LOGIN TO INFINITE CAMPUS: A. In Chrome or Firefox, copy and paste the following URL and hit return and the IC login window will open

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1 A staff member that has been given IC rights to review and approve the application. Usually Office Support or staff member certified in Census/Enrollment. The staff member can only approve applications for school(s) for which they have calendar rights assigned. LOGIN TO INFINITE CAMPUS: A. In Chrome or Firefox, copy and paste the following URL and hit return and the IC login window will open B. Enter your Username and Password and click on the Sign In LOCATING STAFF PROCESSING IN IC: A. Verify that the school year is current, and that your school is selected. If not, use the drop down menu to update. B. Click on the Index tab C. Click on Census D. Click on Online Registration E. Click on Staff Processing DQMT Annual Family Update Training Guide page 1

2 SEARCH FOR NEW APPLICATION TO PROCESS: A. Application End year select 2019 B. School select your school C. Application Status select Submitted Existing D. Click Search Applications ; move on to Select Application to Process below SELECT APPLICATION TO PROCESS: A. Click on the application you would like to process B. Click Review Application ; move on to Step 2: Application Review *Note: applications are listed by parent/guardian name. The student(s) attached to that parent/guardian will display in a new grid above the applications. DQMT data_quality@dpsk12.org Annual Family Update Training Guide page 2

3 The application will open in a new window with the Review tab highlighted in blue. *Note: This application is for the entire Household and could span multiple schools. The application review will display in the order below. Application Household Home Address Mailing Address Parents/Guardians Emergency Contacts Students Ignore all warnings for these sections. A. Household: if a parent/guardian has uploaded a proof of address, the document can be found under the household section. Double click on the clipboard icon to verify if a valid proof of address has been attached. If yes, follow the process on How to Update a Household Address * Note: if the proof of address is not valid, contact the family and request the correct proof. The application can be approved but the address should not be changed until a valid proof of address is received. B. Parents/Guardians: at least one legal guardian should be linked to an IC record. If a new Parent/Guardian is not linked, follow the process on How to link a Parent/Guardian and Emergency Contact C. Emergency Contacts: person(s) that can be contacted will be listed in this section. If a new Emergency Contact is not linked follow the process on How to link a Parent/Guardian and Emergency Contact Review warnings - this section will notify you of the person(s) that has been removed DQMT data_quality@dpsk12.org Annual Family Update Training Guide page 3

4 from the student s Emergency Contact list. No action is needed. D. Students: all students should be linked to an IC record. If a student is not linked follow the process on How to link a Student REVIEW NEW STUDENT INFORMATION: The Annual Family Update will collect new information for the student that may alert you to any additional support services the student may need, or additional information that may need to be collected from the parent/guardian. Special ED services and/or 504 Plan Medical or Mental Health Asthma Information Medications Immunizations Permission & Release Federal Programs ELA information (HLQ/PPF) From the Review tab scroll down to Print Application A. Click on Print Application B. The Annual Family Update Summary will display in another page. *Note: changes are not required, as you are just reviewing the student information to determine any additional support the student may need. C. To exit navigate to the top right side of the page and click on the X, the application should be open in the Review tab. Finish reviewing the application. After reviewing the complete application, move on to Step 3 Staff Approval DQMT data_quality@dpsk12.org Annual Family Update Training Guide page 4

5 Navigate to the Staff Approval tab A. Click on Staff Approval B. Select Approved/Posted from the New Application Status drop down C. Add standard comments School#/Date/Initials D. Click Save and Post The application has now been approved and the information from the application has been uploaded into IC. Click Application Summary PDF to access the Online Student Verification Summary. DQMT Annual Family Update Training Guide page 5

6 A. Click on the Staff Approval tab B. Locate the New Application Status, click on the drop down menu and select Hold C. Add standard comments School#/Date/Initials and the reason why the application is being hold. D. Click Save E. All applications on Hold can be found in Staff Processing by changing the Application Status to Hold DQMT Annual Family Update Training Guide page 6

