Student Information + Applications

Student Information + Applications is part of the APS Data and Information Group, leads the production, ongoing development, and maintenance of a suite of APS information storage systems, inclusive of Infinite Campus, oversees the input of accurate and complete student data to ensure the appropriate funding of educational programs and to promote instructional continuity, communicates information systems policies, conducts training, and plays a key role in state reporting.

Director, Student Information + Applications, Barbara Sylvester

Click the picture to the left or the link above to view the previously recorded meeting.

Student Information + Applications Events

Student Information + Applications Updates

AUGUST 2021 Newsletter

Student Information + Applications: DAY ONE Update 8/19/2021

No Shows

Students who have not attended at least 1 day of school should be No-Show’ed by the designated staff member on 8/19/2021 by 3 PM with an end date of 8/5/2021. It is expected that ALL students who are not in attendance for first ten days of school will be No-Show’ed. Please DO NOT No Show a student who has an enrollment line at Atlanta Virtual Academy (AVA), Phoenix or ACCA without first consulting with the secondary school to confirm that the student has not been in attendance.

*Rremember once a student is withdrawn or No-Show’ed they will not have access to their APS student logins. That would prevent the student from logging into APS Chromebooks or instructional applications like MyBackPack.

High School Athletic Rosters

As you know, in order to be in compliance for federal reporting to OCR, athletic rosters for students participating in interscholastic sports must be entered into Infinite Campus for fall and spring sports.

Please verify that your 2020-2021 rosters are correct in Infinite Campus by 4pm Friday, 8/20/2021. The steps for processes noted above can be found under the Registration/Enrollment and Athletics Links.


Student Information + Applications: DAY ONE Update 8/18/2021

It’s DAY 10 and all schools should be submitting a Headcount today by 12 noon.

Headcount (8/6, 8/11 and 8/18)

On Days 2, 5, and 10 (Friday August 6th, Wednesday August 11th, and Wednesday August 18th) the district will conduct Live Headcounts of all students. Teachers should use a printed roster provided by the school to verify ALL students present in the classroom during the indicated time. Elementary schools will conduct the headcount during homeroom and middle and high schools will conduct headcounts during the class period that is in session at 10:00 AM and submit through the Day 1 Headcount Site (http://tinyAPS.com/?day1) by 12 noon. Instructions can be found here.

*In addition to the Live Headcount, schools will also submit the number of students in each grade level participating in instruction remotely due to a Covid Quarantine. Schools will only count students who are present in the building or not in attendance due to a confirmed Covid exposure.

----Please do not enter the same numbers in both rows----

No Shows

Students who have not attended at least 1 day of school should be No-Show’ed by the designated staff member on 8/19/2021 by 3 PM with an end date of 8/5/2021. It is expected that ALL students who are not in attendance for first ten days of school will be No-Show’ed. Please DO NOT No Show a student who has an enrollment line at Atlanta Virtual Academy (AVA), Phoenix or ACCA without first consulting with the secondary school to confirm that the student has not been in attendance.

*Rremember once a student is withdrawn or No-Show’ed they will not have access to their APS student logins. That would prevent the student from logging into APS Chromebooks or instructional applications like MyBackPack.

High School Athletic Rosters

As you know, in order to be in compliance for federal reporting to OCR, athletic rosters for students participating in interscholastic sports must be entered into Infinite Campus for fall and spring sports.

Please verify that your 2020-2021 rosters are correct in Infinite Campus by 4pm Friday, 8/20/2021. The steps for processes noted above can be found under the Registration/Enrollment and Athletics Links.


Student Information + Applications: DAY ONE Update 8/11/2021

HEADCOUNTS DUE TODAY.

It’s DAY 5 and all schools should be submitting a Headcount today by 12 noon.

Headcount (8/6, 8/11 and 8/18)

On Days 2, 5, and 10 (Friday August 6th, Wednesday August 11th, and Wednesday August 18th) the district will conduct Live Headcounts of all students. Teachers should use a printed roster provided by the school to verify ALL students present in the classroom during the indicated time. Elementary schools will conduct the headcount during homeroom and middle and high schools will conduct headcounts during the class period that is in session at 10:00 AM and submit through the Day 1 Headcount Site (http://tinyAPS.com/?day1) by 12 noon. Instructions can be found here.

*In addition to the Live Headcount, schools will also submit the number of students in each grade level participating in instruction remotely due to a Covid Quarantine. Schools will only count students who are present in the building or not in attendance due to a confirmed Covid exposure.

----Please do not enter the same numbers in both rows----


Student Information + Applications: DAY ONE Update 8/3/2021

Upcoming Events

8/5 – DAY ONE for traditional APS schools

8/6 – 1st Headcount due by 12PM

8/11 – 2nd Headcount due by 12PM

8/18 – 3rd Headcount due by 12PM

8/19 – Complete No Shows (Any student who did not attend in person for at least 1 day)

Delete button removed from Walk-In Scheduler

8/20 – All new students will be claimed to get GTID, please monitor demographic data

KK students will be uploaded into the GKIDS system

SLDS data will be available for any newly enrolled students without GUIDE errors

Attendance

Attendance will be taken in Infinite Campus the same as in years past (please see attached doc for more details). It is imperative that teachers take attendance in Infinite Campus beginning on the first day of school. Elementary teachers should take attendance in their Homeroom classes, and Middle and High School teachers should take attendance for each period. All students who are not in attendance and who are not Quarantined should be marked absent.

