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

Student Information + Applications Events

STUDENT INFORMATION + APPLICATIONS

SEPTEMBER UPDATES


Keep up with the latest from Student Information + Applications.

September 1, 2022

Student Information + Applications

Keep up with the latest from Student Information + Applications.


IN THIS ISSUE

  • Upcoming Events

  • Trainings

  • FTE (Full-Time Equivalent) / Student Class

  • ETCH (Error Tracking, Checking and Handling)

  • September Data Collection Tasks

  • Contact Us



UPCOMING EVENTS

9/8 - MANDATORY State Reporting (10AM) / ETCH Overview (1PM)

9/23 - Deadline to verify that all students are fully scheduled.

9/29 - Deadline to resolve all duplicates

9/30 - Deadline to cease all schedule changes

10/3 - Deadline to resolve all GUIDE errors

10/4 - Official FTE Count Day / Start of Student Class Reporting



TRAININGS


September 8 - Data Collection for State Reporting Overview @ 10am (MANDATORY)

ZOOM - https://atlantapublicschools-us.zoom.us/meeting/register/tZApduitrTwsHNa2drTZnxwacsJfKVQdwaHO

It is expected that one instructional leader responsible for state reporting related to funding, accountability, or education program management from each school campus attend the training. During this meeting, attendees will gain a better understanding of state reporting requirements, including any reporting changes for fiscal year 2023. The meeting will also provide attendees with information related to the importance of internal data collections and reporting procedures. *If for some reason your school site is unable to send a representative to the meeting, please send an email to Lori Lewis (lori.lewis@atlanta.k12.ga.us) prior to 9/18.

Click HERE to view the recording.


September 8 - Infinite Campus ETCH Overview @ 1pm

ZOOM - https://atlantapublicschools-us.zoom.us/meeting/register/tZckfuCgrj0rHtQ8-laYScIp0RP19K4FJyGN

The session is intended for principals and all principal designees responsible for cleansing data for state reporting.

Click HERE to view the recording.


FTE (Full-Time Equivalent) / Student Class

FTE is a State Reporting where the state collects a snapshot of data about Enrollment and Education Services provided to students on a specific date called FTE Count Day for Funding. We report all public school students enrolled on Count Day, all Pre-K students and all private school students receiving Special Education services on Count Day. One FTE is equal to six “instructional segments”. One FTE record represents all the reported information (data) for one student. For purposes of reporting FTE, the academic day is thought of as being divided into six equal segments of instructional time. Student Class is the data collection for reporting student schedules. The Student Class collection links students and teachers to a class and will include active and inactive (dropped) classes for students in grades PK-12 for current school year. Student Class will collect final grades at the end of year for PK-12th grades. Student Class data is used for many purposes like Teacher Keys Effectiveness System/ Leader Keys Evaluation System (Student Growth and Academic

Achievement) (TKES/LKES), Certified Personnel Information (CPI), Professional Standards Commission (PSC), Accountability and more.


ETCH (Error Tracking, Checking and Handling)

Please make sure your staff are reviewing ETCH daily until all errors are cleared and/or validated. ETCH is a fully integrated Error Tracking, Checking and Handling system within Infinite Campus. Data is updated daily and errors will clear the next business day. Principals will be required to sign-off for both Student Class and FTE via ETCH by COB Wednesday, October 19, 2022 .


September Data Collection Tasks

This year the SIS team will be providing IC tools, tips and custom/canned IC reports monthly to assist you with the reporting and cleansing of your school's data. The SIS analysts will be reviewing data weekly to identify issues prior to state reporting. Your SIS will reach out regarding specific data elements that need to be addressed prior to the state reporting cycles. Please make sure you are reviewing and making sure the tasks listed are completed as well as ensuring that all ETCH errors are resolved to ensure your

school's data accuracy. Click the here for the September Task List.


CONTACT 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.)

  2. 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/?ic.

  3. 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.

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

  5. 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.

To schedule one-on-one sessions with your SIS please email them directly to request a time.


  • Keisa Campbell

  • Dorian Grogan

  • Toy Hollins

  • Candace Nelson

  • Ashley Williams



ARCHIVED INFORMATION

STUDENT INFORMATION + APPLICATIONS

AUGUST UPDATES


Keep up with the latest from Student Information + Applications.

