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Behavior Incident Reporting

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Creating a Campus Community account is the first step for training.

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Tips:

Write down your username and password

Click on Campus Passport in the upper right corner to access self-paced learning courses

Knowledge Base allows you to search articles

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Login Company Products Services Careers Contact Search Request a Demo Parent or Student Teacher Current Customer Future Customer

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Click here for instructions on using Messenger 2.0

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To send a message to a class (students and/or parents):

1. Go to Message Center, then click the New button.

2. Choose the Message Type from the dropdown (class message, grades message or missing assignment message)

3. Choose User for User Group

4. Choose Delivery Devices (Inbox (portal), Email, Voice, Text)

5. Type in your name for Sender Display Name

6. Create the Message Details

7. You can click Test and send it to your own email address/phone to see how it looks.

8. Click Next

9. Choose the recipients (all or specific); Student Messenger Contacts sends it to parent/guardians, Students sends it to student only.  Both boxes can be checked.

10. Click Next

11. Click Review Recipients (this allows removal of individuals from the send list).  Close or Save, if changes made.

12. Click Send.

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To batch assign counselors to new students, go to Scheduling>Fill Counselor. Choose the section of the alphabet for the appropriate students and counselor, check the No Active Counselor box and click Fill Counselor.

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Back to School Checklist for Front Office Staff

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Back to School Checklist for Front Office Staff

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Online Registration Approvals

Approve OLR applications to get students enrolled.  It is critical to link existing parents, contacts, students, addresses and households as to not create duplicates.

Ensure that addresses are marked as Mailing Addresses

Ensure legal guardians are marked appropriately

Legal guardians should be marked as Guardian, Mailing, Portal and Messenger to receive communication

All contacts should have Relationship identified

Legal guardians MUST have Guardian checked and Relationship populated to have a portal account

Enrollment

Enrollment changes due to transfers: see Inter and Intradistrict Transfers in the Enrollments section of the padlet.

GPA Ranking Exclude - make sure to mark the Class Rank Exclude for foreign exchange students, Partial enrollments (students who are not primarily enrolled at your school), and students with IEPs, depending upon school policy.  See Transcript GPA Ranking in the Grades & Transcripts section of the padlet.

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Online Registration (OLR) Processing consists of three modules: staff processing, student processing, and running reports to determine which students have completed applications and which haven't. Use the links below to understand the steps.

To access the links, you must log into your Campus Community account, then click on Knowledge Base

1. Staff Processing: https://kb.infinitecampus.com/help/staff-processing

2. Student Processing:

https://kb.infinitecampus.com/help/student-processing-0dd6195

3. OLR Reports: https://kb.infinitecampus.com/help/online-registration-reports

On-demand video:

https://university.infinitecampus.com/learn/course/internal/view/elearning/21249/online-registration-prime

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Parents/Guardians of students already in the system, but who do not have a portal account, receive an email with their activation key in the Spring.  Those who do not receive the email, or try to create their portal later must contact the site to get their activation key.  Sites need to send an email with the link to the Parent Portal log in and the parent's activation key, found on the parent's demographics page (NOT the student's page!).  They should also be encouraged to download the app from the App Store or Google Play.

Video: How parents of existing students access their OLR

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Check out these guides to the OLR process for parents, created by Harbor High:

English

Spanish

You can make a copy and brand it for your own school to share with your parents.

