Draft+Policies+&+Procedures



PIEDMONT UNIFIED SCHOOL DISTRICT **
 * Student Information System **** Core Policy & Procedure Manual **

**Vision Statement:** Our vision for Piedmont is to provide a 21st century information system to support 21st century learning. Infinite Campus empowers people to share and access information, ask questions, and make decisions that support student learning.

§ Parents will bring in all required residency documents and enrollment documents for the student(s) attending that school. § Once Residency is verified, the parent will complete an enrollment form for each student attending that particular site and will submit it along with copies of a birth certificate/passport and immunization record. If applicable, they will also complete a transfer of School Records form. § Designated site personnel will enter all household information for the family, as well as the names of all siblings. Addresses will be entered following USPS addressing guidelines. § Parents will be given any additional site enrollment forms and information. § Completed residency documents will be forwarded to the District office for central filing. § The parent will then go to any additional sites for students enrolling in the district. Copies of a birth certificate/passport and immunization record will be submitted and an enrollment form and School Records Transfer form will be completed. § Residency documentation is not required when enrolling at additional sites. § Site designated personnel will enter the additional student’s information into the system and will provide any site enrollment forms and information. ||
 * ** Policy ** || ** Procedure ** ||
 * ** Census ** ||
 * Census Cleanup || The district will utilize the District Data Manager, Administrative Assistants to the Principal, Counseling Secretaries and Data Managers for data clean up ||
 * Registering New Families || § New families will initially enroll all students at the school of their youngest student.
 * Census Changes Made by the School || School sites will have the rights to make all census changes. ||
 * In-District Transfers || Schools will work with each other in the transfer of students except in the case of matriculation to a new school. ||
 * School Boundaries || School Boundaries and final student placement within the district will be determined by Site Principals and the Superintendent ||
 * Household Name || The household naming convention will be in the following format: Father’s Last Name ||

§ Resource, EL, Elementary PE, Elementary Music teachers and district psychologists will have access to all student schedules at their site. || § All teachers, district psychologists and designated site support staff will have access to their students’ posted grades. § A secondary paper grade book will be maintained by all teachers. This can be a whole separate grade notebook or simply a current printout of grades in the system. || § The school attendance clerk will have rights to change attendance data. § A secondary attendance book will be maintained by all teachers. || § Teachers will be responsible for keeping track of excused tardies until custom work can be completed on the software. || § Schools will post transcript information per semester and at the end of the year. <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Administrators, teachers, district psychologists and designated site staff will have access to transcripts. || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Assessments will be viewable by all Administrators, Counselors, district psychologists, resource teachers, and assigned teachers. || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ District wide Behavior/Discipline records can only be viewed by the Superintendent and Asst Superintendents. <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ All site behavior/discipline records can be viewed by site principals, counselors and district psychologists. <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ All entries for suspensions/expulsions will note the appropriate state code for each offense. <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ All suspensions and expulsions will continue to be reported to the Superintendent on the appropriate form. <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Behavioral records will follow the student K-12. <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Parents will not be able to view student behavior. <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Teachers may view and review behavior with counselors. <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ All teachers will have access to submit behavior referrals and will continue to notify office staff regarding students being sent on referral. ||
 * ** Policy ** || ** Procedure ** ||
 * Student Information ||
 * Schedule || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Teachers will have read access to their student’s schedules.
 * Grades || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ School administrators, counselors, resource teachers and assigned teachers will have access to real-time grades.
 * Attendance || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Teachers will mark attendance for their students.
 * Tardies || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ All tardies, excused or unexcused, will be marked in attendance.
 * Transcripts || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ The counseling staff, high school data manager and middle school counseling secretary will enter transcript information.
 * Assessments || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ The following state assessments will be imported into InfiniteCampus: STAR, CAHSEE, CELDT
 * Behavior/Discipline || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Discipline will be entered by the Principal or Principal designee at the school.

