KSIS Mid Year Training, 1/8/14KSIS Mid Year Training, 1/8/14KSIS Mid Year Training, 1/8/14

WelcomeKSIS Mid-Year

TrainingJanuary 8, 2014

8:00 a.m. (CST)/9:00 a.m. (EST)

KSIS Mid Year Training, 1/8/14KSIS Mid Year Training, 1/8/14KSIS Mid Year Training, 1/8/14

Welcome and Housekeeping

Becky JenkinsKIDS, Division of Enterprise Data

EILA Eligible Training◦ Registered participants are eligible for EILA credit. Online

training evaluation survey must be completed for credit to be awarded.

◦ If participating in a group setting, email a sign-in list to Linda Burton.

Lync Assistance◦ If you need assistance with your Lync connection, audio or

visual settings, contact the KETS Service Desk: (502) 564-2002 (local) (866) 538-7435 (toll free) Email: ketshelp@education.ky.gov

◦ Important: Meeting link should be opened using Internet Explorer, not Chrome or Firefox.

EILA Credit/Lync Assistance

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

Presentations from today’s Mid-Year Training ◦ Available online:

http://education.ky.gov/districts/tech/sis/Pages/KSIS-Training.aspx

Questions and Information

KSIS Mid-Year Training: AgendaStart End Session Presenter9:00 9:10 Welcome and Housewarming Becky Jenkins

KIDS, Division of Enterprise Data

9:10 9:25 Infinite Campus New Interface Changes in E.1402 Lisa Rhoton, Client ExecutiveInfinite Campus, Inc.

9:25 9:40 Detailed Preschool Summary Reports Annie Rooney-FrenchONGL, Division of Program Standards

9:40 10:25 2013-14 Safe Schools Update Windy NewtonONGSD, Division of Student Success

10:25 10:45 Teaching Method and Instructional Setting Amy PattersonONGL, Division of Learning Services

10:45 11:00 Break11:00 11:30 Records Transfer/Records Import Tanya Fluke

KIDS, Division of Enterprise Data

11:30 12:00 Infinite Campus(IC) / Continuous Instructional Improvement Technical System (CIITS) Integration 

Nick GustinKIDS, Division of Enterprise Data

12:00 12:30 Closing and Discussion of Current Issues Not Covered in Previous Sessions 

Dede Conner, DirectorKIDS, Division of Enterprise Data

KSIS Mid Year Training, 1/8/14KSIS Mid Year Training, 1/8/14KSIS Mid Year Training, 1/8/14

Infinite Campus New Interface

Changes E.1402

Lisa Rhoton, Client ExecutiveInfinite Campus, Inc.

KSIS Mid Year Training, 1/8/14KSIS Mid Year Training, 1/8/14KSIS Mid Year Training, 1/8/14

PreschoolAnnie Rooney French, Preschool Consultant

Office of Next Generation LearnersDivision of Program Standards

To help the district data entry people ensure that preschool children eligible for funding will show up in the IC count.

Objective

Eligible children include 3s and 4s with an active and locked disability, and 4 year-olds who whose family income is up to 150% of poverty.

Other children may be enrolled, but they are not counted for funding purposes.

Preschool Enrollment

Other preschoolers are enrolled if they are receiving services such as:◦ Special Education only (“N”)◦ RTI/KSI (non-income eligible)◦ Head Start in school building◦ FRYSC child care◦ Over income preschool

(if space is available)◦ Other: Title I, Tuition, ELL,

universal preschool

Other Children Enrolled

To determine the grade of the child, look at their age on October 1st.

A two year old on Oct 1 with a disability who turns 3 after Oct. 1 is in Grade 97.

Grade 97, 98 or 99?

There is no need to click on State Exclude. Preschool is not included in the state

reporting counts.

State Exclude

Remember districts cannot have a waiting list and must serve all eligible children. This includes 3 and 4 year-olds with disabilities.

