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Welcome KSIS Mid-Year Training. January 8, 2014 8:00 a.m. (CST)/9:00 a.m. (EST). Welcome and Housekeeping. Becky Jenkins KIDS, Division of Enterprise Data. EILA Credit/Lync Assistance. EILA Eligible Training

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welcome ksis mid year training

WelcomeKSIS Mid-Year Training

January 8, 20148:00 a.m. (CST)/9:00 a.m. (EST)

welcome and housekeeping

Welcome and Housekeeping

Becky Jenkins

KIDS, Division of Enterprise Data

eila credit lync assistance
EILA Credit/Lync Assistance
  • EILA Eligible Training
    • Registered participants are eligible for EILA credit. Online training evaluation survey must be completed for credit to be awarded.
    • If participating in a group setting, email a sign-in list to Linda Burton.
  • Lync Assistance
    • If you need assistance with your Lync connection, audio or visual settings, contact the KETS Service Desk:
        • (502) 564-2002 (local)
        • (866) 538-7435 (toll free)
        • Email: ketshelp@education.ky.gov
    • Important: Meeting link should be opened using Internet Explorer, not Chrome or Firefox.
questions and information
Questions and Information
  • Have a Question? Post it in the Lync chat window and it will be answered during the Question and Answer period at the end of the session.
  • Presentations from today’s Mid-Year Training
    • Available online: http://education.ky.gov/districts/tech/sis/Pages/KSIS-Training.aspx
infinite campus new interface changes e 1402

Infinite Campus New Interface Changes E.1402

Lisa Rhoton, Client Executive

Infinite Campus, Inc.

preschool

Preschool

Annie Rooney French, Preschool Consultant

Office of Next Generation Learners

Division of Program Standards

objective
Objective
  • To help the district data entry people ensure that preschool children eligible for funding will show up in the IC count.
slide9

Preschool Enrollment

  • Eligible children include 3s and 4s with an active and locked disability, and 4 year-olds who whose family income is up to 150% of poverty.
  • Other children may be enrolled, but they are not counted for funding purposes.
other children enrolled
Other Children Enrolled
  • Other preschoolers are enrolled if they are receiving services such as:
    • Special Education only (“N”)
    • RTI/KSI (non-income eligible)
    • Head Start in school building
    • FRYSC child care
    • Over income preschool (if space is available)
    • Other: Title I, Tuition, ELL, universal preschool
grade 97 98 or 99
Grade 97, 98 or 99?
  • To determine the grade of the child, look at their age on October 1st.
  • A two year old on Oct 1 with a disability who turns 3 after Oct. 1 is in Grade 97.
state exclude
State Exclude
  • There is no need to click on State Exclude.
  • Preschool is not included in the state reporting counts.
serving eligible children
Serving Eligible Children
  • Remember districts cannot have a waiting list and must serve all eligible children. This includes 3 and 4 year-olds with disabilities.
  • However, districts are not required to enroll at-risk children who turn 4 after October 1; those children would be at-risk during the following school year.
state format extract spring enrollment
State Format ExtractSpring Enrollment

