Infinite Campus End-of-Year Training

KSIS End of Year Training, 5/1/13KSIS End of Year Training, 5/1/13KSIS End of Year Training, 5/1/13

Infinite Campus End-of-Year

TrainingKentucky Department of Education

May 1, 2013

Have a question? Post it in the Lync chat window and it will be answered during the Question and Answer period at the end of the session.

Thank you for your participation. The first presentation, SAAR Processing, begins at 9:10 (EDT).


SAAR Processing

Cheri Meadows, ManagerOffice of Administration and Support

Division of District Support


The Superintendent’s Annual Attendance Report (SAAR) provides year-end attendance information used to calculate the school district’s enrollment, membership, average daily membership (ADM), percent of attendance, home and hospital ADA and adjusted average daily attendance (AADA).

Purpose

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The SAAR includes the following information for the entire school year: race and gender count adjustments for less than full-time attendance (Partial

Day) nonresident/non-contract overage and underage virtual/performance based proficient eligible suspensions and eligible expulsions up to 10 (ten) low attendance days due to weather five (5) lowest attendance days. All information is reported by school, grade level, and by transportation code.

What is in the SAAR report?

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The SAAR is due to KDE by June 30. Districts are strongly encouraged to submit and verify their reports as soon as possible.

Due Date

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Adjusted Average Daily Attendance The AADA calculation in SAAR no longer divides grade 00 in half. Once the numbers are sent for SEEK calculations, grade 00 will be adjusted at that point.

AADA and Kindergarten RetentionIf a student is retained in Kindergarten with a 00 for the first year and a 00 for the second year, grade 00 will be adjusted for the second year also.

Adjusted AADA

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State Enrollment Overlap (Path: Student Information>Reports>State Enrollment Overlap)Enrollment overlaps occur when the begin/end dates of one primary enrollment overlap with that of a second primary enrollment record for the same student. KDE will not process a district SAAR until after all overlaps of more than one day are corrected.

Review Step: The State Enrollment Overlap report will identify these overlapping records, which should be corrected. One day overlaps are allowed and should remain within Infinite Campus with the exception of a one day overlap within the same district. Be very careful which enrollment record you end date as attendance and grades are tied to enrollment.

Record 7 – Aggregate Days Attendance and Absence

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The following slides include instructions for reviewing and cleaning records for Record 7.

Record 7

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(Path: KY State Reporting>Edit Reports>Schedule Gap Report)

This report is used to locate student schedule gaps. The report shows any days the student has schedule gaps from the enrollment begin date to the withdrawal date (if applicable).

Review Step: Correct any schedule gaps for any dates shown on this report. Correct for any withdrawn students as well, since they also affect the attendance reports.

Student Schedule Gaps

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(Path: Ad Hoc Reporting>Filter Designer>State Published)

Overlapping transportation codes need to be corrected. You will need to run this query for each school.

Note: If the Year is set to the current school year, then the search function for this ad hoc will only find students active within the current year with a T-code overlap.

Review Step: Correct any overlapping records.

Audit Overlapping T Codes

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All students should have a T code associated with their school enrollment record. Run the Missing T Code filter for each school.

Review Step: Assign a transportation code and enter a date segment for students. Transportation segments are school specific. An enrollment record at each school should have a transportation record associated with it.

Audit Missing T Codes

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(Path: System Administration> Calendar> Calendar> Periods Tab)

Review Step: Ensure no time gap from period end to period start. You need to include passing time, lunch time and recess within periods

Close Gaps in Period Schedules

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The following slides include instructions for reviewing and cleaning records for State Attendance Groups.

State Attendance Groups

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This ad hoc can be used to identify students with a partial day attendance group.

Review Step: Ensure that the setup is correct for partial day students.

Audit Partial Day

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Verify start date, start time and end time match the student’s IEP (as applicable). Further information on partial day setup is available through the Attendance Group (KY).pdf document that can be downloaded from Campus Community with Infinite Campus (user ID and password required).

Audit Partial Day - continued

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This report identifies students in any of the attendance groups. In the example, this query will return any Home and Hospital (HH) students of attendance group = HH.

Review Step: Ensure the attendance is marked properly for the HH students.

Audit Home and Hospital (HH)

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Use the Attendance Wizard to mark the student’s attendance as HH from the initial date of entry into the HH program until the end of the school year. (This prevents teachers from taking attendance for a student who is in the HH attendance group).

When the student returns to school, remove the HH attendance code using the Attendance Wizard. The student’s HH attendance group record should be end dated upon the student’s return to the regular school program via the Attendance Group tab.

Audit Home and Hospital 2

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Any student eligible for HH must be put in the HH attendance group to receive full funding through the SEEK.

Note: Districts with a separate HH only school (i.e., 998, 999 schools) must enroll every student in the HH attendance group.

