Portal February 2011 Not all Portal features are available to all users. Available features vary greatly, depending on school setup and administrator configuration of the Portal Options tool. Portal configuration is specific to a school; therefore, a family with students enrolled in multiple schools may see different options for different students.
This document is intended for restricted use only. Infinite Campus asserts that this document contains proprietary information that would give our competitors undue advantage should they come into possession of any part or all of it. As such, this document cannot be publicly disclosed unless so ordered by a court of competent jurisdiction. 2010 Infinite Campus, Inc. All rights reserved. INFINITE CAMPUS and Transforming K12 Education are registered trademarks of Infinite Campus, Inc. The INFINITE CAMPUS logo is a trademark of Infinite Campus, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or any means, electronic or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, by anyone other than Infinite Campus, Inc. without written permission of Infinite Campus, Inc., 4321 109th Avenue NE, Blaine, MN 55449, tel. (651) 631-0000, email info@infinitecampus.com.
Portal Overview Portal Languages Portal Features Overview The Portal is an optional feature that may not be available to all users. Parents/guardians or students who wish to create a Portal account must have received a Portal URL web address from their school or district. The Campus Portal provides parents/guardians and students access to student information and school communications. Image 1: Sample Portal Login Page Portal Languages See the Portal Videos for more information. Click Here to View Video Portal users have the ability to display the Portal framework in one of the following languages: English Spanish Simplified Chinese Traditional Chinese Users can select which option best fits their needs by clicking on the hyperlink of the preferred language. Selecting a language will redisplay the chosen screen and all other screens in that language until another 4
language is chosen. Only general Portal information can be translated, not student-specific data. Image 2: Portal Language Options Portal Features The following screenshot shows a sample Portal homepage: Not all Portal features are available to all users. Available features vary greatly, depending on school setup and administrator configuration of the Portal Options tool. Portal configuration is specific to a school; therefore, a family with students enrolled in multiple schools may see different options for different students. 4
Image 3: Sample Portal Home Page Information is currently available for the following Portal tools: Portal Tool Payments N/A Food Service Health N/A Registration Description Allows parents and/or staff members to pay student fees and make food service account deposits. Allows parents to access food service information such as current account balances, transactions, account history and account adjustments. Allows users to view student vaccination compliance and check the date of last sports physical. Allows students to enter desired course requests for the upcoming school year. Viewing Report Cards and Schedules Describes features of student report cards and schedules. 56
The columns on the Fee Statement screen can be defined as follows: Column Description Due Date The date on which the fee was due. If a fee has past its due date, but has not yet been paid, the Due Date will appear in red font.
Fee The name of the fee. Type The category to which the fee is assigned (e.g., activity, course). Debit Credit The total owed for the fee. The shaded row indicates the total due for the fee. The payments that have been made toward the fee. The shaded row indicates the current total of payments made toward the fee. If partial payments have been made, they are listed on the unshaded rows below the fee to which they apply. Balance The amount of the fee remaining to be paid. 722
Food Service (Portal Users) Overview Account Types Analyzing Account Information Overview Some Portal users will see the Food Service link in the Portal index, as shown: Reports on the Campus Portal will appear in the Reports option in the index on the left. Information in this article is designed to help parents and students navigate the Food Service Feature of the Campus Portal. Reports will appear in PDF format. It is recommended that Campus Portal users have the latest version of Adobe Acrobat Reader downloaded for ease in viewing reports.