The Spring Enrollment

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

funded categories
Funded Categories
  • Y4 At Risk – up to 150% of poverty, must be 4 years-old on or before Oct. 1, 2013
  • Y2, Y3 and Y4= Grade 97, 98 and 99
  • SL= Speech Language Disability with an active and locked IEP.
  • MMD= Mild to Moderate Disability including developmental delay
funded categories1
Funded Categories
  • Sev=Severe Disability
  • Total Disability=sum of all three categories of disabilities for the 3 age groups
  • Total Eligible=the sum of the disabilities combined with the sum of the at risk 4s
is the child s name not showing in the detailed list
Is the child’s name not showing in the detailed list?
  • Is the IEP active and locked?
  • Are all the fields filled out (disability, Conference Summary evaluation date?
  • Is the Setting “Home”?
  • Is the child a special ed only student, Enrollment Type “N”?
  • Is there a preschool tab?
name showing but no 1s
Name showing but no “1s”
  • Check to see that the child is actively enrolled.
  • Is the IEP active and locked?
  • Does the date of enrollment for children match the IEP date (unless the 4 year-old is income eligible)? See RTI/KSI slide for more details.
  • Is there a preschool tab for the child?
name showing but no 1s1
Name showing but no “1s”
  • Is the child a Head Start student (not enhanced)?
  • Does the IEP information match the enrollment information (grade, school)?
ksi rti
KSI/RTI
  • If a child is in KSI/RTI, he/she isn’t eligible to be counted until there is an active and locked IEP, unless the child first enrolled as an income eligible 4.
  • When the IEP is active, if the child wasn’t already an income eligible 4, then end date the initial enrollment using the W01 code, and reenroll the child using the R01 code. Remember also give the child a new preschool tab with the new date of enrollment and end date the previous preschool tab.
must be enrolled on march 1
Must be enrolled on March 1
  • The count is for children who are enrolled on March 1 regardless of when they entered.
  • If a child has left the school district before March 1, he/she will not count for funding purposes.
head start
Head Start
  • A child enrolled as Head Start will not be counted in the Preschool Spring Enrollment Count.
  • For the 2013-14 school year their name will show up in the Detailed report but there will be no boxes with a “1” regardless of other boxes checked in the preschool tab.
spring enrollment count
Spring Enrollment Count
  • For children enrolled on March 1
  • Data will be pulled March 10, 2014
  • KDE will contact the districts with the count pulled
  • Districts will verify accuracy
  • Corrections completed by March 28, 2014
questions
Questions?
  • Please contact your KDE preschool consultant in your RTC region if you have questions or concerns: Phone (502) 564-7056
    • Anderson RTC – Melody Cooper x 4763
    • Ashland RTC – Sally Shepherd x 4716
    • Berea RTC – Annie Rooney French x 4736
    • Calloway RTC – Sally Shepherd x 4716
    • Simpson RTC – Melody Cooper x 4763
    • Administrative Support – Kim Wiley x 4710
    • Branch Manager - Bill Buchanan x 4702
questions1
Questions?
  • Have a Question? Post it in the Lync chat window.
2013 14 safe schools

2013-14 Safe Schools

Windy Newton, Systems Consultant IT

Office of Next Generation Schools &Districts

Division of Student Success

requirements 2013 14
Requirements 2013-14
  • Resolutions mapped to the state code of SSP7: Restraint and SSP8: Seclusion have been added to the data standards and reporting for Safe Schools.
  • Data collection of Restraint and Seclusion custom tab must be completed for any incident resulting in Restraint or Seclusion.
requirements for inclusion in safe schools reporting
Requirements for inclusion in Safe Schools Reporting
  • Incidents with law or board violation selection from one of the following categories:
    • Assault or Violence
    • Guns or other weapons
    • Controlled substances (including alcohol or tobacco)
    • Bullying or Harassment
  • Incidents with state resolutions of one of the following:
    • Expulsion, with services – SSP1
    • Expulsion, without services – SSP2
    • Out of School Suspension – SSP3
    • In School Removal – INSR
    • Restraint – SSP7
    • Seclusion – SSP8
data standards
Data Standards
  • A list of the select law and board violations can be found in the 2013-14 Safe Schools Data Standards on the KDE Safe Schools website.
  • The data standards provide users with details as to what data must be entered into IC for safe schools reporting purposes. Descriptions and screenshots are part of the document.
communication
Communication
  • KDE’s primary point of contact for Safe Schools data collection is the Safe Schools Coordinator for the district.
  • All notifications sent to Safe Schools Coordinators are also sent to the KSIS Point of Contact.
  • It is the district’s Safe Schools Coordinator’s responsibility to communicate important notifications regarding data entry and standards to the school users in their districts.
how is the data used
How is the data used?
  • The data is reported to the Kentucky Center for School Safety
  • The Office of Education Accountability
  • Legislative requests
  • U.S. Department of Education
  • School Report Card > Learning Environment tab > Safety Tab
school report card
School Report Card
  • This data will be reported on your district and school report cards via Open House for 2013-14.
  • The 2012-13 data is populated currently for each school.
  • It is very important that schools and districts verify their data during the verification window for Safe Schools reporting and during the verification window for School Report Card.
corporal punishment
Corporal Punishment
  • If your district does not implement Corporal Punishment according to board policy, the resolution code should be end dated via Behavior > Admin > Resolution Types
  • This will prevent users from selecting as a resolution in error.
multiple resolutions
Multiple Resolutions
  • Scenario:
    • Student receives a resolution of In-School Removal
    • During serving of INSR, student receives an Out-of-School suspension before INSR has ended
    • INSR resolution must be end dated or end timed prior to the start of the SSP3
state resolutions
State Resolutions
  • Require a selection of a law or board violation on the event detail
  • Require a start date and time
  • Require an end date and time
restraint and seclusion resolution id
Restraint and SeclusionResolution ID
  • Why is this important?
    • This is the primary data element that will connect the data entered on the Restraint/Seclusion tab to the data entered on the Behavior Detail.
    • The student level custom report will not generate if the IDs do not match.
    • The data is required according to regulation.
restraint and seclusion resolution id1
Restraint and SeclusionResolution ID
  • The resolution ID field on the Restraint and Seclusion tab must be manually entered
  • Where do I find it?
    • The resolution ID is an auto-generated number assigned to a resolution when saved in the Behavior Management Tool.
    • Within the student’s Behavior Tab, click on the hyperlink to the appropriate incident (this will open the incident detail).
restraint and seclusion resolution id continued
Restraint and SeclusionResolution ID continued
  • Click on the ID hyperlink within Incident Detail.
  • This will open up the incident within the Behavior Management Tool, the Resolution ID will be found within the Events and Participants section of the Incident.
restraint and seclusion resolution id continued1
Restraint and SeclusionResolution ID continued
  • Enter this resolution ID on the Restraint and Seclusion Tab in the Resolution ID field.