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Accounts will be accessed by students using Google SSO.
Students should download the Campus Student app from the App Store or Google Play. If a student can't log in, please check to make sure that their student email is in the Primary Email field on the demographics page and that their username is the their student email.
Click here to see content in the Student Portal

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Interdistrict Transfers (IDTs):
If a student has an approved IDT for your site:

1. Create the enrollment

2. Enter the name of the school and/or district the student is coming from in the Start Comments

3. Enter the Interdistrict Transfer info on the enrollment in the State Reporting Fields section.

Intradistrict Transfers:
If a student has an approved Intradistrict Transfer for your site:

1. Create the enrollment

2. Enter the Intradistrict Transfer info on the enrollment in the District Defined Elements section

3. Change the exit code on the previous year's enrollment record, if the student has one

4. Enter the student information on the drop/transfer Google Sheet so the incorrect enrollment record can be deleted.

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All students should be enrolled via OLR, however there are sometimes exceptions when a new parent is unable to complete the process.  In that case, please follow this process:

1. Add a Student using the Add Person Wizard.

2.  Add an Address for the new student using the Add Address Wizard.

3.  Add a Household for the student using the Add Household Wizard.

4.  Add additional Family Members to the household using the Add Household Wizard.

5.  Add Relationships for the new student by entering information on the Relationships tab.

6.  Enroll the student by entering data on the Census Enrollment tab.

7.  Schedule the student into courses for the school year.

Link to process

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Click here for info: California Enrollments
If the student is coming from a school outside the district, document the name of the school in the Start Comments.
When a student leaves the district, document the name of the new school in the End Comments.

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Go to Attendance>Register
Choose the second radio button at the top

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Issue: Parent not connected to student(s)

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Issue: Parent not connected to student(s)

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Make sure they are marked as Guardian
Make sure they have a relationship type with student(s)
Make sure they are in a household with student(s)

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Missing Address/School boundary: if an address has been verified in the School Locator but does not exist in Infinite Campus when you are trying to link addresses/households,

1. Go to Census>Add Address

2. Type the address into the separate fields

3. Click Search

4. If the address doesn't pop up, click New Address

5. Complete the State and Zip fields, click Save

6. Click the Schools tab

7. Add each School that shows for the address on the School Locator site, one at a time.

IDT Address: You can confirm whether or not an address is within our district boundary by going to the parcel tax website.  If it is outside our boundary, but a student has an IDT,

1. Go to Census>Add Address

2. Type the address into the separate fields

3. Click Search

4. If the address doesn't pop up, click New Address

5. Complete the State and Zip fields, click Save

6. Click the Overrides tab

7. Add the School for which the student has an IDT.  Put a date range of ONE WEEK, that starts the day before the current date, then add 7 days to that for the end date.  DO NOT enter dates for the entire year.

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Go to Census>Reports and run the Census Verification Report.
Choose the options you want to include for your site.

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To batch print your report cards,

1. Translate the canned comments by going to System Administration>Data Utilities>Report Module>Custom Comment Tools>Canned Comments Translation. Click the appropriate Term, choose Student's Home Primary Language". Click Translate Student Comments.

2. Go to Grading & Standards>Reports>Translated Core Report Card and choose Report Card - (School Name, Term).  Choose "Home Language" in Print Options.

To print a report card for a single student, choose their name from the Student list.

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Go to CA State Reporting>Monthly Attendance Summary. Use the Monthly Attendance Register Report as required to resolve discrepancies.
For more information: https://kb.infinitecampus.com/help/monthly-attendance-summary-california

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This article provides information on generating the Monthly Attendance Summary Report.

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1. With your Index on Census>People, search All People for the student or guardian

2. Click on the Household tab

3. If the household does not exist, click New Household Membership

4. Type in the student's or guardian's last name and click Search to see if there is an existing household

5. If it doesn't exist, click New Household

6. Type in the last name to name the new household and put in the phone number, click Save

7. In the Search bar, choose Household in the dropdown and type the name of the household you just created

8. On the address tab, put in the address

9. On the members tab, add all people that should be in the household

10. Don't click secondary on the household unless you want to prevent the parent/guardian from completing OLR.

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1. Go to Attendance>Attendance Letters

2. Choose the Attendance Letter you want to run

3. Click Preview/Print Letters.  (You may Hide the students that you've already printed the letter for by checking "Hide printed students".)