Information in this article is designed to help parents and students navigate the Food Service Feature of the Campus Portal. Food Service (Portal) Overview Account Types Analyzing Account Information Overview Some Portal users will see the Food Service link in the Portal index, as shown: Image 1: Food Service Tab The Food Service link will not appear to all users, as it depends on specific school operations and settings. Similarly, the Payments link, which allows Portal users to electronically deposit funds into food service accounts, will only be available if that feature is used by the school. The Food Service feature allows parents and students access to food service information, including: Current account balances Transactions (food item purchases, account deposits of cash, check and credit card, when enabled) Account history (historical transaction records) Account adjustments (debits/credits) Account Types Depending on school setup of food service accounts, the organization of the Food Service screen may vary. Most users will have individual accounts, where an account exists for each member of a household. Other users may have family accounts, where one account is shared by all individuals in the household. The Portal Food Service screen will change slightly, depending on account setup. 944
Individual Accounts When the Food Service icon is selected from the Portal index, the page will display account summary information. If the school has set up Food Service accounts for individual members of a household, the Account Name column will contain the name of each person with an account. The screen will resemble the following (two, individual student accounts within the same household): Image 2: Student Food Service Accounts Students within a household may have individual accounts. Transactions can be organized by student. Analyzing Account Information The following features of the Food Service tool will be available to the user:
Image 4: Account Information Account Information Area Houssehold members who have individual Food This column indicates the number associated to the accounts established for the This column indicates the balance for each account, as of the current date. The Transaction Detail area, located in the middle of the page, controls which transactions are displayed in the list at the bottom of the page. Information may be filtered based on the fields in this section: Image 6: Transaction Detail 11
Field / Description Button Show Transactions for This dropdown field allows the user to select the person/account to be reviewed or printed. If switching between accounts, click the Go button to refresh the information in the Transaction List table. If accounts are set up as family accounts, the user can choose to view/print specific student transactions or family account transactions.
Month When the Month button is selected, the user may select a month from the dropdown list that appears. After clicking the Go button, all transactions posted for that month will display. The Ending Balance total at the bottom of the page will be the balance as of the last day of the selected month, OR, the current date, if the selected month is the current month. Date Range When the Date Range button is selected, the user should enter a start date and an end date in the two fields that appear. After clicking the Go button, all transactions posted on and between the specified start and end dates will be displayed in the Transaction List table. Go Print Transaction List Table Clicking on the Go button refreshes the display of the Transaction List table, based on the criteria currently displayed in the Transaction Detail area. Clicking on the Print button will generate a PDF of transaction data, based on the criteria currently displayed in the Transaction Detail area. The following types of information may appear in the table at the bottom of the screen, if the account has applicable transactions posted: Image 7: Transaction List Column Date Patron Description This column contains dates on which transactions occurred. The patron to whom the transaction directly relates. 48 13
Item The transaction type - generally a deposit or (food) purchase, but may also include adjustments, voided items and starting balances. Purchases - each item and/or meal name will be indicated (e.g., Brkfst Meal, Pizza, Milk, Ala Carte). Deposits - to the account, it will be listed as "Deposit" with a description of the payment method listed in the Comment column. Entries in gray font are posted transactions that have been successfully voided. Entries in red font represent the action of voiding the original transaction (the preceding items in gray font). Comment Entries in this column provide additional details on the transaction listed in the Item column. These are a standard set of labels applied to the transaction. Comments on Purchases - If the transaction was a meal or food item purchase, the school's internal method of processing may be indicated (e.g., Cafeteria Serve, Class Serve). Comments on Deposits - If the transaction was a deposit, the payment method is indicated as "Cash," "Check #," "Credit Card #," "Online Checking" or "Online Savings" (the last three options are only applicable if a school allows that type of payment method). Voided Transactions - If the purchase or deposit transaction has been voided, it will be indicated. Comments on the voided transaction will display, if entered. Entries in gray font are posted transactions that have been successfully voided. Entries in red font represent the action of voiding the original transaction (the preceding items in gray font). Debit Credit This column indicates a purchase or adjustment amount that reduced the current account balance. This column indicates a deposit or adjustment amount that increased the current account balance. Below the Transaction List table are two three totals:,, Total Debits Total CreditsEnding Balance as of [Date]. Overview Each district that uses Campus is provided with Portal functionality. Schools should allow the use of the Portal only after data within Campus is accurate. Campus settings should have been verified, addresses should be correct, grades entered, etc.
