regsi t r a r s (m) - east side union high school district ... g gni g in & na vgi a toi n...

©2010, Infinite Campus. All Rights Reserved. Last modified: 09 April 2010 1

Intended Audience: Staff that currently manage Census data for stu-dents, new families and emergency contacts.Description: This course covers Census data entry in Campus includ-ing student enrollment, household assembly using the Census Wizard, non-household relationships, emergency contacts and reports. This session will also include Student Information > General, the Walk-in Scheduler, attendance reports and the Ad Hoc Reporting module.Time: 8 hours

RegistRaRs (M)

Campus Overview(15 minutes)

Learn navigation•Learn search procedures•Learn help options•

Census Theory & Overview(30 minutes)

Learn how people, households and ad-•dresses are managed in CampusView sample Campus households to under-•stand icons associated with people, house-holds and addresses

Searching Census(30 minutes)

Search for a person in the Census•Search for an address in Census•Search for a household in Census•

Adding Census Information(2 hours)

Add people using Census > Add Person•Add an address•Create a household using the Census Wiz-•ardAdding non-household relationships (emer-•gency contacts)Creating enrollments for students•Add district assignment and employment •information

Census Reports(30 minutes)

Learn to generate census reports•Learn uses for reports•

Student Information > General(1 hour 30 minutes)

Understand the information available in Student Information > General tabs

Summary•Enrollment•Schedule•Attendance•Programs *flags only•Grades•Transcript•Credit Summary•Assessment - adding assessment scores•Behavior•Transportation•Fees•Lockers•Athletics•Ad Hoc Reports•Graduation•

Canned Reports


New Student Scheduling(30 minutes)

Use and practice the Walk-in Scheduler to give students a schedule

Attendance Reports(15 minutes)

Learn to generate attendance reports•Learn uses for reports•

Ad Hoc Reporting(30 minutes)

Learn how to use and practice using:Filter Designers (no SQL)•Report Designer•Report Builder•Data Export•

Review(30 minutes)

Discuss key words•Complete review questions•Complete review activities•

Campus Key Words

PersonID

Student Number

StateID

Person GUID

Enrollment Start Date

No Show

Secondary Membership

Secondary Address

Non-household Relationships

What information is listed on the members tab for a household?1.

Explain two ways to find a student’s primary guardian’s contact 2.information.

Give an example of a non-household relationship.3.

Review Questions


Hands-On ActivitiesCensus Scenario 1: Create the following people, place them in a household and attach the household to an established address:

2 students•

1 student in Kindergarten•

1 student is an 8th grader•

2 adults, mom and step-dad•

Build appropriate relationships•

Provide work numbers and emergency contact information•

Census Scenario 2: Create the following people, place them in a household and attach the household to an established address:

2 parent household•

1 high school student•

Grandma is the emergency contact and does not live in the same •household. Add grandma as a person to the database.

Connect the family to an existing address which will be provided by •your trainer.

The student’s mother will be a teacher at one of the middle schools •in the district. Create proper employment records using the District Employment and District Assignment tabs.

Build appropriate relationships.•

Creating a Schedule for a New StudentSearch for a course to place it in the student’s schedule.•

Give the student course requests of all types (elective, required, •and alternative).

Load a course that has reached it’s maximum number of stu-•dents allowed into the student’s schedule.

Load an Elective, Required and Alternate request into a stu-•dent’s schedule.

Give the student a full schedule using multiple methods.•Explain the implications of ending a student’s schedule.•End the student’s schedule.•

Logging In & Navigation


OverviewIn this lesson, you will be introduced to the Infinite Campus system.

ObjectivesAt the conclusion of this lesson, you should be able to:

Log into Campus.•Know and accurately describe the three tabs in your outline.•Know and accurately describe the three areas of the window.•Log out of Campus.•

Access & Logging InEach district’s data is stored in a different location on the Internet and is accessed through a Web browser such as Internet Explorer, Firefox or Safari. The web address used in training will be different than the address you will use in your everyday use of your school’s Campus application.

Launch a web browser such as Internet Explorer, Firefox or 1.Camino on your computer.Enter the web address (URL) provided by your trainer in the 2.location bar of your browser.When the page loads, your screen should display the login 3.screen for Infinite Campus.Enter the user name and password provided by your trainer.4.Click OK.5.

Since Campus is a web-based product, it is accessible any-where in the world. Since it is accessible

anywhere, the data within the system is protected with pass-words and security measures. In many districts Campus pass-words are “strong passwords.” A strong password is at least eight characters long with a combi-nation of letters, numbers, or special characters. In all districts, if your password is entered incorrectly five times, the account will be disabled. You will then need to contact a designated individual in your school or district office to have your password reset.

Training Site:

User Name:

Password:

Logging in & navigation



NavigationOnce you have logged into the Campus application, you will notice your screen is divided into three main areas.

The gray header 1. Infinite Campus Toolbar contains dropdown menus to select which year, school, calendar, schedule structure, and if you are a teacher, which section you are working with. Your account’s rights will determine which schools and what years’ data you can access.The space to the lower left contains three tabs. 2.

The first tab, the Index tab, contains all your tools in Cam-•pus. The tools you have rights to will vary from user to user. The tools are collected into groups called modules. To open a module, click on either the plus sign or the name of the module. When the tools are completely open, it reveals the user’s complete Outline.The second tab, the Search tab, allows you to quickly find •particular pieces of information, such as student informa-tion, course information, and help topics.The third tab is context-sensitive help. As you are work-•ing with certain tools in Campus, related help articles can be found by switching to the Help tab. As an example, if a question arises during taking attendance, clicking the Help tab will pull up an article describing how to take attendance in Campus. In addition, related topics will be linked at the bottom of the help article.

The space on the right is your main 3. Workspace. The tools that you select on the Index tab will load into this space. When you first start Campus, you will see announcements and reminders posted by your district or building. This space may include notices about Campus updates and/or other announcements that have been posted by your school. At the bottom of your workspace is an item called the Process Inbox—your “to do” list in Campus today. De-pending on your role and tools, different items will appear in this area to remind you to complete particular tasks in Campus.

Calendar- a data element in Campus that defines the terms, periods, instructional days and grade levels at a school for a year. State reporting data is extracted and aggregated out of a particular calendar.

Schedule Structure- a sub-division of a calendar for the purposes of setting up a group of students on a different sched-uling pattern, such as different terms, periods or set of instruc-tional days.



Managing the Process Inbox Infinite Campus allows users to search for messages and processes in the Process Inbox.

Searching for items in the Process InboxEnter a date 1.range that Campus should search within.Campus will 2.look for items that have a posted date which fall within the entered date range.Select the Process(es)/Messages from the Display dropdown list.3.Click Find Messages. Processes/Messages that match the search 4.criteria will be displayed.

Deleting Items in the Process InboxIf needed, enter a date range and select the type of processes to 1.search for. Click Find Messages.Click the box in front of the Process/Message to delete. All mes-2.sages may be selected by clicking the box in the Process Inbox toolbar. Click Delete Selected Messages. The selected messages will be 3.deleted.

Logging Out of CampusWhen finished with your Campus session, or when you will be away from your computer for an extended amount of time, you should end your Campus session by clicking on log off. Your session will close and you will then be back at the login screen. You may then close your browser.

User Communications


OverviewUser notices are messages that can be placed on the Portal login screen, the Campus home page for staff members, or both. These messages are created using the User Notices tool found in User Communication.

ObjectivesCreate and modify User Notices.•Learn best practices for using User Notices.•Learn how to modify the Infinite Campus banner.•

Creating a User Notice for a SchoolA school user notice can be viewed by people with rights to that school. Rights are determined for staff members by calendar rights, and for parents or students by the enrollment in the school for that year.

To create a user notice:Select the 1.appropriate school from the School dropdown list in the Campus toolbar.In the Index Outline, 2.expand User Communication and select User Notices.On the User Notice tab, click the New icon.3.Enter a Start and End Date for the notice. The notice will appear 4.at midnight on the start date and will disappear at 11:59 PM on the end date. If no end date is entered, the message will display until it is deleted.Select if the notice will be published to Campus (where it will be 5.viewed by staff members) only, to the Portal (where it will be viewed by parents and students) or to both.Enter the text of the notice in the Text field. The WYSIWYG editor 6.may be used to format the user notice for color and layout options. In addition, web links, tables or images may be inserted into the user notice.Click Save when finished.7.

WYSIWYG- “what you see is what you get”. A type of editor that shows how the final result will look as it is edited.