Teacher attendance must be entered daily, and previous days cannot be updated/modified by the teachers. Attendance Help is available, on the SIS Website.

*Please note teachers can only take attendance if they are attached as a Teacher on the Staff History tab in Infinite Campus. Please make sure all teachers are attached to their classes in Infinite Campus prior to 7AM on August 5th.


Below are the attendance codes related to COVID and information on how they are to be used and how they are reported to the state.

No Shows

Students who have not attended at least 1 day of school should be No-Show’ed by the designated staff member on 8/19/2021 by 3 PM with an end date of 8/5/2021. It is expected that ALL students who are not in attendance for first ten days of school will be No-Show’ed. If you have positive confirmation a student will not be attending your school this year, you may No-Show a student prior to 8/5.

*Please remember once a student is withdrawn or No-Show’ed they will not have access to their APS student logins. That would prevent the student from logging into APS Chromebooks or instructional applications like MyBackPack.

Headcount

On Days 2, 5, and 10 (Friday August 6th, Wednesday August 11th, and Wednesday August 18th) the district will conduct Live Headcounts of all students. Teachers should use a printed roster provided by the school to verify ALL students present in the classroom during the indicated time. Elementary schools will conduct the headcount during homeroom and middle and high schools will conduct headcounts during the class period that is in session at 10:00 AM and submit through the Day 1 Headcount Site by 12 noon.

Parent Portal

Directions for creating a Parent Portal account can be found at tinyaps.com/?portal.

If a parent calls requesting the activation key or information required to get the activation key:

  1. Ask for the name and email address of the caller and verify that the person is on the student’s IC relationships tab as a Parent/Guardian

  2. Caller must then be able to answer 3 of the following questions:

        • Student’s Date of Birth(*If caller get the Date of Birth incorrect, please verify that what is in IC matches the Birth Certificate on Record)

        • Student’s Middle Name

        • Student’s Current address

        • Lunch ID of the student

  3. Upon successful answering of 3 questions, you may give the Student # and/or the last 4 digits of the 999 number(assigned by the district) over the phone to the caller to be used on the tinyaps.com/?lookup page.

*Never give out any part a student’s real SSN over the phone

If a parent calls requesting their username, please direct them to click the Forgot Username link on the Parent Portal login page. If they do not remember what email address they used when logging in, please ask them to submit a Let’s Talk ticket and we will delete the account so that they can start over.

If a parent calls requesting a password reset, please direct them to click the Forgot Password link on the Parent Portal login page. If they do not remember what email address they used when logging in, please ask them to submit a Let’s Talk ticket and we will delete the account so that they can start over.

Contacting Us

Each school is assigned to a Student Information Specialist (SIS) who is the main point of contact for all Infinite Campus questions. This includes training needs, state reporting errors, scheduling issues, etc… Please review the SIS assignments to see who is assigned to your school. In general, please allow up to 48 hours during peak times for a response as your SIS Specialist supports multiple schools, grade levels, and district departments.

In an effort to make sure that your school receives timely and accurate assistance from the SIS Team, please follow the protocols below for support:

  1. Gradebook issues - Teachers who are having issues with their gradebooks should contact the school’s AP or SIC to determine if there is an issue with scheduling or enrollment. If the issue needs to be escalated, the AP or SIC should contact the assigned SIS Team member with a detailed Nimbus ticket or email if urgent.

*(Please note, secretaries and registrars do not have teacher gradebook access.)

  1. IC Access Requests - forms should be completed for any user where access is being requested beyond their job title group or current access.
    The form can be found at:
    tinyaps.com/?ichelp. Hover over Infinite Campus, Click Forms Center

  2. Parent Portal – parents experiencing issues with their accounts should be directed to enter a Let’s Talk Ticket. A few school troubleshooting tips:

          • Please make sure that you have provided the correct authorization key to the correct parent. Do not provide mom with dad’s key and dad with mom’s key, etc. Each user has a unique key.

          • If parents cannot see their students, make sure you have checked the guardian and portal boxes on the relationships tab.

          • If parents cannot see all of their students, make sure you have checked the guardian and portal boxes on the relationships tab AND that the family does not have a split/duplicate household. We have spent an enormous amount of time combining duplicate people, and creating and correcting households. Please make sure you are linking before approving applications in OLR.

  3. Please read all correspondence received from the SIS department as they provide pertinent information such as SIS Tasks, timelines/deadlines, and instructions.

  4. The IC Emergency line should be used when there is an emergency and your assigned SIS Specialist was unavailable at their extension or by email. The number is 404-802-1030.