Image 1: Campus Parent Portal Accessing the Portal The Portal can be accessed by parents of enrolled students. Parents will see all children in their household, or students that are related through the Guardian checkbox of the Relationships tool. Students can also be given access to the Portal, but they will only be able to access their own information. 15 60
Image 2: Portal Login Using the GUID/Activation Key to Create Usernames and Passwords The Activation Key is only needed the first time the user accesses the Portal. Upon logging in, the user will be required to establish a username and password for subsequent logins. Image 11: Portal Login Image 12: Activation Screen
1. From the Portal Login page, select the first Click Here option under the First Time using Campus Portal? heading, which requires a Portal Activation Key. 17
2. Next the Activation Screen will display. This is where the user should enter their Activation key (32-character GUID). Once the Activation Key has been used to create an account, it cannot be used again. 3. Click Submit. The Activation Key will be verified, and when approved, a screen will prompt the user to create a username and password. 4. Enter a Username. It is bests to use an alphanumeric (both letters and numbers) username. 5. Enter a Password. Again, it is best to use an alphanumeric password. Passwords should be at least 6 characters long. If system preferences have been sent to require a Strong Password, it must meet three of the four qualifications: A lower case letter (a, j, r, etc.) An upper case letter (A, J, R, etc.) A number (3, 7, 1, etc.) A symbol (@, %, &, etc.) 6. Re-enter the password in the Verify Password field. 7. Click the Create Account button. Image 13: Successful Account Creation This action will create the username and password. The username and password will be verified, and upon approval, the portal account will be created. Use Click Here link on the account creation page to enter the username and password to access the Portal information. Portal Considerations Before completing the necessary steps to give parents access to records contained in Infinite Campus, there are some key discussions that need to occur with faculty and staff to outline the internal school policies and procedures. 68
Attendance Parents can see absences and tardies the moment the teacher or attendance clerk saves an attendance entry. Therefore, an attendance timeframe should be set, such as the first ten minutes of class. Teachers should feel comfortable taking attendance in that time. This attendance timeframe and other related attendance policies should be communicated to parents in the initial Portal letter or by some other means. Because parents can see attendance information immediately, teachers and attendance staff should develop a level of proficiency in taking and managing attendance information before allowing attendance to appear in the?portal. Grading As with attendance information, parents can see available Grade Book information, such as scores and comments, as soon as they are saved. Parents can see assignments as they are created, including blank scores for assignments that have not yet been graded. This can cause concern about missing work and pressure on the teachers to enter scores quickly. School should establish a grading deadline (turnaround time) for assignments to be graded and entered in Campus. Some schools give a two week deadline to teachers to grade and record scores. This policy should also be communicated to parents. Teachers have the option to hide assignments and scores from the Portal, but hidden assignments are still included as part of grade calculations. Teachers should be reminded of the impact of hiding assignments and how to use this option properly, such as hiding assignments that have been created in Campus by not yet assigned or collected. Navigating the Campus Portal Once logged in, an index of accessible information for the household as a whole is listed in the navigation pane located on the left hand side of the screen. Sign Out and Home buttons appear in the top right corner of the screen, with the Name of the individual logged into the Portal appearing next to these buttons. Clicking the Home button will take the user back to the homepage seen upon signing in. This page contains the and Family User Account sections of the navigation pane. When a user first logs in the Messages tab located in the Family section is selected. Image 3: User Name and Home and Sign Out Buttons Use the Switch Student drop down in the top left of the screen to view all of the students a user has rights to view and select a student to view Portal information for that student only. Only students with an enrollment in the current year or an enrollment next year will display in the list. 19
Image 4: Switch Student Option Students can be enrolled in multiple calendars or schools. When this is the case, another dropdown menu will indicate which enrollment information is currently being viewed and will allow the user to view the information from other enrollments in the current year.