Home and Hospital 3

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Home and Hospital: Example Ad Hoc Report

SSIDLast

NameFirst Name

Attendance Group Start Date End Date

2070 GOFF JOHN HH 11/14/2008 12/12/2008

Review Step: A qualifying student’s attendance is marked as HH from the start date to the end date of their participation in the HH program. Several common errors are shown in the following examples:Note 1 Example: The student John Goff has HH marked for attendance before the HH start date of 11/14/2008. Note 2 Example: The student has an end date marked as Absent < Unexcused on 12/12/2008. The correct attendance event should be HH.Note 3 Example: HH students must be served a minimum of two one-hour sessions per five (5) consecutive instructional days. Student attendance for one missed HH session during the five (5) days must be recorded as an absence of 2.5 instructional days.

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(Path: KY State Reporting>Edit Reports>Missing Enrollment End Status Report)

This report identifies students who have an enrollment with an end date but no associated end status.

Missing Enrollment End Status Report

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The following slides include instructions for reviewing and cleaning records for Record 9.

Record 9

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This report identifies students who are non-resident and have a non-contract agreement:


Review Step: Verify that non-resident students have a contract on file.

Note: The ‘Resident District’ value should be maintained by the district to indicate the resident district of any student who does not reside in the district.

Out of District/Resident Students and Non-Contract Students

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(Path: KY State Reporting>EditReports>Overage/Underage Report)

This report identifies underage/overage students for further review. Run this report for “All Schools, All Calendars.

Note: Overage students will not qualify for funding on the SAAR on or after their 21st birthday.

Overage/Underage Students

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Under Age There are two categories for Under Age students:

◦ A Grade 00 student is considered “Under Age” for the entire year if their 5th birthday occurs after October 1st of the reporting year.

◦ A Grade 01 student is considered “Under Age” for the entire year if their 6th birthday occurs after October 1st of the reporting year.

An underage student will not receive funding for the entire year unless they qualify for a waiver and the waiver checkbox is marked on the enrollment tab. This is indicated on the waiver checkbox on the Enrollment tab under State Reporting Fields. The student underage report can be used to verify that students are correctly marked for the waiver.

Over Age/Under Age Students

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(KY State Reporting>Edit Reports>Suspension Attendance Linkage) This report identifies those students who were

suspended and have invalid data because the attendance data was not entered properly to match a behavior resolution, or the behavior resolution doesn’t match attendance data for a state coded suspension.

The state suspension code SSP3 – Out of School Suspension - requires the proper associated state attendance code of S – Suspension matches exactly the date / time of the resolution. There is also the possibility that a user could input the Suspension attendance entry date without having the associated behavior resolution.

Suspension Attendance Linkage Report

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(Path: KY State Reporting>Edit Reports>Expulsion Attendance Report)This report identifies students who were expelled with state code SSP2 and have invalid data due to the attendance data not being entered properly to match the start date and/or end date/time for the behavior resolution.

The state Expulsion code SSP2 for Expulsion Not Receiving Services requires that a student have a standard attendance event for Absent / Unexcused that matches exactly the start and end date at the time of resolution.

Expulsion Attendance Report

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(Path: System Administration> Calendar>Calendar> Grade Levels)Districts may have full or half-day Kindergarten classes or a combination of both. The state of Kentucky provides funding for 50% (half) of Kindergarten ADA even if a school district chooses full day of Kindergarten. The appropriate Kindergarten code is selected from the Kindergarten Code dropdown menu:

◦ BDK: Full and Half Day Kindergarten◦ FDK: Full Day Kindergarten◦ HDK: Half Day Kindergarten

Kindergarten Attendance

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Kindergarten Attendance 2

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Calculation of SAAR AADA from IC PDF Report:

Base Aggregate Days Present (R7) + Adjustment Aggregate Days Present (R7) + Last Year’s SAAR AADA * Number of Weather Days selected – Low attendance Weather (RW) – Aggregate Days Present (R9) – Aggregate Low Attendance Days Present (RL) divided by Number of Days Taught minus 5.

SAAR IC PDF Calculation

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Record 1 = Calendar Record 2 = Enrollment/ReenrollmentRecord 3 = WithdrawalsRecord 5 = Ethnic Count (R2 - R3 = R5)Record 7 = Aggregate Attendance: ‘Base Aggregate Days Present’ Total Adjustment Aggregate Days Present’ Total = RV, RS, RX (additions to the base)RV= Proficient attendance for virtual or performance based coursesRS= Eligible suspensions (a district may receive up to 10 days for a child who has been suspended)RX= Eligible expulsions up to 175 daysRecord 9 = Noncontract Over/Under Attendance: ‘Non Contract Aggregate Days Present’ is the amount of attendance for a student who was overage or underage that will be deducted from base (subtraction from the base).Record H = Home/Hospital: Already included in base attendance (R7). RH record comes to KDE for the Home and Hospital ADA calculation. This is a funded separately.Record L = Five Low Attendance Days: ‘Aggregate Low Attendance Days Present Total’ (subtraction from base). Record L equals the aggregate days attendance for the five (5) lowest attendance days district-wide, when all schools are in session. This information reduces the total aggregate days of attendance and the number of days taught prior to the calculation of average daily attendance (ADA).Record W = Ten Low Weather Attendance Days: ‘Aggregate Low Weather Attendance Days Present’ (addition to the base). The SAAR report reflects Full AADA with the no adjustment made for kindergarten. The aggregate day’s attendance for both kindergarten and P-12 for each of selected number of low weather attendance a days will be replace by last year’s kindergarten and P-12 AADA.

