2017-18 - fcps.net · web view5/1/2015bc-36icbuildingcoach1718.docx. office of education...

Building Coach Manual

Infinite Campus

2017 – 2018

2017-1817-1820172018

August 16August 178/16/178/17/17381-4140

Office of Education Technology

Mailing Address: 1126 Russell Cave Rd, Lexington, KY 40505

Physical Address: 701 E Main St., Lexington, KY 40502

Access FCPS Infinite Campus documentation online:Index > FCPS IC Support Site > Manuals

Contact the IC Support Helpdesk:

[email protected]

What’s new in the 2017-18 Building Coach Manual?Elementary Scheduling, Secondary Scheduling, Transcripts and Messenger have been moved to their own manuals.

Page 7, Security Preferences for Infinite Campus User Accounts – Page describing security features added to IC in the 16-17 school year.

Page 22, LEAD Checklist – School Tasks – The LEAD Checklist has been moved from the Scheduling section into the Building Coach Tasks section.

Page 24, Staff Information – New page describing our new staff procedures for IC accounts. This page contains info on: District Assignment Creation for Staff New to FCPS, FCPS Staff Title, Requesting Additional User Rights and Emergency Contacts in IC for All Staff.

Page 25, Staff Flow Chart – New page with a flow chart detailing what happens when a new staff member is hired or transferred to a new school.

Table of ContentsGENERAL INFORMATION.......................................................................................................................7

Role of Building Coach..........................................................................................................................7

FCPS IC Support Site............................................................................................................................. 7

Security Preferences for Infinite Campus User Accounts.....................................................................8

User Account Information....................................................................................................................9

Access Log..................................................................................................................................... 9

App Switcher................................................................................................................................. 9

Campus Community......................................................................................................................9

Clearing your Cache and Cookies........................................................................................................10

Internet Explorer.........................................................................................................................10

Firefox......................................................................................................................................... 10

Setting Report Preview Settings for Adobe Acrobat...........................................................................11

Adobe Settings............................................................................................................................ 11

Firefox......................................................................................................................................... 11

Modules for Searching and Viewing People Information...................................................................12

Parent/Student Portal........................................................................................................................ 14

BUILDING COACH TASKS.....................................................................................................................17

Announcements (School Notices).......................................................................................................17

Creating a School Announcement...............................................................................................17

Editing a School Announcement.................................................................................................17

Photos................................................................................................................................................ 18

Photo Export............................................................................................................................... 18

Upload an Individual Photo.........................................................................................................18

Staff Maintenance.............................................................................................................................. 19

Adding a New Staff Member.......................................................................................................19

Adding a New District Assignment..............................................................................................19

End Dating a District Assignment................................................................................................20

Employee Type Change...............................................................................................................20

Assigning CIITS Roles...................................................................................................................21

Selecting the Appropriate Staff Type...........................................................................................22

LEAD Checklist – School Tasks.....................................................................................................23

Staff Information................................................................................................................................ 25

District Assignment Creation for Staff New to FCPS....................................................................25

FCPS Staff Title............................................................................................................................ 25

Requesting Additional User Rights..............................................................................................25

Emergency Contacts in IC for All Staff.........................................................................................25

Staff Flow Chart.................................................................................................................................. 26

Long Term Substitute Flow Chart.......................................................................................................27

GRADING............................................................................................................................................31

Guest Grade Book Access...................................................................................................................31

By Teacher...................................................................................................................................31

By Section....................................................................................................................................31

Grading Window.................................................................................................................................32

Opening the Grading Window.....................................................................................................32

Closing the Grading Window.......................................................................................................32

How can I tell if my Grading Window is opened or closed?........................................................32

Posting Grades Checklist – Building Coach.........................................................................................33

Creating a Conventional Report Card Template – Recommended.....................................................34

Creating a Standards-Based Report Card Template............................................................................35

Printing Report Cards/Progress Reports.............................................................................................36

USEFUL REPORTS................................................................................................................................39

Useful Reports.................................................................................................................................... 39

General InformationRole of Building Coach..........................................................................................................................7

FCPS IC Support Site..............................................................................................................................7

Security Preferences for Infinite Campus User Accounts.......................................................................8

User Account Information.....................................................................................................................9

Access Log............................................................................................................................................ 9

App Switcher........................................................................................................................................ 9

Campus Community............................................................................................................................. 9

Clearing your Cache and Cookies.........................................................................................................10

Internet Explorer................................................................................................................................ 10

Firefox.................................................................................................................................................10

Setting Report Preview Settings for Adobe Acrobat.............................................................................11

Adobe Settings....................................................................................................................................11

Firefox.................................................................................................................................................11

Modules for Searching and Viewing People Information.....................................................................12

Parent/Student Portal.........................................................................................................................14

Announcements (School Notices)........................................................................................................17

Creating a School Announcement......................................................................................................17

Editing a School Announcement.........................................................................................................17

Photos................................................................................................................................................18

Photo Export.......................................................................................................................................18

Upload an Individual Photo................................................................................................................18

GENERAL INFORMATION

Role of Building CoachThe Building Coach is the Infinite Campus contact person for the school. This person will support the users of Infinite Campus in their building and be a liaison between their school and the district to communicate needs and/or problems as they arise. The Building Coach will be required to attend district trainings throughout the year.