However, districts are not required to enroll at-risk children who turn 4 after October 1; those children would be at-risk during the following school year.

Serving Eligible Children

State Format ExtractSpring Enrollment

The Spring Enrollment on March 1st counts all eligible 3 and 4s.

Y4 at Risk

Y2W Disability SL

Y3W Disability SL

Y4W Disability SL Total SL

Y2W Disability MMD

Y3W Disability MMD

Y4W Disability MMD

Funded Categories

Y4 At Risk – up to 150% of poverty, must be 4 years-old on or before Oct. 1, 2013

Y2, Y3 and Y4= Grade 97, 98 and 99 SL= Speech Language Disability with an active

and locked IEP. MMD= Mild to Moderate Disability including

developmental delay

Y2W Disability SEV

Y3W Disability SEV

Y4W Disability SEV Total SEV

Y2, Y3, or Y4 Total Disabilities

Y2, Y3, or Y4 Total Eligible

Funded Categories

Sev=Severe Disability Total Disability=sum of all three categories of

disabilities for the 3 age groups Total Eligible=the sum of the disabilities combined

with the sum of the at risk 4s

What shall we do when children are not showing

up in the detail list?

Is the IEP active and locked? Are all the fields filled out (disability,

Conference Summary evaluation date? Is the Setting “Home”? Is the child a special ed only student,

Enrollment Type “N”? Is there a preschool tab?

Is the child’s name not showing in the detailed list?

Check to see that the child is actively enrolled.

Is the IEP active and locked? Does the date of enrollment for children

match the IEP date (unless the 4 year-old is income eligible)? See RTI/KSI slide for more details.

Is there a preschool tab for the child?

Name showing but no “1s”

Is the child a Head Start student (not enhanced)?

Does the IEP information match the enrollment information (grade, school)?

Name showing but no “1s”

If a child is in KSI/RTI, he/she isn’t eligible to be counted until there is an active and locked IEP, unless the child first enrolled as an income eligible 4.

When the IEP is active, if the child wasn’t already an income eligible 4, then end date the initial enrollment using the W01 code, and reenroll the child using the R01 code. Remember also give the child a new preschool tab with the new date of enrollment and end date the previous preschool tab.

KSI/RTI

The count is for children who are enrolled on March 1 regardless of when they entered.

If a child has left the school district before March 1, he/she will not count for funding purposes.

Must be enrolled on March 1

A child enrolled as Head Start will not be counted in the Preschool Spring Enrollment Count.

For the 2013-14 school year their name will show up in the Detailed report but there will be no boxes with a “1” regardless of other boxes checked in the preschool tab.

Head Start

For children enrolled on March 1 Data will be pulled March 10, 2014 KDE will contact the districts with the count pulled

Districts will verify accuracy Corrections completed by March 28, 2014

Spring Enrollment Count

Please contact your KDE preschool consultant in your RTC region if you have questions or concerns: Phone (502) 564-7056

◦ Anderson RTC – Melody Cooper x 4763◦ Ashland RTC – Sally Shepherd x 4716◦ Berea RTC – Annie Rooney French x 4736◦ Calloway RTC – Sally Shepherd x 4716◦ Simpson RTC – Melody Cooper x 4763◦ Administrative Support – Kim Wiley x 4710◦ Branch Manager - Bill Buchanan x 4702

Questions?

Have a Question? Post it in the Lync chat window.

Questions?

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2013-14 Safe Schools

Windy Newton, Systems Consultant ITOffice of Next Generation Schools &Districts

Division of Student Success

Requirements 2013-14 Resolutions mapped to the state code of

SSP7: Restraint and SSP8: Seclusion have been added to the data standards and reporting for Safe Schools.

Data collection of Restraint and Seclusion custom tab must be completed for any incident resulting in Restraint or Seclusion.