7 Outside of the main function of reviewing and approving applications, there are other functions within the Staff Processing tool accessed through buttons at the bottom of the Search Results window. A. Staff Processing provides several action buttons but for processing purposes users will be using only Review Application and the below if needed: Delete Application UnSubmit Application Print Application PRINT APPLICATION: will display a PDF copy of the Verification Summary in whatever stage the application is in (Submitted or Approved). This can then just be reviewed, saved, or printed as desired. *Note: This is the best way at any time to review or confirm the exact data and information that was provided by the Parent/Guardian as it cannot be changed until after the data is approved and in IC. Later updates in IC do NOT reflect on this document. Two options exist for resetting an application. A. UNSUBMIT APPLICATION: if the Staff Processor or the Parent/Guardian realizes that only minor updates need to be made, the application can be unsubmitted and opened back up to the Parent /Guardian with all of the submitted data intact to make minor updates and re-submit. Once the application has been approved, this is NO LONGER an option. DQMT data_quality@dpsk12.org Annual Family Update Training Guide page 7

8 B. DELETE APPLICATION: if a Parent/Guardian realizes that they need to completely start their application over, the Staff Processor can completely delete the application and set it back to unstated. Once the application has been approved, this is NO LONGER an option. *Note: If the Parent/Guardian does not submit or re-submit the application by the time the window closes, they will need to complete a paper form. If the parent facing tool is no longer open, this is not an option that will allow the parent/guardian to submit online. DQMT data_quality@dpsk12.org Annual Family Update Training Guide page 8

9 Provides a way for district staff to review their registration applications status in comparison to the entire district. The Dashboard provides at-a-glance views of relevant information. A. Locate OLR Dashboard: 1. Click on Census 2. Click on Online Registration 3. Click on OLR Dashboard B. Dashboard Views: district view of application total summary by status. 1. Select Pie Chart 2. Select Column Chart C. Online Registration Application: School view totals by status. School Name Totals Students Students Submitted Student Not Submitted DQMT data_quality@dpsk12.org Annual Family Update Training Guide page 9

10 Technical Issues: call DoTS Hotline or Parent Portal: Parent can call or Staff Processing Questions: call DQMT Hotline or OCES Hotline: Student enrollment and application questions call or DQMT Annual Family Update Training Guide page 10

11 FIND PROOF OF ADDRESS: A. Double click on the clipboard icon. A document will display. Verify if the document is a valid proof of address for the household. Make sure to follow Choice and Enrollment guidelines on acceptable proof of address. B. Scroll down to find the student section. Copy student s person ID then go to Infinite Campus. C. In Infinite Campus: 1. Set up your search in All People 2. Click on Advance Search, 3. Paste student s person ID number in the Person ID field. 4. Click on Search 5. The student s Demographics will appear Follow the current Infinite Campus process to update a household address. Once the address is updated, go back to the Annual Family Update application to finish reviewing the application. *Note: if address is not found in IC, go back to Annual Family Update and place the application on hold (follow Placing Application on Hold in Step 2 pg. 6 of the Annual Family Update process guide). Submit an Address Request through the DQMT system. DQMT will notify you once the address has been added to the household. You can then take the application off hold and continue to process the application. DQMT data_quality@dpsk12.org Annual Family Update Training Guide

12 SEARCHING FOR PERSON: A. Under the Review tab scroll down to Parents/Guardians or Emergency Contacts section and locate the person to be linked. B. Navigate to the corresponding tab to pull that person s contact information. C. Click on Parent tab or Emergency Contact tab, depending on person that needs to be linked, then click on Edit next to the New Record Type D. From the person s Demographics section click on Next to access Contact Information DQMT data_quality@dpsk12.org Annual Family Update Training Guide page 1

