Hello Lead Clerks and School Administrators: Please review the Campus and Schoology updates below.

Kiosk Paper Roll Refills

If your site is needing refills for the Check In/Out Kiosk printer, please submit a service ticket to the Campus team. It should only take a couple days for LMM to get some new rolls out to your site.

Attendance/MARSS

The Campus team has been partnering with other district departments to get answers out about questions that we are receiving regarding attendance, no-shows, 15-day drops, etc. At the beginning of the year, we sent a link out to this document: MARSS/Attendance FAQ. Keep in mind that this is a working document and updates are added frequently and changes are made. There is some new information on here about attendance excuse codes and when to use them, 15-day drops and no-shows. Please review when you can and reach out if you have any questions. 

Kiosk Login Update

We have been able to set up new logins for starting the Kiosk device and logging into Campus to start the module. These are 2 different credentials:

1. Kiosk Device Login:  Username: campus.kiosk, Password: Changes daily and is emailed out to User Group (similar to Sub accounts). Using this login will allow your kiosk profile settings to remain consistent no matter who logs into it (although initial settings will need to be set again when using login for the first time).

2. Campus Login: Username: ###kiosk, Password: kiosk###! (with ### being your school number)

We will be adding attendance clerks/liaison emails into the daily kiosk password email group. Please submit a ticket with any other staff from your site that would like to be included into that daily email.

iUpdate

The last day to submit an iUpdate was December 15. After that, families must fill out a paper copy if they haven’t submitted an application. Please reach out if you have any questions. 

Room Numbers

Please make sure all courses with students have room numbers attached. If you need room numbers added, please submit a service desk ticket and we will get the rooms added into Campus for you.

New Pronoun Field in Campus

Please watch for a separate email that will include details regarding the new pronoun field in Campus.  This field will replace the current custom SPPS field Gender Pronoun (found under District Defined Elements) that populates from the Gender tab.

A heartfelt thank you for your work and support this year. Have a safe and restful winter break!

• The Campus team (Jeannie, Danielle, Cynthia, Kristy, Caitlin, Eric)

Hello Lead Clerks and School Administrators: 

Please review the Campus and Schoology updates below.

Grading Standard Cleanup - FYI

The Campus Team has been cleaning up grading standards on courses that should not have been graded.  If a teacher comes to you asking why a standard they had graded has been removed it is because of this reason.  The teacher will not be able to see the incorrect standards anymore.  

 

 

**Coming** A New Pronoun Field in Campus

A new field in Campus, Pronouns, has been added to the Demographics/Summary tab. This new field will replace the custom SPPS field Gender Pronoun (found under District Defined Elements) that populates from the Gender tab.

If you have a substitute principal in your building, please enter a service ticket ASAP so we can grant them access to your building.

 

 

End Dating Students near the end of the Term

To help ensure students who are transferring to another school at the end of a quarter receive Final Marks in Campus, use the following end and start dates. Note: End dating on the Sunday, following the end of the quarter, prevents the student from showing as dropped in Schoology and Campus. 

 

End of Qtr 1 Transfer Dates 

• End date: Thursday, November 9           

• Start date: Friday, November 10       

End of Qtr 2 Transfer Dates

• End date: Sunday,                        

• Start date: Monday, 

End of Qtr 3 Transfer Dates

• End date: Sunday,                        

• Start date: Monday, 

 

If using an earlier end date than the above dates, you should notify the teacher(s) to "re-enroll" the students manually in Schoology and to change their Campus Account Setting preference to remove the check mark for "Show Active Students Only". 

 

Entering iUpdate Paper Copy

You will need access to enter information on the iUpdate tab. Please enter on this spreadsheet who will be entering the paper copy information into Campus for your school. The Campus Team will then assign user rights.

https://docs.google.com/spreadsheets/d/1_XTQRPYhuoVQkLKcaka0BIznC_6CRlyFXgjOBXwiB78/edit?usp=sharing

The paper copy files have been moved and can now be found on this website .

 

 

Updating Census Information for Parents/Guardians in Campus

The phone number and email fields in Campus are only updated on tab CENSUS>People>Demographics tab. All clerks should have the ability to change the fields near the bottom of this tab. If you do not have the ability to do this, please enter a service desk ticket. 

 

Clerks CAN change parent email address and phone numbers. However, only parents' data should be updated for email. Clerks should never change a child's primary email address as this causes issues in Seesaw and Schoology. A phone number can be added or amended for a student, but please don’t change their email address. 

 

Behavior In Parent Portal

Previously, only some sites had the Behavior tab turned on in the parent portal. In an attempt to make things uniform across the district, the district behavior team is reviewing a request to have the Behavior tab turned on for all sites. Currently the tab in the parent portal is turned off for all sites until communication from District admin to behavior managers regarding protocols for processing. Parents do have the option to request behavior documentation for their child from the school office. If you need help printing a behavior report for a parent/guardian, please contact your Campus support staff.

Campus Passport

The Campus team would like all school clerks to have a Campus Passport account. Please create a passport account as soon as possible.

Campus Passport is a training and support resource for ANY SPPS staff. Log in to Campus Passport to discover role-specific, on-demand asynchronous learning plans. Contact a Campus Support team member for additional questions.

1. Log in to Infinite Campus. Use the app switch to select 'Community'.

2. On your first attempt, you'll be prompted to create a free CampusID.

3. From Campus Community, select 'Campus Passport'. 

Please forward this email to any other clerks in your building who should know this information as well.

Thank You!

The Campus Team

Hello Lead Clerks and School Administrators: 

Please review the Campus and Schoology updates below.

Student Pictures

The Campus Team will be uploading school pictures from Jostens and Lifetouch as soon they become available.  You are able to add pictures for those students, who did not get their picture taken, through Census -> People -> Demographics.  Then you will click on Upload Picture, choose the photo from your computer, and Save.  If you are adding/changing student pictures in Campus, please also submit a ticket for Schoology and Destiny (attaching the photo) so that the pictures are the same in all three places.