UseR CoMMUniCation

User Communications


Editing an Existing NoticeSelect the appropriate school from the School dropdown list in the 1.Campus toolbar.In the Index Outline, expand User Communication and select User 2.Notices.The User Notice List will contain all notices for the selected school. 3.To edit a particular message, select it in the list.Make changes as needed, such as changing the end date or 4.changing the content.Click Save when finished.5.

Creating District NoticesThe process of creating or changing district notices is the same as creating school notices. The key difference is to change the school selection to all schools. Any notices created with all schools selected will be seen by Campus as a district notice.

Editing the Campus BannerDistricts may change the Campus banner as needed or desired. For example, if a district has a staging server of Campus for testing, editing the banner to indicate the user is in the sandbox/staging site will help users verify they are in the right site and identify issues before editing or deleting data.

To edit the banner, click the Edit Banner button.1.The WYSIWYG editor will then show the web page for the banner. 2.This page may be edited as needed.When finished editing, click Save.3.Changes to the banner will be seen by users logging in from that 4.point forward.

The Campus Banner is a district wide setting. Changes made to the banner will be seen by all district staff.

Census Module Overview


What do the different person icons mean?When you search for a person, you may see three different icons next to their name. These indicate infor-mation about the person:

Indicates the person is a student. An enrollment and student number makes a student.

Any other person, which could be a parent, emergency contact, etc.

Overview This lesson will serve as an introduction to the three types of data ele-ments created and maintained in the Census module.

Objectives At the conclusion of this lesson, the learner will be able to:

Search for a person in the Census.•Search for an address in Census. •Search for a household in Census.•

The Census Data ModelThe Census module provides the entry point for all people who will be entered into the Campus database - school staff, parents, students and emergency contacts. The individual is entered once in the database and that record is reused and changed as needed.

Example—Melissa Smith is a student in a high school in your district and has an entry in your Campus data-base as a student. Melissa goes to college and becomes an elementary school teacher in your district. Her record in Campus can be modified to have a district staff assignment. Melissa teaches for a couple of years and then gets married. Her identity can be changed to her married name but the existing records are still attached to her as a person (in addition, staff members who know her by her maiden name can still search for her maiden name in the Census). When Melissa becomes a parent and her children attend school in your district, they are connected to her by being in her household and having relationships made between her and her children. When her children grow up and have children of their own, Melissa can be marked as an emer-gency contact for her grandchildren.

Indicates the person is a staff member with a staff number and district employment start date.

CensUs ModULe oveRview

Census>PeopleExpand the Census module by clicking on either the name or 1.the plus sign. Choose Census > People.Search for a person using last name [comma] first name.2.The 3. Demographics tab holds all information about the identify-ing and contact information for a person.The 4. Identities tab lists the legal name changes that a person has had. See Maintaining and Changing Census Data for the process of changing an individual’s name in Campus.The 5. Households tab lists all households that a person is or was a member of. The names of all other members of the household(s) will also be available from this tab.The 6. Relationships tab links people together. This tab is where the rights and access to a student’s information are set and maintained.The7. Enrollments tab lists all district schools that a person has attended as a student; the data contained here is the basis for much of the state reporting extracts in Campus.District Employment 8. houses data for school district employees



for reporting and data analysis.The 9. District Assignment tab ties the person to a particular school and adds their name to areas of functionality in the prod-uct.The10. Credentials tab is used for entering and storing the data about a staff member’s teaching credentials. This data is intended for reporting “highly qualified teachers” as required by No Child Left Behind. For more information about the dis-trict employment and assignment tabs, consult the Staff Entry lesson.The 11. POS Deposit tab is used in conjunction with the Campus Food Service and Point of Sale system. If your district is using Food Service, additional training will be provided for point of sale and deposits.School Choice12. is used in larger districts that allow students to apply to attend a particular school or program in the next school year.

PersonID—the data-base key that holds and attaches records to this individual.

Student Number—the district created and locally used number.

StateID—the student’s state-created identifying number, if used. Your state may have a specific name for this number, but Campus will use the state-neutral term StateID.

GUID—the Global Unique Identifier may be used as a registration key to create a Portal account for an individual.

Other Phone—many indi-viduals will have a second cell or second work number. The other phone is designed to hold such a number. This number is not the same as the home phone, which is entered and maintained on the household.

The private checkbox will NOT hide data from a Campus user. Rather it is designed to be used when extracting data out of Campus in an ad hoc report. When designing the filter to pull data, the user can specify that data marked as private should not be exported.

Census > HouseholdIn your index outline, click on Households.1.Search for the household using the last name of a person in the 2.household.The 3. Household Info tab is where the household name is defined (according to district policy and procedure) and the household phone is maintained. The 4. Addresses tab records the addresses that the family is or was associated with. The 5. Members tab will show all members of the household and allows the district to record when they became members or when they ended their membership in the household.The 6. Fees tab allows a payment to be made to the fees of any household members.The 7. POS Deposit is used in conjunction with the Campus Food Service point of sale terminal to fund the lunch accounts of household members.



Census > AddressesIn your Index outline, click on Addresses.1.Search for an address using the number and street name in the 2.search box or use advanced search methods.“Map this address” will open a new window and show the loca-3.tion of this address on Google maps. PO boxes will not be mapped.The 4. Address Information tab defines the elements of the address.The 5. Households tab will show all households (family units) that are or have been associated with an address.The 6. Schools tab allows districts to associate an address with a particular set of schools, or to define a particular school’s atten-dance area.The 7. Overrides tab lists an additional school that the address is assigned to when there is a school already assigned to the address as a school boundary indicator. This is used to indicate which school a student attends in a district. This tab is managed by district level staff.

Prefix— a directional indication before the street name, such as 2000 East Maple.

Tag—the type of street, such as St., Boulevard, Parkway, etc. Districts should consult with your local post office for pre-ferred nomenclature.

Direction—directional indication after the street name and tag, such as 2000 Main Street South.

Location code—an eight character code used in some districts when importing addresses from a local utility. The first two characters are a city code, the next two are a zone code, next two are a neighborhood code, last two characters are lot number.

Federal Impact Aid (Title VIII of ESEA) provides additional funding to dis-tricts to overcome property tax revenue lost due to Federally-owned property within the district bound-aries. In addition, the children of people either employed on eligible gov-ernment installations or on active duty in the military may also generate Impact Aid for a district. Consult with district personnel and procedures for the proper way to use the drop downs in this area.

New Student Registration (District Edition)

15©2010, Infinite Campus. All Rights Reserved. Last modified: 09 April 2010

Overview This lesson will introduce the process of adding new students to the Campus database. Once the new student is added, additional people will be added and a household will be created.

Objectives At the conclusion of this lesson, the learner should be able to:

Add people using Census > Add Person.•Add an address.•Create a household using the Census Wizard.•Enroll students.•

Prior to creating a new record for the student, we will first check to see if this indi-vidual has already been created in the district’s Campus database (as in the case of a student who was previously enrolled). If they already have been entered, select them and create a new enrollment record for that person so that all their records in Campus are tied to one individual later in the registration process.

Adding a StudentFrom the outline, select Census > Add Person.1. Enter the student’s Last Name, a portion of the First 2. Name (if needed), select the appropriate Gender and click Search.All people who match the search parameters will 3. display in the search results.Use information such as a birth date to determine if 4. one of the results is the correct student needing to be registered. If the student exists, repeat steps 1-4 for any other students in the household.IF NO RESULTS ARE FOUND, click Create New 5. Person.Enter the student’s identity information. All fields in 6. red and marked with an asterisk are required fields. Enter the data for the student’s race/ethnicity. The 7. checkboxes are federally reported elements starting in the 2010-2011 year.If the student is Hispanic/Latino, select Yes. If No is 8. selected, one or more races MUST be selected.Select the races that apply for the student. 9. The Race/Ethnicity dropdown will contain the state’s 10. specific race/ethnicity codes for state specific report-ing.Select the Race/Ethnicity Determination from the 11. dropdown list.Create a Student Number by either entering the 12. number manually in the field or checking Generate Number.Click Save.13.

Repeat steps for all students that are in the household.