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

recorded webex session
Recorded WebEx Session
  • KDE has developed and posted a recorded WebEx session detailing the steps described in the previous slide.
  • This can be found on KDE’s Safe Schools Data Collection and Reporting website.
safe schools extract
Safe Schools Extract
  • The Safe Schools Extract is located via KY State Reporting | Safe Schools.
  • The validation report should be run monthly and distributed to schools for clean up of error/warnings prior to the end of the school year.
validation checks
Validation Checks
  • Errors– Indicate problematic data that will NOT pull on the report
  • Warnings – Indicate problematic data that WILL pull on the report

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

safe schools extract report errors
Safe Schools Extract: Report Errors
  • Error 1: Resolutions – Missing Start/End Dates and/or Start/End Times

This error will appear anytime a student has a state resolution without a resolution start/end date and/or start/end time.

safe schools extract report errors1
Safe Schools Extract: Report Errors
  • Error 2: State Resolutions without a Law or Board Violation Selected

This error will appear any time a student has a State Resolution without a selection of a Law or Board violationwithin the Event Detail

safe schools extract report errors2
Safe Schools Extract: Report Errors
  • Error 3: Events without a Participant

This error will appear anytime an event with a qualifying Law or Board violation does not have participant selected.

  • To resolve this issue: find behavior incident and add participant, if applicable; otherwise the incident should be deleted.
safe schools extract report errors3
Safe Schools Extract: Report Errors
  • Error 4: Student Behavior Incident Date is not within Enrollment

This error will appear for any student offender with a qualifying behavior incident date outside the student’s enrollment dates.

  • To resolve this issue, verify incident date as compared to enrollment start/end dates. If this is a non-reported incident, such as attendance letter for documentation purposes, the error can be disregarded.
  • A future update will change the logic of this error to compare the incident date to any district enrollment, not just the current school enrollment.
safe schools extract report warnings
Safe Schools Extract: Report Warnings
  • Warning 1: Out of School Suspension/attendance dates and/or times Inconsistent

This warning will appear for students who received a state resolution of SSP3 and the start/end date/times of the behavior resolution are not consistent with the check-in/out date/time within the student’s attendance.

  • NOTE: the Suspension/Attendance Linkage report will assist.
  • Check-in/out date/times are the authoritative elements for this data.
safe schools extract report warnings1
Safe Schools Extract: Report Warnings
  • Warning 2: Missing Demographic Data

This warning will appear for students who are missing one or more of the following demographic fields:

    • State Student ID
    • First Name
    • Gender
  • This error should really never occur, if it does a ticket with IC Support should be open to resolve the demographic issue.
  • This warning will be removed in a future release.
safe schools extract report warnings2
Safe Schools Extract: Report Warnings
  • Warning 3: Student Behavior Resolution Date not within Enrollment

This warning will appear for students who have a behavior resolution start/end date outside of the enrollment start/end dates.