If there is a picture in Campus of a student that is not correct, you can put a ticket in for the Campus Team to remove that picture. 

Smartpass Photos should be added/modified by the Smart Pass Admin at your school.  Smart Pass Administrators can submit a service ticket to get the initial picture data file from School Picture Day.  If your school has designated a Lifetouch contact they should receive an email notifying them when your school photos are ready.  

 

Field Trip Preparation

In understanding that clerks play a critical role in the scheduling of field trips, a checklist has been prepared that includes all of the necessary steps and links that go into preparing for students attending field trips with chaperones. The Office of Teaching and Learning wanted to share this with you for your reference.

iUpdate Paper Copy

The files for the iUpdate paper copies will be at this website https://www.spps.org/Page/47218.  Right now, the English copies are there and we will be adding the other languages as they get translated.

 

Please make sure that every household gets the household form,1 per household only, and that EACH SPPS student in the household either gets the PK-8 or 9-12 packet.

 

You will need access to enter information on the iUpdate tab.  Please enter on this spreadsheet who will be entering the paper copy information into Campus for your school.  The Campus Team will then assign user rights.

https://docs.google.com/spreadsheets/d/1_XTQRPYhuoVQkLKcaka0BIznC_6CRlyFXgjOBXwiB78/edit?usp=sharing

Regarding forms returned to you in a paper copy of iUpdate

These documents should be forwarded to the Student Placement Center for entry into Campus:

• Ethnic & Racial Correction Form

• Any home language survey

• Please reach out to Erin Moline if you have questions. 

 

Grading - Elementary

• All students should be rostered completely. To find students who haven’t been rostered, run the “Student Gap Scheduler” under the scheduling module.

• The window is currently open through November 1st.  Please don’t forget to grade digital citizenship under “Year End”. 

 

Enrolling a student

 

Email/Phone Numbers in Campus

The phone number and email fields in Campus are only updated on the tab CENSUS -> People -> Demographics.  All clerks should have the ability to change the fields near the bottom of this tab.  Clerks CAN change parent email address and phone numbers.  However, only parent data should be updated for email!  There may be problems caused if a child’s email address is changed as it’s linked to their user number and Schoology/Seesaw.   So, clerks should never change a child’s primary email address. 

Campus Passport

The Campus team would like all school clerks to have a Campus Passport account.  Please create a passport account as soon as possible.

Campus Passport is a training and support resource for ANY SPPS staff. Log in to Campus Passport to discover role-specific, on-demand asynchronous learning plans. Contact a Campus Support team member for additional questions.

1. Log in to Infinite Campus. Use the app switch to select 'Community'.

2. On your first attempt, you'll be prompted to create a free CampusID.

3. From Campus Community, select 'Campus Passport'. 

 

Please forward this email to any other clerks in your building who should know this information as well.

Thank You!

The Campus Team 

PBIS Student Climate Survey Information (grades 3-12)

• All students in grades 3-12 were asked in iUpdate if they wanted to opt in or opt out of the PBIS student survey. 

• We are working on two ad hocs for clerks.

  • One will have a list of students who have NOT completed iUpdate.

  • One will have a list of students who have opted out of completing the PBIS Student Survey. 

• These will be ready by mid-week this week (Wednesday October 4).

• Submit a service desk ticket for assistance.

• Angel Thomas, angel.thomas@spps.org, is the district level contact for PBIS if staff have questions. 

Documents 

The Campus team is continuing to update Campus documents.  Please note the following changes and reminders:

• Change: Student Records Documents moved to Student Information>Counseling 

  

  • Reminder to label documents per the key below.

• Change: Student Record located under Student Information>Counseling and is now labeled Student Records Requests  

  • Reminder: Requests that should be handled by School

    • For current students when requested or released by student or parent

    • For former students (graduated or left within the last year) when requested or released by next educational institution, parent, or student

• NEW Transcripts: We’ve added the ability to upload documents to the transcript tab.  When uploading, label transcripts with the Student ID-TRSP-School Name. Example: 123456-TRSP-Centennial Senior High.

   
  
  

Room Assignments

It’s important to add room numbers for Campus sections both for students and staff safety and security. Please double check that: 

• All sections at secondary sites have the correct room number assigned (printed kiosk passes will show students the current room they should go to when it’s printed).

• All AM/PM (Homeroom) and specialist sections at elementary sites have the correct room number assigned. 

• If you are needing to add room numbers, please submit a service ticket and the Campus Team will add the room numbers to your school in Campus.

Grading - Elementary

• All students should be rostered completely. To find students who haven’t been rostered, run the “Student Gap Scheduler” under the scheduling module.

• The window is currently open through November 1st.  Please don’t forget to grade digital citizenship under “Year End”. 

Grading - Secondary Educators

Posting of mid-quarter grades is now open. All educators must post mid-quarter grades to Campus by 8:00 pm on Friday, October 6th.  Posting Grades Tutorial  

In order for grades to correctly post, ensure that you have synced grades from Schoology to Campus.  Schoology Grade Sync Tutorial

All families will receive a district notification on 10/7 that mid-quarter grades are posted and available to view in Campus. Additionally, families of students who received a "D" or "N" mid-quarter will receive a notification on Monday, 10/9. 

Grade reminders for Families and Students:

• Parents and families should continue to check Schoology for 'current grade'. They will not have access to see the current grade in Campus Gradebook. Only posted and mid-quarter grades will be visible in Campus Portal.

Grade reminders for Staff:

• The in-progress "Course Grade" in Campus is only visible to administrators and teachers.

• Teachers can modify/edit the grade to be posted in Campus at the middle and end of term.