Once all students are added, continue to use Census > Person to add the parents and other family members who are not enrolled students.

new stUdent RegistRation (de)



Adding People (Census > Add Person)Select Census > Add Person.1.Enter the search 2.criteria to see if this person exists in Campus. Click Search.3.All people who 4.match the search will display in the search results. Use the information in the window or click Details to find more demographic information to determine if an exact match was found.IF NO RESULTS ARE 5.FOUND, click Create New Person.Enter the information to 6.complete the person’s demographic information as required by school policy and procedure. DO NOT check “generate number” as the parents will not have student numbers.Click Save.7.Click on the person’s 8.name to move to their Demographics tab.Add any personal contact 9.information (such as cell phone, work phone, and e-mail address) the parent provided.Select the correct contact 10.means for the different types of Messenger messages.When finished, click Save.11.

Repeat for all adults or other non-students in the household.

Enter enough criteria to limit your results to a usable number, but not

so much criteria that it filters down to no results. As an example, if the father’s name is James Smith, searching for “James Smith” would exclude any record that may have been created as “Jim Smith.” Searching by last name and first initial may yield better results.



Adding an Address (Census > Add Address)In the Index, select Census > Add Address.1. Enter the search criteria to search for the family’s address.2. If the family’s address is found and shows in the search results, 3. click on the address and proceed with Checking an Existing Address.If the address is NOT found, click New Address.4. Enter the elements for the address in the fields provided.5. Click Save. Proceed to the Census Wizard.6.

Checking an Existing AddressIf the address is found when searching to create a new address, follow these steps. Otherwise, proceed to Census Wizard.

Check to be sure the address selected matches all elements of the 1. address given by the family.

If all elements match, proceed to step two.• If any elements do not match (such as a different apartment • number), consult your district’s established policy and pro-cedure for the correct process to follow. DO NOT CHANGE address data at this point as you may be changing the address of another family! You may need to create a new address in the Campus database for the family.

2. Select the Households tab to determine if a household is currently at this address. If a household is currently at the address, consult the district’s established policy and procedure for the correct pro-cess to follow.

3. If the address is not currently being used by a household, proceed with the steps for Census Wizard.



Census WizardThe Census Wizard tool allows a user to create a household (family unit) for a group of people, attach a mailing address, and define rela-tionships between people in a three step process. In addition, the process of enrolling students and adding contact information may also be done from links found in this tool.

Step 1. Assembling Households and Addresses Search for household members in the search box in the wizard.1.Click on a person in the search results to place them into the new 2.household assembly area.If needed, people may be removed from the assembly area by 3.clicking the “X” next to their name.Repeat steps as needed until all people in the household are in the 4.assembly area.Search for the household’s address(es) by number and street 5.name.Click on an address in the outline to place it into the new household 6.assembly area.Click Continue to advance to step two.7.



Step 2. Editing Membership and MailingName the household according to district policy and procedure.1. Enter the Home Phone Number. 2. Mark the mailing address with the Mailing checkbox.3. Enter Start Dates as required by district policy and procedure.4. Mark necessary Secondary flags on address and membership 5. Click Save & Continue- Step 3.6.

Private The private checkbox will not hide this data from a user of Campus. Rather it may be used when doing an ad hoc query for a data export. Data marked as private can be excluded from the export.

Secondary address Some of the time this household can be found at this address (as in the case of a lake home, cabin in the mountains or other second home).

Secondary membership- Some of the time this member can be contacted through this household (e.g. a student lives with a parent for part of the time).Step 3. Defining Relationships

Choose the district-defined description that best describes the 1. relationship between the pair. (Relationships work in both directions and will auto fill down)Comments on the relationship may be entered by clicking the 2. icon.Enter Start Dates (if needed) and appropriate flags.3. Click Save & Done when finished. 4. Guardian-names the legal

guardian of the child. Will show on the student summary infor-mation and will pull into the Campus IEP.

Mailing-the non-student will receive a copy of all mailings about the student, such as report cards, behavior or atten-dance letters, etc.

Portal-will give access to the student’s information in the Campus Portal.

Messenger-Messenger is the phone dialer and e-mail compo-nent of Campus. A Messenger contact for a student is a person who can be designated to receive messages of a general or high priority nature, or due to behavior or attendance event.



Step 4. Define Relationships with People Outside the Household

Click the student’s 1. name in the search results (left side of screen) to add non-household rela-tionships, such as emergency contacts.Select the Relation-2. ship tab. Click New Non-3. Household Relation-ship.Search for and find the existing person. 4. Choose the district-defined description that best describes the Rela-5. tionship between the pair. Enter Start Dates and appropriate flags.6. Click Save when finished. 7.

Step 5. Creating an Enrollment for a StudentClick the “Enroll as Student” link below the student’s name in the 1. search results (left side of screen) to create an enrollment record for the student.On the Enrollments tab, click New.2. Select the calendar, schedule structure and grade level the student 3. will be in. Enter the Start Date (first day of attendance).4. Select the Start Status that matches the student’s situation.5. Click Save when finished. 6. Additional information may be entered in the State Reporting and 7. Special Education Fields. This information is used for demographic and statistical counting for state reporting extracts.

Start/End Status- a state defined series of codes.

Primary Enrollment-the main enrollment for the stu-dent. Most students will have primary enrollment.

Partial Enrollment- An 8th grader taking one math class at a high school may have a secondary enrollment the high school.

Special Ed Enrollment-- a student enrolled in a school for special education services only. A parochial student who has one session of speech therapy a week at the public school would have a SPED enrollment at the public school and a primary enroll-ment at the parochial school.

Student Information > General


OverviewThe Student Information>General set of data is based on being enrolled in a specific school for a year. Much of the data, such as schedules, attendance, and grades are for the year selected in the grey menu bar at the top of the screen. To access information from prior years, select the relevant year and school combination in the drop down menus at the top.

ObjectivesNavigate to the tabs for specific student information.•View particular information.•

Navigating to a Student’s FileIn the Index outline on the left side of the window, expand Student 1.Information.Select General.2.Search for a student.3.Select a student.4.

The Student Information > General file is subdivided into sepa-•rate tabs for commonly used information. The name of the student being worked with will show above the tabs. Next to the student name there may be an icon. This icon is •known as a program in Campus and is designed to call atten-tion to an issue or concern about this child. Common examples may include a bee sting allergy or a custody restriction. Hover-ing over the icon with the cursor will open a pop-up with more information about the child. If being tracked in Campus, the team the student is on and their •counselor may be displayed in the header.

Summary TabThe Summary tab is a •read-only view of the data for the student in Census. The top section will be per-•sonal identification informa-tion for that student. The mailing addresses for •the student will show below the student’s information. Clicking Map will open a new window showing the location of the address on Google Maps.The households that a •student is a member of will display below the mailing addresses.Relationships to people outside of the households will display in the •below the households.

stUdent infoRMation (M)

There are two print options on the Student summary tab: Print and Print with Picture.

Print With Picture is a separate distinct user right. Depend-ing on your rights, you may not have the right to print the summary with picture in your district’s live site.



Enrollment TabThe Enrollments tab will list all enrollments for the child that have been created in Campus. Many pieces of data used for state reporting are stored here and are tied to an enrollment. To view this data, select the enrollment in the Enrollment Editor.

The General Enrollment Information determines what school and •grade the child is in and also records their enrollment dates and status for state reporting.The State Reporting Fields area is the primary source of student •information that is reported in extracts.

Adding a New Enrollment to a School in Your DistrictClick New at the 1.top of the Enroll-ment tab.Select the cal-2.endar (year and school), sched-ule structure, and grade level the student will be.Enter the start 3.date (first date of attendance) and choose the state-defined enrollment start status that describes the child’s situation.Expand the State Reporting Fields section to modify the data used 4.for reporting to the state. If the student 5.qualifies for Spe-cial Education services, expand the Special Edu-cation area to enter data to be reported to the state.Click Save when finished.6.

State Report-ing and Special Education fields are used in prepar-

ing extracts for the state and will vary in each state. Your training site will have a state-neutral set of data elements rather than the state report-ing fields for your state.

The basis of student data in Campus is an enroll-ment; no attendance or grades can be entered for an individual without an enrollment. A mass enrollment roll forward tool found in System Admin-istration can be used to “mass promote” students from one grade level to the next. The process described in this lesson should be used for enroll-ing one student at a time.



Adding historical enrollment data (not in your district)A historical enrollment records the schools outside the district that the student has attended.

Click New Enroll-1.ment History at the top of the Enroll-ment tab.Enter the year, 2.school, and grade level for the student for a particular school year.Click Save when finished.3.

Ending an EnrollmentEnding an enrollment will drop the student from all courses they are scheduled into. Any attendance data entered for dates outside of the enrollment dates will be deleted.

Select the enrollment 1.to be ended.Enter an End Date 2.and End Status that describes the situa-tion.Click Save when finished.3.

