Single Entry Online Student Registration System Report EXECUTIVE SUMMARY
Purpose of Report: To report on the single online registration system for parents.
A module available from Infinite Campus will make registration for new and returning students easier while saving the Sioux Falls School District time and money. Currently, new families fill out a multi-page document for registering each child, which requires repeat information on many pages. Each year, current parents/guardians are asked to update student and family information using preprinted documents. Then District staff enters the information from the forms into Infinite Campus. To help streamline the process for families and staff, the District evaluated the Online Registration module available from Infinite Campus. The module is flexible and will meet the customization needs of the District as it is developed as a more efficient option for all.
Administrative Recommendation to School Board: Approve the report on the Single Entry Online Student Registration System.
Report Prepared by: ATI 1 May 28, 2013 Presented by: Bob Jensen Single Entry Online Student Registration System Report
Purpose of Report: To report on the single online registration system for parents
District Priority Area: Fiscal Accountability and Systems Management
Goal/Strategy: FASM3.6 Develop a single entry online system for parents to provide required student information.
Explanation:
New families currently fill out a multi-page document for registering each child upon enrollment in the Sioux Falls School District. This process requires parents/guardians to repeat information on many pages of the documents. Each year, current parents/guardians are asked to update demographics, phone numbers, e-mail addresses, emergency contacts, student directory information, student health information, and mass communication information. Updating and revising information is accomplished by using preprinted documents with the parent/student information currently in the Districts student information system (Infinite Campus). The current method also requires hours of staff time to enter the data into Infinite Campus.
To help streamline the process for families and staff, the District evaluated the Online Registration module available with Infinite Campus. The module provides the following key functions: New Student Registration: The parent/guardian enters in key identification information including an e-mail address. An e-mail will be sent to the parent/guardian with an identification key allowing access into Infinite Campus portal to complete the registration process. District staff verifies information prior to being added into Infinite Campus. Existing Family: The system presents pre-populated screens to current parents/guardians, therefore, retaining the integrity of submitted household data through Infinite Campus. District staff verifies information prior to being updated in Infinite Campus. Duplicate Data: This feature eliminates duplicate data entry by parents/guardians and staff for multiple children in a household. Multi-Language Editor: The multi-language editor allows for the translation of information displayed to parents/guardians to be translated and stored in other languages. Staff Processing: Staff has access to the tools which allows for tracking status of information, evaluating the changes, and posting the information into Infinite Campus. Messenger: This feature sends e-mails to notify parents of updates and changes. A parent/guardian who does not have an e-mail address would receive updates and changes via US mail. Report Prepared by: ATI 2 May 28, 2013 Presented by: Bob Jensen Flexibility: There is flexibility to allow for customization to meet the district functionality now and as registration procedures change over time.
The Online Registration module has been used by other school districts for more than two years. The benefits of the system include reducing operational costs, eliminating duplicate data entry, and customizing features.
The parent/guardian who does not have e-mail or internet access can stop at school to use a computer or choose to receive the multi-page paper document.
Costs: First year - $15,000 for core module in addition to $8,000-$10,000 for customization Second year - $7,500 license and support for core module Funding from FY14 cost center 071 budget
Committee Participation: Special Services, Curriculum Services, Assessment, Technology and Information Services, principals and building clerical
Summary: New student and existing student registration is a paper-intensive, inefficient process. The Infinite Campus Online Registration module allows this process to be streamlined for both current and new students with a configurable, flexible solution that will adapt to meet the Districts needs. However, the parent/guardian who does not have e-mail or internet access can stop at school to use a computer or choose to receive the multi-page paper document.
Administrative Recommendation to School Board: Approve the report on the Single Entry Online Student Registration System.