KSIS Mid Year Training, 1/8/14 January 8, :00 a.m. (CST)/9:00 a.m. (EST)

KSIS Mid Year Training, 1/8/14 Tanya Fluke, Systems Consultant IT Office of Knowledge Information Data Services (KIDS) Division of Enterprise Data

 The student locator should always be used when enrolling students.  This is the first step of ensuring proper student record transfer and data quality.

 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.KSIS Data Standards  Unfortunately, the records transfer process is often times passed over, resulting in lost student records.

 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.

 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.

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.

 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.

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. 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 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.

 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.

 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.

 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.

 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.KSIS Data Standards when transferring Special Education records.

 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.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.KSIS Data Standards when transferring LEP records.

 Tanya Fluke – Systems Consultant IT, KIDS Division of Enterprise Data - (502) ext  KSIS Data Standards - data-standards.aspx 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. ◦ Records+Transfer#StudentRecordsTransfer- TranscriptImportWizard Records+Transfer#StudentRecordsTransfer- TranscriptImportWizard

 Have a Question? Post it in the Lync chat window  Or contact Tanya FlukeTanya Fluke