1. Huntsville City Schools Centralized Registration
Dr. Cathy McNeal
Director, Assessment and Accountability
June 14, 2016

2. System Operators Held The Student Data Generalist Positions in the Past in HCS
System Operator served as the primary operator of school administrative computer network; and was the liaison between the Principal and the Data Processing Manager on the implementation of computer programs associated with the automated functions of
Student scheduling,
Attendance,
Grade reporting,
Discipline,
Student demographic information, and .
OLD Job Position - System Operator I
Present Job Position - Student Data Generalist, High School
– Grade 13 in High Schools – 12 months
OLD Job Position - System Operator II
Present Job Position - Student Data Generalist, Middle School
– Grade 15 in Middle Schools – 10 months

3. System Operator Work Flow Has Changed Compared to Student Data Generalist
Today students and teachers have laptops.
Teachers put attendance and grades directly into the student data management system daily.
District Student Data Management System manages all data.
All grades and transcripts are DIGITAL.
Originally the only computer in the school was run by the System Operator that entered all the grades, attendance, and schedules.
Data was shared ONLY by Floppy Disk.
Student Data Management System was basically on PAPER.

4. Centralized Registration will be open ALL year (12 months)
Huntsville City Schools Will Be Transitioning to a Centralized Registration and Student Data Management
Registration process now requires parents to register during school hours.
Elementary Schools are not open for one month in the summer.
Middle School Student Data Generalist only work 10 months and not available for registration for 2 months in the summer.
Centralized Registration will be open ALL year (12 months)
Flexible Hours for Parents/Guardians
7:30 am – 4:30 pm Daily
2 Locations for the convenience to the public
Columbia-Jemison-Lee Cluster Centralized Registration
Located in the old McNair front office area
Grissom-Huntsville Cluster Centralized Registration
Will be located on South Memorial Parkway area

5. Huntsville City Schools Will Be Transitioning to a Centralized Registration and Student Data Management
Student Registration Information
School Assignment and Locator Tool
Requesting Previous Student Records
Magnet School Applications
Transfer Applications
Kindergarten Roundup
Homeless Family Services
Virtual School Registration

6. Huntsville City Schools Will Transition to Centralized Registration and Student Data Management During the School Year
HCS Centralized Admissions will provide a clearinghouse of information about student assignment and the various programs offered in HCS for students.
HCS Centralized Admissions registration process.
Parents/Guardians prior to their visit to HCS Centralized Admissions may complete their registration forms online or print a hard copy.
Parents/Guardians may also complete the forms when they visit HCS Centralized Admissions.
Parents/Guardians may register all of their school-aged children into the school district at one time.
No Appointment is necessary.
New students will be tested for instructional placement.
Transfer requests (M2M, Magnet Applications, Military Families, etc.) can be made when families visit HCS Centralized Admissions.
Change of Address – Families who have changed their address and currently have a student enrolled in Huntsville City Schools will need to visit HCS Centralized Admissions within 60 days of moving to update their address.
Withdrawals of Students – Families who withdraw from HCS can go to HCS Centralized Admissions to complete the process.

7. Student Centralized Registration Will Occur Over the Course of the 2016-17 School Year
June 30, 2016 Hire 2 Lead Student Data Generalist
June 30, 2016 Access to determine what procedures can be centralized
July 31, 2016 Develop centralized procedures from existing procedures where applicable
July 31, 2016 Address procedures that will be centralized
August 15, 2016 Develop customer service training
Sept. 1, 2016 Post Student Data Generalist positions for Columbia-Jemison-Lee Clusters
Sept. 30, 2016 Train all Student Data Generalist on HCS Centralized Procedures
Dec. 18, 2016 OPEN Columbia-Jemison-Lee Cluster Centralized Admission Center at ASFL site

8. Student Centralized Registration Will Begin With the Columbia-Jemison-Lee Clusters at the End of the First Semester 2016
Superintendent
Assessment and Accountability Director
Student Assignment Coordinator
Student Information Software Specialist (2)
Assessment and Accountability Coordinator
Columbia-Jemison-Lee Lead Student Data Specialist
Location - ASFL
Grissom – Huntsville Lead Student Data Specialist
Columbia-Jemison-Lee Student Data Specialist

9. Student Centralized Registration Will Expand to the Grissom-Huntsville Clusters in Spring 2017
Jan. 1, 2017: Post Student Data Generalist positions for Grissom – Huntsville Clusters
Jan. 15, 2017: Train all Student Data Generalist on HCS Centralized Procedures for Spring 2017
March 30, 2017: OPEN Grissom – Huntsville Cluster Centralized Admission Center (in time for Kindergarten registration)

10. Student Centralized Registration Will Expand to the Grissom-Huntsville Clusters in Spring 2017
Superintendent
Assessment and Accountability Director
Student Assignment Coordinator
Student Information Software Specialist (2)
Assessment and Accountability Coordinator
Columbia-Jemison-Lee Lead Student Data Specialist
Location - ASFL
Grissom – Huntsville Lead Student Data Specialist
(7) Columbia-Jemison-Lee Student Data Specialist
Grissom – Huntsville Student Data Specialist

12. Supporting Information

13. The Present Student Data Generalist Took Over the Role of the System Operators
Serves as the primary operator of the student management database
Updates data for all students in the student management database
Verifies and monitors the complete and thorough entry of daily attendance records by teachers.
Generates and distributes student data, information, or reports as scheduled or requested while maintaining compliance with the Family Educational Rights and Privacy Act (FERPA)
Assists the school principal and other faculty with developing and entering the master schedule
Identifies possible discrepancies/issues based on student records, including but not limited to attendance, discipline, and proof of residency/guardianship; notifies Social *
Provides support to teachers, principals, students’ parents/guardians, and other HCS staff to assist with various issues and questions related to the student management database.
Communicates for the purpose of responding to inquiries, resolving issues, and providing information about system upgrades and new procedures.

14. Centralized Student Data Generalist Will Provide Quality Customer Service to Visitors and Maintain Accurate Up-to-Date Student Data for Assigned Schools
Provide Centralized Admissions Center procedures and policies.
Improve effectiveness and efficiency of processes related to student data.
Communication center for the purpose of gathering needed information, responding to inquiries, resolving issues, and providing information about procedures.
Provide entry and updates of student data in the student management database in order to confirm the receipt and entry of complete and accurate student records, documentation, and information regarding enrollment and discipline for the purpose of ensuring data integrity and compliance with applicable policies and procedures.
Verify and monitor daily attendance records by schools assigned.
Generates and distributes student data, information, or reports as scheduled or requested while maintaining compliance with the Family Educational Rights and Privacy Act (FERPA), including but not limited to report cards, progress reports, attendance information, student demographics, local and state reports, to students, parents/guardians, HCS administrators and staff, outside agencies, and other groups or organizations as appropriate.
Assists the schools with developing and entering the master schedule for each new school year and monitors and updates the information on an ongoing basis.
Identifies possible discrepancies/issues based on student records, including but not limited to attendance, discipline, and proof of residency/guardianship.
Provides support to teachers, principals, students’ parents/guardians, and other HCS staff to assist with various issues and questions related to the student management database.