1. Copyright © 2006, Infinite Campus, Inc. All rights reserved. Campus Census Tips, Tricks and Reports

2. Copyright © 2006, Infinite Campus, Inc. All rights reserved. Agenda 1. Review of Census data components 2. Discuss policy & procedures for Census entry to keep data consistent 3. Review Census>Reports and other areas impacted by Census entries 4. Ad Hoc considerations for data extraction and analysis

3. Copyright © 2006, Infinite Campus, Inc. All rights reserved. What data is entered in Census? Personal demographic data for individuals Employment data (including for NCLB reporting) Enrollment information Contact information Mailing and address information Family and household relationships CHANGES in personal information, household addresses/memberships, individual identities Comments – notes added to individuals’ records

4. Copyright © 2006, Infinite Campus, Inc. All rights reserved. Searching for Census Data Student search is school & year (or calendar) specific, like looking in the yearbook. All people search is your district’s entire database, like looking in the phonebook.

5. Copyright © 2006, Infinite Campus, Inc. All rights reserved. Tips & Tricks – Basic Entry & Management New Family Registration Procedures  Develop a formal process for consistency  Verification of pre-existing Census entries Managing Household transitions  Start/End Dates (no deleting!) Memberships Relationships Guardians

6. Copyright © 2006, Infinite Campus, Inc. All rights reserved. Relationship Rights Guardian flag is defined on the relationship Portal Flags – gives access for one person to see another in the Portal. Messenger Flags – determines who will receive Messenger notification for a student.

7. Copyright © 2006, Infinite Campus, Inc. All rights reserved. Tips & Tricks – practices, data & options Comment Boxes  What shows where (most are internal)  Benefits of using them (i.e. Student Summary – hover over red triangle to display Personal Contact Info that was entered in comment field for that person) Census Reports Review Using Ad Hoc to glean information from Census Name Changes/Identity Tab Staff Information Management

8. Copyright © 2006, Infinite Campus, Inc. All rights reserved. Personal Contact Info - Comments Most Comments in Census are for internal use; however, the Comments that are entered in Census>Person>Demographics under Personal Contact Information ARE retrievable via Ad Hoc and DO show on the Student Information>General>Summary Tab

9. Copyright © 2006, Infinite Campus, Inc. All rights reserved. Personal Contact Info on Student Summary The Personal Contact Information entered on a Person in Census will display as a red “hover” triangle on the Student Information>General>Student Summary Tab for any student with whom they have an active relationship.

10. Copyright © 2006, Infinite Campus, Inc. All rights reserved. Comment Fields Comments on Person Information are an example of an area where comments can be made for internal use only. Other places in Census for Internal Comments include the Household Info and Address Info tabs.

11. Copyright © 2006, Infinite Campus, Inc. All rights reserved. Census Reports Review Change of address – shows all students whose address has changed within a specified time period. Census by Address – returns addresses for students on or before the date specified and ADDITIONALLY will display address changes with an end date. Census by Birthdate – run with Birthday and Gender Info Only checked to return a simple birthday list, OR uncheck it to get the same PLUS an address/phone/guardian summary. Census by School Boundary – returns addresses marked as being within a school’s boundary area. Census Verification Report – use this to verify your contact data for students and also, if desired, include Health, Transportation and Parking information.

12. Copyright © 2006, Infinite Campus, Inc. All rights reserved. Mailing Labels By Guardian- KEEP IN MIND that if you choose to print Guardian Name, the program will not put more than one guardian on the label. It will choose the person who was entered FIRST into Census. By Household will generate one label per household if there is more than one student in the school, but CANNOT be generated using All Schools. By Student will generate one per student with their name on it.

13. Copyright © 2006, Infinite Campus, Inc. All rights reserved. Ad Hoc Census Fields Census>Contact Summary vs. Mailing Address  Contact fields will return info for ALL contacts related to a person (hint – if looking for people who would have guardian & mailing checked, choose guardian=1 & mailing=1 as parameters.  Mailing Address is primary/secondary per person.  Only Comment field that can be pulled via Ad Hoc is the one on the Person – the rest are internal.

14. Copyright © 2006, Infinite Campus, Inc. All rights reserved. Identity Tab Do NOT delete people when their names change. DO NOT delete the name on Demographics and enter the new name. Use the Identities Tab to create a New Identity. This end dates their old name, marks their new name as current AND allows people who don’t know there’s been a name change to search on any FORMER identity with the search returning the CURRENT identity.

15. Copyright © 2006, Infinite Campus, Inc. All rights reserved. Staff Fields District Employment- information for reporting District Assignment- how this staff member will be utilized by Campus.