SAAR IC PDF Calculation

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Ethnicity Count Records 2 minus Record 3 = Record 5 SAAR Record 2 (Enrollment + Reenrollment) SAAR Record 3 (Withdrawals) SAAR Record 5 (Ethnicity Count)

Formula: Entries + Re-entries – Withdrawals = Ethnicity Count

Review step: Run Records 2 and 3 of SAAR (PDF, All Calendars, Leave Date Range Blank)

Quality Review and Assurance

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Enrolled Days vs. Scheduled Days There are several scenarios when students enrolled days do not match their scheduled days. These include:

◦ Partial Day (Not fully funded)◦ Virtual or Performance Based (School districts with

Virtual and Performance based students do not receive attendance credit until a final grade of ‘P’ or ‘Pass’ is entered.)

◦ Early Release Days: scheduled minutes will be less than student day minutes.

◦ Schedule Gaps◦ Students without a full schedule (e.g., fifth year

senior)

Quality Review and Assurance 2

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TruancyThe ADA/ADM ‘Truancy mode’ should equal ‘Funding mode’ for students who have a full schedule. Students without a full schedule are funded for the part of the day that they are scheduled.

PDF AADA ReportUse the AADA_PDF_Calc_12-13.xls spreadsheet.

Quality Review and Assurance 3

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Several SAAR reports have detail reports that provide additional information. The reports use the same selection criteria, attendance calculation and business logic as the primary records, but provide additional information at the student level to aid in troubleshooting and analysis. The detail reports provide school-level listings of individual students who appear on the corresponding SAAR records.

Detail reports can be run by selecting the “Detail” option in the extract editor for any of the following records: RV, RS, RX, R9 and RH. (For detail-level information on R7, refer to the ADA/ADM Detail report.)

Detail reports respond in the same manner as their primary records of SAAR for all extract editor features: ad hoc, grade, calendar select, school month selection, and date range.

SAAR Detail Reports

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SAAR Detail Reports 2

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R9 Over Age/Under Age Detail Students appear on the R9 detail report when they meet the criteria for the Over Age/Under Age sections of Record 9 (Non-Contract Over/Under Attendance). R9 Non contract Detail Students appear on the R9 Non Contract detail report when they meet the criteria for the Non Contract sections of Record 9 (Non-Contract Over/Under Attendance). RH Detail Students appear on the RH detail report when they meet the criteria for Record H (Home-Hospital Attendance). The detail report provides a student-level summary of attendance data using the same criteria and calculation as the primary record, Record H. RV Detail Students appear on the RV Detail report when they meet the criteria for Record V (Virtual/Performance). The detail report provides a list of students who are proficient. RS Detail Students appear on the RS Detail report when they meet the criteria for Record S (Suspension Aggregate Attendance). The detail report provides a student-level summary of attendance data using the same criteria and calculation as the primary record, Record S. RX Detail Students appear on the RX Detail report when they meet the criteria for Record X (Expulsion Aggregate Attendance). The detail report provides a student-level summary of attendance data using the same criteria and calculation as the primary record, Record X.

SAAR Detail Reports

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The District Daily Attendance Report should be used to determine low attendance weather days. (KY State Reporting > SAAR Report > District Daily Attendance)Example: Previous Year AADA = 1845.705

District Daily Attendance Report

After the five (5) lowest attendance days are deducted, a district may request an adjustment for up to ten (10) additional days when district attendance was low due to weather-related conditions if all schools were in session. The district average daily attendance on these dates must be lower than the prior year average daily attendance ADA for the adjustment to be approved.

If the district’s request is approved, the aggregate attendance for each day is deducted and replaced with prior year average daily attendance (ADA), prior to calculating the district’s ADA. A district must keep documentation in the central office supporting the weather-related conditions that impacted attendance.

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The records below will not be available when the ‘state format fixed width’ (text file) is run. The records will be populated on R7 under the column ‘Adjusted Aggregate Days’. All are additions to the base.

Record V = Virtual: Virtual Proficient Aggregate Attendance Days’ attendance for students who receive a proficient (pass) grade are populated on this record.

Record S = Suspended: Eligible (10 day) Out of School Suspension Aggregate Absent Days (SSP3) attendance for students who have been suspended appear on this record (up10 days per student).

