Huntsville City Schools Centralized Registration Dr Cathy Mc

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

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 • E-mail. 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 2

System Operator Work Flow Has Changed Compared to Student Data Generalist • 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. • 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. 3

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 Mc. Nair front office area • Grissom-Huntsville Cluster Centralized Registration • Will be located on South Memorial Parkway area 4

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 5

Huntsville City Schools Will Transition to Centralized Registration and Student Data Management During the 2016 -17 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 (M 2 M, 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. • • • 6

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

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 Location - ASFL 8

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) 9

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 Location - ASFL Grissom – Huntsville Student Data Specialist 10

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Supporting Information 12

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. 13

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 14 questions related to the student management database.