August 1, 2022

Student Information + Applications


IN THIS ISSUE


  • Upcoming Events

  • Attendance

  • No Shows

  • Headcount

  • August Data Collection Tasks

  • Contact Us




UPCOMING EVENTS


8/1 – DAY ONE for traditional APS schools *1st Headcount due by 12PM

Complete No Shows by 3PM (Any student who did not attend)

8/3 – All new students claimed for GTIDs *Please monitor demographic data and ETCH GUIDE errors

8/8 - KK students will be uploaded into the GKIDS system. SLDS data available for newly enrolled students without GUIDE errors

8/15 - Delete button removed from Walk-In Scheduler

8/31 - Verify all August Data Collection Tasks have been completed




ATTENDANCE

Attendance will be taken in Infinite Campus the same as in years past. 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 should be marked absent. The Front Office can update any Quarantined students to QRT after the classroom attendance has been submitted.

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 1st.

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. Please use the Isolation + Quarantine Guideline from Health Service when determining the correct attendance code to use.


No Shows

Students who are not present on August 1, 2022 should be No-Show’ed by the designated staff member on by 3 PM with an end date of 8/1/2022. It is expected that ALL students who are not in attendance for first day of school will be No-Show’ed.

If a student attends a Program school like AVA, Phoenix or ACCA, please reach out to verify the student is not attending before no-showing and/or withdrawing the student.

*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 1-10 (Monday August 1st- Friday August 12th) 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.


August Data Collection Tasks

This year the SIS team will be providing IC tools, tips and custom/canned IC reports monthly to assist you with the reporting and cleansing of your school's data. The SIS analysts will be reviewing data weekly to identify issues prior to state reporting. Your SIS will reach out regarding specific data elements that need to be addressed prior to the state reporting cycles.

Please make sure you are reviewing and making sure the tasks listed are completed as well as ensuring that all ETCH errors are resolved to ensure your school's data accuracy. Click the here for the August Task List.

https://drive.google.com/file/d/1Ah8-NrzjII32Q…

CONTACT 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.)

  2. 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/?ic.

  3. 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.

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

  5. 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.

To schedule one-on-one sessions with your SIS please email them directly to request a time.


  • Keisa Campbell

  • Dorian Grogan

  • Toy Hollins

  • Candace Nelson

  • Ashley Williams



STUDENT INFORMATION + APPLICATIONS

MARCH UPDATES


Keep up with the latest from Student Information + Applications.

MARCH 1, 2022

Student Information + Applications


IN THIS ISSUE


  • Upcoming Events

  • Master Scheduling for 2022-2023

  • FTE (Full-Time Equivalent) / Student Class

  • Quarter 3/27-Week Report Cards

  • Contact Us




UPCOMING EVENTS


02/28 – Deadline to resolve all GUIDE errors

03/03 – Official FTE Count Day / Start of Student Class Reporting

(No schedule changes for Quarter 3 should occur until sign-off is complete. )

03/05 – Quarter 3/27-week Posting Window opens

03/07 – MS/HS Checkpoint 2 due

03/09 – Last day for Term/Quarter 3

03/10 – Term/Quarter 4 begins

03/14 – Quarter 3/27-week Posting Window closes

03/14 – Report Cards go home (available in Portal)

03/14 – All Schools Error Free/Principal’s Signoff Opens in ETCH (FTE and Student Class)

03/16 – Principal's Signoff Due in ETCH (FTE and Student Class) by noon

3/21 – Teacher PL Day (students do not report)




Master Scheduling for 2022-2023



Timeline Update

The Office of Schools has updated the scheduling timeline. Please see the changes below, or view the updated scheduling timelines on the SIS Website.


4/30/2022 - Section Building Complete

(Master Schedule ready for review with Central Office Team)

6/03/2022 - Student Loading Complete

6/09/2022 - Schedule Cleanup Complete

(Schools 100% scheduled in the Percent Scheduled dashboard)


3/7 - MS/HS Checkpoint 2 due verifying:

Review Curriculum guide and learning progressons for 2022-2023

Attended or viewed Curriculum planning and training

Run program summary report to identify student served in special programs

Index > Custom Reports > Custom Enrollment Reports > ENR009E - Program

Summary Report School Drill

Determined course offering and requested any new courses using the course request form

Add Planning/Course rules for Schedule Wizard, if applicable


FTE (Full-Time Equivalent) / Student Class


FTE is a State Reporting where the state collects a snapshot of data about Enrollment and Education Services provided to students on a specific date called FTE Count Day for Funding. We report all public school students enrolled on Count Day, all Pre-K students and all private school students receiving Special Education services on Count Day. One FTE is equal to six “instructional segments”. One FTE record represents all the reported information (data) for one student. For purposes of reporting FTE, the academic day is thought of as being divided into six equal segments of instructional time.