Record X = Expulsion: ‘District Eligible Expelled Aggregate Absent Days (SSP1 + SSP2) attendance for students who have been expelled appear on this record, up to 175 of eligible expulsion per student

District Daily Attendance Report 2

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Creating the SAAR State Format Fixed Width

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Steps:

1. Extract Format should be set to State Format (Fixed width)2. Select Date Range and leave the date range blank3. Report Types should be marked as All Reports4. Enter in last year’s SAAR AADA (relative for low attendance weather

days and nontraditional instructional days)5. Select Calendars should be marked as All Calendars6. Generate Report7. File name should be saved as SAARXXX.YY (XXX = District Number,

YY= School Year) Example: SAAR301.138. Submit file to KDE. The same process as listed above should also be completed to generate the SAAR PDF for verification purposes. The SAAR PDF should be generated immediately following the SAAR State Format report. If the SAAR PDF is completed at a later time, the information on the two reports may not match. Select the Extract Format as PDF with no other changes and generate the reports. Save these reports in the event they are needed for comparison purposes.

Creating the SAAR State Format Fixed Width

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Each district’s SAAR State Format file is submitted via a Website link on the KDE Web site at: http://odss.education.ky.gov/saar/

Submission of the SAAR to KDE

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http://odss.education.ky.gov/saar/


The file is submitted and goes through the error check process.Any errors found are listed on the page.

Errors must be corrected before the submission process is complete. (School district personnel may consult with Steve Young, the KDE SAAR contact person for questions regarding errors.)

Submission of the SAAR to KDE 2

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Once errors are corrected the submission process is completed via the KDE Web site.


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Once your file is submitted it is reviewed at KDE. Your district will be contacted if KDE finds any discrepancies. KDE will send the SAAR Summary back to you for verification. Once all districts have sent KDE an official email message verifying their SAAR the process is complete.


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Error GuideA SAAR Error Check document is available from the KDE SAAR file submission Web site.http://odss.education.ky.gov/saar/

Common errors are listed on the slides that follow.


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http://odss.education.ky.gov/saar/


Record 1 Error codes:("Calendar beginning date cannot be blank")("Calendar ending date cannot be blank")("Calendar holidays greater than 4")("Calendar disaster days greater than 0") – Use of disaster days must be approved.("Calendar total days less than 185")(“Sum of calendar days not equal to total days") Record 2 Error codes: ("Entries + Re-entries - Withdrawals not equal to total of Males and Females in Record 5) Record 3 Error codes: ("W17 count that is not Grade EL (00) “) Record 7 Error codes: ("No matching Record 2 (enrollment) for this Record 7 (attendance/absence)") ("No matching Record 1 (calendar) for this Record 7 (attendance/absence)") ("FD, BD, or HD used for grade that is not EL (00)") Record 9 Error codes: ("Non-contract student count entered without attendance") ("Non-contract attendance entered without student count") ("Over/underage student count entered without attendance") ("Over/underage attendance entered without student count")

Record L Error codes: ("Number of low attendance days not equal to 5") Record W Error codes:("Number of weather related low days greater than 10") Record H Error codes:(“Home Hospital attendance entered without student count”)(“Home Hospital student count entered without attendance”)(“Home Hospital days taught greater than days taught on Record 1”)

Submission of the SAAR to KDE – Common Error Codes

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KDE is available for questions during the SAAR submission process. Please contact Steve Young at 502-564-5279 or via email at [email protected] for information and assistance.

KDE Contact Information

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mailto:[email protected]


Thank you for your participation. The next presentation, Calendar Wizard, begins at 9:45 (EDT).


KDE Calendar Setup Guide

and Using the Calendar

WizardGarnetta Barnette

Office of Knowledge Information & Data Systems Enterprise Data


The calendar for a school contains data elements critical for enrollments, attendance (and hence ADA), as well as scheduling and grading periods used for a school.

It is important to make sure all information for the calendar is correct once the roll has been executed.

Correct Calendar Setup is Critical

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School YearsPath: System Administration > Calendar > School Years


Path: System Administration>Calendar>Calendar WizardCalendar Wizard has 3 modes that can be selected. Wizard steps will be different based on mode selected:

o Create blank calendars creates a calendar with start and end dates but the grade levels, terms, periods and days of the calendar must be manually defined. o This option should be used if there is a new school in the district. It will only create a calendar frame (start

and end dates). Courses, grading tasks, standards, calendar terms and schedule structures will not be rolled forward and will need to be created manually.

o Create new calendars by rolling forward selected data creates a calendar with user-defined start and end dates but data elements associated with the source calendar may be selected to copy forward. o This option rolls all related data in the existing calendar into the new calendar.

o Copy data into existing calendars may be used in two ways. The first mode allows a user to copy data elements forward that were overlooked in the “rolling forward selected data” mode. The second mode allows a user to synchronize one school’s calendar of instruction/non-instructional days and school months to another. o This option is used when a district has multiple calendars in the same year or if the district has already set

up one calendar and wants to copy that data to other calendars. This is often used for days and day events.

