1. Student Information Services (SIS)
Geographical Information Services (GIS)
Birmingham City Schools
July 23, 2019
Administrative Retreat

2. Key Dates Before July 31 – Enter Summer School Grades & Completers
Correct Grade Level
Correct Promotion Status
Correct Graduation Information
Before August 1 – All new teachers scheduled and logged into Chalkable.
Employee Forms:
Summer Withdrawals –
If the student is withdrawing in the summer (before August 8) –
Click No-Show Choose the date that they are withdrawing Choose the reason (transfer in system, transfer in state, etc.) Type any notes (like the school they are transferring to) Click OK

3. Key Dates Before October 11, 2019– Fall 20-day ADM
20 day period is September 3rd – 30th
1st QTR Data Check – October 15, 2019
Before October 25, 2019– LEAPS Fall Schedule
2nd QTR Data Check – January 7, 2020
3rd QTR Data Check – March 17, 2020
4th QTR Data Check – May 28, 2020
Before June 15, 2020 – SIR, 9th Month Attendance, LEAPS Schedule End-of Year

4. Opening of School No-Shows
Take attendance on the first day of school – August 8, 2019
No-Show Students who are absent on the first day of school
Enrollment
Make certain that you set all students to Paid lunch status
During the summer (starting June 24) enroll new students using the first day of school (August 8, 2019)
After the first day of school, enroll students with the date they first attend school
Withdrawals
If the student is withdrawing in the summer (before August 8) –
Click No-Show Choose the date that they are withdrawing Choose the reason (transfer in system, transfer in state, etc.) Type any notes (like the school they are transferring to) Click OK
If the student does not show up on the first day of school –
Click No-Show Choose the first day of school Choose the reason non-return in fall Click OK
If the student withdraws after the first day of school –
Click Withdraw Choose the first day of school that the student will not be in school Choose the reason (transfer in system, transfer in state, etc.) Click OK

5. Opening of School Daily Counts:
Beginning August 8 – September 30, 2019 daily physical counts should be submitted each day by 1:00pm via the links below.
Directions:
Elementary:
Middle:
K8:
High:

6. Support Strategy Help Desk Send a detailed email to sis@bhm.k12.al.us
Prioritization
Priority 1: Urgent
  The ability to conduct business or provide customer service has stopped.
Priority 2: High
Service is lost by a single user or small number of users, affecting significant business functionality. Problems or incidents where a workaround exists or can be developed with a small amount of incremental resources.
Ordinary: Medium
  Problem or incident where single users can operate some of the system activities normally, but a definite problem is identified.
Requests: Low
  Any request from single users or site groups that are requesting a new service or some clarification.
Priority 1: Urgent
The ability to conduct business or provide customer service has stopped. The ability to access the student information system is unavailable to the entire school. The student information system has a program error that must be reported to the software provider’s helpdesk.
Examples: Server down, network down, database down, application down, website is unavailable.
Priority 2: High
Service is lost by a single user or small number of users, affecting significant business functionality. Problems or incidents where a workaround exists or can be developed with a small amount of incremental resources. The student information software is slow or giving random errors. Some user groups are unable to access the student information software.
Examples: Extremely slow system performance, a piece of application functionality is down or has a bug, time out errors are received.
Ordinary: Medium
Problem or incident where single users can operate some of the system activities normally, but a definite problem is identified. Teachers are unable to submit grades/attendance, software settings incorrect, teacher not entered in system, course setup incorrectly, duplicate students, third party integrations.
Requests: Low
Any request from single users or site groups that are requesting a new service or some clarification. School/Department needs a specialty report, addition/deletion of employees, parent portal.
Examples: Requesting a new user logon, requesting data, training, etc.

7. Support Strategy Severity Email Response Phone Response
Resolution Timeframe
Severity
Response
Phone Response
Target Resolution
Status
Priority 1
15 min – Initial Acknowledgement
15 min – For clarification
8 hours
Every 4 hrs
Priority 2
60 min – For clarification
1 – 2 business days
Every 8 hrs
Ordinary
Within 1 Day
Only if necessary
Per agreed-to plan
Upon Closure
Service Request
2 – 5 business days
Priority 1: Urgent
The ability to conduct business or provide customer service has stopped. The ability to access the student information system is unavailable to the entire school. The student information system has a program error that must be reported to the software provider’s helpdesk.
Examples: Server down, network down, database down, application down, website is unavailable.
Priority 2: High
Service is lost by a single user or small number of users, affecting significant business functionality. Problems or incidents where a workaround exists or can be developed with a small amount of incremental resources. The student information software is slow or giving random errors. Some user groups are unable to access the student information software.
Examples: Extremely slow system performance, a piece of application functionality is down or has a bug, time out errors are received.
Ordinary: Medium
Problem or incident where single users can operate some of the system activities normally, but a definite problem is identified. Teachers are unable to submit grades/attendance, software settings incorrect, teacher not entered in system, course setup incorrectly, duplicate students, third party integrations.
Requests: Low
Any request from single users or site groups that are requesting a new service or some clarification. School/Department needs a specialty report, addition/deletion of employees, parent portal.
Examples: Requesting a new user logon, requesting data, training, etc.

8. SIS Department Gwendolyn Slater System Analyst
Student Information Services
Teresa Thomas, Ph.D.
Director
Student Information Services  
David Adams
Sr. Customer Tech. Service Rep
Chalkable by PowerSchool
Mickey Campbell
Sr. Customer Tech. Service Rep
Chalkable by PowerSchool

9. GIS Guide K12 – Check students address – must apply for a transfer
– mark transfers on the students custom tab.

10. Coming Soon! PowerSchool – Unify SIS
October 2019 Professional Development Component
Suggested that all employees save/print a copy of their professional development record from pdweb.alsde.edu
January 2020 Student Information System (SIS)
SIS
Gradebook
LMS
Special Programs