• Teachers can use the  Advisory Tab  in Campus to view data for all of their students. Data includes counts for non-passing in-progress grades and missing assignments. 

iUpdate Paper Copies: 

• Please enter on this spreadsheet who will be entering the paper copy information into Campus for your school.  The Campus Team will then assign user rights.

• Stress to families that they can/should complete the iUpdate online if they are able to.  The paper copies should only be used as a last resort.

• The website that families are directed to is spps.org/onestop, and this website contains information and flyers to help families complete iUpdate. The link for a parent/guardian to reset their password on their own is here. Clerks have access to the Guardian Password Reset Tool in Campus (see screenshot attached). To use this tool, login with your active directory credentials, and search either for the parent or the student. Type the new password into the password field and hit save. 

• How to order paper copies:

** All files for paper copies can be found here and need to be ordered by you at the PCMC ordering site.  The Campus team cannot do the ordering for you.

• You can choose either to have them pre-filled with the students name/student number already on the paper copy or you can order them blank (no name/id number)

• If you choose pre-filled, please fill out this spreadsheet so we know exactly what you are needing.  We will then email you your pre-filled file(s) so you can then do the ordering through PCMC.

• You are then able to hand out the paper copies to those students/families who have not completed the iUpdate yet or prefer a paper copy.

• Make sure you are giving the student/family ALL parts of the iUpdate!!!  They need to complete the entire iUpdate.

• When you get the paper copies returned, please give the paper copy parts to whomever needs the information.  On the bottom of each page, it will tell you who gets what page.  You are responsible for updating in Campus the portions that do not go to other staff.

• Safely store the iUpdate Paper copies for the duration of the year. Copies should be shredded after the school year.  Do not use previous years paper copies for this school year.

Please forward this email to any other clerks in your building who should know this information as well.

Thank You!

The Campus Team

Hello Lead Clerks and School Administrators: Please review the Campus and Schoology updates below.

Requesting Campus Access for Staff: One ticket for staff user rights updates, include EID and position title, only for staff moving (new to SPPS staff don’t need a ticket, we create their accounts automatically).  If there’s more than 5 people, attach a spreadsheet with the information.

 

iUpdate Assistance for families

During the summer, families would call the Family Support Line if they needed assistance with iUpdate questions.  Now that school has begun, the Family Support Line will turn those calls back to the schools.  We have put together a help document that can assist you when assisting families.  Clerk iUpdate Job Aide

 

iUpdate Paper Copies

iUpdate paper copies will not be available until the end of September.  If you have blank paper copies from previous years, do not use those.  Please recycle any old blank paper iUpdate copies you have.  Families needing paper copies need to fill out the 23-24 iUpdate only.  More information will come at a later date regarding paper copies. Encourage your families to complete the online version of the iUpdate!!

 

Media Release by Homeroom

 

For a quick way to run a report to find out what a student’s status is for the Media Release permission, please follow the instructions here.  This will give you the Media Release permissions by homeroom.

 

Elementary Section Numbers- Multigrade

If you have a multigrade class at your school, please remember to number that section starting with a 9 and then the grade levels.  

For example, a 4/5 multigrade class the section number would be 945.  You would use that section number for the 4th grade level classes (only rostering the 4th graders) as well as the 5th grade level classes (only rostering the 5th graders).  Multigrade teachers will have more rosters than other teachers.

 

Attendance Ad Hocs

Looking to get a report of student attendance information?  Check out the ad hoc filters for elementary and secondary schools.  Clerks with attendance duties should have access to the “G_Attendance” group in the Export Data tool.  More information and directions on this guide.  

 

Schedule Changes and Schoology

If you have any questions regarding the impact of schedule changes on Schoology, please reach out to your school’s Campus Support Staff or Peter Grebner.  

 

From MARSS
Enrollments: students who do not attend even one day must be removed by using the missing student report on the 3rd day. If you know the child is not coming, you do not have to wait until the 3rd school day to remove them. Grade PK and KG don't start until Thursday, so staff should no show anyone who doesn't show up on 9/11.

Students who attend one day or more, and then stop coming, the clerk may carry them for 15 absences and then drop them with end-code 14 "15 day drop".

Students who are excused the first few days of school for illness do not need to have their start-date adjusted. If a parent calls a student in sick, mark the absence as "ill excused" and continue to carry the child. If they do not show up, you can end-date them after the illnesses. However MARSS staff will adjust the enrollments as necessary once we figure out if the child was actually attending somewhere else.

Students who do not show up on the first day of school can remain active for 3 days. If they show up on day 2 or 3 and there was no excused absence (illness, funeral, etc) then the clerk should adjust their start date to reflect the first day they attended school.

 

Thank You!

The Campus Team

Hello Lead Clerks and School Administrators: Please review the Campus and Schoology updates below.

 

Reminders:

• Your Campus support staff may have changed from last year. Please view this document to see who your 23/24 Campus support staff is: List of Schools & Clerks

 

• Parent Phone Calls for iUpdate Help

  • Clerk iUpdate Issues Job Aide

  • Training times this week! These trainings are not limited to clerical staff. If you have other staff in your building taking phone calls about iUpdates, they are more than welcome to attend either training. 

    • Tuesday, 8/29: 1-2 pm. Meeting link: Tuesday Meeting, click here!

    • Thursday, 8/31: 9-10 am. Meeting Link:  Thursday Meeting Link click here

  • The Campus team is here to help you resolve iUpdate issues. If you need support on how to make corrections or updates to census or household data, please submit a service desk ticket.

 

• Requesting Username report for guardians, by student (please submit a service ticket)

  • Report includes parent/guardian username

  • If iUpdate has been completed

  • Homeroom teacher

• Student Records/Person Documents

  • Please enter a ticket if you need documents moved from the person document tab to the new student records tab.  We are in the process of getting all the student documents moved over to the new student records tab.