Using Calendar Wizard

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Select Rolling Forward Mode (second radial button). Select Next. Select school year for new calendar (defaults to next year, i.e., 13-14). Select how calendar should be named using the Name Template Dropdown. The

field may be used to add additional information (such as school number) at the start of the calendar name.

Enter start date for the calendar in the date field OR use the calendar button to select the first day of the calendar. (July 1st of the start year)

Enter an end date for the calendar in the date field OR use the calendar button to select the last day of the calendar. (June 30th of the end of year)

Select the calendar or calendars to be rolled forward (i.e., 12-13) Select Next. Select the items that should be rolled forward by checking the checkbox next to

the item. Select Run Wizard. A progress window will then display as elements are copied/rolled forward. Once created and copied, the calendar’s Term Dates, as well as the Instructional

Days, will need to be defined for the new calendar.

Create Calendar Using Roll Forward

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Calendar Wizard

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It is important to make sure that all information for the calendar is correct once the roll forward has been executed.

Select the appropriate year in the dropdown menus on the Campus toolbar.

Path: System Administration > Calendar > Calendar

Calendar Setup

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The first tab includes user-defined fields that set how the calendar will work for attendance and state reporting.

The Start and End Date are bookends that define the range of days in which all instructional days for a school year will occur (based on fiscal year).

If the calendar is being used to store data for a program that is not state reported, check Exclude to remove data associated with the calendar from state reporting extracts.

If enrollments will be determined by the School Choice application processing tools, check School Choice.

Calendar Tab

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If the entire school is designated as Title 1, select the type in the dropdown.

Require Student Assignment is used as part of the School Assignment Processes available in Infinite Campus. If enrollment in this school is determined in part by these tools, check this box.

Comments are seen on this screen only. The system will append the timestamp of when the calendar was created in this field by default.

When finished making changes, select Save.

Calendar Tab (cont.)

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The Grade Levels tab defines the values possible to use when entering a student’s enrollment; being tied to a calendar allows a district to re-align grade levels to different schools in different years.

Sequence is incredibly important – this sequence is what will determine where students are going to be rolled to (9th to 10th, 10th to 11th, 11th to 12th, etc.). If the sequence is not set-up correctly, students will not be able to be rolled properly. All grades must use the sequence defined in the Data Standards.

Grade Levels

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KDE recommends having one structure per calendar if possible.

A Schedule Structure holds the elements that define the divisions of the year (terms), the daily schedules used in a school, and the instructional days a school is in session.

If a group of students within a school have their year divided into different terms, have a different fundamental arrangement of their day, and/or have different instructional days than the rest of the students in the school, the school’s calendar may have multiple schedule structures to hold that information.

Schedule Structures

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Creating multiple schedule structures will add an additional dropdown to the Campus toolbar to select the structure within which the user is working.

Terms, Period Schedules, and Instructional Days will need to be set up in each schedule structure. In addition, grade levels will also need to be defined for each structure.

Schedule Structures (cont.)

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A “term” is a division of the year. Term dates will always need to be defined once a

calendar roll has been performed. Select the Term Schedule by clicking on its name (you

may name each term as you like). Define the dates for the starting and ending of days of

the term. These dates are used in conjunction with attendance and due dates in the Campus grade book; teachers can still enter scores and term grades outside of these dates.

Days must be concurrent from one term to the next. Enter the dates in MM/DD/YYY, MMDDYY, or MM/DD/YY

format, or use the calendar icon to select the date. Select Save Term Schedule/Terms when finished.

Terms

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Periods define the units in a student’s day for scheduling and the number of minutes in each period. A calendar needs to have at least one period schedule; if students attend different classes on different days (such as an A/B day rotation or modified block schedule), multiple period schedules can be created.

Once rolled and created, the period schedule must be edited to include times for ADA calculation. To edit a period schedule, select the schedule to be edited in the edit list. Campus will calculate the number of instructional minutes and school day minutes once the period schedule has been saved.

The name of the schedule can be changed if desired. The sequence of the period is used by the day rotation

wizard. Each period schedule should have a different sequence.

Periods

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The period start and end times should reflect the amount of instructional minutes and the school can count in the selected period. Kentucky allows 5 minutes passing time to be included.

If passing time exceeds 5 minutes the additional time must be entered in the non instructional time column.

If the period includes a lunch break for students, enter the length of the lunch break in the non-instructional time column.

If the period should not be counted in the total number of instructional minutes (as in the case of an activity or placeholder period), check the non-instructional period box.

Standard Day should be checked for all periods that are going to be counted towards instructional minutes for a student’s day.

If additional periods are needed, click Add Period. When finished, select Save Period Schedule.

Periods (cont.)

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The Days tab is used to set which days during the year are instruction and attendance days and also which period schedule is used on a particular day if the school has multiple period schedules.

The three checkboxes on the day determine the day’s context in the calendar for state reporting:

◦ The school day checkbox indicates that the day counts as an official school day.◦ The Instruction checkbox indicates that students were present in classes and

receiving instruction.◦ The Attendance checkbox indicates attendance should be saved for that day.

