Campus. Online Registration Processing. Student Information Systems

Transcription

1 CLARK COUNTY SCHOOL DISTRICT TECHNOLOGY & INFORMATION SYSTEMS SERVICES DIVISION EMPLOYEE BUSINESS TRAINING DEPARTMENT Student Information Systems Campus Online Registration Processing Revised: March 2017

2

3 CONTENTS ONLINE REGISTRATION... 4 I. STAFF PROCESSING... 4 A. Search Applications... 4 B. Mark Batch Applications... 5 C. Clear Batch Applications... 5 D. Mark Applications with Link Errors... 5 II. PROCESSING OPTIONS... 6 A. Review Application... 6 B. Delete Application... 6 C. UnSubmit Application... 6 D. Update Registration... 6 E. Print Application... 6 F. Post Batch Application... 6 G. Resend Initial H. Log In As Parent/Guardian... 7 III. REVIEWING APPLICATIONS - DETAIL... 8 A Review Tab... 8 A Review Tab cont B - Student(s) Primary Household Tab C - Parent/Guardian Tab D - Emergency Contact Tab E - Other Household Members Tab F - Student Tab G - Staff Approval Tab IV. OLR ADMIN AUDIT REPORTS Students Without OLR Applications Applications Without Enrollments Students With Submitted Applications... 25

4 ONLINE REGISTRATION CCSD online registration allows parents/guardians to complete one application for registration for all their children. This registration process is for students currently enrolled and new to CCSD. Note: Students who attended CCSD the previous year will have prefilled applications, if the parent uses the Parent Portal. I. STAFF PROCESSING Applications submitted must be processed by the school clerk or registrar. Registration will not be finalized until parents provide required information such as birth certificate, updated immunization records, and/or current proof of address. See register.ccsd.net for requirements. The following areas will be covered in this section. A. Search Applications Recommended browsers are Firefox, Chrome, and Safari. Navigate to campus.ccsd.net and log in using your Campus user name and password. Under the Index tab: A. Select Census. B. Select Online Registration. C. Select Staff Processing. D. Enter search criteria such as, student name, student number, application end year, status, etc. E. Select your school from the dropdown menu with any of the other filters selected. First and Last name fields are for the parents. Campus Online Registration Processing 4

5 F. Click the checkbox to Include unsubmitted applications. 1) This will allow you to search through all applications district-wide. G. Click Search Applications. Applications should then populate in a list format matching the criteria. H. Select the applicant name. Once selected, all students in the family will appear in the window above the search results. B. Mark Batch Applications DO NOT USE- THIS IS USED BY STUDENT RECORD SERVICES. C. Clear Batch Applications DO NOT USE - THIS IS USED BY STUDENT RECORD SERVICES. D. Mark Applications with Link Errors This will mark applications that have any link errors pertaining to at least one of the issues below. This error typically occurs when an existing application was started, and prior to approving and posting the application, one or more of the ID fields below have been removed or deleted from Campus. Household ID Address ID Person ID Campus Online Registration Processing 5

6 II. PROCESSING OPTIONS Once the desired application is selected, choose one of the action buttons at the bottom of the page. A. Review Application During your review of the application, ensure all areas are complete and imperative information is linked. The detailed review processes are explained later in this document. To review an applicatoin, double click on the line. B. Delete Application If an application needs to be deleted, select the application and click Delete Application. C. UnSubmit Application This option changes the status of the application, from submitted to not submitted. This removes the selected application from the list, and allows the parent/guardian to make additional changes. You may not unsubmit an application once it has been approved. D. Update Registration This option is only used for already approved applications. It allows the addition of another student in the same household that was not initially included when the application was submitted the first time. E. Print Application This option displays a PDF of the submitted application that can be printed. This is useful for additional processing and should be used to alert appropriate staff when certain choices have been made i.e., IEP, GATE, 504 etc. F. Post Batch Application DO NOT USE THIS IS USED BY STUDENT RECORDS SERVICES. Campus Online Registration Processing 6

7 G. Resend Initial This button sends a notification to the Process In Box of the users portal. It does not send an . H. Log In As Parent/Guardian This cannot be used on approved applications. Make sure you have checked the Include Unsubmitted Applications checkbox in Online Registration Search when looking for an application. After selecting the application from the search results, you will have to unsubmit the application to make changes. Log in as the parent/guardian. This logs the user out of their Campus and automatically logs the user into the parent s application and may be used to: Delete unwanted persons on application You cannot delete information that is hard linked from Infinite Campus Submit for the parent Never leave an application unsubmitted after working on it. Always resubmit. Campus Online Registration Processing 7