• Requesting Campus Access for New Staff: One ticket for staff user rights updates, include EID and position title, only for staff moving (new to SPPS staff don’t need a ticket).  If there’s more than 5 people, attach a spreadsheet with the information.

• Substitute Principal Access: If you have a substitute principal in your building, please enter a service ticket ASAP so we can grant them access to your building.

 

Elementary Scheduling Reminders:

• If you have any questions about which courses your school should have scheduled, please refer to this Google doc here.

• Teacher Display: Please make sure you have all sections assigned correctly under the Staff History tab with the correct teacher listed.

• Split classes need to have the section numbers start with 9 so we know they are split grade levels in the course. The Elementary course (homeroom) should have both grade levels of students in ONE section NOT split by grades. Then you will use that same section number if all other courses. Example: Math 4 would have a section number 945 and Math 5 would have a section number 945, with each course having the correct grade level students in each course.

• *IMPORTANT* Section numbers should be the same across all courses. 

• If you have courses that are active for your school in Campus, but will not be using them for 23-24, please remove the sections and uncheck the “Active” button that is on the course page.  This will move the course to the bottom of the course list and now be in red.  We only want courses that schools are actually using to be active!

 

Secondary Schools Only - Communication Shared with Principals over the Summer. 

Attendance kiosks (with number pads and paper rolls) have been shipped to your school to the attention of your building Field Tech. After a few initial setup steps, the building field tech will bring the kiosks to the front office.

 

Principals determine the primary point person to complete the training course below. This course covers basic setup as well as functionality of attendance queue processing and other key features.

 

Schoology Course Title: SPPS Campus Workflow Suite Manager Training

 

Upon course completion, the Workflow Suite module will be enabled for your building and kiosk setup can be finalized by your building staff.

 

The Campus team is excited to provide schools with this opportunity to increase efficiency and security at the front door of your school. Please submit a ticket for additional paper rolls. To inquire about the purchase of additional kiosks, contact Eric Gunderson.

Thank You!

The Campus Team

Hello Lead Clerks and School Administrators: Please review the Campus and Schoology updates below.

 

Reminder: 

• List of Schools & Clerks

 

• End-of-Year Technology Guidelines

Students returning to SPPS in fall 2023 should keep their iPad and charger at home this summer. Schools should return any extra iPads or student iPads left on site before leaving for the summer. 

 

• ALL RETURNING STAFF MUST re-scan their district MacBook and iPad in Destiny before leaving for the summer. Staff not returning in the fall must turn in their devices before leaving.
  For questions, please contact vicky.shine@spps.org.

 

• Secondary Schools: Quarter 3 Final Marks are posted to transcripts.  Any grades added or changed will not automatically post to transcripts.  Transcript editors should submit a ticket if they enter missing grades in the tab “Grading by Tasks” - please include the course name, number and section number. Administrators may submit a service ticket to request a grading window exception.

 

• Substitute Principal Access

           If you have a substitute principal in your building, please enter a service ticket ASAP so we can grant them access to your building.

 

• 23/24 access has been granted for head clerks

  • All head clerks now have access to the school year 2023-2024. If you have other office staff that need access, please enter a service ticket

 

• 22/23 new students make sure to add 23/24 enrollment (all students have been rolled) 

  • All student 23/24 enrollments have been created. If you add any new students to your school for the 22/23 school year, please make sure to create the 23/24 enrollment. If they will be going to a different school in 23/24 let your Campus Support contact know to assist with enrollment for 23/24.

 

• Summer School

  • Students that have signed up for a Summer Learning Program should now have their enrollment information in Campus. If a family needs to make a change, you can either direct them to the Placement Office, Alternative Education Dept (651-744-8020) or take the information and contact either of the above.

  • ESY: Calendars are being created and enrollments will be entered by May 15. Please reach out to Caitlin Payton with any questions. 

 

• Missing Student Report Open

  • The 23-24 Missing Student Report is now open. The head clerk at each school has access to the Missing Student Report. We would like to keep the access for the Missing Student Report to only one clerk at each school.

 

• Elementary Clerks/Scheduler

  • The End of Year grading window is now open.

  • Please double check that all of your section rosters are accurate, including Periods 1 (content courses taught by homeroom teachers) and 2 (specialist taught courses). Preparing for the end of the school year teachers have started adding Year End term scores in earnest. Students missing from rosters are easy to not notice.

 

• 2023-2024 Active Year

  • June 20-23: The Campus Team will change the active year to SY 23-24.

Thank You!

The Campus/Schoology Team

Hello Lead Clerks and School Administrators: Please review the Campus and Schoology updates below.

Records Requests

Schools should ONLY process records requests from other districts for current year students OR one year previous.  All other record requests need to go to the Placement center.  Direct requests to Placement Center when you do not have access to the record. Please review the Student Records Information for Staff (log in with your active directory username and password).

 

Summer online PK-8 Registration

• Summer ‘23 SLP registration opens on March 15, 2023. More information for families can be found here.

• Parents/Guardians can go to spps.org/onestop to retrieve their username and/or reset their password to register their child(ren) for SLP.

• Schools should be the families primary contact if they have questions about retrieving their username/password.  Only reach out to the Campus Team if there are problems.  

 

23-24 Missing Student Report

The 23-24 missing student report is now available.  Only one person per school, usually the lead clerk, should have access to this report.  You will need access to the 23-24 calendar so please put a ticket in for who should have access to the missing student report for your building or needs access to 23/24 school year if that person doesn’t already have access.

 

Next Year Enrollments

Enrollments have been created for students that are progressing to the next grade in the same school. For students that have left and will not be returning for 23/24, you need to use the 23/24 Missing Student Report to remove their enrollment. 

 

Any students that are not continuing in the same school (a 5th grader moving to 6th grade at a new school, etc) have been rolled to the Placement Center as a placeholder until all of the placements have been done by Placement Center (usually around early April). 