Requirements for inclusion in Safe Schools Reporting

Incidents with law or board violation selection from one of the following categories:◦ Assault or Violence◦ Guns or other weapons◦ Controlled substances (including alcohol or tobacco)◦ Bullying or Harassment

Incidents with state resolutions of one of the following:◦ Expulsion, with services – SSP1◦ Expulsion, without services – SSP2◦ Out of School Suspension – SSP3◦ In School Removal – INSR◦ Restraint – SSP7◦ Seclusion – SSP8

Data Standards A list of the select law and board violations

can be found in the 2013-14 Safe Schools Data Standards on the KDE Safe Schools website.

The data standards provide users with details as to what data must be entered into IC for safe schools reporting purposes. Descriptions and screenshots are part of the document.

Communication KDE’s primary point of contact for Safe

Schools data collection is the Safe Schools Coordinator for the district.

All notifications sent to Safe Schools Coordinators are also sent to the KSIS Point of Contact.

It is the district’s Safe Schools Coordinator’s responsibility to communicate important notifications regarding data entry and standards to the school users in their districts.

How is the data used? The data is reported to the Kentucky Center

for School Safety The Office of Education Accountability Legislative requests U.S. Department of Education School Report Card > Learning Environment

tab > Safety Tab

School Report Card This data will be reported on your district

and school report cards via Open House for 2013-14.

The 2012-13 data is populated currently for each school.

It is very important that schools and districts verify their data during the verification window for Safe Schools reporting and during the verification window for School Report Card.

Corporal Punishment If your district does not implement

Corporal Punishment according to board policy, the resolution code should be end dated via Behavior > Admin > Resolution Types

This will prevent users from selecting as a resolution in error.

Multiple Resolutions Scenario:

◦ Student receives a resolution of In-School Removal

◦ During serving of INSR, student receives an Out-of-School suspension before INSR has ended

◦ INSR resolution must be end dated or end timed prior to the start of the SSP3

State Resolutions Require a selection of a law or board

violation on the event detail

Require a start date and time

Require an end date and time

Restraint and SeclusionResolution ID

Why is this important?◦ This is the primary data element that will

connect the data entered on the Restraint/Seclusion tab to the data entered on the Behavior Detail.

◦ The student level custom report will not generate if the IDs do not match.

◦ The data is required according to regulation.

Restraint and SeclusionResolution ID

The resolution ID field on the Restraint and Seclusion tab must be manually entered

Where do I find it?◦ The resolution ID is an auto-generated number assigned to

a resolution when saved in the Behavior Management Tool.◦ Within the student’s Behavior Tab, click on the hyperlink to

the appropriate incident (this will open the incident detail).

Click on the ID hyperlink within Incident Detail.

This will open up the incident within the Behavior Management Tool, the Resolution ID will be found within the Events and Participants section of the Incident.

Restraint and SeclusionResolution ID continued

Enter this resolution ID on the Restraint and Seclusion Tab in the Resolution ID field.

The resolution ID on the R/S tab and the Behavior detail must match!

Restraint and SeclusionResolution ID continued

Recorded WebEx Session KDE has developed and posted a recorded

WebEx session detailing the steps described in the previous slide.

This can be found on KDE’s Safe Schools Data Collection and Reporting website.

Safe Schools Extract The Safe Schools Extract is located via

KY State Reporting | Safe Schools. The validation report should be run

monthly and distributed to schools for clean up of error/warnings prior to the end of the school year.

Validation Checks

Errors – Indicate problematic data that will NOT pull on the report

Warnings – Indicate problematic data that WILL pull on the report

Districts should work throughout the school year to clean up errors and warnings.

Error 1: Resolutions – Missing Start/End Dates and/or Start/End TimesThis error will appear anytime a student has a state resolution without a resolution start/end date and/or start/end time.

Safe Schools Extract: Report Errors

Error 2: State Resolutions without a Law or Board Violation SelectedThis error will appear any time a student has a State Resolution without a selection of a Law or Board violation within the Event Detail

Safe Schools Extract: Report Errors

Error 3: Events without a ParticipantThis error will appear anytime an event with a qualifying Law or Board violation does not have participant selected.