FCPS IC Support SitePATH: Index > FCPS IC Support Site

The FCPS IC Support Site provides IC users documentation relative to Fayette County Public Schools. This site contains links to many topics. The FCPS IC Support Site link can be found below your name in the Index: Index > FCPS IC Support Site .

5/1/2015 BC-6 document.docxOffice of Education Technology Fayette County Public Schools Lexington, KY

Sample email after logging in on a new device/browser:

GENERAL INFORMATION

Security Preferences for Infinite Campus User AccountsStarting in version 1649.5, when logging in to Campus for the first time, Campus will require you to enter an Account Security Email address and ask if you would like to remember the device for future logins. Once an email address is established, any time you log into Campus using a device that has not been used to log in to Campus before, an email will be sent to your Account Security Email address, alerting you that you (or someone) logged into Campus using your credentials.

These notifications were implemented to keep you aware of any account logins, especially those that might have come from compromised account login information.

1. When logging in for the first time, the user will see the screen below:a. Account Security Email – Enter an email address that will be used to notify you each time

your Campus username and password are used to log into an unregistered device/browser.

b. Current Password – Enter your current Infinite Campus password to verify the change

2. When the user logs into Campus on a new device or browser, the screen below will appear.a. If you have logged in on a device you will use for regular Campus access, check the box

and click: Continue.b. If you have logged in on a device

you will not use for regular Campus access, do not check the box and simply click: Continue. For example, if you log into Campus in a computer lab for a training, do not check the checkbox.

c. After logging into Campus and receiving the Account Security screen, the email address you entered on the Account Settings screen (1st screen shot above) will receive an email with a subject of “Login to Infinite Campus from a new browser or device”. See the sample email to the right. This is informational only. If you know you have not logged in to a new device/browser recently, please consider changing your password. Your account may have been compromised.


CAPTCHA:

GENERAL INFORMATION

User Account Information

Access LogPATH: Index > Access Log

The Access Log displays all attempts at logging into Infinite Campus using your account.

After several unsuccessful attempts at logging into your account, you will receive a security CAPTCHA. The security CAPTCHA should have at least 7 characters. Please use the Refresh icon if your initial security CAPTCHA does not contain the required 7 characters.

In addition to your username and password, you must type the CAPTCHA exactly as it appears using upper and lower case letters and/or numbers with no spaces. You will continue to receive the CAPTCHA until you have entered a correct uername and/or password.

App SwitcherThe App Switcher allows the user to access other applications within Infinite Campus, such as Campus Community and Campus Instruction.

Campus CommunityPATH: App Switcher > Campus Community

The Campus Community provides IC users access to the Infinite Campus Knowledge Base, Forums and a Video Library. Staff members wishing to use this resource must create a CampusID in order to access this information.

To access Campus Community, click the App Switcher in the Campus Toolbar, then click: Campus Community.

Creating a CampusID1. Click the App Switcher in the Campus Toolbar; click: Campus Community2. First time users, click: Continue3. Read the Terms of Use, and check the “I have read and agree to the Terms of Use” checkbox4. Click: Continue5. Enter your account information. Remember to note this information.6. When all fields have been completed and verified, click: Continue7. Enter your profile information8. Click: Finish9. Activate the account by following instructions in the email you receive from Infinite Campus


GENERAL INFORMATION

Clearing your Cache and CookiesIt is important to clear the cache and cookies from both Internet Explorer and Firefox, even if you do not use both browsers for Infinite Campus.

Internet Explorer1. Open Internet Explorer2. Click the “Tools” menu

a. This option may be listed as the word Tools” at the top of the page, or depending on your version of IE you may need to click the gear button in the upper right hand corner.

3. Click: Internet Options 4. Click the General tab

a. Under Browsing History click: Deleteb. Check all checkboxes except for “Preserve Favorites website data”c. Click: Delete

5. Close Internet Explorer

Firefox1. Open Firefox2. Click the “Tools” menu

a. This menu may be listed as the word “Tools” at the top of the page, or depending on your version of Firefox you may need to click the menu button in the upper right hand corner.

3. Click: History4. In the Time range to clear dropdown, select

Everything5. Under the Details section, check all checkboxes

except for “Form & Search History”6. Click: Clear Now7. Close Firefox


GENERAL INFORMATION

Setting Report Preview Settings for Adobe Acrobat

Adobe Settings1. Open Adobe Reader2. Click: Edit > Preferences3. Under Categories, click General4. Click: Select Default PDF Handler5. Select an Adobe product as needed6. Click: Apply7. Click: OK

FirefoxThe steps below will walk you through setting Adobe Reader as the default Action for PDF files produced in a Firefox browser.

1. Open Firefox2. Click the “Tools” menu

a. This menu may be listed as the word “Tools” at the top of the page, or depending on your version of Firefox you may need to click the menu button in the upper right hand corner.

