Adding Information to Infinite Campus Adding People (Parent, Student, Emergency Contact) 1. From the Index, click Census then click Add Person. 2. Enter the search criteria on the grey screen. When searching for a person, use as little information as possible. For example, if searching for Jim Smith, only enter Smith in the Last Name field and J in the first name field. 3. Click Search. 4. Any people existing in Campus who matched your search criteria will be displayed. Use this information, or click on Details next to a person s name, to determine if there is an exact match. 5. If NO RESULTS are found, click Create New Person. 6. Enter the required demographic information using sentence case. a. Last Name, First Name and Gender are required by Campus b. If the person being added is a student, enter their Birth Date and Race/Ethnicity. c. If the person being added is a student new to Parkway, check Generate Number box. 7. Click Save. 8. If the person is NOT a student, click on their name to bring up the Demographics tab. Add any personal contact information (work, cell phone numbers, email address) provided. 9. Click Save. Adding Staff 1. From the Index, click Census then click Add Person. 2. Enter the search criteria on the grey screen. When searching for a person, use as little information as possible. For example, if searching for Jim Smith, only enter Smith in the Last Name field and J in the first name field. 3. Click Search. 4. Any people existing in Campus who matched your search criteria will be displayed. Use this information, or click on Details next to a person s name, to determine if there is an exact match. 5. If NO RESULTS are found, click Create New Person. 6. Enter the person s Last Name, First Name, Gender and Staff Number using sentence case. Click Save. 7. Click on the person s name, and then click on the District Assignments tab. 8. Click New Assignment. 9. Select the correct school and department. Enter a start date for the employee. 10. Click Save. Adding an Address 1. From the Index, click Census then click Add Address. 2. Enter the House/P.O. # in the appropriate field.
3. Click Search. 4. Review the search results. If the address appears in the list, skip to Check an Existing Address. If the address does NOT appear in the list, click New Address. 5. Enter the address information using sentence case. a. Prefix a directional indication before the street name. b. Tag the type of street such as Dr, St, Ln, Ct, Blvd c. Direction directional indication after the street name and tag d. Leave County, Location Code, Latitude and Longitude fields blank e. If the address is a P.O. Box click the P.O. Box checkbox and enter the number in the Number field. f. If the student is residing outside of Parkway, select the appropriate county and district from the drop down menus. 6. Click Save. Check an Existing Address 1. All elements of the address displayed on the search screen MATCH EXACTLY the new address. 2. Click on the address in the display window. 3. Click on the Households tab and review the list of households (if any.) 4. If a household is currently residing at the address (there is no end date on the household information tab) contact BOTH families to verify that this address is correct for the new family. The Census Wizard Assemble the Household 1. From the Index, click Census then Census Wizard 2. Enter the last name of a person to be added to the household, click Search. 3. Click on the person s name in the outline (left side of the screen.) That name will show up on the right side of the screen in the Household window. 4. Repeat steps 2-3 until all people belonging to the household show up on the right side of the screen in the Household window. 5. Click Clear Search Fields. 6. Enter the address information (Number and Street) in the appropriate fields under Address Search and click Search. 7. Click on the correct address in the outline (left side of the screen) so that it also shows up in the Household window on the right. 8. If necessary, a person or address can be removed from the Household window by clicking on the X next to it. 9. Click Continue Step 2 Edit Household Membership and Mailing
1. Enter the Household Name (the most common surname in the household) in the appropriate field. 2. Enter a phone number in the Household Phone Number fields. This number is usually a home (landline) number, but can be a cell phone if the parent/guardian wishes, so long as it can be used for primary contact. 3. Enter a start date next to the address. This start date can be the date the household is created in Infinite Campus. 4. Click the Mailing checkbox next to the address. 5. Click the Private checkbox to exclude the address information from Ad Hoc reports. This checkbox will NOT hide the address from a Campus user. 6. Enter start dates for all people in the household. This start date can be the date the household is created in Infinite Campus. 7. Click Save & Continue Step 3 Define Relationships within the Household 1. You only need to work with the STUDENT records in this section. Ignore the Parents!! 2. From the drop down menu, choose the appropriate relationship, for example, father/student or mother/student. 3. Mark the appropriate checkboxes for each relationship. a. Guardian this person is the student s legal guardian b. Mailing this person is allowed to receive mail for this student c. Portal this person is allowed to have portal access regarding this student d. Messenger e. Private this information can be excluded from Ad Hoc reports 4. You do not need to define a relationship between the parents or guardians. Those SHOULD be left BLANK. 5. Click Save & Done. This will save the data but will only refresh the screen. Define Relationships outside the Household 1. Click on the student s name in the search results (on the left side of the screen) to add non-household relationships such as emergency contacts. 2. Click on the Relationships tab. 3. Click New Non-Household Relationship. 4. Search for the person. a. If the person is not already in Campus, click Create New Person and follow the Adding People instructions above. b. If the correct person shows up in the search results, click on the name. Close the box by clicking the red x in the top, right corner. Before clicking, make sure your cursor looks like a little hand and NOT a four-point arrow. 5. Choose the best relationship from the drop down menu. 6. Enter a start date for the relationship. 7. Click the appropriate check boxes for this contact. In most cases, NONE of the boxes should be marked. 8. Repeat steps 4-7 for additional non-household relationships. 9. Click Save.