To resolve this issue: find behavior incident and add participant, if applicable; otherwise the incident should be deleted.

Safe Schools Extract: Report Errors

Error 4: Student Behavior Incident Date is not within EnrollmentThis error will appear for any student offender with a qualifying behavior incident date outside the student’s enrollment dates.

To resolve this issue, verify incident date as compared to enrollment start/end dates. If this is a non-reported incident, such as attendance letter for documentation purposes, the error can be disregarded.

A future update will change the logic of this error to compare the incident date to any district enrollment, not just the current school enrollment.

Safe Schools Extract: Report Errors

Warning 1: Out of School Suspension/attendance dates and/or times InconsistentThis warning will appear for students who received a state resolution of SSP3 and the start/end date/times of the behavior resolution are not consistent with the check-in/out date/time within the student’s attendance.

NOTE: the Suspension/Attendance Linkage report will assist.

Check-in/out date/times are the authoritative elements for this data.

Safe Schools Extract: Report Warnings

Warning 2: Missing Demographic DataThis warning will appear for students who are missing one or more of the following demographic fields:◦ State Student ID◦ First Name◦ Gender

This error should really never occur, if it does a ticket with IC Support should be open to resolve the demographic issue.

This warning will be removed in a future release.

Safe Schools Extract: Report Warnings

Warning 3: Student Behavior Resolution Date not within EnrollmentThis warning will appear for students who have a behavior resolution start/end date outside of the enrollment start/end dates.

For validation purposes, users should verify the dates of the resolution are within the dates of an enrollment record.

A future update will change the logic of this error to compare the incident date to any district enrollment, not just the current school enrollment.

Safe Schools Extract: Report Warnings

Warning 4: Overlapping State Resolution Start Date/Time and or End Date/TimeThis warning will appear anytime a student has two or more state resolutions (SSP1, SSP2, SSP3, SSP5, INSR) which overlap by any span of dates or times.

To resolve this issue, open the behavior records and adjust the dates/times so they do not overlap with another state resolution record.

NOTE: most of these incidents involve an INSR and an SSP3 record. The SSP3 cannot start before the INSR has ended.

Safe Schools Extract: Report Warnings

Begin cleaning up your errors/warnings NOW…

Once data exported in Excel, separate by school and send to your building principals for verification.

This data is reported publically via the School Report Card.

Things to know!

May 1st – Official district verification window opens June 30th - District verification window closes June 30th – Superintendent verification due to KDE July 1st - KDE will extract data from IC state data

warehouse July 15th (tentative) – District and school level data will

be available for viewing in the 13-14 School Report Card Data Collection tool

July 31st - School Report Card verification of behavior data ends (note: two weeks after availability in SRC)

August 30th – Data provided to KCSS and OEA as mandated by KRS 158.444

End of September – Public release of School Report Card

2013-14 Timeline

Questions Infinite Campus Behavior questions,

contact windy.newton@education.ky.gov

Behavior Programmatic questions, contact libby.taylor@education.ky.gov

Restraint and Seclusion Programmatic questions, contact gretta.hylton@education.ky.gov

Have a Question? Post it in the Lync chat window.

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Teaching MethodInstructional

SettingAmy Patterson

Office of Next Generation LearnersDivision of Learning Services

amy.patterson@education.ky.gov

Collection of data ◦ LEAD report◦ CCR Delivery plan◦ Dual credit◦ Credit recovery◦ NAF Academy◦ Virtual courses

Purposes

Teaching Method

Teaching Method:  Choose from the drop down menu the appropriate teaching method for this course section 1: Direct Instruction (default setting) – traditional

course taught by a teacher employed by the district.

02: 3rd Party Contract – course taught by a 3rd party contractor other than virtual, dual credit or National Academy Foundation (NAF) (e.g., auto mechanic, golf instructor, Head Start provider).