3. Click: Options4. Click: Applications5. Under Content Type, locate all types beginning with “Adobe.” For each type, change the Action

to: “Use Adobe Acrobat Reader.”6. Under Content Type, locate the type named “Portable Document Format.” Change the Action to:

“Use Adobe Acrobat Reader.”

If you wish to change the setting back to the default of “Save File”, simply follow the steps above and in steps 5 and 6 select “Save

File” instead of “Use Adobe Acrobat Reader.”


GENERAL INFORMATION

Modules for Searching and Viewing People InformationThere are two modules for searching and viewing people information in Infinite Campus: Student Information and Census Information.

Student InformationPATH: Index > Student Information > General

The Student Information module contains tools for managing all aspects of a student’s information.

Summary Tab – Lists the basic student information and is a read-only tab that provides a quick look at student data. Data that displays is entered in Census tools.

Enrollments Tab – Allows a user to view required enrollment information as well as view state-mandated data elements. The tab lists all enrollments created for a student. The current enrollment appears in bold. Click a record to view more detailed information.

Schedule Tab – Allows users to view and print the student’s scheduled courses in multiple formats. The student’s schedule is used to find where the student is during the day, can be used to determine which courses the student should be taking in future years and can be used to print the student’s schedule.

District Info Tab – Contains information specific to Fayette County Public Schools. Spanish Letter is used to indicate a parent/guardian should receive mailings in Spanish. Certification Type and Date Issued are used to identify students who have Citizenship, Green Card or Naturalization Papers.

Attendance Tab – Displays attendance history for the selected school year and calendar. Attendance events are color-coded according to the key at the top of the tab.

Behavior Tab – Provides a history of the student’s behavior events. The tab is now largely read-only. This collection of student information can be used to review an individual’s participation in behavior incidents, such as in a conference with parents. Clicking the blue hyperlink will display additional information.


GENERAL INFORMATION

Modules for Searching and Viewing People Information

Census InformationPATH: Index > Census > People

The Census module tracks every person entry in Infinite Campus – parents, staff, students, emergency contacts, etc. The demographic data entered here is used throughout Infinite Campus, utilizing historic details of each person.

Demographics Tab – The basic area for viewing general person information within the Infinite Campus system. All people for whom data is tracked, including students, staff, parents/guardians, household members, etc., have a Demographics tab record.

Identities Tab – Acts as an historical record of the person’s demographic information. While the information on the Demographics tab is displayed on the Identities tab, changes should be made on the Identities tab.

Households Tab – Lists all dwelling locations to which the person currently belongs and has in the past belonged.

Relationships Tab – Displays established relationships between people existing in Infinite Campus. Relationships include the other individuals residing in the same household as the selected individual and those individuals who may reside in other households but have an association with the selected person (emergency contacts, divorced parents, etc.).

Enrollments Tab – Allows a user to view required enrollment information as well as view state-mandated data elements. The tab lists all enrollments created for a student. The current enrollment appears in bold. Click a record to view more detailed information.

District Employment Tab – Used for Start and End Dates of employees to Fayette County Public Schools.

District Assignments Tab – Ties a staff member to a particular school and adds their name to the school staff.

Credentials Tab – Lists the credential types of a staff member.


GENERAL INFORMATION

Parent/Student PortalPATH: www.fcps.net > Parent/Student Portal

Parent/Student Portal is a confidential and secure website where users access current academic information. Parents and Students can view class schedules, assignments, attendance information, test scores and links to teacher email addresses.

For information suitable for distribution to parents, students and teachers, please visit the IC Support Site: Index > IC Support Site > Parent/Student Portal .

At the beginning of a new school year, access to Parent Portal for new families to our district WILL NOT BE IMMEDIATE. Due to the massive number of new household forms that are received at IAKSS during the months of August and September, it usually takes until the end of October or mid-November for our household staff to “catch up.” Please inform new parents to the district that they will receive an email (if they include a legible email address on the household form) when their household has been created. At that point they will have access to Parent Portal. It is not necessary for parents to email the parent portal helpdesk to check on their individual access. Answering emails about personal access actually takes time away from getting the household data entered more quickly. New parents should NOT be led to believe that access to Parent Portal will happen in a week or two!


http://www.fcps.net/

Building Coach TasksAnnouncements (School Notices)........................................................................................................17

Creating a School Announcement......................................................................................................17

Editing a School Announcement.........................................................................................................17

Photos................................................................................................................................................18

Photo Export.......................................................................................................................................18

Upload an Individual Photo................................................................................................................18

Staff Maintenance...............................................................................................................................19

Adding a New Staff Member.............................................................................................................. 19

Adding a New District Assignment......................................................................................................19

End Dating a District Assignment........................................................................................................20

Employee Type Change...................................................................................................................... 20

Assigning CIITS Roles.......................................................................................................................... 21

Selecting the Appropriate Staff Type..................................................................................................22

LEAD Checklist – School Tasks............................................................................................................23

Staff Information.................................................................................................................................25

District Assignment Creation for Staff New to FCPS...........................................................................25

FCPS Staff Title....................................................................................................................................25

Requesting Additional User Rights.....................................................................................................25

Emergency Contacts in IC for All Staff................................................................................................25

Staff Flow Chart..................................................................................................................................26

Long Term Substitute Flow Chart........................................................................................................27

BUILDING COACH TASKS

Announcements (School Notices)PATH: Index > User Communication > Announcements

Announcements provide a way to communicate upcoming events, the daily school bulletin, district happenings, etc. Any user that logs into the Campus application will see these announcements. Announcements can also be set up to view in the Portal.