 

Using the “All People” Search

Using the all people search tool allows users to view demographic and enrollment information about students across the district.

Search>All People – Enter in part of the last, first name or stuid and click on go

                                Select the student and you should be viewing the Census>People tabs. 

 

Elementary (PK-5) Spring Grading Reminder

 

Monday, March 13 at 8:00 a.m. the Spring grading window will close.

 

Information to SPPS clerks regarding P-EBT (Pandemic EBT) benefits for children

 The state of MN has approval to run the P-EBT program through the 22-23 school year. Data is extracted through a MARSS process beginning sometime in late March 2023. In the past, many clerks have received questions from families and have indicated they would like basic information in advance so they can help families. Please click this link for complete information, including how to assist families: P-EBT Information to SPPS Clerks

 

From MARSS: 15 Day Drop Reminder

• We should only use the 15-day drop when we don’t know where the child has gone. 

When a child stops showing up at your school, if you do not receive a records request from the new school, or you don’t receive information from the parent where they are transferring…then count out 15 absences total.  After 15 consecutive absences, mark the 15th day with end date and end-status code 14 (15-day drop).  Also, we can ONLY use 15 days absent or less.  Not more than 15 days.  It’s a state law.

• If you know where the student transferred, to use the last-day they attended with you as the end date and use the proper end-status code for the situation (example, 04=moved to another district, 03=transferred to approved non-public school, 05=moved out of state, etc.).  You should also indicate in the end-comments of enrollment where the child has transferred to.  This helps us track our residents.

 

How to end teacher access in Staff History

 

If a teacher has left your building and a new teacher will be taking over for that teacher, please make sure you end date the “old” teacher the correct way.  Otherwise they will still have access to your school and grading.

To do this, go to the course/section and then Staff History.  Click on the name of the teacher that is leaving your building.  In the Staff History Detail box, under the Access to Section Dates section select the Date Range option.  Enter the end date the teacher left your building, then click SAVE.  

 

The Assignment start/end dates only tell you when they were in that assignment for, it does NOT end access to the individual course/section.

Thank You!

The Campus Team

Jeannie, Eric, Kristy, Danielle, Caitlin, Shona, Pete

Hello Lead Clerks and School Administrators: Please review the Campus and Schoology updates below.

Change to Campus Calendar Visibility

New list of Campus support - 

Please use the link above to view the Campus Support Member for your school, many have been changed.  Your Campus support person is your main point of contact for any questions or issues you may have.  The major exception to this is with secondary scheduling, Danielle is the Campus lead and should be your first point of contact.

• If you cannot get in contact with your Campus Support Member, please try another way (i.e. Teams or email) before going to another member of the Campus Team.  This will help cut down on multiple staff working on the same issue.

Service Tickets

Here's a quick reference for when to submit a service ticket vs. emailing your Campus Support Person.

When to submit a service ticket for Campus Support:

• New staff at your site (for example: a new teacher and they need to be added to the teacher dropdown in Campus). Please also include their employee ID number. A reminder that this can take up to 48 hours.

• Ad hoc requests 

• Census updates/changes

• Transcript corrections - must be approved by your School Administrator.

• Grading window exception - only your School Administrator should submit these tickets.

• Assistance with changing course set up or schedule changes for a student, including splitting a current class into two classes or vice versa.

When to email your Campus Support Person:

• Campus training support for you or a specific group in your building.

• Questions around Campus processes or workflow. (Example Questions: When will I have access to the 23-24 SY?  Answer: In the next month!) 

Creating Calendars

We are working on creating calendars for the 23/24 school year. 

End Dating Students near the end of the Term

To help ensure students who are transferring to another school at the end of a quarter receive Final Marks in Campus, use the following end and start dates.  Note: End dating on the Sunday, following the end of the quarter, prevents the student from showing as dropped in Schoology and Campus. 

End of Qtr 2 Transfer Dates 

• End date:  Sunday, January 29                     

• Start date:  Monday, January 30              

End of Qtr 3 Transfer Dates

• End date:  Sunday, April 9                                                

• Start date:  Monday, April 10 

If using an earlier end date than the above dates, you should notify the teacher(s) to "re-enroll" the students manually in Schoology and to change their Campus Account Setting preference to remove the check mark for "Show Active Students Only". 

Grading Calendars Important Dates

Administrators should run a Missing Grades Report in Campus.  Please check that students dropped near the end of quarter (1/23-1/29) have grades.

Secondary Q2 Final Marks

Friday, February 3:  Final Marks Direct Entry into Campus  Opens at 8 am

Friday, February 3 - Tuesday, February 7: Administrators run Missing Grades Report in Campus and connect with teachers to add/edit grades in Campus and check Schoology gradebook setup for Q3

Friday, February 3 - Tuesday, February 7 Teachers review/add/edit grades in Campus. 

Grades in Schoology and Campus must match.

Wednesday, February 8: Final Marks Direct Entry into Campus  Closes at 8 am

School programs and activities - REMINDER of information sent on 1/6

Beginning Semester 2, all before or after-school clubs and activities must be documented in Infinite Campus as Program Sessions. This change is necessitated from a perspective of student safety and security as well as inclusivity and systemic equity.

Please complete this form indicating a lead and secondary contact ASAP.  These contacts will be responsible for knowing how to create and maintain program sessions and rosters for your school.   The designated school contacts should review the Instructions for creating program sessions and plan to attend one of the upcoming drop-in training sessions (dates/times below).

The linked document will provide you with an overview and specific set up instructions for your school.  Please forward the PDF to the lead and secondary contact at your school.

Homebound services:

Processes for students who are receiving services outside of your school

Thank You!

The Campus Team

Jeannie, Eric, Kristy, Danielle, Caitlin, Shona, Pete

Hello Lead Clerks and School Administrators: Please review the Campus and Schoology updates below.