4. Click Preview

5. If all looks good, click Print Letters to download the pdf file

6. Print on printer and send

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To exclude students from GPA Ranking, open the current enrollment record and check the Class Rank Exclude box.
Students who must be excluded are those with Service Type "Partial" (secondary enrollments).  Students with IEPs may also be excluded depending upon school policy.

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Grade Calculations Options

Grade Calculations Simulation

Scoring Assignments in the Gradebook

IC Support doc: https://kb.infinitecampus.com/help/align-assignments-received-from-another-program-video

Google Classroom Support doc:
https://support.google.com/edu/classroom/answer/9356369

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1. In Campus Instruction, click Scheduling & Courses

2. Click on Section Guest Grade Book

3. Type the teacher name or course name, then click on the correct section to open the gradebook.

4. To see all assignments, choose Semester (or Quarter for SCHS) as the Task

Typical problems with posting grades are

incorrect category setup

incorrect weighting setup

categories that do not match the categories they are trying to sync with in Google Classroom.

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Preferred Name/Gender: If a student has a preferred name and/or gender other than what is printed on legal documentation, a form must be filled out and submitted to IT.  The student's preferred information will show in the student information system, and the legal information will be stored in a hidden field to be used for State reporting purposes.  See the attached form.
Legal Name/Gender change: If a student has received a court decree of legal name and/or gender change, the same form should be filled out and sent to IT with a copy of the decree attached.

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school roster information change form_olr 09232025

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Click here to view the Handbook

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By default, students are enrolled with the Attendance Funding Category of Regular Day.  Exceptions to this are students who must be enrolled with the following:
Home and Hospital - when students go on H&H, their enrollment record with regular day funding should be end-dated, and a new enrollment record should be started on the day they start H&H.  The process should be reversed when they return to regular day
Continuation HS - all Costanoa students should have this as their Attendance Funding Catagory
Long-term independent study - all students who are doing independent study should have this funding category.

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To print official transcripts, go to Grading & Standards>Reports>Custom Transcript (SSRS)

Changes to transcripts are still made on the transcript tab, but the official transcript must be printed using the SSRS.

Transcript info:

All the transcript records are from grades 09, 10, 11, 12

Weighted GPA is for all courses using the regular (weighted) gpa value

Unweighted GPA is for all courses using the unweighted gpa value

ACA GPA 9-12 is for all courses with college code in ('A','B','C','D','E','F','G')

ACA GPA 10-12 is for courses taken in grades 10-12 with college code in ('A','B','C','D','E','F','G')

The ACAs can be either weighted or unweighted based on the option at run time.

The Cal Grant indicator is not used.

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Process for entering an IEP at a Glance into IC

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Create a new document and edit with others at the same time -- from your computer, phone or tablet. Get stuff done with or without an internet connection. Use Docs to edit Word files. Free from Google.

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When a student goes on home and hospital, the regular day enrollment should be end-dated, and a new enrollment with attendance funding category home and hospital should be created.  When the student returns to regular day funding, the H&H enrollment should be deleted, and a new regular day funding enrollment should be created.

IMPORTANT!

1. Print the attendance from the enrollment you are end-dating if you do it after the fact, and re-enter it on the new enrollment.

2. Remove the end dates from the courses on the schedule that are automatically added when the enrollment end date is entered.

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To add emergency contacts manually:

1. Open the student and go to Census>People

2. Click Relationships

3. New Non-Household Relationship

4. Search for the person to make sure you don't create a duplicate, if they exist, click on them to add them

5. Identify the relationship, then add the priority.  (I cannot be the same number as anyone else on the page.)

6. Add the start date (student's enrollment date)

7. Click Save

If the person does not exist in the system,

1. Click Create New Person

2. Fill in Last, First, Gender and birthdate

3. Click Save

4. Repeat steps 5-7 above

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These two steps need to be completed in order for student transcripts to display correctly.

1. Grad Year - Student Information>General>Graduation Tab:  enter the cohort grad year and the date entered 9th grade

2. Grad Program - Student Information>Academic Planning: Click New Graduation Program and enter the correct graduation program based upon the school they are graduating from.