  • For validation purposes, users should verify the dates of the resolution are within the dates of an enrollment record.
  • A future update will change the logic of this error to compare the incident date to any district enrollment, not just the current school enrollment.
safe schools extract report warnings3
Safe Schools Extract: Report Warnings
  • Warning 4: Overlapping State Resolution Start Date/Time and or End Date/Time

This warning will appear anytime a student has two or more state resolutions (SSP1, SSP2, SSP3, SSP5, INSR) which overlap by any span of dates or times.

  • To resolve this issue, open the behavior records and adjust the dates/times so they do not overlap with another state resolution record.
  • NOTE: most of these incidents involve an INSR and an SSP3 record. The SSP3 cannot start before the INSR has ended.
things to know
Things to know!
  • Begin cleaning up your errors/warnings NOW…
  • Once data exported in Excel, separate by school and send to your building principals for verification.
  • This data is reported publically via the School Report Card.
2013 14 timeline
2013-14 Timeline
  • May 1st – Official district verification window opens
  • June 30th- District verification window closes
  • June 30th– Superintendent verification due to KDE
  • July 1st- KDE will extract data from IC state data warehouse
  • July 15th (tentative) – District and school level data will be available for viewing in the 13-14 School Report Card Data Collection tool
  • July 31st- School Report Card verification of behavior data ends (note: two weeks after availability in SRC)
  • August 30th– Data provided to KCSS and OEA as mandated by KRS 158.444
  • End of September– Public release of School Report Card
questions2
Questions
  • Infinite Campus Behavior questions, contact windy.newton@education.ky.gov
  • Behavior Programmatic questions, contact libby.taylor@education.ky.gov
  • Restraint and Seclusion Programmatic questions, contact gretta.hylton@education.ky.gov
  • Have a Question? Post it in the Lync chat window.
teaching method instructional setting

Teaching MethodInstructional Setting

Amy Patterson

Office of Next Generation Learners

Division of Learning Servicesamy.patterson@education.ky.gov

purposes
Purposes

Collection of data

  • LEAD report
  • CCR Delivery plan
  • Dual credit
  • Credit recovery
  • NAF Academy
  • Virtual courses
teaching method descriptions
Teaching Method Descriptions

Teaching Method:  Choose from the drop down menu the appropriate teaching method for this course section

  • 1: Direct Instruction (default setting)– traditional course taught by a teacher employed by the district.
  • 02: 3rd Party Contract– course taught by a 3rd party contractor other than virtual, dual credit or National Academy Foundation (NAF) (e.g., auto mechanic, golf instructor, Head Start provider).
  • 10: Digital Learning Provider– virtual course that uses a digital platform other than credit recovery (e.g., JCPS eSchool, KET, BAVEL).
teaching method descriptions1
Teaching Method Descriptions
  • 11: Dual Credit – District Offered– dual credit course taught by a teacher employed by the district, and students are not enrolled in the NAF Academy.
  • 12: Dual Credit – College Offered- dual credit course taught by a teacher employed by a postsecondary institution, and students are not enrolled in the NAF Academy.
teaching method descriptions2
Teaching Method Descriptions
  • 13: Credit Recovery – Direct Instruction– course taught by a teacher employed by the district that allows students to earn credit for a course they previously failed.
  • 14: Credit Recovery – Digital Learning Provider– computer-based course that allows students to earn credit for a course they previously failed (e.g., PLATO, APEX, Odyssey, NOVEL/STARS).
  • 15: Transitional Course – KDE Curriculum– course that uses the transitional curriculum framework sponsored by KDE (found at http://education.ky.gov/educational/int/hscf/Pages/default.aspx).
teaching method descriptions3
Teaching Method Descriptions
  • 16: NAF Academy Course– National Academy Foundation (NAF) curriculum course (see http://naf.org/) that is not dual credit.
  • 17: NAF Academy Dual Credit – District Offered – dual credit course taught by a teacher employed by the district, and students are enrolled in the NAF Academy.
  • 18: NAF Academy Dual Credit – College Offered – dual credit course taught by a teacher employed by a postsecondary institution, and students are enrolled in the NAF Academy.
  • 19: District Provided Self Study–independent self-study course.
instructional setting descriptions
Instructional Setting Descriptions

Instructional Setting:  Choose from the drop down menu the appropriate instructional setting for this course section