  5. To schedule one-on-one sessions with your SIS please click on their name below and you will be directed to their appointment page.

Access to Infinite Campus

Teachers who are new to APS will automatically become available in the teacher dropdown and have Infinite Campus accounts created once they are entered into the HR system and fully processed by Records Management. However, they may not be able to access the system until their official start date. Transferring teachers will automatically become available in the teacher dropdown at the new school once the transfer entered into the HR system and processed, however, access is not automatically transferred. Please submit a Multiple Teachers Access Request Form (http://tinyAPS.com/?teachers) for any teachers transferring to your school from another APS location. For any other staff who needs access to Infinite Campus, please submit an IC Access Request Form (http://tinyaps.com/?ic). Please note, the form must be approved by the supervisor before access can be granted.

If you have any questions or need to escalate an issue please feel free to contact me or Lori Lewis for assistance.

Thanks for all you do, and know that we are committed to supporting you as you make sure each student is ready to Return & Learn.

July 2021 Newsletter

Student Information + Applications: 21-22 RUNWAY 6/30/2021

Upcoming Events

6/30/2021 – Master Schedule Associate Superintendent Check-in #2 (Schools must be at least 70% complete)

7/3/2021 – Infinite Campus update (system will be unavailable from 5pm-6pm)

7/10/2021 – Parent Portal option removed for ALL parents (this will prevent parents from seeing NY schedules once we roll the active year in IC)

7/11/2021 – Schedule Wizard access removed from ALL users

7/12/2024 – 2021-2022 School Year becomes active in Infinite Campus

7/27/2021 – Master Schedule 100% Complete

7/30/2021 – Parent Portal options re-activated for ALL parents

8/5/2021 – DAY ONE

Scheduling Updates

As you plan activities for the Day One “Runway”, remember, in order for teachers to view rosters to contact students and/or start working in many of the online platforms that use rosters, schedules must be entered in IC. We will re-activate all Parent Portal options on July 30, 2021, including Schedule views.

If you would like Paraprofessionals to be included in rostering please attach them to sections as Section Staff and State Exclude them under Role.


We invite you to visit our Scheduling Resources website to access Help materials and online training links.

Roster Copy/Roster Setup Reactivation

In order to assist schools with all of the scheduling requirements/ changes, and due to the number of personnel changes of school administrators, we have determined that ALL users must request by email to their SIS Specialist to have their (sched_) access extended. Upon that request, user’s will receive access to the below tools through 8/20/2021. That access will include:

  • Roster Copy

  • Roster Batch Edit

  • Delete Option

*All school users will lose this updated access on 8/20/2021

Course State Code Override

As a reminder, we are no longer asking that separate rosters be created for teachers providing several different delivery models in one classroom. To allow for teachers to have one roster with all of the students on it, we will be using the Course State Code Override field on the Roster Batch Edit screen.

Intervention/Enrichment

The % Fully Scheduled dashboard has been updated to include intervention requirements

All Elementary schools have a period titled TARGET to which the 00.Enrich or 00.Interv numbers should be scheduled for ALL student.

Middle schools chose to either add a TARGET period and schedule ALL students into a 00.Enrich or 00.Interv number, or to serve students requiring Intervention during the Connections block

High schools should schedule as normal, placing the students requiring intervention into support classes for the current scheduled ELA and/or Math class

For any questions please reach out to Deanna Rogers in the Office or Student Services.

Reporting Periods/Report Card Dates

We are still awaiting the final report card dates from Governance and Police office. Once we have those dates, we will post the reporting period to our website.

No-Shows

If a student is not Present for the first 10 days of school, they should be No-Showed as of the first day of school. A student cannot be absent before they are present, so please make sure to update start dates as students attend.

Messaging through IC after the Rollover

After the rollover on July 12, 2021, no students will be considered active until the first day of school. During this time it will be necessary to uncheck the ‘Message Only Active Students’ filter when using the Messaging features in Infinite Campus.

Contacting Us

Each school is assigned to a Student Information Specialist (SIS) who is the main point of contact for all Infinite Campus questions. This includes training needs, state reporting errors, scheduling issues, etc… Please submit all questions and/or requests for assistance through email or a Nimbus support ticket please go to https://www.atlantapublicschools.us/support.

Access to Infinite Campus

Teachers who are new to APS will automatically become available in the teacher dropdown and have Infinite Campus accounts created once they are entered into the HR system and fully processed by Records Management. However, they may not be able to access the system until their official start date. Transferring teachers will automatically become available in the teacher dropdown at the new school once the transfer entered into the HR system and processed, however, access is not automatically transferred. Please submit a Multiple Teachers Access Request Form (http://tinyAPS.com/?teachers) for any teachers transferring to your school from another APS location. For any other staff who needs access to Infinite Campus, please submit an IC Access Request Form (http://tinyaps.com/?ic). Please note, the form must be approved by the supervisor before access can be granted.

Other Resources

For some quick reference videos please visit our SIS page (tinyaps.com/?ichelp)

If you have any questions or need to escalate an issue please feel free to contact me or Lori Lewis for assistance.