Training Outline - Registrars

1. Training Outline - Registrars Day One Introductions Importance of security in Infinite Campus “Discussion Points” Power Point Tools, Important Things to Note HELP!!! Student Confidentiality Enrollment Procedures Forms Start Status and End Status codes Home/Hospital Geo Codes Out of Area Transportation Codes Overage/Underage Students Home School 20 Day Attendance Reporting Calendar Student/Staff Addresses Household Flow Chart Household Information Updates How can I tell if a household has been verified? Extra time? Begin on “Day Two” material Day Two DPP Website and IC Support Website Walk through procedures in Attendance Manual Error Reports Checklists Beginning of Year procedures

2. Checklist • _________________________ • _________________________ • _________________________ • _________________________ • _________________________ • _________________________ • _________________________ • _________________________ • _________________________ • _________________________ • _________________________ • _________________________

3. Important Tools • Attendance Manual • Student Code of Conduct • Access to the FCPS DPP Support Site • Login / password to Infinite Campus Important Things to Note • There are many forms that must be notarized. It is very important that a notary is present in your building at all times! Contact Monica Napier if you need to become a notary. • Any court documents pertaining to a student should be kept on file. Please alert the parent/guardian: if a document expires, it is the responsibility of the parent/guardian to bring an updated document.

4. H E L P ! ! !

5. Student Confidentiality • When discarding documents containing student information, anything identifying a student by name, SSN, address, etc. must be shredded. • Staff may only discuss information about a student with the student’s parent/guardian. • When a request for records is received from a school/district outside of Fayette County Public Schools, always keep the original cum folder. Send a copy. Enrollment Procedures Registration requirements are listed online: www.fcps.net> Administration > Departments > Pupil Personnel > Enrollment > School Registration Requirements

6. Enrollment Procedures • The following items are required: • Birth certificate or other reliable proof of identity • ________________________________________ • ________________________________________ • ________________________________________ • ________________________________________ • Two proofs of residence • ________________________________________ • ________________________________________ • If the family owns their home and they do not have a copy of the deed, use the PVA website to verify ownership with a valid ID: www.fayette-pva.com • Bookmark this site for easy access!

7. Enrollment Procedures • Recent preventive health care exam* • Up-to-date Kentucky immunization certificate* • Proof of an eye exam (Due by _____________________) • Proof of a dental exam (Due by ____________________) • Court documents pertaining to your child, if applicable • _______________________________________________

8. District Forms – INTERNAL ONLY!

9. Start Status and End Status Codes See pages ___________ of the Attendance Manual

10. Home/Hospital • Students too ill to attend school can apply for home/hospital instruction. • Application can be found online: www.fcps.net> Administration > Departments > Student Support > Homebound & Hospital Services • Home/Hospital data is maintained by Nena Middleton at IAKSS.

11. Geo Codes • All addresses have a “Geo Code” that associates the address with a school’s area. • To check an address for placement in your school, find the street directory online: www.fcps.net/tools/street-directory Out of Area • See page ___________ of the Student Code of Conduct • Contact Jean Salley with any Out of Area questions (381-4122)

12. Transportation Codes Part of our funding is based on how far Fayette County transports a student each day. This is signified by the transportation code or “Tcode”. See page ________ of the Attendance Manual Overage / Underage Students See page ________ of the Attendance Manual

13. Home School • Parent/Guardian may educate their child at home. Before doing so the parent/guardian must: ___________________________________________ ___________________________________________ ___________________________________________ ___________________________________________ • A student may be reenrolled after home-schooling after the following has occurred: ___________________________________________ ___________________________________________ ___________________________________________ ___________________________________________

14. 20 Day Attendance Reporting Calendar • The school year is broken down into 10 months. Each month has 20 days, with the exception of month 10 which has 11 days. • See page ___________ of the Attendance Manual, and also find the latest 20 Day Calendar online: Index > FCPS DPP Support Site > Attendance > Calendar

15. Student / Staff Addresses • Addresses or Households are maintained at Central Office. • ALL phone numbers are maintained at the school level. This includes the household phone number. • See the Household Information Flow Chart online: Index > FCPS IC Support Site > Household Information > Household Information Flow Chart

16. Household Flow Chart Has the student ever been enrolled in Fayette County Public Schools? Yes No Has the student’s Household been verified? Have the parent fill out a Household Form and courier to Doug Gibson at IAKSS Yes No Print the student’s Summary Page, sign and clearly mark changes. FAX: 381-4943 • REMEMBER • You can make changes to household phone numbers • Path: Census>Home Phone • To remove a household phone number, change to all zeros • Only enter one address in the email field on personal contact information • Additional email addresses should be entered in the comments box • The only changes to be faxed are: • Household Address • Add/Delete emergency contact • Incorrect checkboxes marked on Relationships tab

17. Household Information Updates • Household forms can be found in Infinite Campus: Index > FCPS IC Support Site > Household Form • Only households that have NOT been verified need a new household form. • Other changes or additions should be made on the summary page for ONE student in the household. Please add the school name, sign and fax changes to 381-4943. • Address changes are made for the entire household. If only selected members of the household are changing addresses, please indicate this on the summary page. • Guardian information contained in the “Personal Contact Information” should be changed by the registrar at the school. (Changes should be made under Index > Census > People on the Guardian’s demographic tab, not the student’s) • Look over the household form to be sure it includes an address, phone number and is signed and dated at the bottom. • Emergency contacts must have at least one phone number to be added in IC. If the person does not have a phone number, they can be added to the “Flags” tab as a transportation flag.

18. How can I tell if a household has been verified? • Go to the Search tab; search “Household” • In the search window, type a name of any person in the household; click “Go” • Click on the household name • Look in the “Date Household Verified” field