10: Digital Learning Provider – virtual course that uses a digital platform other than credit recovery (e.g., JCPS eSchool, KET, BAVEL).

Teaching Method Descriptions

11: Dual Credit – District Offered – dual credit course taught by a teacher employed by the district, and students are not enrolled in the NAF Academy.

12: Dual Credit – College Offered - dual credit course taught by a teacher employed by a postsecondary institution, and students are not enrolled in the NAF Academy.

Teaching Method Descriptions

13: Credit Recovery – Direct Instruction – course taught by a teacher employed by the district that allows students to earn credit for a course they previously failed.

14: Credit Recovery – Digital Learning Provider – computer-based course that allows students to earn credit for a course they previously failed (e.g., PLATO, APEX, Odyssey, NOVEL/STARS).

15: Transitional Course – KDE Curriculum – course that uses the transitional curriculum framework sponsored by KDE (found at http://education.ky.gov/educational/int/hscf/Pages/default.aspx).

Teaching Method Descriptions

16: NAF Academy Course – National Academy Foundation (NAF) curriculum course (see http://naf.org/) that is not dual credit.

17: NAF Academy Dual Credit – District Offered – dual credit course taught by a teacher employed by the district, and students are enrolled in the NAF Academy.

18: NAF Academy Dual Credit – College Offered – dual credit course taught by a teacher employed by a postsecondary institution, and students are enrolled in the NAF Academy.

19: District Provided Self Study –independent self-study course.

Teaching Method Descriptions

Instructional Setting

Instructional Setting:  Choose from the drop down menu the appropriate instructional setting for this course section 01: Onsite Classroom – course taught primarily in the

school building. 02: Offsite Vocational – course taught at a vocational

school away from the school building. 03: Offsite College – course taught at a postsecondary

institution. 04: Home/Hospital –course taught in a home/hospital

setting. 05: Online – course taught online and instruction is

neither provided by the school nor for credit recovery.

Instructional Setting Descriptions

Plato or other computer-based credit-recovery◦ Teaching Method –

14: Credit Recovery – Digital Learning Provider ◦ Instructional Setting – 01: Onsite Classroom

Students taking dual credit course at the high school from a college employed instructor ◦ Teaching Method –

12: Dual Credit – College Offered◦ Instructional Setting – 01: Onsite Classroom

Scenarios

Have a Question? Post it in the Lync chat window.

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KSIS Mid-Year Training: What’s NextStart End Session Presenter10:45 11:00 Break

11:00 11:30 Records Transfer/Records Import Tanya FlukeKIDS, Division of Enterprise Data

11:30 12:00 Infinite Campus(IC)/Continuous Instructional Improvement Technical System (CIITS) Integration 

Nick GustinKIDS, Division of Enterprise Data

12:00 12:30 Closing and Discussion of Current Issues Not Covered in Previous Sessions 

DeDe Conner, DirectorKIDS, Division of Enterprise Data

KSIS Mid Year Training, 1/8/14KSIS Mid Year Training, 1/8/14KSIS Mid Year Training, 1/8/14

Records Transfer

Tanya Fluke, Systems Consultant ITOffice of Knowledge Information Data Services (KIDS)

Division of Enterprise Data

The student locator should always be used when enrolling students.

This is the first step of ensuring proper student record transfer and data quality.

Student Locator

The records transfer process (requesting, releasing, importing) must be a priority for all districts. Failing to follow proper records transfer procedures can cause records to be lost, such as attendance, enrollment history, special education, gifted and talented, immunizations, health data, and other fields, which are required to comply with KSIS Data Standards.

Unfortunately, the records transfer process is often times passed over, resulting in lost student records.

Importance of Records Transfer

The records transfer process should be part of daily practice. Schools may want to have a primary and a secondary person designated for student records transfer.

Paper copies of records may still need to be requested in order for districts to obtain hard copies of documents such as birth certificates, immunization certificates, prior school academic reports, and social security cards.

Correcting issues associated with failing to follow proper records transfer procedures can be time consuming and costly.