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Credit Recovery Courses (A-G)

Use SCCS course codes and names; do not alter the course name as it is in the course catalog

Enter the home school name, district #, and school #, rather than SCCS Summer School

Add "Credit Recovery" in comments

Term = 5

To replace the original, lower grade, change the GPA Weight, credits earned and credits attempted to 0 on the original course entry

Credit Recovery (Non A-G)

Use course codes for "Non A-G (Subject)" courses

Remove "Non A-G" from name & append CR to end of course name

Modify course name, as needed

Add "Credit Recovery" in comments

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The results of the Home Language Survey must be printed and retained in the student's file.  To print the HLS, do the following:

1. Go to Census>Reports>OLR Summary

2. Choose the current year

3. Choose Ad Hoc Filter and pick the filter called HLS Results from the dropdown

4. Check Receipt Signature Included in Summary

5. Uncheck the top Pleat Name button to remove the checkmark from all the pleats/sections

6. Check only the box next to Language Information under Student

7. Click Generate Report

8. Print the pdf file, then insert the printed reports into the individual students' files

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Create a new document and edit with others at the same time -- from your computer, phone or tablet. Get stuff done with or without an internet connection. Use Docs to edit Word files. Free from Google.

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Sending Grades Alerts to Students & Parents

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Sending Grades Alerts to Students & Parents

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Did you know you can send a message to specific students who are receiving Ds and Fs in a specific class or classes? Use the Message Builder and choose Grades Message, then pick the in-progress grades you want.  It will send a message to just those parents and/or students! To send a message to an entire class, or classes, choose the Class Message

For more detailed information, please sign into your Campus Community account then click these links:

Video Instructions

Written Instructions

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Students may repeat a course to earn credit if they either (1) got an F the first time or (2) got a D on an A-G course, but repeated it to earn A-G credit by getting a C- or better.  In either case, the course with the higher grade should be marked as Repeat on the transcript, and the record with the lower grade course should be addressed as follows:

1. Change the GPA Weight to 0

2. Change the Credits Attempted and Credits Earned to 0

3. Enter comments to indicate the course was repeated

4. Remember to make sure that the transcript record has the UC/CSU code correctly identified.

This will ensure that the poorer grade is not included in the GPA calculations.

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Summer School calendars are always attached to the prior academic year (ex: the Summer following the 20-21 year be named 20-21 (School Site) SS.

Enrollment and rostering for high school and middle school students is based upon Counselor recommendation and approval

Enrollment and rostering for secondary students are completed by the secondary secretary/registrar.

Typically, a request Google form is filled out by the student, the counselor reviews and corrects, if necessary, and the secretary/registrar enters the info into the SIS.

Grades for secondary courses (credit recovery and other courses) are provided to the registrar by teachers, who manually enters the grades onto transcripts.

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If a student will be retained to repeat the same grade level in the next academic year:

1. In the current year enrollment record, click on End Action and choose Retain

2. In the next academic year enrollment record, change the grade level to be the same as  the previous year

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Term GPA can be used to extract Term and/or Cumulative GPAs, both weighted and unweighted. It can also be used in conjunction with an ad hoc to narrow the output to a specific student set. Here is an example of running the reports for EL students by grade level:

1. Go to Grading & Standards>Reports>Term GPA

2. Choose the GPA type (you will have to run Weighted and Unweighted as separate reports)

3. Click Ad Hoc Filter and choose EL Students

4. Click both Term 1 and Term 2 for Term Sequence

5. Click Rolling Cum GPA in Display Options

6. Choose CSV for Report Format

7. Click Generate Report

8. Filter your Excel file by the grade levels

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Special Ed student caseloads can be built to create a group of students who have the same case manager.  Team members, such as other teachers, counselors, or parents can be added to the caseload in order to collaborate in supporting the students.