Student Class is the data collection for reporting student schedules. The Student Class collection links students and teachers to a class and will include active and inactive (dropped) classes for students in grades PK-12 for current school year. Student Class will collect final grades at the end of year for PK-12th grades. Student Class data is nused for many purposes like Teacher Keys Effectiveness System/ Leader Keys Evaluation System (Student Growth and Academic Achievement) (TKES/LKES), Certified Personnel Information (CPI), Professional Standards Commission (PSC), Accountability and more.


Please make sure your staff are reviewing ETCH daily until all errors are cleared and/ or validated. Principals will be required to sign-off for FTE and Student Class in ETCH by Wednesday, March 16, 2022 at noon.


What: FTE and Student Class Open Labs

When: March 7th- March 11th

Time: 9:00am-11:am

Where: Zoom

Join Zoom Meeting - https://atlantapublicschools-us.zoom.us/j/6824315614?pwd=MzdpK3JpNFR1czNJaWRiRGtib1EvQT09




GRADE POSTING AND REPORT CARD REMINDERS


Grade Posting

As a reminder Quarter 3 / 27-week Grading window opens Friday, March 4, 2022 and closes Monday, March 14, 2022. A Grade Posting video for teachers can be found here. Administrators can run the Grades Report, which will help you determine if teachers have posted grades.


Report Cards

Report cards are scheduled to go home and go live in Parent Portal on Monday, March 14, 2022. Parents are able to view the posted grades on the Grades tab in Parent Portal.



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



Visit us on the web at tinyaps.com/?sis.


STUDENT INFORMATION + APPLICATIONS

JANUARY UPDATES


Keep up with the latest from Student Information + Applications.

JANUARY 22, 2022

Student Information + Applications


IN THIS ISSUE


  • Upcoming Events

  • Master Scheduling for 2022-2023

  • Course Number Reminders

  • Contact Us




UPCOMING EVENTS


01/21 - Report Cards go live in Parent Portal

01/25 - Master Scheduling: Pre-Scheduling Webinar for ES

01/26 - Master Scheduling: Pre-Scheduling Webinar for MS/HS



Master Scheduling for 2022-2023


Timeline Update

The Office of Schools has updated the scheduling timeline. Please see the changes below, or view the updated scheduling timelines on the SIS Website.


4/30/2022 - Section Building Complete

(Master Schedule ready for review with Central Office Team)

5/30/2022 - Student Loading Complete

(Students should be able to take schedules home on the last day of school)

6/30/2022 - Schedule Cleanup Complete

(Schools 100% scheduled in the Percent Scheduled dashboard)


*School Schedulers will need to plan to start schedule building from scratch. We will not be rolling over any courses, section placement or teacher assignment data for the 2022-2023 school year. After courses are pulled in for 2022-2023 school year, course

rules can be copied over from the 2021-2022 school year.


Course State Number Override

Due to the compression of the scheduling timeline: Middle and High Schools will no longer be required to use the Course State

Number Override for scheduling for the 2022-2023 school year. Schools can begin and/or continue to enter requests and schedule students into .0,.1,.2,.8 and .9 courses.


Elementary Schools will still be required to use the Course State Number Override for scheduling. Please keep an eye out for upcoming trainings on best practices for completing schedules using this method.


Non Traditional Schools and Configurations will no longer be required to use the Course State Number Override for scheduling the 2022-2023 school year. *Please reach out to your SIS if you are interested in using the Override scheduling option.



Pre-Scheduling Webinar

January 25th – Elementary School (9:30 AM – 11:30 AM)

January 26th – Middle and High School (9:30 AM to 11:30 AM)

The following information will be provided to school scheduling teams from Content

Coordinators and Program Representatives:

  • General information about your program

  • Eligibility/enrollment requirements

  • Scheduling criteria

  • Course offerings and progression

  • Timeline for program or content area coordinator review

  • Contact information




COURSE NUMBER REMINDERS


Course numbers are used for a plethora of things from state funding and graduation requirements to determining which courses are shared with an application. To ensure that your data is reported to all entities and systems as accurately as possible, please review this quick video on course numbers.


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



Visit us on the web at tinyaps.com/?sis.

STUDENT INFORMATION + APPLICATIONS

DECEMBER UPDATES


Keep up with the latest from Student Information + Applications.