Importance of Records Transfer

In the case of a student transferring from another public school district in Kentucky, once a student is enrolled using the Student Locator, the Student Records Transfer screen will automatically populate.

To properly complete the request process, simply click the “Submit Request” button.

On the rare occasion where the screen does not appear, you must manually request records by searching for the student’s name and going to Student Information > General > Records Transfer tab > click New State Transfer Request.

Requesting Records

Messages that may appear in your Process Inbox

Transfer Released: Ready for you to import student data from another district.

Request for you to Release: Another district is waiting for their request to be processed.

Waiting: Records have been requested but waiting for the request to be released by the prior district.

Transfer Complete: You have released the request from another district.

Transfer Ignored: Your request was ignored by the other district. An additional manual request will be necessary in order to request the records again. A phone call to the prior district may be necessary to ensure the records are released.

Transfer Rejected: Your request was rejected by the other district. An additional manual request will be necessary in order to request the records again. A phone call to the prior district may be necessary to ensure the records are released.

Process Inbox

It is recommended that student withdrawals be fully processed BEFORE any records are released. This will enable the withdrawal date to be included when receiving and enrollment history import.

If records are released before the withdrawal has been processed, the withdrawal data for the releasing district will remain blank.

To complete the release process, click the message from the Process Inbox, you will be directed to the Records Transfer tab where you select the request from the receiving school/district.

Releasing Records

Once you have reviewed the request for records, the

decision to release, reject or ignore the requests will be made from this screen.

Keep in mind that if you

are a clerk and this request IS NOT for a student in

your building, the request may be for a student in another building in your

district.** You should never reject or ignore

requests of students who are not in your building. Doing so will prevent the

other school in your district from being able to process

the request and can also cause a break in data.

Releasing Records

**You may contact Infinite Campus Support to request a script so you will only see Records Transfer requests for students at your school. This script will not work for staff who have access to all or multiple schools in a district.

Once records have been released from the prior school, the receiving school will get a message in the Process Inbox indicating that records have been released.

Receiving schools will click on this message to be taken to the Records Transfer tab in order to import the records.

Receiving Records

Receiving Records Transfer Documents –

available to view, print of save.

Data Imports – available for actual import from the prior district into receiving district, maintaining the chain of data and continuation of services such as gifted and talented and special education.◦ Always be sure to check the

data that has been imported for your incoming student to make sure the data imported correctly.

Items with a line through them are NOT available for import, usually because the services are not active for that student.

Transcript Import Wizard◦ Enter the transferred data from the releasing district into your

own local database. Transcript course information can be stored as numbers and names from the releasing district, or it can be translated into local course numbers/names.

◦ District will want to consider adjusting credit types, which may differ substantially between the exchanging districts. The Credit Multiplication Factor field and the Adjust All Credits button can be used to mass-adjust credit amounts. Individual entries may also be adjusted.

Extended Census Import Wizard◦ If the home language is not English, this will impact LEP. Be

sure to import this data and notify the LEP coordinator in your district for further processing.

Data Imports

Enrollment History Import Wizard◦ This import wizard is very important in tracking prior Kentucky

Public School enrollment history and has a direct effect on state reporting. Be mindful that it is easy to create duplicates with this import wizard, so please pay close attention to the data you are importing.

Assessment Import Wizard◦ National, State and Local tests will transfer from prior schools. No

mapping or setup is needed for National and State assessment records created by KDE and those records are NOT to be modified in any way when imported. However, local assessments may require additional setup by receiving districts. Always double check the student’s Assessment tab to make sure data imported correctly.

Data Imports

Immunization, Health Condition & Health Screening Import Wizards◦ School nurses do not have access to import immunization and health

records, therefore it is very important that all health related imports be processed.

IEP, Special Ed Evaluation, Special Ed Documents, Import Wizards◦ Any items shown with a line through them are NOT available for import,

usually meaning the student is not receiving special education services, LEP Services, etc. If you know a student receives these services but no documents transferred during the records transfer process, you will need to contact the prior district. If the IEP was not locked before the records transfer process took place, this would keep the records from transferring.