To add a student to a caseload:

1. Go to Student Information>Special Ed>General

2. Click the Team Members tab

3. Click Find & Link New Team Member

If the individual is both teacher and case manager, they should be added from the Classroom Teachers dropdown and the Caseload Role should be Case Manager.  If the student is not rostered to their case manager, the case manager should be chosen from the Special Ed Staff dropdown.  For more information, see Adding Team Members

To view the caseload: Once the student list is created, the case manager will be able to see the caseload by going to Student Information>Special Ed>Caseload

The caseload case manager field in Ad Hoc Filter Designer can now be used to filter reports to include only those students.

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To find students with 0 absences, use the ADM and ADA Detail report.  Adjust the start and end dates and use the filters outlined in the screenshot.

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CTE Magnet Student Enrollment and Scheduling

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CTE Magnet Student Enrollment and Scheduling

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SCCS District Students:

SCCS students who will be taking CTE courses at a site other than their primary school of attendance need to be enrolled and scheduled by the site at which the course will be taken.  To create a partial enrollment at your site for a student from another SCCS school, use the following process:

1. Use the Magnet student Google Sheet to determine the students who need enrollments

2. Search for the student using the All People search in IC

3. Click on the student’s Enrollment tab and create a Partial Enrollment (Service Type)

4. Check the Class Rank Exclude Box above the Service Type

5. Click on the State Reporting section of the enrollment and choose 20: Secondary in the CALPADS box

Out of District Students:

1. Add a Student using the Add Person Wizard

2. Make sure to indicate race/ethnicity, birth date and other required information from the Google sheet to the Demographics page

3. Add a legal guardian using Add Person and enter their contact information on their Demographics page

4. Add Relationships between the student and guardian by entering information on the Relationships tab, making sure to check the legal guardian box.

5. Create a partial enrollment for the student by entering data on the Census Enrollment tab.

Make sure to enter the district they are from in the start comments

Service Type = Partial

Create a Magnet flag on the student’s Flag tab with the start and end dates of the school year

20: Secondary should be chosen in the CALPADS box in the State Reporting Section of the Enrollment.

6.  Schedule the student into the appropriate CTE course section for the school year

7. Attendance clerks must make sure to mark the days that magnet students will not be attending regularly with the NAR code

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Partial enrollments must be created for students who are coming from another school, either SCCS or out of district, to take a course at your school.  (This is most often for CTE courses.)  Look the students up under All People, then enroll these students at your school and indicate the enrollment is Partial, checking all of the fields shown in the screenshot, then schedule the student into the appropriate course.

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Changing an Address:

1. On the Search tab, choose Household, then search the student name, household name or student number.

2. Click on the Household containing the student, then click the Addresses tab

3. Click Find New Address

4. Put in the new address and click Search

5. If it doesn't show up, click New Address and complete info

6. Add today's date as the start date

7. Click the Mailing checkbox (and primary, if appropriate)

8. Click Save. This will end-date the old address

Adding a PO Box as primary mailing address:

1. On the Search tab, choose Household, then search the student name, household name or student number.

2. Click on the Household containing the student, then click the Addresses tab

3. Unclick the Mailing checkbox and click the Secondary checkbox

4. Click Save

5. Click Find New Address

6. Put in the PO Box info and click Search

7. If it doesn't show up, click New Address

8. Add today's date as the start date

9. Click the Mailing checkbox

10. Click Save

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Follow the steps above to find and export any ad hoc report you have access to.

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1. Create the PE Athletics section (Fall, Winter, or Spring), or PE Athletics MS for B40MS and MHMS, and assign it to Period EC during the terms the students will be participating.

2. Unlike academic sections, do not type the teacher's name in the Teacher Display Name field; type the name of the team(s)

3. Roster the students using Roster Setup, then make sure to put the start and end dates for each student using Roster Batch Edit.  Stay in touch with your AD to determine any students who stopped participating.  They should be end-dated on the roster if they are no longer participating.