Schedule TabThe Schedule tab will •show the courses that the student is regis-tered for. The terms (divisions of the year) will be across the top and the periods (divi-sions of the day) will be down the left side. To switch to a different •view of the schedule, choose a different option in the left dropdown menu.To print the student’s schedule in the on-screen layout, click Print. •The district may also have created a template that will be available in the Choose a Report Option dropdown. Campus will then create an Adobe PDF version of the schedule that can be printed, saved to a local drive, or emailed as needed.Depending on user rights, user’s may see a red gradebook icon on •each entry in the schedule. If the teacher is using Campus grade-book, clicking on this icon will take you to a read-only summary of the student’s assignments and progress in that course.Changing a student schedule is done using the Walk in Scheduler •which is covered in a specific lesson.

When a student is leaving a school, their enrollment should be ended, NOT deleted. Deleting an enrollment will remove all records associated with the student for that school in that year.

If a new enrollment is being created in the SAME SCHOOL due to a change in a state-reported status, the child’s schedule will need to be restored on the Walk-In Scheduler.



Attendance TabThe Attendance tab •will show the student’s attendance history in the selected year.The left side of the atten-•dance tab will show a summarized view of the student attendance, show-ing attendance histories by term and by course.On the right is a line-by-•line record of the student’s attendance for a year. The events are color-coded according to the key at the top of the tab. The codes are school defined elements.To find out more information about a particular attendance event, •hover over the cell with the code. A pop-up will display the type of attendance event, the status (excused, unexcused, unknown, or exempt), and any comments that were made when the event was created.

Adding a New Attendance EventClick New at the top of the 1.Attendance tab.Enter the date of the atten-2.dance event and click Refresh.In the Code dropdown menu 3.for the period they had an event, select the district-defined code that best matches the situa-tion.Enter any Comments to describe the event in more detail.4.If the event needs to be copied to subsequent periods on that day, 5.click Fill Down.Enter the number of minutes the student was present, if needed.6.Click Save when finished.7.

Changing an Existing Attendance EventSelect the date of the atten-1.dance event in the Daily Event Summary.Change the attendance 2.code for the period which needs to be changed. (The blank at the top of the dropdown will indicate the student was present).Delete or change the comment as needed.3.Click Save when finished.4.

Multiple attendance events, such a stu-dent being absent for multiple days

or multiple students being absent from one day may be entered from the Attendance Wizard tool found in the Attendance module.

When hovering over an attendance code, the name of the teacher who

entered the attendance will display.

Unk

now

n The teacher has re-ported the event, but the attendance event has not be coded or processes by the of-fice.

Exc

used

Events have a code ap-plied that is mapped to a status of excused.

Une

xcus

ed

Events have a code ap-plied that is mapped to a status of unexcused.

Exe

mpt These events do not

count in the student’s tally of absences or tardies.



Programs TabThe Programs tab is where •more information can be found out about the warning flag that is seen next to the student’s name above the tabs. Many users will not have access to this tab, depending on district policy and procedure.To find out more information •about a particular warning pro-gram, select the program in the editor list. The details will open on screen and provide more information about the concern.

Creating a New Program/FlagClick New at the top of the Programs tab.1.Choose the type of program in the dropdown menu.2.Enter the Start Date for the program.3.Enter the text that all users of campus should see in the User 4.Warning field.Enter any additional information that should be accessible only on 5.this tab in the Description area.Click Save when finished.6.

Grades TabThe Grades tab will display •all grades that have been submitted for a student for the year. This will include report card grades and/or standards and may also include mid-term progress marks and weekly eligibility grades.The report card format dropdown allows the user to select a •defined template and generate a report card for one student if needed.Down the left side will be the courses a student is in and the grad-•ing tasks the teacher was expected to turn in. Across the top will be the terms. A white cell in the table indicates that this particular grade was expected to be submitted at that point in time. To view a student’s overall progress in a course, click the red •gradebook icon below the course name. If the teacher is using the Campus gradebook, the student’s individual scores on assign-ments in that class can be seen.At the bottom of the grades tab will be the term GPA for that term. •Below the Term GPA is the Rolling Cumulative GPA, which is a •rough estimate of the child’s cumulative GPA. The Rolling Cumu-lative GPA is calculated by taking the GPA from the end of the previous year and averaging it with the Term GPA the student has earned. Again, this is a rough estimate only.

Changing grades for a student in a par-ticular course is done on the section in the scheduling area of Campus.



Transcript TabThe Transcript tab holds the permanent academic record for the student. The grading system in Campus is set up by the district to indicate which grading tasks are posted to the transcript. A user with proper rights can also manually add or adjust grades to the student transcript if needed. A printed version of the transcript may be gen-erated by choosing a format type in the dropdown. A PDF version of the transcript will then display in a new window and can be printed or saved as needed.

Editing a Transcript EntrySelect the line item on 1.the transcript that needs to be changed.The current score will 2.display as a text item. Select the new grade in the Change Score drop-down. The numbers in parentheses indicate the GPA value for the score and the maximum GPA value from that score group.If needed, change the amount of credit earned by the student.3.Click Save when finished.4.

Adding a Single Transcript EntryGrades that the student has earned at your school are added to the transcript using the Post To Transcript tool found in System Adminis-tration module. To avoid duplicate items on the transcript, the fol-lowing process should be used only when adding credits that were earned outside of your district, such as transfer credits.

Click New at the top of the Transcript tab. 1.Select the School Year and Grade Level in which the student 2.earned the credit.Enter the institution that the credit is from including name and 3.numbers in the District No. and Transfer School Name fields.Enter the Course Number and Course Name.4.The transcript by term template uses the Actual Term to sub-5.group courses by year and term. A value is only required if the transcript by term option is being used.The remaining term fields may be used for internal reporting, if 6.desired.

When adding a course from another school, the course number does not have to

match any numbering used in your district. Some schools will use a generic transfer number, while others will enter the course number from the other school. Check with your district’s established policy and procedure for the correct method in your school.

The transcript is permanent academic record of the student’s

academic work and in the database is completely separated from the grades that are seen on the grades tab in Student Information>General. If the teacher reported grade is changed after the Post to Transcript tool found in System Administration is used, the grade will need to be changed on the transcript as well.



Select the score the student earned in the Score in the dropdown. 7.All scores used in the district will display. The numbers in paren-theses will indicate the GPA value for that score and the maximum on that score group.Enter a GPA Weight. This is a multiplier used to determine how the 8.score the student earned is calculated into the cumulative GPA. If required, enter a Standard Number and Name.9.In the transcript credit area, enter the amount of credit the student 10.earned in the course, an amount attempted, and choose a credit type in the credit name. If multiple types of credit will be awarded (example: a physics class in some schools offers 2 credits—1 math and 1 science), click Add Transcript Credit to add the second credit amount and type.When finished, click Save. 11.

Adding Multiple Transcript Items Using Batch AddIf adding multiple items to a student transcript (as in the case of a stu-dent transferring into the district), the Batch Add mode will allow rapid entry of the transcript data.

Click Batch Add at the top of the Transcript tab.1.Select the School Year from the dropdown menu.2.Select the Grade the student was that year.3.Enter the District Number and School Name.4.Enter the Course Number and Name.5.Enter the Credit earned and select a credit group type (Name).6.Select the Term the grade was earned in.7.Select the Score the student earned.8.Enter the GPA Weight and Value.9.Click Add to create a new line or click Clone Last Record to copy 10.the school identifying information to the next line.When finished, click Save.11.

Credit Summary TabThe Credit Summary tab will show the total amount of credits that are listed on the student’s tran-scripts based upon the credit groups or categories that are defined in the school. Clicking the student total for a credit group will show the courses that a student has taken in that area, while clicking on the credit group name will show where credit could be earned in the selected school and calendar.



Assessment TabThe Assess-ment tab will show the scores a student has earned on district, state or national stan-dardized tests. A test may have subtests that are organized beneath the top level test. To see scores on these subtests, click on the plus sign to the left of the assessment name.

Adding a New Test ScoreClick New.1.Select the assess-2.ment in the Test drop-down menu.Enter the data in the 3.fields provided—the fields available will change depending on how the test was set up in System Adminis-tration.Click Save when finished.4.By clicking Print, the user will get a complete summary of all of the 5.student’s test scores.

Behavior TabThe Behavior tab can be used to track student behavioral events (positive and negative), the student’s role in the event, and the resolution that occurred as a result of the event.

