Infinite Campus End-of-Year Training

Infinite Campus End-of-Year Training Kentucky Department of Education May 1, 2013

Thank you for your participation. The next presentation, School Health Data, begins at 11:00 (EDT).

Troubleshooting End of Year School Health Data Karen Erwin, Education School Nurse Consultant Office of Administration and Support Division of District Support

At the end of the session, school district student services staff will: • Understand purpose of school health data entry and reports; • Understand how to correctly enter school health data; and • How to troubleshoot school health data reports. 4

Why Collection of School Health Services Data is Important To fulfill requirements of KRS 156.501 (1) (c ) • KDE will “facilitate statewide and local data collection and reporting of school health services;” • Provide statewide information on health services being provided in Kentucky schools; and • Provide information for statewide and national stakeholders, when requested. 5

Why Collection of School Health Services Data is Important (cont.) • Schools need to be aware of students with a chronic health condition to better service the student and reduce barriers to learning • Assist in planning programs for school health coordinators and school nurses 6

Health Data to be Entered • School Preventative Health Exams: Initial entry and 6th grade • Vision Exam for Initial Entry • Dental Exam or Dental Screening • Immunization Certificate • Health Conditions • Health Alerts • Vision and Hearing Screenings • (No Scoliosis Screenings) 7

Health Data to be Entered (cont.) • Optional- Cumulative Health Record Documentation including Medication Administration and Health Room Visits Documentation (702 KAR 1:160, July 1, 2012) 8

Deadlines for School Forms Preventative Health Exams • Initial Entry-may accept Head Start or Preschool Exam, • 6th Grade- may be no earlier than 1year prior to entering 6th grade • Preventative Health Exams must be turned in by October 15 of current school year. Students repeating Kindergarten or 6th grade are exempt. 9

Vision Exam • Must be completed no later than January 1 of the first year a 3,4,5 or 6 year old enrolls in a Kentucky public schools • (Child may have vision exam as early as when enrolled in Preschool, as long as they are at least 3 years of age.) 10

Dental Exam or Screening • Must have proof of exam or screening no later than January 1 of the year the student is age 5 or 6 and enrolled for the first time in a Kentucky public school. • Child may be 4 years of age when exam is performed as long as the child turns 5 years of age by December 31 of the same year • Preschool dental screenings will not count unless performed after January 1 of year child enrolls in kindergarten 11

Immunizations • July 1, 2011 KDPH updated immunization requirements for Kindergarten and 6th grade • KDE no longer requires individual shot data to be entered but school districts may choose to still enter this data • KDE EOY Data will only look for • Certificate Expiration Date • Certificate Type (Provisional, Standard, Medical or Religious) 12

Sports Physicals • KDE does not require KSIS data entry for Sports Physicals. • Rules for sports physicals are set by KHSAA. 13

KDE EOY Health Reports • The Health Conditions & Alerts, Student Immunization and Screening information will be extracted by KDE (no district submission required). • Data should be cleaned up and ready for extraction by June 1st. 15

Clarification on Entering Health Conditions and Health Alerts • Students with a chronic disease may also experience chronic absences. • Schools need to be aware of all students with a chronic health condition to better service the student and reduce any barrier to learning. • All students with a documented chronic disease should be entered into the health condition section with the appropriate health condition code. 16

How to Correctly Enter Health Data • Follow instructions in the End of Year Kentucky Health Data Document, 2012-2013 • Pay close attention to screen shots –this will avoid data error in reports 17

Entering Health Conditions Any chronic health condition that does not require a daily scheduled action, but potentially could require an emergency action/medication (if the emergency occurred) should also be entered on the Health Condition tab and the display flag box checked Examples: Student known to have rapid heart rate but no daily meds @ school: Enter appropriate health condition and in user warning box “no meds taken at school, call parent” OR “history of asthma, no inhaler at school” Communicating information to teachers: You may continue to use the General Campus Medical flag for non-health services information to notify teachers, such as “wears glasses.” Information placed in General Campus Medical flag will NOT be included in the Health Condition Summary report. 18

Medical Flags • Medical Flags on the Student Information Tab are not the same as the on the Health Tab • To “erase” the Medical Flag from the Student Information Tab so that it will no longer be seen, add an end date on the Flags tab. • Medical Flag will disappear from student’s profile. • DO NOT END DATE HEALTH CONDITIONS FLAGS. 19

Setting Up a Health Condition Flag System Administration System Administration>Preferences>System Preferences Set both Flag Health Conditions and Default Health Conditions to “yes.” 22

Flagging a Health Condition Path: System Administration > Health > Condition List Select Health Condition to be Flagged 23

For More Information – IC Video https://community.infinitecampus.com/kb/display/DOC/Conditions 25

Contact Information KSIS Health Data EOY Documentation: http://education.ky.gov/districts/SHS/Documents/KSIS%20Health%20Data%20Entry%20School%20Year%202012-2013%20Final%20419.pdf Lori Davis: Lori.Davis@education.ky.gov Karen Erwin: Karen.Erwin@education.ky.gov Phone: 502-564-5279 26

Thank you for your participation. The next presentation, Safe Schools, begins at 12:30 (EDT).

Infinite Campus End-of-Year Training