  • 01: Onsite Classroom– course taught primarily in the school building.
  • 02: Offsite Vocational– course taught at a vocational school away from the school building.
  • 03: Offsite College– course taught at a postsecondary institution.
  • 04: Home/Hospital–course taught in a home/hospital setting.
  • 05: Online– course taught online and instruction is neither provided by the schoolnor for credit recovery.
scenarios
Scenarios
  • Plato or other computer-based credit-recovery
    • Teaching Method – 14: Credit Recovery – Digital Learning Provider
    • Instructional Setting – 01: Onsite Classroom
  • Students taking dual credit course at the high school from a college employed instructor
    • Teaching Method – 12: Dual Credit – College Offered
    • Instructional Setting – 01: Onsite Classroom
questions3
Questions?
  • Have a Question? Post it in the Lync chat window.
records transfer

Records Transfer

Tanya Fluke, Systems Consultant IT

Office of Knowledge Information Data Services (KIDS)

Division of Enterprise Data

student locator
Student Locator
  • The student locator should always be used when enrolling students.
  • This is the first step of ensuring proper student record transfer and data quality.
importance of records transfer
Importance of Records Transfer
  • The records transfer process (requesting, releasing, importing) must be a priority for all districts. Failing to follow proper records transfer procedures can cause records to be lost, such as attendance, enrollment history, special education, gifted and talented, immunizations, health data, and other fields, which are required to comply with KSIS Data Standards.
  • Unfortunately, the records transfer process is often times passed over, resulting in lost student records.
importance of records transfer1
Importance of Records Transfer
  • The records transfer process should be part of daily practice. Schools may want to have a primary and a secondary person designated for student records transfer.
  • Paper copies of records may still need to be requested in order for districts to obtain hard copies of documents such as birth certificates, immunization certificates, prior school academic reports, and social security cards.
  • Correcting issues associated with failing to follow proper records transfer procedures can be time consuming and costly.
requesting records
Requesting Records
  • In the case of a student transferring from another public school district in Kentucky, once a student is enrolled using the Student Locator, the Student Records Transfer screen will automatically populate.
  • To properly complete the request process, simply click the “Submit Request” button.
  • On the rare occasion where the screen does not appear, you must manually request records by searching for the student’s name and going to Student Information > General > Records Transfer tab > click New State Transfer Request.
process inbox
Process Inbox

Messages that may appear in your Process Inbox

  • Transfer Released: Ready for you to import student data from another district.
  • Request for you to Release: Another district is waiting for their request to be processed.
  • Waiting: Records have been requested but waiting for the request to be released by the prior district.
  • Transfer Complete: You have released the request from another district.
  • Transfer Ignored: Your request was ignored by the other district. An additional manual request will be necessary in order to request the records again. A phone call to the prior district may be necessary to ensure the records are released.
  • Transfer Rejected: Your request was rejected by the other district. An additional manual request will be necessary in order to request the records again. A phone call to the prior district may be necessary to ensure the records are released.
  • It is recommended that student withdrawals be fully processed BEFORE any records are released. This will enable the withdrawal date to be included when receiving and enrollment history import.
  • If records are released before the withdrawal has been processed, the withdrawal data for the releasing district will remain blank.
releasing records
Releasing Records
  • To complete the release process, click the message from the Process Inbox, you will be directed to the Records Transfer tab where you select the request from the receiving school/district.
releasing records1
Releasing Records

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

Once you have reviewed the request for records, the decision to release, reject or ignore the requests will be made from this screen.Keep in mind that if you are a clerk and this request IS NOT for a student in your building, the request may be for a student in another building in your district.** You should never reject or ignore requests of students who are not in your building. Doing so will prevent the other school in your district from being able to process the request and can also cause a break in data.