Creating a School Announcement1. Go to: Index > User Communication > Announcements 2. Click: New3. Select the following:

a. Date Range – The announcement will appear at midnight on the start date and will disappear at 11:59 PM on the end date

i. Start Dateii. End Date

b. Publishing location – You may choose to publish to all threei. Publish to Campus – Viewed by staff members onlyii. Sticky - announcement displayed at the top of the list in the Message Center of

Campus Instructioniii. Publish to Portal – Viewed by parents and students

c. Text – Enter your message4. Click: Save

Editing a School Announcement1. Go to: Index > User Communication > Announcements 2. Click the announcement to edit3. Make changes as needed4. Click: Save



Photos

Photo ExportIC Helpdesk staff will create the appropriate student and staff photo export files.

1. Contact FCPS’s IC Support Helpdesk and request the photo export files. Please specify how you would like the student data exported, here are some examples:

a. Homeroomb. English Classc. Team Named. Grade

2. You will receive a reply from FCPS’s IC Support Helpdesk with further instructions to download the export files

3. Send the export files to the vendor, making sure it is sent securely. Contact FCPS’s IC Support Helpdesk for assistance.

If you receive a picture CD from the vendor, please send it in the courier to: Jill Tuttle, Technology/IC.

If you receive notice from the vendor that your picture file is available online, please contact FCPS’s IC Support Helpdesk.

Upload an Individual PhotoPATH: Census > People > DemographicsIndividual photos may be uploaded and/or replaced on the Demographics tab in Census > People . The recommended photo file size is 30-35 KB.

1. Search for the student or staff member2. Go to: Index > Census > People3. Click the Demographics tab4. Click: Upload Picture5. Click: Browse to locate the photo6. Click: Upload. The photo will appear in the upper right corner of the Person Information editor.



Staff Maintenance

Adding a New Staff MemberPATH: Index > IC Support Site > Staff Information

MUNIS is the authoritative data source for employee accounts. IC accounts will be created after the employee has an active employee record in MUNIS and an active directory account (email address). Data is obtained from MUNIS nightly, and accounts are created based on that information. You do not need to contact 2000.fcps with staff who are new to the district. You can check for updates on your new staff using the Staff Account report: System Admin > User Security > Staff Accounts .

Exceptions: Contracted employees and services, such as nurses, etc. will not have employee records in MUNIS. In those cases, individuals IC accounts are added after an active directory account has been created. The department managing the contract must send a request for the active directory account creation.

Adding a New District AssignmentPATH: Index > Census > People

1. Go to the Search tab, search “All People”2. Enter the new staff member’s name to search, click the appropriate name3. Go to: Index > Census > People4. Click the District Assignments tab5. Click: New6. Enter the following:

a. Schoolb. Department – Optionalc. Start Dated. Title – This is for custom CIITS roles. Do not populate unless you are instructed to do so!e. Type – If “Other” is selected, you will be prompted to select an Alternate Type. See

Selecting the Appropriate Staff Type, page 21 for more information.f. Checkboxes as appropriate – Teacher, Special Ed, Counselor, etc.

i. It is important to check all boxes that apply. This populates drop down lists in IC. For example, the Teacher checkbox will allow that individual’s name to appear in the teacher drop down list.

7. Click: Save8. Contact FCPS’s IC Support Helpdesk with the new staff member’s name to ensure user rights are

updated



Staff Maintenance

End Dating a District AssignmentPATH: Index > Census > People

These steps would be used when a staff member is no longer employed in your building, or a staff member has a staff type change.

1. Go to the Search tab, search “Staff”2. Search for the appropriate staff member and click their name3. Go to: Index > Census > People4. Click the District Assignments tab5. Click the appropriate District Assignment to edit6. Make changes as needed7. Click: Save

Employee Type ChangePATH: Index > Census > People

If a staff member is changing staff types (teacher to administrator, counselor to teacher, etc), it is important to create a new District Assignment instead of editing the “Type” on the existing assignment. This will ensure we have a history of the staff member’s employment. Don’t forget to reference the chart for Selecting the Appropriate Staff Type, page 21.

1. Follow steps for End Dating a District Assignment, page 19 to end date the current District Assignment for the staff member.

2. Follow steps for Adding a New District Assignment, page 18 to add the new staff type3. Contact FCPS’s IC Support Helpdesk specifying how the staff member’s role has changed.

Helpdesk staff will update the user’s rights appropriately.


If a staff member is no longer employed in your building, please End Date the District Assignment and contact FCPS’s Infinite

Campus Helpdesk to ensure user rights are updated.