Happy Retirement to Ellen Merlin!

Ellen Merlin will be retired as of 1/13. On behalf of ALL of the Campus team, we wish all the best to Ellen after over 25 years of work in SPPS. Ellen has served in many roles and has been an integral part of the Campus team for many years. She will be missed! Congratulations to a well deserved retirement.

Welcome Eric Gunderson!

Eric is a new member of the Campus team. Eric will be supporting 6-8 school clerks, as well as applications including Clever, Seesaw and Ad Hoc reporting. Eric joins the Campus team after more than 8 years as a Technology Integration TOSA at Washington Technology Magnet. Eric has been an integral part of the iPad, Macbook and educational technology district initiatives. He brings a wealth of skills to Campus connected applications, training, and data analytics. Welcome Eric!

New list of Campus support - 

Please use the link above to view the Campus Support Member for your school, many have been changed.  Your Campus support person is your main point of contact for any questions or issues you may have.  The major exception to this is with secondary scheduling, Danielle is the Campus lead and should be your first point of contact.

Rolling Calendars and Students

• The 23/24 calendars are currently being created and we will begin to roll students to the 23/24 school year in the next couple of weeks.  

• Once the students have a 23/24 enrollment you will need to remember to do the following:

  • If student leaves, remove 23/24 enrollment using the missing student report

• If student is new please remember to also add a 23/24 enrollment

If you have any questions please contact your NEW Campus support person (link to list above).

Incorrect Student Pictures in Campus

If there is a student that has an incorrect picture in Campus, please enter a service ticket and the Campus Team will remove the picture and/or upload the correct picture.  

Field Trip Procedures

New field trip procedures were put in place in August 2022. See here for the updated procedures. Moving forward, the procedures can be found under Policy 610.00 Field Trips on the Board website.

To learn of an overview of what changed within the procedures see this slide deck.

For general questions regarding these procedures, please reach out to your Assistant Superintendent and/or jada.wollenzien@spps.org. If your question relates to a legal issue, please contact General Counsel Chuck Long at charles.long@spps.org. If your question relates to fundraising, costs, payments, etc. please reach out to Mechelle Karels in the Business Office at mechelle.karels@spps.org.)

School programs and activities - REMINDER of information sent on 1/6

Beginning Semester 2, all before or after-school clubs and activities must be documented in Infinite Campus as Program Sessions. This change is necessitated from a perspective of student safety and security as well as inclusivity and systemic equity.

Please complete this form indicating a lead and secondary contact TODAY.  These contacts will be responsible for knowing how to create and maintain program sessions and rosters for your school.   The designated school contacts should review the Instructions for creating program sessions and plan to attend one of the upcoming drop-in training sessions (dates/times below).

The linked document will provide you with an overview and specific set up instructions for your school.  Please forward the PDF to the lead and secondary contact at your school.

How to Print Sub-Attendance Sheets with Student Nicknames from Campus

Link to document

Happy Winter Break

Hello Lead Clerks and School Administrators

Happy winter break from the Campus support team! Thank you for all your work and support this fall. 

Below are a few brief updates and reminders. These will be included again in the 1/7 email shortly after we return from break. 

The Back to School iUpdate is Closed on Campus Parent.  Families can continue, though, to fill out a paper copy to complete the iUpdate.

Campus Training & PD Opportunities:

• Need a New Year’s resolution? Campus Passport is a free training and support resource for ANY SPPS staff. Log in to Campus Community to expand and deepen your skills in Campus. Discover role-specific, on-demand asynchronous learning plans. Read more about Campus Passport here, or contact a Campus Support team member for additional questions.

After School Programs and Activities:

• School administrators received an update earlier in December regarding rostering all after-school clubs and activities in Campus beginning Semester 2. This change is necessitated from a perspective of student safety and security as well as inclusivity and systemic equity. 

• Please look for an email on 1/7 with additional information and support sessions.

Final Marks and Transfer Grades

Please review the information below, also found on the spps.org/campus website

• Secondary Grading and Final Marks: 

  • Effective with the start of the 2022-23 school year, letter grades for all secondary students (6-12th grade) will be: A - D, NP grading scale. Some schools choose to use +/-. This is not a change for middle schools. 

  • This change will support the use of grades as a means of communicating student learning and contribute to a GPA that more accurately reflects each student’s content knowledge. NPs will not earn credit toward graduation and will not affect the student’s GPA. This change also supports credit recovery using P/NP.

• Transfer grades:

  • Transfer grades should be entered on a student's SPPS transcript using the district's grading scale.  If an F or N is reported, an NP should be posted to the student's SPPS transcript. This is in line with SPPS Policy 536.00 D: “Credits previously earned by students who transfer enrollment to Saint Paul Public Schools shall bear grades as though the course was completed at Saint Paul Public Schools.”   

  • SPPS students attending PSEO, CIS, Concurrent Enrollment, etc. should have their grades posted to their HS transcripts using the SPPS grading scale, including weighted grade points per the board policy. Again, if an F or N is reported, an NP should be posted to the student's SPPS transcript. The college transcript will reflect the college’s grading scale.

• Elementary Scoring Rubric

  • The 1 - 5 scoring rubric for Personal/Social Development and Effort is as follows:

    • 1 = Rarely

    • 2 = Rarely +

    • 3 = Sometimes

    • 4 = Sometimes +

    • 5 = Consistently

  • The 1 - 11 scoring rubric for course indicators is as follows:

    • 1 = Beginning

    • 4 = Developing

    • 7 = Proficient

    • 10 = Exceptional

    • 11 = Not Evaluated

Substitute Teacher email accounts

• Have a question about different types of substitute teacher access to Campus, Seesaw, Schoology? Review this page for information.

A heartfelt thank you for your work and support this year. Have a safe and restful winter break.