8 III. REVIEWING APPLICATIONS - DETAIL IMPORTANT: If a window has not appeared within a few moments, be sure to check your Start Bar at the bottom of your Desktop as it may have opened behind your current window. 1. Select the desired application (it will turn yellow). 2. Click Review Application or double click the highlighted application. Review and verify each tab carefully. Use proper case for all text corrections. Make changes to data entered that is not in proper case. Example: John Doe NOT JOHN DOE or john doe A Review Tab The default view is the Review tab. The preferred method for review is to select and review the tabs in order. As you review the pleats, use the Next and Previous buttons. When you have completed the tab, select Save/Continue. Campus Online Registration Processing 8

9 A Review Tab cont. 1. Application This feature allows the user to correct the school year of the application. New! 2. Household Connect a household on an application with a pre-existing household. By clicking Link Household, the household on the application will be linked with the selected household from Infinite Campus. To avoid linking an unrelated household to the application, make a positive connection to the families and the address. Campus Online Registration Processing 9

10 3. Home Address Always connect an address to a pre-existing address by clicking Link Address. Linking Addresses - An address needs to be linked when; An existing user applies as a new household. An entered address does not match an existing address 4. Mailing Address If a separate Mailing Address is listed, this can only be a P.O. Box. No other address can be entered. 5. Parents/Guardians Connect any persons listed under Parent/Guardian with existing people in Campus by clicking Link Person. IMPORTANT: If you do not link persons during this process, you will create DUPLICATE PERSONS! This will create two of every student, parent, and emergency contact in your school records! A. To link a person on the application to an existing person in Campus, click on the Link Person button. B. A table will appear containing all persons in Campus with the same or similar name. Attempt to match the name of the application with a name on the table by matching the Name, Address, DOB, and/or Phone. C. If you find a match name, click to highlight the line. D. Click Link. Follow the above linking procedures for Parents, Emergency Contacts, other Household Members and Students. Campus Online Registration Processing 10

11 6. Emergency Contacts Connect any persons listed under Emergency Contacts with existing people in Campus by clicking Link Person. 7. Other Household Members Connect any persons listed under Other Household Members with existing people in Campus by clicking Link Person. 8. Students Connect any persons listed under Students with existing people in Campus by clicking Link Student. 9. Print Application The optional Print the application is in PDF format. B - Student(s) Primary Household Tab Click on the tab to start reviewing the information. Campus Online Registration Processing 11

12 1. Home Phone Pleat NOTE: All areas with a red asterisk (*) are MANDATORY fields. This is the Primary Household phone number. This can be later changed by parent in Campus Portal. A. When review is complete, click Next. 2. Home Address Pleat In the Home Address pleat of the Application window, verify the address against the received Proof of Address. This address should always be linked to an address in the Campus system. If the parent did not choose an address already in the system, you will need to link to an existing address to enable the link. NOTE: Infinite Campus addresses are in UPPER CASE. Any address with small case is automatically wrong! To correct an incorrect address: A. Make note of the applicant s address. Click the Clear Address Fields button to make all of the address fields blank. B. Type the street number in the appropriate Number box. C. Type the street name with no tags (Ave, St, Blvd) in the appropriate Street box. D. You will see a drop down menu appear with addresses that match or are similar. E. Choose the correct address by clicking on it and this will populate the remaining address fields. F. Click Next. If you do not link the address and attempt to approve the application, an error token will appear, prompting you to link the address or contact Demographics and Zoning to verify the address. Campus Online Registration Processing 12

13 NOTE: Infinite Campus only accepts addresses within Clark County. 3. Mailing Address Pleat The No separate mailing address checkbox is checked as a default. If the parent should uncheck the box, a PO Box may be added. CCSD only allows PO boxes as an alternate mailing address. Click Save/Continue. 4. Housing Pleat 5. Code Of Honor Pleat 6. Educational Accord Campus Online Registration Processing 13

14 C - Parent/Guardian Tab Parent/guardian information can be edited by clicking on the Edit/Review button. At least one primary parent/guardian should be listed. Parents with completed information will be indicated with a green check. IMPORTANT: Other parents not living in the Household should be listed under Emergency Contacts. A. Select Edit/Review to access the Demographic pleat. Campus Online Registration Processing 14

15 1. Demographics Pleat Review the Demographics pleat to ensure all necessary information is included and linked. IMPORTANT: Parents are now asked to provide their full birthdate on the application. If not provided, verify and enter their birthdate from their Driver s License or provided Proof of Identity. This assists in aligning people to the correct household and preventing duplicate records. If the address checkbox is unchecked, the parent/guardian is able to add a different address. The primary household address should be tied to the primary household parent/guardian. A. Verify the proof of address documentation and make changes if needed. Using the information provided, the Campus system will check existing files to determine if the person is already in the system. B. Click Link Person to see a list of potential matches to the individual. Campus Online Registration Processing 15

