer Specialists, Inc. All Rights Reserved Remove Duplicate People

41 Click on the - Delete button to delete all relationships. 14. Find the asterisk name in the search (on the left) and click on it. 15. Click on the Relationships tab. 16. Make a note of the relationship (in case you need to add it to the person you are keeping). 17. Delete all the Non-Household relationships by clicking on the to the left of the relationship. This will delete their relationship records (not as people). 18. Click on the <Save> button. 19. Repeat steps for all asterisked duplicate people. 20. Find the non-asterisk name in the search (on the left) and click on it. 21. Click on the Relationships tab. If the correct relationships are not displaying, add them. Remove Duplicate People 2006 Custom Computer Specialists, Inc. All Rights Reserved 35

42 Special Note: Repeat all steps with the rest of the letters of the alphabet. You will still need to delete the asterisk people, but that should be done as a final step, after the duplicate staff information is corrected as well (in case the member of the household is also a staff member). Remove Duplicate Staff Members Removing duplicate staff is similar to removing duplicate people, with the exception of duplicate teachers. Teachers are attached to classes and need to be deleted carefully. 1. Navigate to Census > People. 2. The system will display the search section. Change the Search for a to Staff, type an a, and click on the <Go> button. All the staff whose last name starts with a will display. 3. Search for duplicates. Some duplicates may already display with an asterisk because the staff member was also a member of a household and he/she was already marked in previous steps. 4. Click on the duplicate name you want to delete (one name may be more complete than the other). The person s Census screen will display. 5. Click on the Demographics tab and enter an asterisk after the first name. Click on the <Save> button. (If you click on the <Go> button for the search, you will see the name displaying with the asterisk.) 6. Repeat step 5 for all other duplicate staff members. 7. Navigate to System Administration > User Security > Users Custom Computer Specialists, Inc. All Rights Reserved Remove Duplicate People

43 8. Search for last names starting with an a. Search for all your duplicate people. Make sure that only the multiple people without an asterisk have a user account. a. If the person with the asterisk has an account (and the non-asterisked person doesn t): i. Write down the information (i.e., User Group, UserID, Password) ii. Delete the account on the asterisked person. Click on the username (on the left). Click on the <Delete> button. Click the <OK> button on the Do you want to delete box iii. Add the user account information to the correct (non-asterisked) person b. If both people have an account: i. Check all the information (i.e., User Group, Calendar Rights) against each other. 1. If they are the same, delete the user account on the asterisked person 2. If they are not the same, determine the correct rights and enter them on the non-asterisked person, then delete the user account on the asterisked person 9. Repeat step 8 for all duplicate staff members. Remove Duplicate People 2006 Custom Computer Specialists, Inc. All Rights Reserved 37

44 10. Navigate to Scheduling > Courses. 11. Using the Advanced Search, search for Teacher s last names one by one using the last name of all the duplicate people. 12. Click on the section for any teacher who had multiple names (either name might be displaying here). 13. Change the Primary Teacher to the name without the asterisk. The new name will display in the Teacher Display Name field. Click on the <Save> button. 14. Repeat steps for all duplicate staff members assigned to sections. Special Note: Repeat all steps with the rest of the letters of the alphabet. 15. Navigate to Census > People. 16. The system will display the search section. Type an a and click on the <Go> button. 17. To remove your duplicate staff members, click on your asterisked duplicate staff members (in Census, they will not display with a briefcase) Custom Computer Specialists, Inc. All Rights Reserved Remove Duplicate People

45 18. Click on the District Employment tab. Each employment record will display separately. Click on each District Employment. Make a note of the information. 19. Click on the first record and click on the <Delete> button. Repeat for all records. 20. Click on the District Assignments tab. Each record will display separately. Click on each Employment Assignment. Make a note of the information. 21. Click on the first record and click on the <Delete> button. Repeat for all records. 22. Click on the Credentials tab. Each record will display separately. Click on each Credential. Make a note of the information. 23. Click on the <Delete> button. Repeat for all records. 24. To check/correct the staff member, click on the non-asterisked person. Click on the District Employment tab. If the correct employment information is not displaying, correct or add it. 25. Click on the District Assignments tab. Click on the Employment Assignments. If the correct assignments are not displaying, correct or add it. 26. Click on the Credentials tab. Click on each Credential. If the correct credentials are not displaying, correct or add it. Special Note: Repeat all steps with the rest of the letters of the alphabet. You will still need to delete the asterisked people but that should be done as a final step, after all the duplicate information is corrected. Remove Duplicate People 2006 Custom Computer Specialists, Inc. All Rights Reserved 39

46 Final Steps to Delete Duplicates 1. Navigate to Census > People. 2. The system will display the search section. Type an a and click the <Go> button. All the people whose last names start with a will display. 3. Look for your duplicates. Click on a asterisked duplicate name. 4. Click on the Demographics tab. Click on the <Delete> button to delete the duplicate name. If everything has not been deleted from this person s account, you will receive an error message similar to the following: Most of these errors will display the screen that has not been deleted. In this case, the user still had a security User Account. You will need to delete this before deleting the person. 5. Repeat steps 1-4 for all duplicates Custom Computer Specialists, Inc. All Rights Reserved Remove Duplicate People