• The Campus team

Hello Lead Clerks and School Administrators: Please review the Campus and Schoology updates below.

Back to School iUpdate closing on 12/16/22

Paper Copies

Reminder that all paper copies should be entered with in one week

Elementary Spring Grading Window

Monday, November 28: Elementary grading window opens for Spring grades

Monday, March 13: Grading window closes at 8:00 am

Secondary Grading Updates:

Quarter 2 Progress Marks will automatically transfer nightly from Schoology from 12/12 - 12/15. There is no manual entry in Campus.  Administrators should run the grade report in Campus to review grading practices and ensure there are no missing progress marks. Details are on the  2022-23 Secondary Grading Calendar.

Now with Quarter 1 Final Marks posted to transcripts as of last week, you will likely receive questions on how to change a student(s) from teachers, counselors, or administrators. Please review these important details.  

For changing a single grade:

1. For SPPS Courses that appear on the student’s schedule, do NOT manually enter data under grading tasks.   You must submit a Service Ticket for Campus “Transcript Corrections” to post grades for courses that were scheduled on Campus, even if never submitted by the teacher. 

2. For current year grade changes supporting documentation is required. Direct the requesting teacher to complete the “Grade Change Request” tab in Campus (noting admin approval) and email the counselor and transcript editor to initiate the grade change.  Below are steps for finding the tab to share with teachers.

If a teacher has missed grading an entire section, building administrators must submit a service ticket for Campus Grading Window exception. 

More information can be found in the Transcript Editing Training Slides. See slides 10-12 for steps with pictures for how to submit a grade change request form in Campus.

Hello Lead Clerks and School Administrators: Please review the Campus and Schoology updates below.

Substitute Account Credentials

• SPPS substitutes have various roles and access. You can read more about the various roles and access substitute accounts have on the Campus Website.

• A specific point of clarification with “Daily Sub Emails”: All school clerks should be receiving a daily email with username and password login information at 5:00am. School clerks and administrators can add or change who receives the email. Navigate to “Distribution Groups” in Outlook to edit or adjust. Submit a ticket if you are not receiving the daily email.

  • There are steps and instructions on the Campus website for how to add substitute accounts in Seesaw and Schoology. (Please scroll to near the bottom of the page)

• Schools can request one iPad to be used exclusively for building substitute technology needs. Please submit a ticket if your building would like an iPad for this purpose. The iPad will be configured and checked out in Destiny to the building clerk. Schools can utilize the iPad as needed for any substitute needs.

 Households and Contact Flags A few reminders regarding removing family members  

• A parent may be removed from the Household and set up with their own household or become a Non-Household Relationship but should not necessarily be permanently ended from a child’s record without court documentation. A parent only loses parental rights through the courts, not just because the other parent doesn't want them on the record or to have access to the student’s educational information.  

• Parents who do not share Households may not change or update information for a Household that is not theirs (i.e. mom may not change the address for dad when they are not in the same Household). 

• A parent may not have physical or legal custody but unless parental rights have been removed by the courts, they are still entitled to request and receive educational information about the child. 

• Contact Flags are used to alert school and district staff to safety concerns for students and often accompany a court document or Order for Protection that is uploaded to the Person Documents tab. NOTE: If the Order for Protection or court document has an end date, it should be added to the Contact flag. 

 

These are general guidelines, and every family situation is unique. For assistance with court documents, Contact Flags, and questions about access to student information, please contact Student Records (spc@spps.org or 651-632-3764). 

Grading Calendars Important Dates and Reminders

Administrators should run a Missing Grades Report in Campus.  

Elementary Spring Grading Window

Monday, November 28: Elementary grading window opens for Spring grades

Monday, March 13: Grading window closes at 8:00 am

Secondary Quarter 1 Final Marks

Monday, November 14: Begin nightly passback of Final Marks from Schoology to Campus

Thursday, November 17: Last Final Marks Schoology transfer 8 pm

Friday, November 18: Final Marks Direct Entry into Campus  Opens at 8 am

Tuesday, November 15-Tuesday, November 22: Administrators run Missing Grades Report in Campus - Connect with teachers to add/edit grades in Campus and check Schoology gradebook setup for Q2

Friday, November 18-Tuesday, November 22: Teachers review/add/edit grades in Campus. 

Grades in Schoology and Campus must match.

Wednesday, November 23: Final Marks Direct Entry into Campus  Closes at 8 am

Monday, November 28: Campus Team Posts Final Marks to Transcripts at 8 am

Tuesday, November 29: Data available for reporting

For more information, see the secondary grading calendar document on the Campus Website.

Important Grading Reminders:

• Effective this school year, letter grades for all secondary students are A-D, NP.  Administrators should run the Campus “Grade Report” by Grade/Score to confirm “N” and “NCR” are not being used. 

• Advisory, Daily Connect, and other homeroom courses will continue to use letter grades P and NP.  

• Any courses excluded from Schoology (i.e. School Service) will appear on the missing grading reports. For transcripted courses, teachers will enter grades during the window for manual entry.

• View additional final letter grade information on the Campus Website.

Instruction for Teachers on how to print (roster, other teacher info)

Instructions for generating rosters/reports.

Please forward this email to any other clerks in your building who should know this information as well.

Thank You!

The Campus Team

Jeannie, Ellen, Kristy, Danielle, Caitlin, Shona, Pete

Hello Lead Clerks and School Administrators: Please review the Campus and Schoology updates below:

View the complete Secondary Grading Calendar here and additional information on the campus website: spps.org/campus

EPG should be used for the following reasons:

• Student illness with COVID-19 symptoms

• Student with positive case of COVID-19 

• Student directed to quarantine by Public Health or Healthcare Provider

Elementary Grading Standards Updated

The grading standards for PE, Music, and Visual Arts, Theater Arts, and Dance have been updated for K-5.   We have removed the K-5 arts courses (K-5 General Music, K-5 Visual Art, K-5 Dance, K-5 Theater Arts, etc.) from each elementary school and schools should now only have the grade level specific arts courses (i.e. Visual Arts 1, Visual Arts 2, Visual Arts 3, Visual Arts 4, Visual Arts 5).