Image 5: Switch School Option When signed in as a parent, the Family and User Account navigation panes appear on the left side of the screen. When a student is selected in the Switch Student option, an information section specific to that student will appear above the Family section in the navigation pane. The tabs in the Family section apply to all students to which that user has rights. For example, when accessing the Calendar tab from the Family section, a calendar will display assignments, day events and attendance for all of the students, whereas when accessing the Calendar tab from the student section, only information specific to that student will appear on the calendar. 21 74
Image 6: Left-side Toolbar for a Family/Household and for a Student The following information is detailed in order of appearance, beginning with the Family and Student sections and then the User Account section of the navigation pane. Family Section The following sections describe the various tabs which appear in the Family section. Districts can control what information appears in the Campus Portal, so it is possible that not all of the following tabs will appear for all users. When a tab in the Family section is selected the user will be removed from the context of a student if one was selected in the switch student drop list. Messages The Messages tab is selected by default. Its contents are divided into three sections: District Notices, School Notices and the Inbox. If a section contains no information it will be closed by default. Notices are sorted by start date and display until the expiration date is reached. The Inbox displays student related messages ordered from newest to oldest. The type of messages depend on the schools' use of Campus Messenger. Possible messages include missing assignment notices, failing grade notices, attendance notices, behavior notices, surveys and general information notices. Users can view notices at anytime by selecting the Messages tab or by clicking the Home button in the top right of the Portal. Image 7: Messages Family Members This tab details the demographics information of the household, such as address, email, phone and a list of other members of the household. The household's physical and mailing addresses and all individuals designated as part of that household are viewable. Upon clicking an individual's email address, an email addressed to that person will open in the current user's preferred email program.
Image 8: Family Demographic Information The household is based on the relationships established between students, guardians and siblings. This definition fits the traditional family model as well as other organizations, such as a student who belongs to two different households. The school can give access rights to all parents/guardians to whom the student has a relationship or only specific rights to one parent or guardian. This authorization structure is established when the custodial parent or guardian informs the schools of the rights of each parent or guardian to this information. Calendar The Calendar tab, when accessed from the Family section displays calender events for each school in which a student is enrolled. The calendar defaults to the current month but users are able to view previous months and future months by clicking the black arrow buttons on either side of the month and year. Image 9: Family Calendar All student assignments and attendance events (such as absences and tardies) also appear on the Family Calendar. The name of the student to whom the event or assignment relates will appear over the assignment or attendance icon, which is also a link to additional content. Clicking on an Attendance Event will produce an additional screen over the Calendar which provides the details of the attendance event, including what class periods the event affected and the status of the event. 23 76
Image 10: Attendance Detail from the Family Calendar Clicking on an Assignment icon takes the user to another screen which provides details of the student assignment, including a description of the assignment and the date due. Clicking the browser back button will return the user to the calendar. Image 11: Assignment Detail from the Family Calendar Food Service The Food Service tab allows parents to track the and Food Service of their Account Balances Purchases students. At the top of the Food Service screen is a summary section which lists student's account numbers and the balances of their accounts.