Create an Enrollment for a Student Census 1. Click on the Enroll as Student link below the student s name in the search results (left side of screen) to create an enrollment record. This link goes directly to the student s Enrollments tab. 2. Click New. 3. Select the appropriate calendar, schedule structure and grade from the drop down menus. 4. Enter the start date. This is the student s first date of attendance. 5. Make sure the student has a birth date entered. 6. Enter the service type and start status from the drop down menus. a. Primary enrollment is for the attending school. b. Partial enrollment is for a school program, such as PACE, REACH, or MOP c. Special Ed Services - 7. Enter the student s previous district and school information in the Start Comments field. This information is necessary for creating and assigning MOSIS IDs. 8. STATE REPORTING INSTRUCTIONS 9. Click Save. Maintaining and Changing Census Data Changing a Person s Identity 1. On the Search tab on the left side of the screen, type the person s last name in the box and search All People. 2. Scroll through the list of names and click on the correct person. 3. On the right side of the screen, click the Identities tab. 4. Enter the person s new name (and/or other new information.) 5. Select the effective date for the identity change, most likely today s date. 6. Click Save. 7. At the top of the screen under Identities Editor verify that the new identity is marked with an X under Current. 8. Click on the person s old name in the search results on the left side of the screen. 9. When the screen refreshes, verify that the new name (assuming the effective date is today) shows above the tabs on the right side of the screen. 10. Once the change has been made, searching for this person will either the old name or the new name will bring him or her up. Changing Contact Information 1. On the Search tab on the left side of the screen, type the person s last name in the box and search All People. 2. Scroll through the list of names and click on the correct person. 3. On the right side of the screen, click the Demographics tab. 4. Scroll down to Personal Contact Information. 5. Enter the new Other Phone, Work Phone, Cell Phone, Pager, or Email information. The phone number for the Household can NOT be changed here.
6. Click Save. Census Assigning a New Household Address 1. On the Search tab on the left side of the screen, type the Household name OR the name (last, first) of one member of the household in the box and search Households. 2. Scroll through the list of names and click on the correct household. 3. On the right side of the screen, click on the Addresses tab. 4. Click on the old address. a. Enter an End Date. b. Uncheck the boxes. 5. Click Find New Address. 6. Search for the new address by street number only. a. If the correct address appears in the list, click it. b. If the address does not appear in the list, click New Address then enter the addresses information. Click Save. 7. Enter a start date for the new address (when the family will start living at that location.) 8. Check the appropriate boxes. 9. Click Save. Splitting One Household into Two Households If the parents/guardians of a student no longer live in the same house, and the second parent will still be receiving mail for the student, a second household needs to be created. If the student will be living part time with both parents, he or she must belong to both households in Infinite Campus. Creating a New Household 1. Follow the instructions on page # for Adding a New Address and Checking an Existing Address. 2. From the Index, click Census then Census Wizard 3. Enter the last name of a person to be added to the new household, click Search. 4. Click on the correct name in the outline (left side of the screen.) That name will show up on the right side of the screen in the Household window. 5. Repeat steps 2-3 for all members of the new household. 6. Click Clear Search Fields. 7. Enter the address information (Number and Street) in the appropriate fields under Address Search and click Search. 8. Click on the correct address. It will show up in the Household window on the right. 9. Click Continue Step 2. 10. Enter the phone number for the household and all start dates. 11. Click Continue Step 3. 12. Assign relationships (if children are in the household) between the child(ren) and parent 13. Click Save & Done. Moving the Parent out of the Household 1. On the Search tab on the left side of the screen, type the Household name OR the name (last, first) of one member of the household in the box and search Households.
2. Scroll through the list of names and click on the correct household. 3. On the right side of the screen, click on the Members tab. 4. Click on the family member that is leaving the household. 5. Enter an end date for this person. 6. Click Save. Changing Household Membership for Students Household membership must be changed if the student has moved out of one household and into another, as in the case of foster care changes or full custody changes. 1. From the Index, select Census then click on People. 2. Click on the Search tab on the left side of the screen. 3. Make sure the drop down menu say All People. Type the student s name in the box (last name first) and click Search. 4. Click on the student s name. 5. Click on the Households tab (right side of the screen.) 6. Click Edit on the existing household. 7. Enter an end date for that household. This date should be when the student stops residing in that household. 8. Click Save. 9. Click New Household Membership. 10. Search for the household (on the left side of the screen) into which the student is moving. 11. Click on the household in the list. 12. Enter a start date. 13. Click Save. 14. Click on the Relationships tab. 15. Edit the check boxes to reflect the change in parental rights. 16. Click Save. Parkway Guidelines for Census The registrar will be the person responsible for household creation, maintenance, contacts, and student enrollment; however, secretaries in other departments may assist the registrar. The sending school registrar will be responsible for transferring a student in the event of an intra-district transfer. Edit authority will be given to: o Anyone performing the registrar function o Special Services o Technology o Faciliator of the Voluntary Student Transfer Program o PACE, REACH, MOP, etc. representatives.
If a change is made to the student s household or contact address or phone number, the individual making the change will send an email notice of the change to registrars at any of the household s other schools.