Upcoming Clerk Training

Wednesday, Oct. 6, 1:00-2:00 pm Walk-In Scheduler Review (for Elementary Clerks only)

Tuesday, Oct. 11, 1:00-2:00 pm Census Training (All clerks)

Tuesday, Oct. 18, 1:00-2:00 pm Ad hoc Data Viewer - for making quick lists (All clerks)

We will email a Teams invite a day or two before the training.  These trainings are optional but are great for new clerks and refresher training for those clerks who have been with SPPS for awhile.

iUpdate Paper Copies: 

• The website that families are directed to is spps.org/onestop, and this website contains information and flyers to help families complete iUpdate. The link for a parent/guardian to reset their password on their own is here. Clerks have access to the Guardian Password Reset Tool in Campus (see screenshot attached). To use this tool, login with your active directory credentials, and search either for the parent or the student. Type the new password into the password field and hit save. 

• If the paper copy lead for iUpdate is NOT the lead clerk, please complete the form.

• How to order paper copies:

** All files for paper copies can be found here and need to be ordered by you at the PCMC ordering site.  The Campus team cannot do the ordering for you.

• You can choose either to have them pre-filled with the students name/student number already on the paper copy or you can order them blank (no name/id number)

• If you choose pre-filled, please fill out this spreadsheet so we know exactly what you are needing.  We will then email you your pre-filled file(s) so you can then do the ordering through PCMC.

• You are then able to hand out the paper copies to those students/families who have not completed the iUpdate yet or prefer a paper copy.

• Make sure you are giving the student/family ALL parts of the iUpdate!!!  They need to complete the entire iUpdate.

• When you get the paper copies returned, please give the papy copy parts to whomever needs the information.  On the bottom of each page, it will tell you who gets what page.  You are responsible for updating in Campus the portions that do not go to other staff.

• Safely store the iUpdate Paper copies for the duration of the year. Copies should be shredded after the school year.

Please forward this email to any other clerks in your building who should know this information as well.

Thank You!

Hello Lead Clerks and School Administrators: Please review the Campus and Schoology updates below:

 

Link to records request from Placement Center (add this link to Campus Page)

https://www.spps.org/Page/35074

Clerk Meeting Agenda

SPPS now has 2 new training modules within the Infinite Campus community. Please sign up to join the Campus team for a meeting on Wednesday, September 14th from either 1:00-1:45 or 2:30-3:15.  This meeting will take place on Teams.  A Microsoft Teams invite will be sent on Tuesday, September 13th. 

There will be time at the end of the meeting for questions.If you plan on attending and have specific questions you would like covered, add them to the Google Doc here: link here

Agenda

Campus Passport training

• On demand asynchronous Campus training for ANY SPPS staff.

• Specific courses for clerks, principals, nurses, etc

• More information, log in steps

Question & Answer Time

Attendance Ad Hocs

Looking to get a report of student attendance information?  Check out the new ad hoc filters for elementary and secondary schools.  Clerks with attendance duties should have access to the “G_Attendance” group in the Export Data tool.  More information and directions on this guide.  

Schedule Changes and Schoology

If you have any questions regarding the impact of schedule changes on Schoology, please reach out to your school’s Campus Support Staff or Peter Grebner.  

From MARSS
Enrollments: students who do not attend even one day must be removed by using the missing student report on the 3rd day. If you know the child is not coming, you do not have to wait until the 3rd school day to remove them. Grade PK and KG don't start until Thursday, so staff should no show anyone who doesn't show up on 9/13.

Students who attend one day or more, and then stop coming, the clerk may carry them for 15 absences and then drop them with end-code 14 "15 day drop".

Students who are excused the first few days of school for illness do not need to have their start-date adjusted. If a parent calls a student in sick, mark the absence as "ill excused" and continue to carry the child. If they do not show up, you can end-date them after the illnesses. However MARSS staff will adjust the enrollments as necessary once we figure out if the child was actually attending 

somewhere else.

Students who do not show up on the first day of school can remain active for 3 days. If they show up on day 2 or 3 and there was no excused absence (illness, funeral, etc) then the clerk should adjust their start date to reflect the first day they attended school.

Students who are out sick with Covid this year, you can continue to use the absence code EPG and you can use that code for all COVID absences all year long.

Resident, Non-Public, Transport Schools: contact marss@spps.org with any overlaps. The MARSS team will start cleaning these us on the 3rd day of school (grades 1 - 12, PK and K would be next Tuesday).

Also, if you have a student who is a ‘low-show’, please reach out to marss@spps.org to have their enrollment protected from being deleted as a ghost enrollment. 

Links to slides from REA/MARSS: 2022_Fall_EnrollmentMonitoringForClerks.pptx 2021_Fall_EnrollmentMonitoringForClerks.pptx

P-EBT
The state's P-EBT (Pandemic Relief Funding for F&R students) has been active for the past 2 years. We do not know if it will continue into 22-23 year at this time. However, the State's help desk is mistakenly asking parents to call their child's school. If you receive a phone call from a parent regarding P-EBT, please transfer the call to internal 43776 (or ask the parent to hang up and dial 651-744-3776). Jesse will gladly help the parents.

As always, school clerks and administrators may reach out directly to their Campus Support team member for individual questions. All other school staff should continue to create tickets for Campus related service. Please note that your Campus support team member may not be the same one you had last school year so please check this list before reaching out for support.

Thank You!

The Campus Team

Jeannie, Ellen, Kristy, Danielle, Caitlin, Shona