◦ It is important to follow KSIS Data Standards when transferring Special Education records.

More Data Imports

KY State Reporting Import Wizard◦ This is the wizard where you will receive gifted and talented data

imports. It is important to follow the

KSIS Data Standards when transferring Gifted and Talented records.

◦ Data can be edited on this screen prior to import. Some fields that may need to be edited are: School of Accountability District of Accountability Resident District

LEP Import Wizard◦ It is important to follow the

KSIS Data Standards when transferring LEP records.

More Data Imports

Tanya Fluke – Systems Consultant IT, KIDS Division of Enterprise Datatanya.fluke@education.ky.gov - (502) 564-2020 ext. 2473.

KSIS Data Standards - http://education.ky.gov/districts/tech/sis/pages/ksis-data-standards.aspx

The Campus Community is a great source of information. If you have access to Infinite Campus, you have the ability to take advantage of the Campus Community. The link is located in the top far right corner of your Infinite Campus screen after you log in.◦ https://

community.infinitecampus.com/kb/display/DOC/Student+Records+Transfer#StudentRecordsTransfer-TranscriptImportWizard

Links & Tools

Have a Question? Post it in the Lync chat window.

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Infinite Campus Integration to

CIITSNick Gustin, CIITS Technical Analyst

Office of Knowledge, Information and Data Services (KIDS)Division of Enterprise Data

IC Infinite Campus

CIITS Continuous Instructional Improvement Technology System

IMS Instructional Management System

EDS Educator Development Suite

Acronyms

84

Student, Staff, and Course/Section related data is extracted from IC and loaded to CIITS

Majority of data loaded weekly◦ Data entered by 5:00PM on Fridays will be

available in CIITS the following Tuesday morning

Staff demographic and assignment changes loaded daily◦ Data entered by 11:59PM Mon-Thu will be

available in CIITS within one processing day◦ (Ex. Data entered Mon will be in CIITS on Wed)

IC/CIITS Data Integration

85

• Student• demographics, school/section

enrollments, grades, program data, behavior, guardians, attendance data

• Staff• demographics, assignments,

sections data• General• calendar days• school data

Weekly

• Staff demographic changes (name, dob, etc.) • Staff assignment changesDaily

IC Data Loaded to CIITS

CIITS

Roles determine what data a user can see in CIITS

• Demographics – SSID, name, dob, address, guardians• School/Course/Section enrollment• Program (SPED, Gifted/Talented, LEP, Migrant, Title I)• Behavior incidents• Attendance

Student

• Demographics – Staff ID, name, dob, address• Teacher, Leadership, Staff identifier• Courses/Sections taught• District/School assignments and roles

Staff• District setup information (name, address, etc.)• School setup information (name, address, etc.)• Calendar setup (school days, holidays)

General

Shared Data

◦ Contains screenshots and tips for where and how data is extracted from IC for CIITS

◦ Displays where data extracted from IC is displayed in CIITS

◦ Available on the CIITS Support Materials page: Home>Districts>District/School Support>Technology>CIITS

IC-CIITS Data Mapping Guide

Three data elements are required to be set up in IC for a person’s CIITS account to be active

◦ Valid kyschools.us email address

◦ Active district employment record

◦ Active district assignment record

IC Data Requirements for CIITS Account Provisioning

Click path: Census>People>Demographics Must be a valid kyschools.us email address

Set up email in IC

Click path: Census>People>District Employment

Ensure start date is earlier than current date and end date is blank (or is in the future)

Set up district employment

Click path: Census>People>District Assignments

Ensure start date is earlier than current date and end date is blank (or is in the future)

Set up district assignment(s)

The Superintendent / Principal email for each district / school should be set up to provision them the default Leadership role

District (Superintendent) click path: System Administration >Resources > District Information > Email field

School (Principal) click path: System Administration > Resources > School > Principal Email field

Setup District/School Email

• Email address on users demographic setup matches email address on district/school setup

Leadership

• Type 01: Teacher on district assignment with the latest (or open-ended) district assignment record

Teacher

• Type other than 01: Teacher (or blank Type) on district assignment with the latest (or open-ended) district assignment

Staff

CIITS Default Roles

Note: If a person has two district assignments, one with Type 01 and one with a differing type, with equal end dates, then they will have a Teacher default role, provided they are not Leadership.

