Campus Reminders and Processes: Census Verification Household Print Requests How to submit address/hh change requests to registration Guardians (Requirements for adding Guardian; Power of Attorney) Mailing Address Private Flags Relationships Communications Home and Demographics HPL 504 & GT (CRDC) Grade Level changes (enrollment & schedules), enrollment ends completely Will add Elementary School Boundary after 18-19 Secretary meeting. NOTES: Page 1
Processes and Reminders: Census Verification Household Print Requests If the parent/guardian requests proof they are the guardian and the student is in the household the Census Verification report lists the people in the primary household with the address. We are not printing the photo of the student. Census verification we only want to print the household information and not include the non-household contacts: Index > Census > Reports > Census Verification > Choose grade of student > Unclick Non-household Relationship Contact Information and Student Race/Ethnicity > Under in Reports Comments type, This information was provided at the time of registration. > Generate Report > find correct student and print current page. How to submit address/hh change requests to registration Things to consider when emailing: o Be detailed. o Is it a new household, just moving a person out or is the whole family moving, o is it a secondary or primary, o address change include prior and new, effective dates if possible, o address change or addition please include full address including direction and apt number o is it a change in name, was it an original misspelling or a new name, o new household member, please give full name and birthdate o Edit on student data, include parent/guardian names to ensure we are selecting correct person Guardians (Requirements for adding Guardian; Power of Attorney) send to social worker and they manage that piece and enter into campus. Mailing Address: Census > Address Tab If the mailing flag is missing then address labels & reports will not print. Page 2
Mark Private Flags in Campus Census > Household Info Tab: Check private flags Census > Addresses Tab: Check private flags Census > Relationships Tab: Check private flags Census > Demographics Tab: Check private flags for phone and contact information Page 3
Relationships: When you add and end relationships, please enter the start and end date Doctor and dentists relationships should list MD in the last name. This way if a doctor/dentist has a family enrolled their patients will not show in their household. Building secretaries may make any changes in the Non-Household Relationship Area When you build people for relationships, please add complete names, birthdates, if that information is available. o Example, if a parents writes on the verification form, Grandma Rosa, that is not enough information. A phone call needs to be made to obtain complete names. Relationship Tab: Father s relationship has ended Add end date to relationship and unclick the flags: Guardian, Mailing, Portal, Messenger Communications Home and Demographics Home Primary Language Differentiate between: Student Info > Custom > Communications Home: What language communications sent home should be Census > People > Demographics > Home Primary Language: Used in MARSS reporting Census > People > Demographics > Preferred Language: Used for Messenger to send message in correct Language to each contact Page 4
504 and GT: For Data pulls such as CRDC (Civil Rights Data Collection), update them here: Enrollment > Special Ed Fields > Primary Disability > code 54: 504 Accommodation Plan Enrollment > State Reporting Fields > Gifted/Talented (more at Elementary Level) - Grade Level Changes: Attendance Linked to Schedule/Enrollment Ending process When an enrollment is ended and there are no other enrollments, then their schedule is also ended. Enrollment change but Schedule is to stay intact (Grade level change): o FIRST, Add new enrollment with new start date and other data from prior enrollment o End prior enrollment o This leaves the schedule intact and attendance is not affected Enrollment ended completely (unless student returns, then use restore) o End enrollment o Scheduled courses end date is automatically ended with the same end date as the enrollment o This end dates the schedule in sync with the enrollment, if student returns and schedule is to remain the same, use the restore function in the walk-in scheduler. Page 5