Creating a New Behavior Event & ResolutionClick New Event.1.Select the Event Name from 2.the dropdown list. This list of events is created and main-tained in the System Adminis-tration module.The Event Date and Event 3.Time will pull current the time from the server’s inter-nal clock. This field may be changed if needed to reflect when the behavior happened.

A mass import tool in System Administration may be used to enter test scores

from a file, so entry on each student’s Assessment tab is not needed. A score may be entered manually for one student, however the assess-ment and any subtest(s) will need to be defined in System Administration before entering the score.



The Weapon field and Violence Indicator are used to supply fur-4.ther data to state reporting. The Comments field can be used to provide more information 5.about the behavior event. These comments are visible on the Portal if the school is sharing behavior data on the Portal, so school and district policy regarding student data privacy should be followed.Enter a Role for this student in 6.the behavior event. Enter the number of Demer-7.its to assign for this behavior event, if applicable. This field allows for four digits.Enter any clarifying Comments 8.in the behavior role. Again, these comments are visible on the Portal if the school is sharing behavior data on the Portal, so school and district policy regarding student data privacy should be followed.Select a Behavior Resolution 9.for this event. The Resolution Date and Time should be when this resolution will begin and the End Date is the last day the resolution will be in effect.

Adding an Involved StudentIf a specific behavior event has multiple students involved (as in the case of a fight), other students may be linked to the same behavior event.

Select the event in the list of behavior events.1.Click Add Student.2.In the pop-up window, search for the student who was also 3.involved in the behavior event. Select the correct student from the search results.4.Select the Role for the involved student and enter any Comments 5.or Demerits.Click Save.6.

Administrators may wish to consult the involved student’s behavior tab to complete the resolution process for the behavior event.

Adding a Second ResolutionIf the behavior event will have multiple consequences, more than one resolution may be added.

In the student’s list of behavior events, select the student’s name 1.that is attached to the behavior event.Click New Resolution.2.Enter the additional Resolution for the event. When finished click 3.Save.

Behavior Admin Staff- the principal, dean of students, or other staff member who met with the student to deal with the behav-ior event. The names in this list are based on that person’s staff assignment being marked with the behavior checkbox.

The Referral Name is the building staff member who reported the event. All people with a district assignment to that school will show in this list unless “exclude from behavior referral” was checked.



Transportation TabThe Transportation tab can be used to store and organize both bussing and parking information.

The list of buses is populated •in the System Administration module. The Miles Transported field •can be used in state reporting about transportation funding. If needed, enter the number of miles

Fees TabThe Fees tab will show all fees that have been assessed to a student, the pay-ments that have been made and their current bal-ance. The Print icon will generate a billing statement for the student.

Adding a Fee Assignment to an Individual StudentA mass fee assignment wizard is available in System Administration to give a grade or defined group of students a fee, such as all 12th grad-ers being assigned a graduation fee.

Select the New Fee Assign-1.ment tool.Select the Fee from the 2.district-defined list. The amount of the fee is listed after the name of the fee. Any fees with an asterisk are variable rate fees, which allow the amount to vary, as in the case of a lost book fee.Enter a Due Date for the fee.3.If the fee will be waived, check the Exempt box.4.Click Save.5.

Entering a PaymentSelect New Payment from 1.the top of the Fees tab.Enter a Date for the pay-2.ment, or select the date using the calendar tool. If the student is making a 3.



partial payment, enter the amount in the Payment Amount field. Clicking Fill will credit fees beginning with the most recent fee assigned to the student. The distribution may be changed as needed. If the student is paying off all fees, clicking Fill to the right of the 4.Balance will credit all fees and set the student’s balance to zero.Select the Payment Type. If a check or credit card is used, an 5.additional field will appear for the check number or credit card authorization numberWhen finished, click Save.6.

Entering a Fee AdjustmentFee adjustments are used to modify fees assigned to a student. This used in the place of entering negative balances.

Select New Adjustment.1.Enter the Adjustment Date.2.Select the fee to assign to the adjustment from the Apply To 3.dropdown list. Enter the amount by which to adjust the fee in the Subtract 4.Amount field.Enter any Comments associated with this adjustment, if appli-5.cable. Click Save. The adjustment will appear below the original fee.6.

Lockers TabThe Lockers tab will show all lockers that the student has been assigned to. Campus supports multiple types of lockers, such as academic and gym, and multiple locations for those lockers, such as the senior hallway.

Creating a new locker assignmentSearch for the student using the search tab.1.Select the locker tab of Student Information.2.Click New.3.Enter a 4.Start Date if it is different than the current



date. This is when the student will “move in” to the locker and if known the date the assignment will end (what day will the student need to clean out the locker).Select the Locker Type to be assigned to the student.5.Select the Locker Location.6.To search for available lockers, click the appropriate Locker Avail-7.ability. Click Find to see available lockers.8.Select the locker for the student to be assigned to.9.Enter the Start Date for the assignment (when did the student 10.“move in” to the locker) and if known the date the assignment will end (what day will the student need to clean out the locker).If the locker has a built-in lock, the currently active combination will 11.display.If the locker does not have combinations assigned to it, the padlock 12.field will open. If the student will supply their own lock, you may leave the field blank. If using a school-supplied lock, clicking Unas-signed will show all locks that are currently available. Once a lock is selected, its combination will also display.When finished, click Save.13.

Ending a Locker AssignmentSelect the locker from the assignment list.1.Enter an end date for that student’s use of that locker.2.Click Save.3.

Athletics TabThe Athletics tab holds basic information about the student’s athletic eligibility. Schools may add additional fields or areas to the athletics tab to track spe-cific sports or participation as needed.

Ad Hoc Reports TabAn ad hoc report is a form letter generated using a tool found in the Ad Hoc Reporting module. This tab allows one of these form letters to be generated for one particular student.

The enrollment end batch tool will allow a user, with proper rights, to populate the

general graduation informa-tion. State Reporting gradu-ation fields will need to be manually entered on this tab for each student.

A Cohort End Year is a membership a student belongs to where they are expected to graduate within four years of enter-ing the ninth grade for the first time. For example, if we look at the year 08-09, the group of students expected to graduate in the 2008-2009 school year would be members of the 2009 cohort.



Graduation TabStudent graduation data is used for both state and fed-eral reporting. This tab includes read only historical data and editors to enter relevant graduation information.

The editors avail-able on the Gradu-ation tab include:

Enrollment • Data - displays ninth grade enrollment data if the student has not graduated and twelfth grade data if the student has a graduated end status selected on the Enrollment tab. Enrollment History Data - displays ninth grade enrollment data • if the student has a graduated end status selected on the enroll-ment tab.General Graduation Information - displays and allows a user • to edit graduation data, with proper rights, including the stu-dent’s Diploma Date, Diploma Type, Diploma Period, Date First Entered the 9th Grade, NGA Cohort End Year, NCLB Cohort End Year, Post Grad Location, and Post Grad Plans, and/or Transition Status. State Reporting Graduation Fields - displays and allows a user • to edit, with proper rights, graduation data required by an indi-vidual state for reporting.

Walk-In Scheduler


OverviewThe Walk-in Scheduler allows a counselor or secretary to build a schedule for a student or make changes to an existing schedule. The moment changes are made in the Walk-In Scheduler, the change is made to the teacher’s roster and in the teacher’s grade book, thus minimizing the amount of time spent in duplicate data entry.

ObjectivesAt the end of this lesson the learner will be able to:

Create a full schedule for a student to include the required courses •and “electives” to fill the time slots.Change a student’s schedule for a current term in the proper way—•preserving all grading and attendance data from the old section and the dates of the change.Change a student’s schedule for a future term in the proper way.•Fill an empty period with a course that is available at that given •time.Restore a student’s schedule to put them back into their sections.•

Accessing the Walk-In SchedulerExpand Student Information.1.Select General.2.The Student Information for the last student whose data you worked 3.with will display. If this is the correct student, skip to step four. If the incorrect student displays, click the Search tab. Select Student as the search type and search for the student using part of their last name [comma] first name (e.g. A, Dylan).Click the Schedule tab to bring up the current schedule for the 4.student.On the Schedule tab, click Walk-in Scheduler.5.

waLk-in sChedULeR (M)

Scheduling a student into a course which has course fees (such as a lab or materials

fee) will automatically assess the fee to the student.

Period numbers/names that are shaded in light grey are Non-Instructional periods and may be used as a place-holder (activity periods, etc.)

Walk-In Scheduler


Building a Schedule from Scratch for a New StudentThere are two methods to find courses for a student.