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Staff Maintenance

Assigning CIITS RolesPATH: Index > Census > People

If you are asked to assign a “Custom CIITS Role” for a staff member, please follow the steps below.

1. Search for the staff member; go to: Index > Census > People2. Click the District Assignments tab3. Select the active assignment for your school4. In the Title field, select the appropriate CIITS role. Only assign roles that begin with “CIITS

School.” District Level Roles are assigned at IAKSS.5. Click: Save6. If additional CIITS Roles are needed, start over with step 1.

A staff member can have multiple CIITS Roles if needed. For each additional role given, the “Type” field must remain the same.



Staff Maintenance

Selecting the Appropriate Staff Type Verify the employment type for each member of your staff is correct, per principal. If a person has multiple assignments at a given location, make sure the Type is the same for all. If any changes are needed, end date the existing District Assignment and start a new District

Assignment with the correct Type. You can use the same start date as the previous assignment. End date any employees no longer on staff at the school. If the person is a teacher but does not have their own group of students (i.e. Gifted or Reading

Recovery), you have two options:1. Assign them to a section in the schedule. On the Section tab, a Population ID must be

selected. You must also assign a roster, which could include all students in a grade.2. Assign them as Section Staff on the section from which they pull students.

Evaluation System in CIITS

Employment Type in IC Job Description

TPGES Teacher

Classroom teacher, art teacher, special ed teacher, intervention teacher, etc.Anyone who should be evaluated under TPGES.

PPGES Administrator Certified administrators who will evaluate teachers.

OPGES Counselor Guidance Counselorsn/a Support Classified employees ONLYOPGES Speech Therapist Speech Therapist

OPGES

Other Alternate Type - Select one of the

following to include in the OPGES system ISC: School Instructional

Specialist/Coach OCC: Occupational Therapist PHT: Physical Therapist PSY: Psychologist REC: Recreation Therapist REH: Rehabilitation Counselor SOW: Social Worker

Any certified staff member who doesn’t fall under TPGES and who works primarily with teachers (ex: TRT, instructional coach, Non-Admin PGES Coach, PBIS, etc.) should be listed as ISC.

n/a

Other Alternate Type:

AUD: Audiologist INT: Interpreter ONP: Other Non-Professional OPR: Other Professional TAD: Teacher Aide WSC: Work Study Coordinator

These alternative types should NOT be used for certified staff.



Staff Maintenance

LEAD Checklist – School Tasks______ Open the employee’s District Assignment to review employee types for each employee.

Classified staff should be marked SUPPORT. Any certified staff member who doesn’t fall under TPGES and who works primarily with teachers should be listed as OTHER-ISC. However, if the employee works directly with students in a classroom or listed as primary teacher, they should be marked TEACHER. Verify that the teacher check box is marked for these employees. The HR LEAD Coordinator will contact each school if an employee type is incorrect.

Exceptions:Both speech pathologists who are not classified and speech therapists who are certified should be marked as Speech Therapist and given an assignment on the District Assignment tab. Speech pathologists and therapists should also have the teacher checkbox marked so they will appear in the staff drop down list on the Staff History tab to be added as a secondary teacher. Certified SAFE teachers must be marked TEACHER.

______ Assign any teacher who works with students building wide as a New Teacher (located on the Staff History tab) to the classes in which they have students if you want them to have access to Grade Book and to post Attendance. See the Scheduling Manual, Adding a Secondary Teacher or Section Staff as appropriate.

______ Assign any teacher who works with students building wide as New Section Staff (located on the Staff History tab) if you DO NOT want them to have access to Grade Book and to post Attendance See the Scheduling Manual, Adding a Secondary Teacher or Section Staff..

______ All courses must have a Primary Teacher with an active District Assignment for your school.

______ Assign a counselor or principal as primary teacher and the classified personnel as Secondary Teacher for any career development courses where a classified person supervises students. The classified employee name can be listed in the teacher display name. See the Scheduling Manual, Adding a Secondary Teacher.

______ For technical school courses where the students leave the middle or high schools to go to Eastside, Southside or Locust Trace:

Add a District Assignment to your school for the Technical Center staff member if they will be attached as Primary Teacher or New Teacher, with Teacher as type and the “Teacher” checkbox checked.

The Instructional Setting on the Course tab is Onsite Classroom.

______ For courses taught by third party contractors, the Teaching Method on the Course tab is “02: 3rd

Party Contract.”



Staff Maintenance

LEAD Checklist – School Tasks______ Any special education student who is not in a self-contained special education classroom

should have their case manager listed as New Teacher or Section Staff on ALL their scheduled courses. See the Scheduling Manual, Adding a Secondary Teacher or Section Staff.

______ At SCAPA, Winburn and all elementary schools, any gifted/talented students who are not in a self-contained gifted classroom should have the gifted/talented teacher listed as section staff on ALL their scheduled courses.

______ Any student who is repeating a grade level should have his/her grade level listed as the grade they are repeating, not the grade level of their age.

______ Inactivate any Courses which have never had Sections with students scheduled during the school year. Contact FCPS’s IC Support Helpdesk to delete any Sections which have never had students scheduled during the school year. Current Sections without students that previously had students need to have the population designated as General, Special Ed, EL, etc. depending on the course content and teacher certification.