<span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Lockers will be entered and assigned by the PHS Data Manager. <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Locker number and combinations can only be viewed by administrators, the data manager and designated office staff. || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Substitutes will be given a printed class attendance sheet on which to take attendance. <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Attendance Secretaries will re-code all “unknown” absences. || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ All teachers must submit term marks through the Grade Book. <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Elementary Schools will use a standards based report card with a narrative comment section. <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Middle School: There will be a comment list created by committee and all teachers will use this comment list. All teachers will use the site grading scale. <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ High School: Teachers may enter custom comments. Teachers may use customized grading scales. || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ The messages for all three features will be developed by each site. <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Email is available now and sites will determine when they are ready to begin using Messenger. || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Site Principals will have rights to send out school messages. || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ All secondary school teachers must take period attendance. <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ All absences will be marked “unknown” until reconciled by the attendance secretary. ||
 * ** Policy ** || ** Procedure ** ||
 * Transportation || The district will not use InfiniteCampus for transportation. ||
 * Fees || Schools may track fees at their discretion. ||
 * Lockers || __High School__:
 * Instruction Module ||
 * Attendance || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ All teachers K-12 will take electronic attendance.
 * Grade Book || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ All teachers may use the Grade Book to enter and record assignments and grades.
 * Messenger || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Teachers using Grade Book to enter all assignments and grades will eventually have access to all three features of Messenger (failing grades, missing assignments, teacher messages).
 * District and School User Messages || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ District appointed staff will have rights to send out district message.
 * Seating Chart || Teachers will be trained to use the seating chart, and may choose to utilize the seating chart at their discretion. ||
 * Attendance ||
 * Teacher Marking Attendance || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ All K-12 teachers must mark attendance within 15 minutes of class in the first period.
 * Substitutes || Substitutes will send written attendance to the office to be entered by the attendance secretary. ||
 * Health ||
 * Setup || Elementary and Millennium Admin Assts to the Principal, the middle school counseling secretary and high school data manager will be responsible for setting up and maintaining health records for all students at their school. ||

Current screenings include: <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ District Assignment – School Start Date, Type (Teacher, Administrator, etc.), Highly Qualified, and appropriate checkboxes at the bottom of the screen. || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Site Administrators and designated office staff will have access to District Assignments, addresses and phone numbers. <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Staff will be able to view their demographics, household/address, employment and credential information. || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ All staff will be reviewed and updated prior to the start of the school year. ||
 * ** Policy ** || ** Procedure ** ||
 * Health Read Only || All site Principals will have READ ONLY rights to student health information ||
 * Health Alerts || The District Nurse will determine what health alerts need to be flagged in InfiniteCampus. ||
 * Conditions || The District Nurse will track severe conditions such as diabetes, severe allergies, heart conditions, and asthma. ||
 * Immunizations || The District Nurse or her designee will enter the state requirements for immunization. ||
 * Screenings || State requirements for screenings will be entered into InfiniteCampus by the District Nurse or her designee
 * Kindergarten Physical
 * Oral Health
 * Vision
 * Hearing
 * Scoliosis ||
 * Staff Information ||
 * Creation of Staff Accounts || Staff accounts will be created as hired in Personnel ||
 * Required Fields || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ District Employment – Start Date, Teaching Start Year, SEID, Seniority, and Education
 * Process for Updating Existing Staff Records || Current information imported into InfiniteCampus in Conversion I. Director of Personnel and District Data Manager to work together to review and correct/update staff information. ||
 * Access to Staff Information || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ District Administrators, Personnel, Payroll, Benefits and designated District staff will have full access to staff information.
 * Retired, Resigned, or Transferred Staff || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Once alerted/informed, the Director of Personnel will make any applicable changes in InfiniteCampus.
 * Portal ||
 * Implementation || ** Student Portal **
 * Piedmont High School – Spring 2010
 * Millennium High School – Spring 2010
 * Piedmont Middle School – Fall 2010
 * Elementary schools – TBD ||