Method 1: Request BasedEnter the course numbers 1.for the courses the student needs to take in the fields in the Walk-In Scheduler.The Sn# (Section Number) 2.will fill in once the requests are loaded into the schedule.The type indicates the source 3.of the request. There are three types of requests:

A Required Request •(R) is a request entered by a school staff member through Campus. These requests will be fulfilled by Campus.An Elective Request (E) is a request that is entered by the •parent or the student from the Portal for on-line registration. These requests will be fulfilled by Campus.An Alternate Request (A) is a request that will NOT be ful-•filled by Campus automatically, but it can be scheduled by hand as needed.

Click Save Reqs. Campus will look up the course numbers and if 4.a match is found it will display the course name. It will also total the number of units requested based on the terms, schedules and periods defined on the course.If the school is divided into teams and the student should be placed 5.on a particular team, select the relevant team from the Team drop-down list above the requests.To load requests for a student into a particular part of the year (as 6.in a student who enrolled at midyear) uncheck the boxes for the terms that should not be scheduled and select Load at the top of the student’s schedule grid. To load all requests for a student, select Load at the top of the stu-7.dent’s schedule grid.

Request is a piece of data in Campus that is used by the system when scheduling students based on how well they can be met based on the master schedule created by the school scheduler. These requests may be fulfilled (or loaded) into the student schedule by the Schedule Wizard for an entire school population or for one student at a time via the Walk-in Scheduler.

Requested Units will show the number of units of time the student has requested over the possible number that can be scheduled. The total number of possible units is based upon the school’s cal-endar, specifically the product of the number of terms multi-plied by the number of period schedules times the number of periods on the longest day. For example, in a four-by-four block schedule, the number of units possible to be sched-uled is 16, while in a trimes-ter based, 2 day rotation, 8 period day, the number of units possible is 48 (3*2*8)

Load - This will load the re-quests from the right side of the screen into the schedule.

Walk-In Scheduler


The @ sign next to the course number may be used to find when a course is offered if the scheduler wishes to build the student schedule manually or find sections of a course that were not placed. When using the @ sign functionality, the student schedule grid may show one of three colors:

Red-shows a section exists during that time on the sched-•ule, but is at capacity.Green-shows a section exists during that time and has open •seats. Open sections also have a triangle in the lower right corner that when hovered on will indicate that the section is open.Yellow-the student is currently scheduled into the course at •that time.

Hovering on a section number in the schedule grid will display the teacher and number of students with active IEPs assigned to that sec-tion.

To place a student in a section using this method, click the cell in the term and period for which you wish to add the course to the student’s schedule.

A particular user right exists to be able to overload full sections in the walk-in sched-uler. Depending on user rights, you may be able to click on a

section and overload the course or you will get an error message if you do not have the rights for this.

Unload - This will remove all courses from the student’s schedule. This option should not be used after the student has attended any course on his/her schedule.

Get Schedule Requests - If a schedule was manually com-pleted, the Get Sched Reqs will keep a record of the courses into which the student was originally scheduled.

Lock - If checked, this will not allow the section to be re-moved for any reason from the student’s schedule.

Walk-In Scheduler


Method 2: Search ModeThe second method uses a course search functionality to add courses to the schedule.

Click Search at the top of the student Schedule tab. 1.

Any one of the fields pro-2.vided or combination of fields may be used for searching. The Start Date field at the top of the Sec-tion Search will be used as the start date the student will begin attending that section. It will also trig-ger the teacher’s roster to include that student on that date.Search results will appear 3.below the section search. The search results will 4.show course number, section number, current student count/maximum, teacher, term, period and the number of students currently in that section with a locked (active) IEP. Courses in red have reached capacity and may not be added to a student’s schedule unless the right to overload sections has been granted.To add a course, select the section in the search results.5.

A system preference, if enabled, will warn users if a schedule gap is created by removing a student from a section roster

by either end dating or deleting.

Start Date - This is the date the student will begin attending the course.

End Date - The date the student will stop attending the course.

Walk-In Scheduler


Changing a Course for a Student in the Current TermIf a student has attended the class even once, it is critically important to preserve any and all data associated with that roster entry, such as grades in the teacher grade book and attendance data. Preserving this information will be done if a drop date is added to the section the student is dropping and a start date is put on the course they will be attending. The two ways to accomplish this are explained below.

Drop and Add mode Using the @ Sign

Select the course to be added to the student’s schedule from the 1.requests list.Change the Manual Mode to Drop & Add.2.Select the available section in the schedule grid.3.Enter an Effective Date when prompted.4.The course that was in that period will be dropped as of the day 5.before the entered Effective Date, indicating their last day of atten-dance in that section.

Manual Drop DatesTo manually add an end date for a student for a section, click the section number in the student’s schedule. This will open a new window where these dates can be entered. When finished, save the date by clicking Save.

Repeat Course - If marked, it will indicate that this is a re-peated course for the student on the transcript when credit is awarded

End - This will end the student’s enrollment in all course sections on the schedule.

Walk-In Scheduler


Changing a Course for a Student in a Future TermIf a student has NEVER attended a course and there are no grades or attendance data, a course may be deleted off the student’s schedule. The two ways to accomplish this are explained below.

Replace Mode Using the @ Sign

To automatically drop a student and add them to a new section, 1.select the section to be added to the schedule from the request list.Change the Manual Mode to Replace. 2.Select the available section in the schedule grid. When a schedule 3.change is made, the course that was in that time will be deleted.

Manual DeleteTo manually delete a section from the schedule, click the section number in the student’s sched-ule. This will open a new window where the roster entry can be deleted. When the delete option is selected, a warning will appear stating all grades in the teacher’s grade book will be deleted. Click OK to continue with the deletion.

Walk-In Scheduler


Filling an Empty Hole in the ScheduleWhen scheduling students in either of the previously described meth-ods, it may not be possible to fulfill all requests. This results in the need to manually fill the empty holes in the schedule.

Select the period for which to add sections by clicking on the hyper-1. linked word Empty. When this is done, the right-hand side of the screen will provide a 2. search screen. The term and period search fields will be entered by default, and matching course sections will appear in the search results area. Select the desired section from the search results. The selected 3. section will appear in the student’s schedule grid.

Restoring a Schedule for a Re-enrolled StudentIf a student has left the school and an end date was put on their enroll-ment, the schedule will automatically be ended. If the student returns to school, their schedule can be restored once a new enrollment in the same school and year is created.

Enter an Effective 1.Date.Click Restore.2.

Walk-In Scheduler


Attendance Reports


attendanCe RepoRts

OverviewThere are many reports in Campus that can be used to assist in the management of student attendance.

Path: Attendance > Reports

ADM/ADA Detail ReportThe ADM/ADA Detail Report calculates Average Daily Membership (ADM) and Average Daily Attendance (ADA) based on the whole day and half-day attendance minutes defined in the calendar or an exact minute setting. The report summarizes the data by student, grade and calendar for the date range entered.

Enter the Start and End Date by typing in 1. mmddyy format or by clicking the calendar icon to select a date. If these fields are left blank, the report will base the calculation on the start and end dates of the calendar. Use an available Ad hoc filter to search for students to include on 2. the report. Doing so will reduce the amount of students included in the report and decrease generation time. However, it is not necessary and this report can be generated using just a selected school and calendar. Select the Report Type - Summary or Detail. 3. Select the Calculation Options - Exact calculation or Daily 4. Approximation. Check the Add Signature box to include a signature line at the end 5. of the report. Select the Calendar to use in the report. Calendars can be listed 6. by the Active Year, List by School or List by Year. Click the Generate Report button. 7.


Attendance Reports

44

Attendance Reason ReportThis report counts the attendance period, attendance days grouped by attendance reason. Blank dates default to the start/end dates of the calendar.

Enter the Start and End dates to be listed on the report. The dates 1. will be defaulted to the start and end dates of the selected calendar. Dates should be entered in mmddyy format or click the calendar icon to select a date. For example, to view the attendance reasons for the month of November, enter a start date of 11/01/2009 and an end date of 11/30/2009. Click the Generate Report button. 2.

Consecutive Absence ReportThis report generates a list of absences for the students during an entered date range. Users need to indicate the amount of consecutive days to report.

Select the Grade levels for which to generate the report. All grades 1. can be selected. Enter the Date Range for which to report absences in mmddyy 2. format, or use the calendar icon to select a date. Enter the Consecutive Days Absent amount. 3. Select the Calendar for which to generate the report. Calendars 4. can be sorted by active year, by school or by year. Click the Generate Report button. 5.