December 1, 2021

Student Information + Applications


IN THIS ISSUE


  • Upcoming Events

  • Master Scheduling for 2022-2023

  • Winter Athletic Rosters

  • Report Cards

  • Contact Us




UPCOMING EVENTS


12/1 - Winter Athletic Roster entered into IC

12/14 - Scheduling Planning Prep Training, 10:00 AM

(Mandatory: 1 person per school)

12/15 - Posting Window opens

1/6 - Posting Window closes

1/7 - 18 week/Term 2/Semester 1 Report Cards go home

Master Scheduling 2022-2023 Checkpoint #1 survey due




Master Scheduling 2022-2023


Master Scheduling training will kick-off in early December with Planning Prep. Please have your Student Information Coordinator or Master Schedule Designer register and plan to attend via Zoom. Is it mandatory that at least 1 person from each school attend.

This training is designed to help scheduling teams develop a better understanding of the initial planning concepts of scheduling and the practical application of these concepts prior to using Infinite Campus to complete scheduling tasks. Please use the links below to view the scheduling checklists. *New this year are mandatory checkpoint surveys, which will be used to track schools progress towards completion.

Elementary Scheduling Checklist

Middle/High Scheduling Checklist


Live Session Meeting Information: You are invited to the "Scheduling for the New Year 2022- 2023 Pre-Planning Meeting".


When: Tuesday – December 14, 2021

10:00 AM Eastern Time (US and Canada)


Register in advance for this meeting:

https://atlantapublicschools-us.zoom.us/meeting/register/tZ0rcemhrzotGdKwZA-IGCJjRU4jX63kuy_Y


**After registering, you will receive a confirmation email containing information about joining the meeting.


WINTER ATHLETIC ROSTERS


In order to be in compliance for federal and state reporting, athletic rosters for students participating in interscholastic sports must be entered into Infinite Campus for all sports. Please verify that your 2021-2022 Winter sports rosters are correct in Infinite Campus by 4pm Wednesday, 12/1/2021. Directions can be found here.


REPORTS CARDS


Report Cards are scheduled to go home on Friday, January 7th. Please make sure your teachers are keeping grade books up-to-date as parent can view the In-Progress scores on Parent Portal. The Grading Window will open on Wednesday, December 15, 2021 and closes on Thursday, January 6, 2022. Please use the Grades Report to verify that teachers have completed posted.



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



Visit us on the web at tinyaps.com/?sis.

STUDENT INFORMATION + APPLICATIONS

NOVEMBER UPDATES


Keep up with the latest from Student Information + Applications.

November 1, 2021

Student Information + Applications


IN THIS ISSUE


  • Upcoming Events

  • Student Record Data Cleanse

  • Progress Reports

  • Winter Athletic Rosters (Updated Due Date)

  • Master Scheduling for 2022 - 2023

  • Contact Us



UPCOMING EVENTS


11/02 - Election Day/Teacher Professional Learning Day

11/03 - Student Record Data Cleanse opens

11/05 - Posting Window opens

11/15 - Posting Window closes

11/18 - 13.5 week/Term 2 Progress Reports go home



Student Record Data Cleanse


In an effort to reduce the number of state reporting errors in June, we are uploading Student Record and GUIDE data to the state bi- weekly and downloading the errors into ETCH. Please review the data for you school in ETCH. We are currently focusing on the errors below:


Student Level Errors

E047 – Duplicate GTIDs

E071- Missing Date entered 9th grade

E0715 – Date entered 9th grade does not match

E125 – PreK code invalid

E133- GUIDE errors


Enrollment Level Errors

E017 – School entry code error

E031 – Withdrawal code error

E1105 – Overlapping enrollment

E2567 – Withdrawal code

E3047 – School entry date prior to withdrawal date

E809 – Dropout code reported for student actively enrolled in another school system



PROGRESS REPORTS


Progress Reports are scheduled to go home on Thursday, November 18th. Please make sure your teachers are keeping grade books up-to-date as parent can view the In-Progress scores on Parent Portal. The Grading Window will open on Friday, November 5, 2021 and closes on Monday, November 15, 2021. Please use the Grades Report to verify that teachers have completed posted.



WINTER ATHLETIC ROSTERS


In order to be in compliance for federal and state reporting, athletic rosters for students participating in interscholastic sports must be entered into Infinite Campus for all sports. Please verify that your 2021-2022 Winter sports rosters are correct in Infinite Campus by 4pm Wednesday, 12/1/2021. Directions can be found here.