receiving records
Receiving Records
  • Once records have been released from the prior school, the receiving school will get a message in the Process Inbox indicating that records have been released.
  • Receiving schools will click on this message to be taken to the Records Transfer tab in order to import the records.
receiving records1
Receiving Records
  • Transfer Documents – available to view, print of save.
  • Data Imports – available for actual import from the prior district into receiving district, maintaining the chain of data and continuation of services such as gifted and talented and special education.
    • Always be sure to check the data that has been imported for your incoming student to make sure the data imported correctly.
  • Items with a line through them are NOT available for import, usually because the services are not active for that student.
data imports
Data Imports
  • Transcript Import Wizard
    • Enter the transferred data from the releasing district into your own local database. Transcript course information can be stored as numbers and names from the releasing district, or it can be translated into local course numbers/names.
    • District will want to consider adjusting credit types, which may differ substantially between the exchanging districts. The Credit Multiplication Factor field and the Adjust All Credits button can be used to mass-adjust credit amounts. Individual entries may also be adjusted.
  • Extended Census Import Wizard
    • If the home language is not English, this will impact LEP. Be sure to import this data and notify the LEP coordinator in your district for further processing.
data imports1
Data Imports
  • Enrollment History Import Wizard
    • This import wizard is very important in tracking prior Kentucky Public School enrollment history and has a direct effect on state reporting. Be mindful that it is easy to create duplicates with this import wizard, so please pay close attention to the data you are importing.
  • Assessment Import Wizard
    • National, State and Local tests will transfer from prior schools. No mapping or setup is needed for National and State assessment records created by KDE and those records are NOT to be modified in any way when imported. However, local assessments may require additional setup by receiving districts. Always double check the student’s Assessment tab to make sure data imported correctly.
more data imports
More Data Imports
  • Immunization, Health Condition & Health Screening Import Wizards
    • School nurses do not have access to import immunization and health records, therefore it is very important that all health related imports be processed.
  • IEP, Special Ed Evaluation, Special Ed Documents, Import Wizards
    • Any items shown with a line through them are NOT available for import, usually meaning the student is not receiving special education services, LEP Services, etc. If you know a student receives these services but no documents transferred during the records transfer process, you will need to contact the prior district. If the IEP was not locked before the records transfer process took place, this would keep the records from transferring.
    • It is important to follow KSIS Data Standards when transferring Special Education records.
more data imports1
More Data Imports
  • KY State Reporting Import Wizard
    • This is the wizard where you will receive gifted and talented data imports.
      • It is important to follow the KSIS Data Standards when transferring Gifted and Talented records.
    • Data can be edited on this screen prior to import. Some fields that may need to be edited are:
      • School of Accountability
      • District of Accountability
      • Resident District
  • LEP Import Wizard
    • It is important to follow the KSIS Data Standards when transferring LEP records.
links tools
Links & Tools
  • Tanya Fluke – Systems Consultant IT, KIDS Division of Enterprise Datatanya.fluke@education.ky.gov - (502) 564-2020 ext. 2473.
  • KSIS Data Standards - http://education.ky.gov/districts/tech/sis/pages/ksis-data-standards.aspx
  • The Campus Community is a great source of information. If you have access to Infinite Campus, you have the ability to take advantage of the Campus Community. The link is located in the top far right corner of your Infinite Campus screen after you log in.
    • https://community.infinitecampus.com/kb/display/DOC/Student+Records+Transfer#StudentRecordsTransfer-TranscriptImportWizard
questions4
Questions?
  • Have a Question? Post it in the Lync chat window.
infinite campus integration to ciits

Infinite Campus Integration to CIITS

Nick Gustin, CIITS Technical Analyst

Office of Knowledge, Information and Data Services (KIDS)

Division of Enterprise Data

ic ciits data integration
IC/CIITS Data Integration
  • Student, Staff, and Course/Section related data is extracted from IC and loaded to CIITS
  • Majority of data loaded weekly
    • Data entered by 5:00PM on Fridays will be available in CIITS the following Tuesday morning
  • Staff demographic and assignment changes loaded daily
    • Data entered by 11:59PM Mon-Thu will be available in CIITS within one processing day
    • (Ex. Data entered Mon will be in CIITS on Wed)

85

ic data loaded to ciits

CIITS

IC Data Loaded to CIITS

Roles determine what data a user can see in CIITS

ic ciits data mapping guide
IC-CIITS Data Mapping Guide
  • Contains screenshots and tips for where and how data is extracted from IC for CIITS
  • Displays where data extracted from IC is displayed in CIITS
  • Available on the CIITS Support Materials page: Home>Districts>District/School Support>Technology>CIITS
ic data requirements for ciits account provisioning
IC Data Requirements for CIITS Account Provisioning
  • Three data elements are required to be set up in IC for a person’s CIITS account to be active
    • Valid kyschools.us email address
    • Active district employment record
    • Active district assignment record
set up email in ic
Set up email in IC
  • Click path: Census>People>Demographics
  • Must be a valid kyschools.us email address
set up district employment
Set up district employment
  • Click path: Census>People>District Employment
  • Ensure start date is earlier than current date and end date is blank (or is in the future)
set up district assignment s
Set up district assignment(s)
  • Click path: Census>People>District Assignments
  • Ensure start date is earlier than current date and end date is blank (or is in the future)
setup district school email
Setup District/School Email
  • The Superintendent / Principal email for each district / school should be set up to provision them the default Leadership role
  • District (Superintendent) click path: System Administration >Resources > District Information > Email field
  • School (Principal) click path: System Administration > Resources > School > Principal Email field
ciits default roles
CIITS Default Roles