Attendance Reports


Day Count ReportThis report determines the total number of days a student has been in attendance based on the minutes entered on the calendar and/or grade level in the System Administration module.

Select the Grade level to show on the report, or select a stored 1. student filter from the Ad hoc Filter dropdown list. Enter the Start and End dates by which to base the calculations of 2. this report in mmddyy format or use the calendar icon to select a date. If left blank, calculations will use the start and end dates of the calendar. Students not enrolled during the entered dates will not appear on the report. Enter the Having at Least and Having at Most number. This 3. number determines which students should be included. If a perfect attendance report is desired, enter zero in both fields. Select the appropriate Sort Options - by Student or by Student 4. Number. Click the Generate Report button.5.


Attendance Reports

Funding ReportThe Attendance Funding Report prints state-level summaries of mem-bership and attendance for funding. This report does not count students with the state exclude flag marked on their enrollment.

Select the Attendance Method from the dropdown list - Exact or 1. Daily Approximation.Select the Membership Method from the dropdown list - Count 2. Date or Average Daily Membership (ADM). Depending on the method selected, enter the appropriate date or date range. Select the Concurrent Enrollment Method from the dropdown list. 3. The options are Primary Enrollment Only or Use Percent Enrolled Fractions. Select the Enrollment Overlap Filter. This filter prevents the state 4. from double paying a district on a student that has bad enrollment data. Options are Exclude membership days over 100% enrolled or Exclude students with a day over 100% enrolled when the Concur-rent Enrollment Method is set to Percent Enrolled Fractions. Op-tions are Exclude membership days in primary overlaps or Exclude students with an overlapping primary enrollment when the Concur-rent Enrolment Method is set to Primary Enrollment Only. Mark the Report Overlap Errors checkbox. If the district error sum-5. mary is chosen and the district has overlaps, information will appear at the end of the report that notes the students with an overlapping primary enrollment and a summary of the days of overlap on the ADM.Select a group of students from the Ad Hoc Filter dropdown, if ap-6. plicable.Select the Display Options for the report. 7.

Print Summary – users can print this report for all schools in the • district, a selected school, a grade level or all three.NCLB Subgroup – users can select enrollment information to • include on the report that aids in NCLB reporting. These flags

Attendance Reports


are noted on the student’s enrollment record and options are as follows: Race Ethnicity,Meal Status, English Proficiency, Special Ed Status, Migrant.

Select which Calendars to include in the report and how to sort the 8. calendars.Mark the Print in HTML format if the report should be printed in that 9. format Click the Generate Report button. The report will generate in an 10. Adobe (PDF) document.

Home Hospital Attendance RegisterThe Home and Hospital Attendance Register produces weekly or monthly attendance register for manual documentation of attendance for students in home/hospital attendance settings.

Select the appropriate Report Type – Weekly Attendance or Monthly 1. Attendance. If generating by the School Month, select the appropriate school 2. month to report. If generating by Weekly Attendance, select the Register Quantity – 3. One Register or One per Student. Enter the Effective Date. The related date range will also appear. 4. This date range is based on the week of the entered date (Sunday through Saturday). Click the Generate Report button.5.


Attendance Reports

Period Count ReportThis report counts attendance marks that meet the filter criteria by period. Excuse codes count specific values; to count generalized attendance, use the Status and Excuse values.

Select which students to include on the report by selecting a Grade 1. level. To include all students enrolled, select the All Students selection. Users can also select an Ad hoc Filter with already selected students. Filters are built in Ad hoc Reporting. Enter an Enrollment Effective Date in 2. mmddyy format, or select the calendar icon to choose a date. This date will include all active students on that date. Enter the Start and End Date for which the report should display 3. attendance information in mmddyy format or click the calendar icon to select a date. Enter the Having at Least and Having at Most number. This number 4. determines which students should be included. This can help in identifying students who have perfect attendance.Select the Grade level to show on the report from the dropdown list. 5. If left blank, students in all grade levels will display. Enter the Enrollment Effective Date for the students on the report. 6. This date entry will only show students that are active as of this date. Select the appropriate Group Options – by Period or by Schedule. 7. Select the appropriate Sort Options – by alphabetical or by Grade/8. alphabetical. Select the Status of the attendance entry – all, absent, tardy and/or 9. early release. At least one option needs to be selected. Select the Excuse of the attendance entry – all, unknown, excused, 10.

Attendance Reports


unexcused or exempt. At least one option needs to be selected. If using the excuse codes for specific values on the report, select 11. the Excuse Codes. Select All to report on all excuse codes or select individual excuse codes. Click the Generate Report button. 12.

Period Detail BatchThe Period Detail Batch Report prints student attendance by the period name. The report will print one student per page, and can be sorted by the student name, grade level or student number.

Select the Grade level to show on the report, or select an Ad hoc 1. Filter to select certain students. Select how the report should be sorted – by Student Name, Grade 2. or Student Number. Click the Generate Report button.3.


Attendance Reports

Register ReportThe Attendance Register report calculates whole day and half day at-tendance based off the number of minutes defined in the calendar, and displays the result for each day, for each student for a grade level along with a summary of ADA and ADM during that time frame.

This report attempts to place all entries within the entered date range on one page. If the number of days selected exceeds this range, it prints all of the selected student’s date range first, then the next date range.

If the totals cannot fit on the first page with the attendance entries, the totals will appear within their own table.

Generating the Register Report for Students Daily AttendanceSelect the Report Type of Student Daily Attendance. 1.Enter the Start and End Date for which the report should display 2.attendance information in mmddyy format or click the calendar icon to select a date. Select a Grade level from the dropdown list to display on the report. 3.Enter an Enrollment Effective Date. 4.Click the Generate Report button. The report will display in a PDF 5.(Adobe) document, showing the student’s name and the days that were missed. It will also display the present days and membership days for each student.

Generating the Register Report for Weekly AttendanceSelect the Report Type of Classes Weekly Attendance. 1.Enter the Snapshot Date in 2. mmddyy format, or use the calendar icon to select a date. Select the information to include on the printed report - Print Atten-3.dance Code; Print Classroom Monitor Attendance Verification and Print Period Schedule. Select the Teachers to include on the report, or print the report for 4.all teachers. Select the Course Sections to include on the report, or print the 5.report for all course sections. Click the Generate Report button.6.

Attendance Reports


Sub Attendance RosterThe Sub Attendance Roster report will print a list of students for a sub-stitute teacher to use when recording attendance.

Select the appropriate Period for which to generate a roster. 1.Enter an Effective Date. This field is defaulted to the current date. 2.Select the appropriate Teacher for which to print rosters. 3.Click the Generate Report button. 4.


Attendance Reports

Ad Hoc Reporting


Queries for students and course/section data will pull from the school and calendar selected on the Campus toolbar.

Census/Staff data will pull from the entire Campus database. Queries should be created in such a way to avoid large results. Large queries being ran may cause performance issues district wide.

OverviewThe Ad hoc Reporting module allows a user to create reports and run queries for various types of data in Campus. Ad hoc queries may be used to find data relating to students, staff, all people and courses. These queries may be exported from Campus or used to filter canned reports throughout the product.

In addition, a tool is available in the Ad hoc module to create form letters and complete a mail merge using fields from the Campus data-base.

ObjectivesAt the end of this lesson, learners will be able to:

Create an ad hoc filter using the Query Wizard.•Create and save an Ad hoc Selection Editor list.•Utilize an ad hoc filter elsewhere in the product.•Create a form letter using the Ad hoc Report Designer.•Complete a mail merge using Ad hoc Report Builder.•Export an ad hoc filter as a CSV file.•

Navigating to the Filter DesignerFrom the Index, expand the Ad Hoc Reporting folder by clicking 1.the plus (+) sign next to the folder or by clicking on the name of the folder. Select the Filter Designer option from within that folder. 2.Existing Ad hoc filters will list in the Saved Filters window. The first 3.filters on the list will be the user’s personal Ad hoc Filters. The bottom of this window will have shared filters-- Ad hoc queries that have been created and saved to a particular user group.A user may copy a filter as the starting point of a new query, or to 4.modify that existing query. To copy a filter, select the filter in the list and click Copy.

Ad hoc Query Wizard allows a user to generate dynamic custom searches on any data type.

Selection editor is a static list of user-selected students. The list is static and changes must be made manually.