MASTER SCHEDULING FOR 2022-2023


Master Scheduling trainings will kick-off in early December with Phase I – Planning. Please have your Student Information Coordinator or Master Schedule Designer plan to attend via Zoom. This training is designed to help scheduling teams develop a better understanding of the initial planning concepts of scheduling and the practical application of these concepts prior to using Infinite Campus to complete scheduling tasks.

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



Visit us on the web at tinyaps.com/?sis.

STUDENT INFORMATION + APPLICATIONS

OCTOBER UPDATES


Keep up with the latest from Student Information + Applications.

October 1, 2021

Student Information + Applications


IN THIS ISSUE


  • Upcoming Events

  • FTE (Full-Time Equivalent) / Student Class

  • Grade Posting and Report Card Reminders

  • Contact Us



UPCOMING EVENTS


10/4 - Quarter 1/9-week Posting Window opens

10/4 - Quarter 1/9-week Posting Window opens

10/5 - Official FTE Count Day / Start of Student Class Reporting No schedule changes should occur after the Official FTE count date.

10/6 – Last day for Term/Quarter 1

10/7 - Fall Break

10/8 - Fall Break

10/11 – FTE/Student Class Open Labs begin (daily through 10/15/2021)

10/12 - Term/Quarter 2 begins

10/15 - Quarter 1/9-week Report Cards available for parents

10/18 - All Schools Error Free/Principal’s Signoff Opens in ETCH (FTE and Student Class)

10/19 – Principal’s Signoff Due in ETCH (FTE and Student Class) by noon



FTE (Full-Time Equivalent) / Student Class


FTE is a State Reporting where the state collects a snapshot of data about Enrollment and Education Services provided to students on a specific date called FTE Count Day for Funding. We report all public school students enrolled on Count Day, all Pre-K students and all private school students receiving Special Education services on Count Day. One FTE is equal to six “instructional segments”. One FTE record represents all the reported information (data) for one student. For purposes of reporting FTE, the academic day is thought of as being divided into six equal segments of instructional time.


Student Class is the data collection for reporting student schedules. The Student Class collection links students and teachers to a class and will include active and inactive (dropped) classes for students in grades PK-12 for current school year. Student Class will collect final grades at the end of year for PK-12th grades. Student Class data is used for many purposes like Teacher Keys Effectiveness System/ Leader Keys Evaluation System (Student Growth and Academic Achievement) (TKES/LKES), Certified Personnel Information (CPI), Professional Standards Commission (PSC), Accountability and more.

Please make sure your staff are reviewing ETCH daily until all errors are cleared and/ or validated. Principals will be required to sign-off for FTE and Student Class in ETCH by Tuesday, October 19, 2021 at noon.


What: FTE and Student Class Open Labs (AM Session)

When: October 11th- October 15th

Time: 9:00am-11:30am

Where: Zoom

Join Zoom Meeting Link: - https://atlantapublicschools-us.zoom.us/j/6824315614?pwd=MzdpK3JpNFR1czNJaWRiRGtib1EvQT09

Meeting ID: 682 431 5614

Passcode: 645437


What: FTE and Student Class Open Labs (PM Session)

When: October 11th- October 15th

Time: 12:30pm-3:30pm

Where: Zoom

Join Zoom Meeting Link: - https://atlantapublicschools-us.zoom.us/j/6824315614?pwd=MzdpK3JpNFR1czNJaWRiRGtib1EvQT09

Meeting ID: 682 431 5614

Passcode: 645437



GRADE POSTING AND REPORT CARD REMINDERS


Grade Posting

As a reminder Quarter 1 / 9-week Grading window opens Monday, October 4, 2021 and closes Monday, October 11, 2021. A Grade Posting video for teachers can be found here. Administrators can run the Grades Report, which will help you determine if teachers have posted grades.


Report Cards

Report cards are scheduled to go home and go live in Parent Portal on Friday, October 15, 2021. Parents are able to view the posted grades on the Grades tab in Parent Portal.



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



Visit us on the web at tinyaps.com/?sis.

STUDENT INFORMATION + APPLICATIONS

AUGUST UPDATES


Keep up with the latest from Student Information + Applications.

August 1, 2021

Student Information + Applications



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 gets the DOB 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.

STUDENT INFORMATION + APPLICATIONS

JULY UPDATES


Keep up with the latest from Student Information + Applications.

July 1, 2021

Student Information + Applications


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.

Previous Student Information + Applications Updates

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.