4. High Schools: If your AD will be entering the credits themselves, you can put them as primary teacher in Staff History, but it's not necessary, because it always falls on the counseling secretary or registrar to put in those credits.

5. High Schools: At the end of the term, run a roster report for each section and give it to your AD to determine who should get credits.  Once he marks who should get the 2.5 credits, you can give them credits via the Guest Gradebook.

6. High Schools: At the end of the term, you will click on each section, then click Guest Gradebook.  You will give each student on your AD's list a grade of P, then you will Save and Post those grades, and they will show up on the transcript.

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Chronic Absenteeism:
Go to Attendance>Reports>ADM and ADA Detail, choose date range and CA-Chronic Absenteeism.

Absences and tardies by term and teacher: Use the ad hoc report called Absence and Tardy Count by Term and Teacher, found in the folder called Ad Hoc Reporting.  (Ad Hoc Reporting>Data Export>Ad Hoc Reporting folder>Absence and Tardy Count by Term and Teacher.  Export as csv)

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1. Choose Household from the dropdown on the Search tab

2. Enter the parent or student's name in the search box

3. Click Go

4. Click Addresses

5. Click Find New Address

6. Enter the new address info and click Search

7. If the address pops up, click on it. If it doesn't, click New Address and enter all of the information

8. Enter the Start Date for the new address.  When you click Save, it will end-date the current address.

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Click here for work permit procedure

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Click on link: https://docs.google.com/spreadsheets/d/1Juqcke_gpx3NQDp9bT1BcAQ6p7r1HvadUG2-7iiuyUs/edit?usp=sharing

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Create a new spreadsheet and edit with others at the same time -- from your computer, phone or tablet. Get stuff done with or without an internet connection. Use Sheets to edit Excel files. Free from Google.

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To enter a flag for a student who has 504 Accommodations:

1. Click Flags under the General section of the Student Information module

2. Search for the student you want, by ID or by Last Name, First Name

3. Click on the student

4. Click New

5. Enter BOTH the Start Date and the Eligibility Date; they should match exactly and reflect the date the student became eligible for accommodations (the Start Date/End Date dictates the visibility of the flag itself, while the Eligibility Start Date and Eligibility End Date are required for State reporting). The end dates are only entered once the student is no longer eligible for 504 accommodations.

6. Click Save

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Instructions for extracting attendance records for athletes

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For many pre-built IC reports or Messenger 2.0, you can narrow the focus to only a specific set of students by using an ad hoc.  To do that, follow these steps

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When a Home and Hospital form is received, a new enrollment must be created to account for the change in the Attendance Funding category. Follow these steps in order:

1. Create a new enrollment for the current year

2. Start Date = start date from H&H form; leave end-date blank

3. Set Start Status to 15 (continuous within same school)

4. Start Comments = "starting Home and Hospital". (Spell this out)

5. Change the Attendance Funding Category to Home and Hospital; Save enrollment

6. Go back to the original enrollment, which should now have an End Date. Set the End Status = 440 (not CALPADS reported)

7. Add End Comments = "starting Home and Hospital"

8. Create a new enrollment with the Start Date being the school day after the H&H leave ends. This will automatically end-date the enrollment you just made.

9. Set Start Status to 15

10. Start Comments = "returning from Home and Hospital"

11. Change the Attendance Funding Category to Regular Day

12. Go back to the H&H enrollment you created, which should now have an end date of the last day of H&H from the form

13. Set End Status to 440

14. End Comments = "ending Home and Hospital"

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To place students into sections en masse:

1. Go to Scheduling & Courses>Scheduling>Requests & Rosters

2. Click Courses

3. Click on the Course/Section you want to roster

4. Click Roster Builder for a list of all students, or use the filters to filter by student name or grade level

5. Click on the student names to select them

6. Make sure to enter start date if it is after the first day of school!

7. Once the section is populated, click Save & Next