______ Select the “Target Audience” in the special type drop down box on the Section tab for Special Ed, Gifted, EL or Speech Class sections.

______ Verify that each instructional course has an instructional period assigned in IC. Activity courses such as Volleyball, Chess, Football, etc. should not be scheduled into the instructional day.

______ Verify that all itinerant teachers have a District Assignment for each school where they work and appear on the school staff listing on the Section tab.

______ Run the Ad Hoc report (PATH: Index > Ad Hoc Reporting > Filter Designer > Building Coach > FCPS LEAD State Code 909999 ) to find all courses at your school which have a state code of 909999. Enter a core content on the Section tab. Do not use “Varies” as a content area. Do not enter a Core Content on the Section tab for any other courses.

______ If a teacher or staff member changes positions within your school, end date the current District Assignment and add a new District Assignment with the appropriate Staff Type. See steps on page 19, Employee Type Change.

______All courses must have an active Primary teacher.



Staff Information

District Assignment Creation for Staff New to FCPSAs new staff accounts are created in Infinite Campus, IC user account rights and District Assignments will be based on the employee’s staff title.

For example, anyone with a staff title of “Elem Primary Instructor” will get the following: A District Assignment with a staff type of “Teacher”, with

the Teacher checkbox checked A User Account with Teacher rights

FCPS Staff TitleAn “FCPS Staff Title” field is available on the District Assignment for each staff member. This field will be populated automatically for all staff with their staff title in MUNIS, along with whether they are certified or classified. This is true for new and returning staff.

Requesting Additional User RightsPATH: Index > FCPS IC Support SiteStaff members are given Infinite Campus rights based on their staff title. If a staff member needs additional user rights:

1. The Building Coach should complete the “Additional User Rights” form: Index > IC Support Site > Building Coach or Staff Info > Additional User Rights Form

2. The form should be signed by the Building Coach and the Principal3. The completed form should be scanned and emailed to 2000.fcps

For information on long term substitutes, see page 21, Long Term Substitute Flow Chart.

Emergency Contacts in IC for All StaffStaff emergency contacts will be updated on a nightly basis based on info in MUNIS. To view the emergency contact information for your staff, please run the Staff Household Verification report:

1. Go to: Index > Census > Reports > --Staff Household Verification2. Select the following:

a. Yearb. Schoolc. Staff

3. Click: View ReportFor changes to Emergency Contacts, the employee must submit the request through MUNIS Self Serve.



Staff Flow Chart


Person is hired by school Principal.

HR contacts the prospective employee and confirms acceptance of job.

Employee is new to the district Employee is an existing staff member

New employee’s demographic and pay information is entered into MUNIS by

HR staff

Employee is new to the school

Employee is changing roles in

the school

Network account created automaticallyo Also referred to as: LDAP,

Active Directory, Windows, Network Account

Email account created automatically

Infinite Campus account created automatically:

Employee demographics (name, birthdate, gender, etc.)

District Assignment and user account created based on location and staff title in MUNIS

o New IC account linked to network account. Also referred to as: LDAP, Active Directory, Windows, Network Account

Household built based on address information in MUNIS

Staff emergency contacts will be updated on a nightly basis based on info in MUNIS (page 24)

Building Coach end-dates current

District Assignment (page 19)

Building Coach adds new District Assignment, reflecting correct Staff Type (pages 19, 21)

Building Coach contacts 2000.fcps with the following info:

Staff member’s full legal name Staff member’s MUNIS number Staff member’s title

IC Support Staff will update the user’s account for the appropriate school and rights.


Long Term Substitute Flow Chart


Search “All People” for Person/Employee

Person is NOT found in IC Person exists in IC.

Complete an Additional User Rights Form.

Sign, scan and email to 2000.fcps

Not an Employee

(No employee number or District

Assignment)

The employee’s household

information is correct.

The employee’s household

information is incorrect or

missing.

Employee found with employee

number.

Follow steps on page 18, Adding a New DistrictAssignment.

Complete an Additional User Rights Form.


The staff member should update

their address and emergency contact

information in MUNIS Self Serve.

Complete an Additional User

Rights Form.


GradingGuest Grade Book Access....................................................................................................................31

By Teacher.......................................................................................................................................... 31

By Section........................................................................................................................................... 31

Grading Window.................................................................................................................................32

Opening the Grading Window............................................................................................................32

Closing the Grading Window..............................................................................................................32

How can I tell if my Grading Window is opened or closed?................................................................32

Posting Grades Checklist – Building Coach...........................................................................................33

Creating a Conventional Report Card Template – Recommended........................................................34

Creating a Standards-Based Report Card Template.............................................................................35

By Teacher method:

By Section method:

GRADING

Guest Grade Book AccessGuest access to a section’s Grade Book allows administrators and others to assist teachers, review grades and scores, and troubleshoot issues. Building Coaches, Principals and Associate Principals have access to both methods. Teacher Coaches have access through the By Section method only.