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

ciits custom roles
CIITS Custom Roles
  • Assigned through the Title field when setting up district assignments
  • Users may be assigned multiple custom roles
  • Can provide access to additional functionality and data in CIITS
when setting up custom roles on district assignment records
When setting up custom roles on district assignment records…
  • Only assign “District” custom roles at the district office
  • Only assign “School” custom roles at a school
  • If a person is assigned a “District” custom role at the district, then it is unnecessary to assign them that same custom role at each school
assigning ciits roles guide
Assigning CIITS Roles Guide
  • Contains screenshots and specifications for setting up required data for CIITS accounts
    • Email
    • District Employment
    • District Assignments (including CIITS custom roles)
  • Available on the CIITS Support Materials page: Home>Districts>District/School Support>Technology>CIITS
ic ciits gradebook import process
IC–CIITS Gradebook Import Process
  • Allows a teacher to send results from test created in CIITS to IC gradebook
  • Express Test and Manually Created test results may be sent to IC gradebook
  • Test must be set up with a test category of Send Test to Gradebook
  • Test must be scheduled and administered for data to be sent
  • Data is sent nightly through a batch (scheduled) process
example set up a ciits express test to send to ic gradebook
Example: Set Up a CIITS Express Test to send to IC Gradebook
  • 1. Create an Express Test in CIITS
  • 2. Choose Send Test to Gradebook in the Test Category drop-down
ciits ic gradebook submission guide
CIITS-IC Gradebook Submission Guide
  • Contains screenshots and specifications for setting up required data for CIITS data to be imported to IC gradebook
  • Available on the CIITS Support Materials page:

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

roster manager functionality
Roster Manager Functionality
  • Purpose: to ensure that the correct students are on a teacher’s roster for EDS / Teacher of Record
  • Teachers only verify sections for which they are the primary teacher
  • School Roster Manager – custom role which may be assigned to one or more individuals
  • Assign this custom role to KSIS person within each school
  • Person with School Roster Manager role will receive roster verification requests from teachers
roster verification the primary teacher for the section verifies the roster
Roster VerificationThe primary teacher for the section verifies the roster
  • Click My Account/ Sections & Rosters
  • Click Verify student roster
roster verification remove student the primary teacher for the section verifies the roster
Roster Verification – Remove StudentThe primary teacher for the section verifies the roster
  • 1. Review roster and click Request Removal icon for any students who should not appear in the section
  • 2. Enter removal details and click Submit
roster verification remove student the primary teacher for the section verifies the roster1
Roster Verification – Remove StudentThe primary teacher for the section verifies the roster
  • 3. The roster displays the student’s name crossed out and as “Pending Removal”
roster verification add student the primary teacher for the section verifies the roster
Roster Verification – Add StudentThe primary teacher for the section verifies the roster
  • 1. Click Request Addition
  • 2. Enter the student’s name and student ID; click Submit
roster verification add student the primary teacher for the section verifies the roster1
Roster Verification – Add StudentThe primary teacher for the section verifies the roster
  • 3. The roster displays the student’s name with a “+” and as “Pending Addition”
roster verification submit the primary teacher for the section verifies the roster
Roster Verification - SubmitThe primary teacher for the section verifies the roster
  • Click verification checkbox and click Submit
  • The roster status is updated
roster update the school roster manager will perform these steps
Roster UpdateThe School Roster Manager will perform these steps
  • 1. Click User Management
  • 2. Click Enrollment Change Requests
roster verification process the school roster manager will perform these steps
Roster Verification ProcessThe School Roster Manager will perform these steps
  • 3. Make update to section roster in Infinite Campus
  • 4. Click Done
roster verification resources
Roster Verification Resources
  • Quick Reference Cards and Video

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

questions5
Questions?
  • KDE contacts
    • Maritta Horne, CIITS Service Managermaritta.horne@education.ky.gov
    • Nick Gustin, Technical Analystnick.gustin@education.ky.gov