16 2. Contact Information Pleat Contact Preferences only apply to addresses. The check boxes will only appear if the parent has entered an address. If the parent/guardian does not have an , the Has no box must be checked. Contact Preference boxes will only appear if an address is entered. 3. Migrant Worker Pleat 4. Impact Aid Pleat A. Click Save/Continue. D - Emergency Contact Tab Parents/guardians/stepparents that live with the student in the primary household ARE NOT Emergency Contacts. Contacts which are completed will have a green check. Those not completed will have a yellow highlight. There should be at least one emergency contact, but no more than four. If they listed more than four, remove any extra contacts. A. Select Edit/Review. Campus Online Registration Processing 16

17 1. Demographic Pleat A. Verify the emergency contact information entered. If the emergency contact is not Linked to Campus Name, then select the contact to edit and review. B. Proceed with attempting to link the person to that person within Campus by selecting Link Person. 2. Contact Information Pleat A. Verify all phone numbers given. B. Click Save/Continue. E - Other Household Members Tab This section may be used to enter children under the age of 18, residing in the household that are not attending a CCSD school. IMPORTANT: Secondary households and other siblings already enrolled/currently enrolling are NOT entered into this tab! A. Select Edit/Review. If this individual has been entered into Campus already, be sure to Edit/Review the person and follow the steps to link the person to their associated Person ID in Campus. Campus Online Registration Processing 17

18 1. Demographics A. For any household member that is entering the CCSD, check the wish to register student box. This will move the person from Household member status to student status. Information for that person will have to be entered under the Student tab. B. Select Save/Continue. F - Student Tab All students attending a CCSD school will be listed under this tab. Students with a completed application will have a green check. Those not completed will have a yellow highlight. Before moving onto the next tab, be sure that All information entered is in proper case, All students have been reviewed and their applications are completed (signified by a green check mark), All students have been linked to a person within Campus (if possible), to avoid duplication. Campus Online Registration Processing 18

19 A. Select Edit/Review. 1. Demographics Pleat A. Verify all entered information for the student. All entries should be typed in proper case. B. If the student is not linked (no blue text under the navigation button), then select Link Person. C. Select Next. This section will only appear if Kinder (OK) is selected 2. Race Ethnicity Pleat Campus Online Registration Processing 19

20 3. Student Services Pleat NEW STUDENTS ONLY It is imperative that you process the applications in a timely manner so the students can be placed in the appropriate programs. Once identified, it is important that this information is provided to the appropriate school personnel for any additional processing. Print the application and distribute it to the school staff as appropriate. Example, IEP documents should be distributed to the SEIF. 4. Language Information Pleat 5. Zoned School Pleat 6. Previous Schools Pleat Use the information listed to request student records. It contains previous year school information. Campus Online Registration Processing 20

21 7. Tribal Enrollment Pleat 8. Relationships Parent/Guardian Pleat The relationship should reflect his/her relationship to the student. Ensure contact preferences are selected. 9. Relationships - Emergency Contacts Pleat The emergency contact tab is where the student is tied to the specific contact. All students will not necessarily be tied to the same emergency contact. One Emergency contact is required. A. Relationship should be Emergency Contact. B. Select a Contact Sequence. The contact sequence should reflect the order in which this person should be contacted. Parents/guardians are typically contacted first. C. Click Next. Campus Online Registration Processing 21

22 10. Other Household Members Pleat Children living in the household but not attending a CCSD school will be listed here. Review this pleat to ensure the student(s) enrolling for school are not listed. 11. AUP Pleat 12. Release Agreements Directory Information Pleat 13. Release Agreements Media and Public Release Pleat 14. Release Agreements Electronic Transfer of Student Records Pleat Campus Online Registration Processing 22

23 G - Staff Approval Tab Staff Approval is where you will approve, deny, or place applications on hold. A. Select the New Application Status from the drop down. B. If Hold is chosen, enter a comment explaining why. C. Click Save. The updated status will be reflected in the Staff Processing tool. IV. OLR ADMIN AUDIT REPORTS Online Registration Audit Reports will assist with approving student applications. To access the reports Census > Online Registration > Audit Reports 1. Students Without OLR Applications The Students without OLR Applications report lists students from the selected year who have an enrollment in the selected year, but do not have an application in the selected year. Applications that have a status of denied are not included in this report. 1. Select the School Years to evaluate, choosing both the School Year for Enrollments and the School Year for OLR Applications. 2. Select the Schools from which to report the enrollments and applications. 3. Click the Generate Report button. The report displays in PDF or CSV format. Campus Online Registration Processing 23

24 School Year for Enrollment = Selected year reports students who have enrollments in that school year, when the enrollment record matches the selected calendar. School Year for OLR App. = Selected year reports students who have online registration applications for that school year. 2. Applications Without Enrollments The Applications without Enrollments report lists new persons added to an application matching the selected status, but the person record does not have an enrollment record created. The report will contain the student s name, number, grade level, parent name and contact information. Campus Online Registration Processing 24

25 3. Students With Submitted Applications The Students with Submitted Applications report lists existing students who have completed their online registration applications and have an enrollment record in the selected school year. Campus Online Registration Processing 25