By TeacherPATH: Census > People

1. Go to the Search tab2. Search for the staff member; go to: Index >

Census > People3. Click the Schedule tab4. Click the Grade Book link to launch that

section’s Grade Book in another window.

By SectionPATH: Scheduling > Courses

1. Go to the Search tab2. Search for the course3. Click the appropriate course; go to the

Sections tab4. Click the Grade Book link to launch

that section’s Grade Book in another window.

Please reference the Campus Instruction Manual for the following topics: Grade Book Setup Methods for Calculating Grades Examples for Methods of Calculating Grades Posting Grades Troubleshooting Guide


GRADING

Grading WindowThe Grading Window determines when teachers can post grades.

Opening the Grading WindowActive Mask is a filter (mask) which allows the selected term’s Grading Task to become active for posting grades.

1. Go to: Index > Grading & Standards > Grading Window 2. Select the following:

a. Select School Yearb. Select Calendars

3. Click: Next4. Click on the appropriate Grading Task5. Click: Next6. Check the appropriate Term to open7. Click: Update Active Masks8. Click: OK

Closing the Grading Window1. Follow steps 1 – 5 on page 31, Opening the Grading Window2. Leave all terms unchecked3. Click: Update Active Masks4. Click: OK

How can I tell if my Grading Window is opened or closed?1. Go to the Search tab2. Search for any Course/Section,

click the Course Name3. Click the Grading Tasks tab4. Click the Grading Task to check5. The terms listed to the right of

Active Mask will be checked if the grading window is open or unchecked if the grading window is closed.


GRADING

Posting Grades Checklist – Building CoachTask Page

1Run the Course Error Report and make corrections as needed

Scheduling ManualCourse Error Report

2Run the Grade Book Health Check report and make corrections as needed

Campus Instruction ManualGrade Book Health Check

3

Open the Grading Window Remember, only one Grading Task should be open at

a time FCPS’s IC Support Helpdesk is more than happy to

help with this task

Building Coach ManualPage 31, Opening the Grading Window

4 Teachers post gradesCampus Instruction ManualPosting Grades

5Secondary schools, at the end of the term post to Transcript

Transcript ManualPosting to Transcript

6Secondary schools, after posting to Transcript run the Transcript Error Report and make corrections as needed

Transcript ManualTranscript Error Report

______ 1.


GRADING

Creating a Conventional Report Card Template – Recommended1. Go to: Index > System Administration > Preferences > Reports2. Click: New3. Enter the following:

a. Name – e.g. Quarter 1 Report Card, Semester 2 Progress 1, etc.b. Type – Report Cardc. Publish to Portal – Optional. This will allow parents to view the report in Parent Portal.d. Description

4. Select Report Options:a. Report Type – Conventional Report Cardb. Report on Terms – Main – “Term Name” must be selected, which Term is at your

discretion.c. Exclude all prior Terms from printing – Choose this option if you do not want prior term

grades printed.d. Page Layout Options

Prepare report for full duplex printing – Each student’s report can print on two sides if applicable.

e. Grading Tasks – The inactive Grading Tasks marked Z(IA) should not be selected.f. Choose Score Groups/Rubrics to be printed – DO NOT choose any item in this section.g. Display Options – Select as desiredh. School Comment – Enter text to print on all report cards. E.g. Parent Signature Line, etc.

5. Click: Save

Any reports created will roll forward from year to year unless a request is submitted for omission. It is recommended to create reports for progress, quarter, trimester, semester

grades or standards depending on the needs of the school.


GRADING

Creating a Standards-Based Report Card Template1. Go to: Index > System Administration > Preferences > Reports2. Click: New3. Enter the following:

a. Name – e.g. Quarter 1 Report Card, Semester 2 Progress 1, etc.b. Type – Report Cardc. Publish to Portal – Optional. This will allow parents to view the report in Parent Portal.d. Description

4. Select Report Options:a. Report Type – Standards-Based Report Cardb. Standards Display Optionsc. Placement and Signature Optionsd. Page Layout Options

Prepare report for full duplex printing – Each student’s report can print on two sides if applicable

e. Grading Tasks – Select the appropriate standardsf. Choose Score Groups/Rubrics to be printedg. Display Options – Select as desiredh. School Comment - Enter text to print on all report cards

5. Click: Save

Any reports created will roll forward from year to year unless a request is submitted for omission. It is recommended to create reports for progress, quarter, trimester, semester

grades or standards depending on the needs of the school.


GRADING

Printing Report Cards/Progress Reports1. Go to: Index > Grading & Standards > Reports > Report Card 2. Select the following:

a. Report Typei. Report Options – Recommended. Uses built report card templates. See page 33

for setup instructions.ii. Display Options – Generates report cards without a template. Choices cannot be

saved.b. Ad Hoc Filter or Gradec. Active Only – Check this optiond. Effective Datee. Sort Options – If you choose to sort by teacher, a box will appear with the option to select

the appropriate period.i. Elementary schools, this option defaults to Activity. Change this to 1 to print by

homeroom teacher.3. Click: Generate Report or Submit to Batch

If you experience issues printing report cards, try the Submit to Batch feature. You will receive a message in your Process Inbox when the batch is ready to print.