The duration field is used for state reporting (half days, or shortened days).

Day Events may be used to convey information about events to the calendar on the Parent Portal.

The calendar sPeriodshould have the required Day Events per 702 KAR 7:140 and KRS 158.070.

Days

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http://www.lrc.ky.gov/kar/702/007/140.htm

http://www.lrc.ky.gov/krs/158-00/070.PDF


Must have a minimum of 4 days of the school term for professional development.

A maximum of 4 days of the school term may be used for holidays.

The Third Monday of January must be closed in observance of the birthday of Martin Luther King, Jr.

Make Up Days-Local school districts shall plan appropriately for the make-up of instructional time missed due to emergency. In addition to the minimum 1,062 hour instructional term, the school calendar shall include days equal to the greatest number of days missed system-wide in the local school district over the preceding five (5) school years.

An Opening and Closing date can be marked but is not required.

Required Calendar Days

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The Day Reset, by default, will reset the regular instructional days (Monday-Friday) but may be used to set weekend days as well, as in the case of Saturday school calendars or residential schools that take attendance on weekends

Enter the start date and end date of the day range to be reset.

Select the days that should be included as instructional, school, and attendance days.

Select Create Days.

Day Reset

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Copying Days and Day Events from One Calendar to Another

Once calendars have been rolled from one school year to the next using the Calendar Wizard, there is a way to copy Days and/or Day Events between matching calendars.

This will save a lot of time; schools will not have to create their Day Events (holidays, make-up days, professional development days, etc.) in each of the school calendars.

It is possible to go back and roll data elements that have not already been rolled, or were left out when calendar data was rolled, but ONLY if you have not started to manually create the data.◦ For example: if I did not roll sections and starting manually adding sections

to courses, the Wizard will not allow me to go back and roll those sections.

Calendar Wizard Tricks – Day Events

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Break Days (K) - extended days out of school such as fall, winter and spring break.

Holidays (H) - designated holidays. A maximum of four days of the minimum school term may be designated as holidays. Dates designated as “H” in the calendar should be on the actual holiday dates.

Make-Up Days (U)-dates designated for makeup of instructional time missed. The number of days indicated must equal the greatest number of days missed over the past five (5) years. Each instructional day made up on the school calendar must reflect the instructional minutes being provided on that day. Make-up days should be reflected only in the district’s original calendar.

Opening (O) and Closing (C) Days Indicate the opening and closing dates (activity planning). Opening days occur prior to the first instructional day and closing days occur after completion of the instructional term. Opening and closing days are optional and can be included in the calendar through local board approval.

Professional Development (P) indicates dates designated for professional development. A minimum of four (4) professional development days are required.

Planning Days (G) are additional teacher working days used for the purposes of planning, parent/teacher conferences and optional.

Day Events

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If you want to copy Days from one school calendar to another, those schools must have the same terms (quarters to quarters, semesters to semesters, etc.). The term Names, Dates, and Sequences, must

also match the schedule structure name. A Day Reset must be completed for each school

calendar before the Days can be copied.◦ Path: System Administration > Calendar > Calendar >

Days Tab > Day Reset. Open the Calendar Wizard.

◦ Path: System Administration > Calendar > Calendar Wizard.

Calendar Wizard Tips – Copying Days

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Select the “Copy data into existing calendars radio” button.

Click the Next button. Select the “Overwrite Terms/Days” radio button. Click Next. Choose the calendar you want to copy from (source

calendar), as well as the calendar(s) you would like to copy to (destination calendar).

Click Next. Select the Days checkbox and click Run Wizard. When Days are copied, box will say Complete and

summarize what was copied.

Calendar Wizard Tips – Copying Days (cont.)

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If a calendar has multiple period schedules (A/B rotation or a modified block), a Day Rotation Wizard will be used instead of the Day Reset. This wizard will set particular schedules on days according to the pattern set up in the wizard.

Enter the start and end date for the range of days to run a rotation.

Select the Rotation Type. Select the period schedule on which to start the rotation. Enter the number of days that should be one particular

period schedule before changing to another period schedule.

Select Assign Rotations.

Day Rotation

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The multi-day event can be used to record day events that span a range of days, such as Spring Break or the winter/holiday break.

Enter the date of the first day of the event. Enter the date of the last day of the event,

paying special attention to the year selected. Select the Type of event. Select if the days are Instructional,

Attendance-taking, and/or school days. When finished select Save Multi-Day Event.

Multi-Day Event

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The Overrides tab of the calendar is used in conjunction with School Choice with Student Assignment.

School Choice functionality is designed for students to submit applications to competitive application school, such as magnet schools.

Student Assignment is used in larger districts in conjunction with School Choice to limit the choices available to a student to particular schools within the district.