Portal will be opened to Staff Parents prior to the above dates so that they can give some feedback on the portal prior to opening the portal to all parents. || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Behavior will not be available on the portal. || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Staff Accounts: The District Data Manager will create all staff accounts for current staff. <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Personnel will create new accounts for new hires. <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Building Coaches will have access to view staff passwords and enable staff accounts. <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Personnel will track staff certification, district assignments, and qualifications within the program. <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Staff will be able to review and request changes to the information in their account. || 2011-12 classes through the portal beginning in 2010. ||
 * ** Policy ** || ** Procedure ** ||
 * Implementation (cont.) || ** Parent Portal **
 * Piedmont High School – Fall 2011
 * Millennium High school – Fall 2011
 * Piedmont Middle School – Fall 2011
 * Elementary schools – After Fall Conferencing 2010
 * Portal View || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ The following will be viewable by parents and students within the portal: “to-do” list, schedule, posted grades initially, attendance, immunizations, assessments, graduation planner, student registration, fees, reports (student schedules, missing assignments), and the IEP (if applicable).
 * Communication || Site Principals will determine the best method of communicating the portal to their staff, students and parents. ||
 * User Accounts: || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Student and Parent Accounts: TBD
 * Student Registration || Middle and high school students will be able to request their
 * Portal Support || Parent or Student questions concerning the portal will be addressed at each school site. ||
 * System Administration ||
 * Staff Accounts || Generic new passwords will be set up with a forced password change to meet the required strong password policy. The District Data Manager will create staff user accounts based on network login. ||
 * Student Portal Accounts || The site technology staff will mass create all new student portal accounts at the appropriate time. ||
 * User Groups || Role based group, calendar groups, and report groups will be established, created and assigned by administrators and technology staff. ||
 * Password Policy || Passwords must be at least 8 characters long and contain letters and numbers. ||

<span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ All middle and high school courses will have unique course numbers and descriptions. || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Class assignments are done by the Elementary Principals and entered by the Elementary Admin Assts into InfiniteCampus. || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ The Special Education Admin Assistant will notify all schools of their Special Ed enrollments and case managers at the beginning of each school year. ||
 * ** Policy ** || ** Procedure ** ||
 * Assessments || The District Data Manager will upload assessment information once disks are received. ||
 * Attendance Codes || The Assistant Superintendent and District Data Manager will map attendance codes to the state codes. ||
 * Program Flags ||
 * Health Alerts || Students will be flagged by the designated site office staff when instructed to do so by the District Nurse. ||
 * Legal Alerts || Legal conditions such as an EPO (Emergency Protective Order), Restraining Order and custodial rights will be flagged as determined by the Site Principal. ||
 * Special Ed || TBD ||
 * Curricular Setup ||
 * District-Wide Course Catalog || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ There will be one course catalog for the District.
 * Valid Course || Valid courses will be mapped to state valid course codes. ||
 * Primary Grades || The district will create a course master for primary which will be used district-wide for K-5. ||
 * Grading Window || The grading window will be opened and closed by the Principal or designee at each school. ||
 * Scheduling ||
 * Online Registration || Online registration may be available for middle and high school students in 2010 for the 2011-12 school year. ||
 * Master Schedules || TBD ||
 * Elementary School Scheduling || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Elementary schools will place their students in classes on paper. Once the system is live in August, Elementary Admin Assts will enter students into their classes.
 * Special Education ||
 * IEPs || TBD ||
 * Enrollment || <span style="font-family: Wingdings; mso-bidi-font-family: Wingdings; mso-fareast-font-family: Wingdings; msobidifontfamily: Wingdings; msofareastfontfamily: Wingdings; msolist: Ignore;">§ Special Education Enrollment Fields will be completed by designated site staff. Resource teachers will advise designated staff of all special education enrollment changes (adds, exits, etc.)
 * Behavior || Resource teachers will have the ability to view behavior for their assigned students. ||
 * Student Demographics || Changes to Special Education student demographics will be done by the designated site office personnel. ||
 * User Communication ||
 * District Communication || District administration will determine who will post district communications ||
 * School Communications || Site Principals will be responsible for posting school announcements. ||


 * ** Policy ** || ** Procedure ** ||
 * Transition to GO LIVE ||
 * Elementary Grading || Elementary teachers will use the InfiniteCampus grade book beginning with the first trimester of 2010-11. ||
 * Middle / High Grading || Middle and high school teachers will enter progress and term grades into InfiniteCampus beginning in Fall 2010. ||
 * Data Cleanup || Data personnel will continue clean-up efforts through the summer utilizing whatever methods and resources deemed appropriate by district administration. ||
 * Emergency Contacts || Emergency Cards will be used for both students and staff until the system is more fully populated. ||
 * Attendance || Attendance will be done electronically by all teachers beginning in Fall 2010. ||