13 E. Once in the Contact Information note contact information then click Previous *Note: notating phone numbers and will help you determine if the person has an existing IC record to link to. F. From the Demographics section click on Link Person G. Review list for a match. Use all information to determine a match. The white sheet icon under Details can be used to view more information associated with the person. H. A parent/guardian/emergency contact cannot be matched to a person ID that has either a student ID, birth date, or staff ID. This information can be found on the white sheet icon under the Details and is called Person Summary Report. If a match is found, follow LINK PERSON below. I. If no match, click Cancel to close search then Cancel and Confirm J. Navigate to the Review tab to continue reviewing application. *REMEMBER DO NOT link a person who has any of the following associated to them; birth date, student number, or staff number. LINK PERSON: A. Click on the result that is a match B. Click Link C. Person is now linked, click on Save/Continue * Proceed to link any other parent/guardian/emergency contact in the application. DQMT data_quality@dpsk12.org Annual Family Update Training Guide page 2

14 SEARCHING FOR STUDENT: A. Under the Review tab, scroll down to Student section and locate student to link. B. Click on Link Student C. Review list for a match. Select the white sheet icon under Details D. The Person Summary Report will display with more information associated with the student (parents, address, phone numbers, siblings, etc.). Use all information to determine a match. If a match is found follow LINK STUDENT process pg. 2 E. If no match, click on Cancel and place the application on HOLD. Follow PLACING APPLICATION ON HOLD process pg. 6 of the Annual Family Update Training-Processing Application guide. Contact the family to obtain more information on the student. *Note: students will need to be removed from the application if they do not already exist in IC. Students that do not already have a seat at a school cannot be added through Annual Family Update. These students will need to complete a paper registration packet and follow the process for enrollment. Follow DELETE STUDENT process on the next page of this guide. DQMT data_quality@dpsk12.org AFU - How to Link a Student Guide page 1

15 LINK STUDENT: A. Click on the result that is a match B. Click Link C. Person is now linked D. Click on Next to approve application. Follow Step 3: Staff Approval process pg. 5 of the Annual Family Update Training- Processing Application guide. *Note: if the student is an active DPS student most likely, the household was duplicated. Finish processing and approving the application then contact your DQMT partner for support on combining the household and removing possible duplicates. DELETE STUDENT: A. Click on Student tab B. Click on Edit C. Click on Delete D. Click on Confirm *Note: students will need to be removed from the application if they do not already exist in IC. Students that do not already have a seat at a school cannot be added through Annual Family Update. These students will need to complete a paper registration packet and follow the process for enrollment. DQMT data_quality@dpsk12.org AFU - How to Link a Student Guide page 2

16 A staff member that has been given IC rights to review and approve the application. Usually the Enrollment Office Professional or staff member certified in Census/Enrollment. OPEN INFINITE CAMPUS: A. In a Chrome or Firefox browser, copy and paste the following URL and hit return B. In the IC pop up window, enter your Username and Password and select Sign In C. In the top left corner of IC, find the Year dropdown and select the current school year D. Select the appropriate school for the application LOCATE AUDIT REPORTS: A. Click on Index B. Click on Census C. Click on Online Registration D. Click on Audit Reports *Note: If the application is for a household with more than one student, check and change the school for each student as applicable. DQMT data_quality@dpsk12.org Annual Family Update Audit Reports page 1

17 A. Select Students Without OLR Applications to list students from the selected year and school who do not have a valid Annual Family Update application started. *Note: Applications with a status of denied are excluded. B. Select Applications Without Enrollments to list students from the selected year who have an Annual Family Update application and a person record in IC, but do not have an enrollment record for the matching school year. *Note: DPS is only rolling out this functionality for students with existing enrollment records, so this report SHOULD NOT include any data. C. Select Unsubmitted Applications to list students with applications that have been started, but not submitted. D. Select Students with Submitted Applications to list students that have enrolled and completed their Annual Family Update. DQMT data_quality@dpsk12.org Annual Family Update Audit Reports page 2