Useful ReportsUseful Reports....................................................................................................................................39

USEFUL REPORTS

Useful ReportsAll users do not have access to the reports listed. Many additional reports are available.

Student ReportsPATH: Index > Student Information > Reports Report Name Description

Activity EligibilityUsed to monitor student’s academic grades to determine participation eligibility.

CTE PotentialPotential CTE Pathway Report, based on student’s transcript and current schedule.

District Membership Lists students with cumulative days enrolled.Email Search Search for a person by email address.

Enrollment CountsGives counts of students enrolled as of a particular date. The data is automatically broken down by gender and race, but can further be broken down by several options. The report gives summary information only.

Enrollment Matrix

Gives counts of students with a particular Start Status, End Status or both as of the specified date range. The data is automatically broken down by gender and race but can further be broken down by several other options. This report gives summary information and can also include detailed information if desired.

G&T Counts Gives counts of students by race and G&T area of identification.G&T Students Gives G&T student detail including the G&T area of identification.Guardian Mailing/Email List

Gives a list of guardian mailing addresses and email addresses.

PLP Contact LogDisplays the information for any contact a staff member has entered in the PLP module.

Posted Grades Homeroom

Gives all homeroom Course/Sections and displays chosen posted grade.

Roll Forward Placement

Find where your current students will attend school in the new school year, or which students you will receive for the new school year. This report can be used before AND after Roll Forward.

Student LabelsThis report will produce labels with multiple demographic options for students.

Student List Display students enrolled in your school for the current/new school year.

User SecurityPATH: Index > System Administration > User Security > ReportsReport Name DescriptionStaff Account Lists staff without an IC account or staff having an issue with their account.


USEFUL REPORTS

Useful Reports

Testing ReportsPATH: Index > Student Information > Reports > Testing Reports Report Name DescriptionACT Scores

For detailed information:

Index > FCPS IC Support Site > Custom Reports > Assessment Reports

All AssessmentsAP ExamsBrigance/Prior SettingCollege & Career ReadyCollege ReadyEOC ExamsExplore/PlanFAST CompareFAST/UL by CourseGap StudentsEL-AccessMAP CompareMAP/UL by CourseNext Enr ScoresUnbridled Learning

Census ReportsPATH: Index > Census > ReportsReport Name Description

Census by Birth DateFind all students entered in Campus Census with a birth date in the range specified.

Mailing LabelsGenerate mailing labels for students that meet the search criteria. Only addresses marked as mailing addresses will be included.

Staff Household Verification

Report will return household information for all staff for verification purposes. Corrections to address and emergency contacts should be done through MUNIS Self Serve.

Staff Mailing LabelsGenerate mailing labels for staff in your building with a current district assignment for your school.


USEFUL REPORTS

Useful Reports

Attendance ReportsPATH: Index > Attendance > ReportsReport Name DescriptionAttendance Profile Report will give attendance details and summary information for the chosen

student for the current school year as well as prior years if chosen. Must look up the student first, then navigate to the report.

Cumulative Attendance Generate a list of students who meet specified criteria for attendance. Can be used for perfect attendance, checking on number of days suspended, etc.

Scheduling ReportsPATH: Index > Scheduling > ReportsReport Name Description

Course ErrorsDisplay errors on the course tab and/or grading task tab. See complete error listing and description online: Index > FCPS IC Support Site .

Course ListingDisplay active and inactive courses offered during a selected year, term and/or department.

Course Master Display active courses in the selected Course Catalog.

Master ScheduleList detailed information about each section in a schedule. Lists roster counts by gender and special ed, section placement, team, room and teacher.

Request DetailLists students who have requested the chosen department or courses. For more information, see the Scheduling Manual for Scheduling Reports.

Requests SatisfiedCounts the requests and requests satisfied per grade, per course. For more information, see the Scheduling Manual for Scheduling Reports.

Schedule UnitsThe Schedule Units Report looks for students who have not requested enough courses to fill a schedule. For more information, see the Scheduling Manual for Scheduling Reports.

Section Rosters

Displays student rosters for each section for each teacher or course selected. The Roster Effective Date is used to determine which students to include on each roster. The sections can be sorted by Course Name, Course Number or Period for each teacher selected.


USEFUL REPORTS

Useful Reports

Grading ReportsPATH: Index > Grading & Standards > Reports Report Name DescriptionGrade Book Health Check

Check the setup of your teachers’ Grade Books.

Grade Book Usage

Track how well teachers are maintaining their Grade Books. Report generation time will depend on the date range and number of teachers or courses selected.

Grade Distribution

Display a breakdown of total letter grades given by a teacher in a particular Course/Section and by ethnicity within a selected grading period.

Grades Report Batch print student grades. Options available to group by student, teacher or course as well as various page breaks.

Report Card See page 35, Printing Report Cards/Progress ReportsTerm GPA Batch print student term GPA and rolling GPAYearly GPA List the Cum GPA, unweighted Cum GPA, Yearly GPA and KEES Yearly GPA


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