Overrides

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School months cannot/do not roll forward from year to year – you will need to enter the dates for each school, for each year. The ability to copy school months was recently added through the calendar wizard. This functionality should assist in copying school months. ◦ After rolling the calendar forward, set up one calendar with appropriate

dates for school months then use the copy wizard. Calendar wizard>Copy data into Existing Calendars> Copy School

Months data> Select Destination Calendar (Users can Select Multiples)

◦ If further assistance is needed with this tool than a support case should be submitted.

◦ The link to this tool on Campus Community and the system path: https://community.infinitecampus.com/kb/pages/viewpage.action?pageId=8127224

Gaps in school months: check your month ranges to make sure there are no gaps in the school months.

Make sure there are at least 20 days in all school months excluding month 10.

School Months

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https://community.infinitecampus.com/kb/pages/viewpage.action?pageId=8127224




Campus Community has online resources that are very helpful with setting up calendars and using calendar tools.

End of Year Calendar Documentationhttps://community.infinitecampus.com/kb/display/DOC/Calendar

Hands-On Virtual Labs for Calendar Setuphttps://community.infinitecampus.com/kb/display/DOC/Hands-On+Virtual+Labs

Tool Rights for Calendarhttps://community.infinitecampus.com/kb/pages/viewpage.action?pageId=10879583

Calendar Reportshttps://community.infinitecampus.com/kb/pages/viewpage.action?pageId=12519120

Campus Resources

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https://community.infinitecampus.com/kb/display/DOC/Calendar

https://community.infinitecampus.com/kb/display/DOC/Calendar

https://community.infinitecampus.com/kb/display/DOC/Hands-On+Virtual+Labs






KDE Field Staff – Setup, Review and Approvalhttp://education.ky.gov/districts/enrol/Documents/FieldStaffFinDOPT2012-13.pdf

Field Staff SupportLori Davis [email protected]: 502-564-5279

Garnetta Barnette [email protected] Phone: 502-564-2020 x 2474

KDE Contacts

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http://education.ky.gov/districts/enrol/Documents/FieldStaffFinDOPT2012-13.pdf

http://education.ky.gov/districts/enrol/Documents/FieldStaffFinDOPT2012-13.pdf




Thank you for your participation. The next presentation, SEEK At Risk, begins at 10:30 (EDT).


SEEK At Risk ADM

Samantha EngstromOffice of Administration and Support

Division of District Support


• Section 1(1) "At-risk student amount“ means 15% of the per pupil guaranteed base funding amount calculated pursuant to KRS 157.360 times the sum of the average daily membership of students approved for free meals the prior fiscal year and the number of state agency children served pursuant to KRS 158.135.

• Section 2 (h) The prior year average daily membership of students approved for free lunch reported through the student information system

SEEK Funding Formula

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Receive an email in MAY containing a link to the SEEK At Risk ADM report with a request to review your data.

Receive a final email in JUNE with the SEEK At Risk ADM number that is pulled from the Data Warehouse (District Edition) with instructions to verify your data.

Contact me (Samantha Engstrom) by June 30 to let me know your SEEK At Risk ADM data is final.

Expectations for 2012-2013 Data

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Only FREE Lunch status is used for SEEK At Risk.

At Risk data is extracted from the Infinite Campus State Reporting database on the last working day of June each year for use in the SEEK calculation for the upcoming year.

Average Daily Membership (ADM) - Aggregate days membership of pupils in a public school, divided by the actual number of days the school is in session.

Facts About SEEK At Risk

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The Food Service Director receives Direct Certification (DC) student data and processes it into FRAM. The FSD enters data on other students that are automatically qualified for FREE lunch, including children who are foster and homeless. The FSD knows which students are FREE at all times.

All data belongs to the district and should be monitored in the district for accuracy.

The best way to check the data is to work with the district FSD.

Facts About SEEK At Risk

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If a student has multiple enrollments with free lunch status during the school year, the free lunch ADM will be given for each enrollment.

If a district makes any changes to their At Risk data between the time of the email notification in MAY and the end of JUNE they need to contact KDE.

SEEK At Risk ADM Tips

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Run the SEEK At Risk ADM Report for SY12-13. This will give you a

full list of your students.

Upon receiving your numbers to verify…

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KSIS End of Year Training, 5/1/13KSIS End of Year Training, 5/1/13KSIS End of Year Training, 5/1/13 86


Check the student count at the bottom of the report

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Run report in CSV

Filter

Finding potential problems…

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Verifying Enrollments

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At Risk – verifies enrollments

FRAM – identifies students as free

At Risk vs. FRAM (simplified)

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KDE recommends running the SEEK At Risk ADM Report once a month to ensure current, correct data.

Easier to check the numbers for accuracy and will make for an easier End of Year for 13-14

For the year ahead…

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Samantha [email protected](502) 564- 5279

Cheri Meadows [email protected]

(502) 564-5279)

Contacts

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Thank you for your participation. The next presentation, School Health Data, begins at 11:00 (EDT).


Troubleshooting End of Year School Health

DataKaren Erwin, Education School Nurse Consultant

Office of Administration and SupportDivision of District Support


Understand purpose of school health data entry and reports;

Understand how to correctly enter school health data; and

How to troubleshoot school health data reports.