Assigned through the Title field when setting up district assignments

Users may be assigned multiple custom roles

Can provide access to additional functionality and data in CIITS

CIITS Custom Roles

Only assign “District” custom roles at the district office

Only assign “School” custom roles at a school

If a person is assigned a “District” custom role at the district, then it is unnecessary to assign them that same custom role at each school

When setting up custom roles on district assignment records…

Instructional Management System (IMS) Custom Roles and Inheritance

Educator Development Suite (EDS) Custom Roles and Inheritance

◦ Contains screenshots and specifications for setting up required data for CIITS accounts Email District Employment District Assignments (including CIITS custom

roles)◦ Available on the CIITS Support Materials page:

Home>Districts>District/School Support>Technology>CIITS

Assigning CIITS Roles Guide

Allows a teacher to send results from test created in CIITS to IC gradebook

Express Test and Manually Created test results may be sent to IC gradebook

Test must be set up with a test category of Send Test to Gradebook

Test must be scheduled and administered for data to be sent

Data is sent nightly through a batch (scheduled) process

IC–CIITS Gradebook Import Process

1. Create an Express Test in CIITS

2. Choose Send Test to Gradebook in the Test Category drop-down

Example: Set Up a CIITS Express Test to send to IC Gradebook

Example of Imported Data

Example of Imported Data

Example of Imported Data

◦ Contains screenshots and specifications for setting up required data for CIITS data to be imported to IC gradebook

◦ Available on the CIITS Support Materials page:

Home>Districts>District/School Support>Technology>CIITS

CIITS-IC Gradebook Submission Guide

◦ Purpose: to ensure that the correct students are on a teacher’s roster for EDS / Teacher of Record

◦ Teachers only verify sections for which they are the primary teacher

◦ School Roster Manager – custom role which may be assigned to one or more individuals

◦ Assign this custom role to KSIS person within each school

◦ Person with School Roster Manager role will receive roster verification requests from teachers

Roster Manager Functionality

Click My Account / Sections & Rosters

Click Verify student roster

Roster VerificationThe primary teacher for the section verifies the roster

1. Review roster and click Request Removal icon for any students who should not appear in the section

2. Enter removal details and click Submit

Roster Verification – Remove StudentThe primary teacher for the section verifies the roster

3. The roster displays the student’s name crossed out and as “Pending Removal”

Roster Verification – Remove StudentThe primary teacher for the section verifies the roster

1. Click Request Addition

2. Enter the student’s name and student ID; click Submit

Roster Verification – Add StudentThe primary teacher for the section verifies the roster

3. The roster displays the student’s name with a “+” and as “Pending Addition”

Roster Verification – Add StudentThe primary teacher for the section verifies the roster

Click verification checkbox and click Submit

The roster status is updated

Roster Verification - SubmitThe primary teacher for the section verifies the roster

1. Click User Management

2. Click Enrollment Change Requests

Roster UpdateThe School Roster Manager will perform these steps

3. Make update to section roster in Infinite Campus

4. Click Done

Roster Verification ProcessThe School Roster Manager will perform these steps

◦ Quick Reference Cards and Video Home>Districts>District/School Support>Technology>CIITS

Roster Verification Resources

KDE contacts◦ Maritta Horne, CIITS Service Manager

maritta.horne@education.ky.gov ◦ Nick Gustin, Technical Analyst

nick.gustin@education.ky.gov

Questions?