A PaSS-through SQl filter can be created on any data type. To use this query you need to reference the schema and understand SQL, the database language used by Campus.

ad hoC RepoRting

Ad Hoc Reporting


Using the Query WizardFrom the main Filter Designer screen, select the first radio button 1.option, Create a New Filter Using the Query Wizard.Select a Filter Data Type 2.- Student, Census/Staff or Course/Section. Note: Users may search for field names when defining filters.Click the Next button. The 3.screen will display a list of items to select in order to create the filter.Enter a Query Name for 4.this filter. The Query Name should be task descriptive. In the All Fields table, expand the headers to select the fields to be 5.included in the filter by clicking the field. This will move the field to the Selected Fields list.Users may 6.deter-mine the sequence in which the fields will appear in the output. They may also determine the sort order of data: ascending or descending.When finished selecting the fields, click the Next button. The screen 7.will list a summary of the chosen fields, with the ability to set a filter-ing condition on a certain field with a particular operator and criteria.To test the query, click Test. The query will run and results will 8.display in a new window. Click the Save 9.button when finished. The new filter will be listed in the Saved Filters list on the main page of the Filter Designer.

Ad Hoc Reporting


Using the Selection EditorFrom the main Filter Designer 1.screen, select the second radio button option, Create a New Filter Using the Selection Editor.Select Student as the Data 2.Type.Click the Next button. The 3.screen will display a list of students to select in order to create the filter. Enter a name of the Selection Wizard. This name will appear in the 4.Saved Reports lists.Select the students from the All Students list on the left by highlighting 5.the name and clicking the right-pointing arrow key. To remove a stu-dent from the selected students list, click the left-pointing arrow key.Click the Save button when finished. The new filter will be listed in the 6.Saved Filters list on the main page of the Filter Designer feature.

Operator Function ExampleEquals (=) An exact match of the user specified

value Student.Grade=12 will return all seniors

Does Not Equal (<>) Will return all results that do not equal the user-specified value

Student.Gender<>M will return all females or student’s whose gender field is null.

IN Includes Student.Grade IN 9,10 will return all 9th and 10th grade students

NOT IN Does not include

LIKE Searches for the text string in the field A course with name LIKE hist will return all “history” classes

SOUNDS LIKE Phoentic search that searches for text that have similar sound pattern

Last name SOUNDS LIKE “Ball” will return “Bell” and “Boll”

> and >= Greater than (or equal to) Students 16 and older could be found with Student.Age >= 16.

< and <= Less than (or equal to) Students with last names A through Lon could be found with student.lastname<Lon

IS NULL Searches for empty fields. StateID IS NULL will find all students without a stateID

IS NOT NULL Returns all records that have data in the field.

student.SSN IS NOT NULL will return all students who have a Social Security Number entered in Campus.

Ad Hoc Reporting


Using the Pass-Through QueryThis option requires a basic knowledge of the Campus database schema and SQL terminology.

From the main Filter 1.Designer screen, select the third radio button option, Create a pass-through SQL Query.Select a Filter Data Type.2.Click the Next button. 3.Enter a name for the query 4.in the Filter Name field. In the text fields on the left-hand side of the screen, enter any join 5.statements needed for the query. The beginning part of the query is already written (Select DISTINCT…) for the user.In the second text field, enter conditions to filter the query. For 6.example, if a query is desired that will list all students with the first name of Ashley, the text in this field would be ‘and student.first-Name = ‘Ashley’.Click the Test Query button to verify that the data returned is the 7.data needed. Click the Save button when finished. 8.The new filter will be listed in the Saved Filters list on the main page 9.of the Filter Designer feature. Once this filter is saved, it can be used to generate custom reports.

Copying FiltersTo copy an existing filter that is available in the shared users folders -- or one of your own -- the Filter Designer query wizard aids in the control of output data in the following ways:

Users may copy, modify and save existing filters for future report •needs.Users may search for field names when defining filters.•All elements are flagged for output in the report by default. Users •can deselect an element that was used for the data filter purpose.Users may determine the sequence in which the fields will appear •in the output.Users may determine the sort order of data; ascending or descend-•ing.

Ad Hoc Reporting


Report DesignerReport Designer is used to create custom letters that will pull data entered into Campus using a WYSIWYG editor. Used in conjunction with a custom filter, it allows you to build a custom report that will import specified data elements for all individuals who meet the filter criteria.

Navigating to Report DesignerFrom the Index, expand the Ad Hoc Reporting folder by clicking the plus (+) sign next to the folder or by clicking on the name of the folder. Select the Report Designer option from within that folder.

Creating a New ReportFrom the main Report Designer view, select the header format from 1.Blank Form Letter or Addressed Form Letter.Click the 2.New Format button in the lower right-hand corner.On the Ad 3.Hoc Report Format Editor, enter a Format Name for the new report. This name will be dis-played in the Saved Reports box.Select the Font, Size and Font Color.4.Type the layout of the letter in the white text field.5.To insert a field from the Campus database (such as student name, 6.or a gender-specific pronoun), click the button. To add a pre-created sub-report (such as an attendance or grades summary)

click the icon. A new window will open where you may select the desired items. These are the last two icons in the first row of the WYSIWYG editor.Select which users should be seeing this report in the Organize To 7.dropdown list – to the user account currently building the report, any person with rights to the selected calendar or teachers.Click the Save button when finished. The new report is listed in 8.the Saved Reports box. Users will need to re-select the Report Designer tool in the outline. Once the reports have been saved, users can use the Report 9.Builder tool to generate the printed version of the report.

The data exPort tool is used to export the filters that were created in the Filter Designer in differ-ent formats, depending on what needs to be done with them.

Ad Hoc Reporting


Report BuilderSaved Filters and Saved Reports are joined together in two ways using Set Operations. A variety of sort options are available for easy distribu-tion and mailing. From the Index, expand the Ad Hoc Reporting folder by clicking the plus (+) sign next to the folder or by clicking on the name of the folder.Select the Report Builder option from within that folder.

Generating a Report in the Report BuilderSelect the Filter from the list of saved filters in the left-hand window. 1.At least one filter needs to be selected.Select the 2.Report from the Saved Reports window on the right-hand side of the screen.Select the 3.Set Opera-tion from the dropdown list – union or intersection.Select the appropriate Sort Options – alphabetical, by Grade/Alpha 4.or by Teacher.Click the Build Report button. The report will display in PDF (Adobe) 5.format, listing the students in the filter who were chosen and the report that was built.

Data ExportFrom the Index, expand the Ad Hoc Reporting folder by clicking the plus (+) sign next to the folder or by clicking on the name of the folder.Select the Data Export option from within that folder.

Export a Filter in the Data Export

Select the Filter from 1.the list of saved fil-ters in the left-hand window. At least one filter needs to be selected.Select the Export 2.Format in which to display the filter.

HTML list report – opens report in new Web window •XML - shows HTML coding values•Comma Separate Values (CSV) - Excel spreadsheet•Tab delimited Values - Excel spreadsheet•

The rePort Builder is used to complete a mail merge to send a form letter created in Report Designer to students on one or more Ad hoc filters.

The union operation com-bines two queries by per-forming the equivalent of appending one query onto the other.

An interSection operation is used to generate a report to students who make up the “overlap” of multiple Ad hoc filters.

For example, a user has a report (form letter) and two Ad hoc Filters-- the football team and the Honor Soci-ety. If union is the operation chosen, the two filters will merge-- students who are in football OR Honor Soci-ety will receive the letter. If intersection is chosen, then those students who are in football AND Honor Society will receive a letter.

Ad Hoc Reporting


PDF Report•Check the box to have the system prompt the user to save the file.3.Click the Export button. The report will display in the format chosen.4.

Using Ad hoc Filters in ReportsMany canned reports in the Campus application may be run for a par-ticular Ad hoc filter. As an example, mailing labels may be run for an Ad hoc filter using Census > Reports > Mailing Labels.

From the Index, 1.expand the Census folder by clicking the plus (+) sign next to the folder or by click-ing on the name of the folder.From the Index, 2.expand the Reports folder by clicking the plus (+) sign next to the folder or by click-ing on the name of the folder.Select the Mailing 3.Labels option from within that folder.Select your filter.4.Click Generate Report to see a preview of your labels.5.

Using Ad hoc Filters in SearchesAd hoc filters can be used as part of a search on the search tab. Student Ad hoc filters may be found in the student search, Census searches may be uti-lized when searching for a person, and course/section searches may be used when searching for a course or section.

Select the Search 1.tab.Choose the type of 2.data to search for.Select Advanced 3.Search from the Search tab.Select your filter from the list of Saved Filters and click Search. 4.Display results will appear on the left side of the Campus session.5.

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