At the end of the session, school district student services staff will:

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To fulfill requirements of KRS 156.501 (1) (c ) KDE will “facilitate statewide and local data

collection and reporting of school health services;”

Provide statewide information on health services being provided in Kentucky schools; and

Provide information for statewide and national stakeholders, when requested.

Why Collection of School Health Services Data is Important

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• Schools need to be aware of students with a chronic health condition to better service the student and reduce barriers to learning

• Assist in planning programs for school health coordinators and school nurses

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Why Collection of School Health Services Data is Important (cont.)


School Preventative Health Exams: Initial entry and 6th grade

Vision Exam for Initial Entry Dental Exam or Dental Screening Immunization Certificate Health Conditions Health Alerts Vision and Hearing Screenings (No Scoliosis Screenings)

Health Data to be Entered

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• Optional- Cumulative Health Record Documentation including Medication Administration and Health Room Visits Documentation (702 KAR 1:160, July 1, 2012)

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Health Data to be Entered (cont.)


Preventative Health Exams1. Initial Entry-may accept Head Start or

Preschool Exam, 2. 6th Grade- may be no earlier than 1year

prior to entering 6th grade 3. Preventative Health Exams must be

turned in by October 15 of current school year.

Students repeating Kindergarten or 6th grade are exempt.

Deadlines for School Forms

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Must be completed no later than January 1 of the first year a 3,4,5 or 6 year old enrolls in a Kentucky public schools

(Child may have vision exam as early as when enrolled in Preschool, as long as they are at least 3 years of age.)

Vision Exam

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Must have proof of exam or screening no later than January 1 of the year the student is age 5 or 6 and enrolled for the first time in a Kentucky public school.

Child may be 4 years of age when exam is performed as long as the child turns 5 years of age by December 31 of the same year

Preschool dental screenings will not count unless performed after January 1 of year child enrolls in kindergarten

Dental Exam or Screening

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July 1, 2011 KDPH updated immunization requirements for Kindergarten and 6th grade

KDE no longer requires individual shot data to be entered but school districts may choose to still enter this data

KDE EOY Data will only look for 1. Certificate Expiration Date2. Certificate Type (Provisional, Standard,

Medical or Religious)

Immunizations

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KDE does not require KSIS data entry for Sports Physicals.

Rules for sports physicals are set by KHSAA.

Sports Physicals

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The Health Conditions & Alerts, Student Immunization and Screening information will be extracted by KDE (no district submission required).

Data should be cleaned up and ready for extraction by June 1st.

KDE EOY Health Reports

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Students with a chronic disease may also experience chronic absences.

Schools need to be aware of all students with a chronic health condition to better service the student and reduce any barrier to learning.

All students with a documented chronic disease should be entered into the health condition section with the appropriate health condition code.

Clarification on Entering Health Conditions and Health Alerts

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Follow instructions in the End of Year Kentucky Health Data Document, 2012-2013

Pay close attention to screen shots –this will avoid data error in reports

How to Correctly Enter Health Data

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Any chronic health condition that does not require a daily scheduled action, but potentially could require an emergency action/medication (if the emergency occurred) should also be entered on the Health Condition tab and the display flag box checked

Examples: Student known to have rapid heart rate but no daily meds @ school: Enter appropriate health condition and in user warning box “no meds taken at school, call parent” OR “history of asthma, no inhaler at school”Communicating information to teachers:

You may continue to use the General Campus Medical flag for non-health services information to notify teachers, such as “wears glasses.”Information placed in General Campus Medical flag will NOT be included in the Health Condition Summary report.

Entering Health Conditions

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Medical Flags on the Student Information Tab are not the same as the on the Health Tab

To “erase” the Medical Flag from the Student Information Tab so that it will no longer be seen, add an end date on the Flags tab.

Medical Flag will disappear from student’s profile.

DO NOT END DATE HEALTH CONDITIONS FLAGS.

Medical Flags

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112


System Administration System Administration>Preferences>System Preferences

Set both Flag Health Conditions and Default Health Conditions to “yes.”

Setting Up a Health Condition Flag

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Path: System Administration > Health > Condition List

Select Health Condition to

be Flagged

Flagging a Health Condition

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115


https://community.infinitecampus.com/kb/display/DOC/ConditionsFor More Information – IC Video

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https://community.infinitecampus.com/kb/display/DOC/Conditions




KSIS Health Data EOY Documentation:http://education.ky.gov/districts/SHS/Documents/KSIS%20Health%20Data%20Entry%20School%20Year%202012-2013%20Final%20419.pdf

Lori Davis: [email protected] Erwin: [email protected]: 502-564-5279

Contact Information

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http://education.ky.gov/districts/SHS/Documents/KSIS%20Health%20Data%20Entry%20School%20Year%202012-2013%20Final%20419.pdf








Thank you for your participation. The next presentation, Safe Schools, begins at 12:30 (EDT).