Image 14: Family Food Service Summary Parents also have the option of viewing the Transaction Detail for a particular student: 1. Select the student to Show transactions for from the drop down list, which will include all students in the family who have food service accounts. 2. Indicate if the transaction detail should draw from a specific Month or a Date Range chosen by the user. 3. Depending on the selection made in #2, choose a month from the drop down list or enter a date range in mmddyyyy format or by clicking the calendar icon and selecting a date. 4. Click Go to refresh the Food Service Screen and show the Transaction Detail for the chosen student. Parents also have the option to print the Transaction Detail. Clicking Print will generate the Transaction Detail in PDF format to be printed. Image 15: Transaction Detail for a Single Student All transactions for the selected time period will appear, including deposits, meal purchases and a la carte purchases. Below the list of transactions is the student balance at the end of the selected time period. To Do List The To Do List tab provides a summary of assignments that are due and/or late for all students in the family. The summary includes the Student to whom the assignment was given, the Course and Assignment, the Date Assigned, Due Date and the Days Remaining or Overdue. 25
Image 16: Family To Do List The To Do List can be filtered to show All Dates or only assignments for a specific month. Clicking the Print icon will generate the list in PDF format to be printed. Student Section The following sections describe the Student section, which appears above the Family section in the navigation pane after selecting a student from the Switch Student drop list. The information provide in these tabs is specific to the student named in the Student section header. As with the Family section, districts can control which tabs and information are available for parents to see. Registration Some schools allow students to be a part of selecting the courses they will take. This tab is enabled by a school as a part student registration, usually done in the spring. The Registration tab allows student to view required courses and make requests. Clicking on Course Search will cause the Search By options to appear. By entering a Course Name or Course Number and clicking Go, a list of available courses that meet the search requirements will appear to the right of the search fields. Selecting one of these courses will generate a course detail at the bottom of the screen, with options to or Request this CourseRequest as an Alternate. Once the all requests have been made, click Print Request Summary, which lists all requested courses and alternates and has a signature line for parents. 80
Image 17: Registration Any required courses are already listed in the Required Courses section. This list cannot be modified by the user. Also, students can only request courses, not course sections (period meeting times). Counselors finalize students' registration. See the Student Registration (Portal) for more information about registration on the Portal. Calendar The Calendar tab, when accessed from the Student section, displays all day events, assignments and attendance events for that student only. The calendar defaults to the current month but users are able to view previous months and future months by clicking the black arrow buttons on either side of the month and year. 27
Image 18: Student Calendar Icons indicating Assignments Due and Attendance Events are also links to additional content. See the section on the Family Calendar for a further description of these links. Schedule The Course Schedule lists the student's classes in each period and term, along with the time and location the class meets. If a school uses a rotating day or alternating day schedule, the day the class meets will be listed. Parents can use this tool to find out the classes the student is taking along with the teacher's name and room number. Image 19: Student Schedule Clicking the teacher's name with an Email icon next it will generate an email in the user's preferred email program. A Paper icon and a date under a teacher's name indicate that the teacher has posted a newsletter. Clicking the Date will open the most recent newsletter in a new tab of the browser in PDF format. This teacher newsletter provides a way for teachers to communicate with parents and eliminates the need for a teacher to print off announcements and other types of communication. A newsletter will remain available until the end date selected by the teacher. All newsletters whose end date has not been reached as available by clicking the >> or and << in the newsletter display page. Clicking the Name of a course when a grade book icon appears next to it will send the user to the student's Grade book for that course, which includes assignments and grades. 82
Image 20: Grade Book for a Course Clicking View the scoring rubric(s) and/or grading scale(s) for this class will take the user to the bottom of the screen, where the Grading Scale(s) and Rubric(s) appear. 29
Image 21: Grading Scales and Rubrics From within the Grade book, clicking the name of an Assignment will open a screen which provides the details for that specific assignment. This screen including assignment detail and allows parents to see missing and late assignments. Clicking Back to the complete Grade book will return the user to the Grade book screen. 84
Image 22: Assignment Detail within Grade Book Attendance In some districts, posting assignments is optional for teachers, so this information may not always be available. Using the Attendance tab, parents can monitor student attendance using a variety of summary options. The attendance information displayed on the portal occurs in real time as the teacher or building attendance clerk enters absent and tardy designations. Attendance tab displays for the selected student. The Calendar allows parent to quickly view attendance for each month. Clicking the black circled arrow allows parents to view each month in the current school calendar. Today is outlined in blue. All instructional days are selectable. Non-instructional days are grayed out and cannot be selected. Attendance events display in color according to the legend beneath the calendar. Selecting a colored day in the calendar displays the detailed in a pop up window. A set of four tabs allows a user to view attendance information by Course, by Period, by Day and by Term. 31
Image 23: Student Attendance The attendance colors are defined as follows. These definitions can vary by district. Color Code Definition Green Excused Parents notify the school with a reason for the absence and district policy determines if this is an excused absence, such as illness, funerals, medical appointments, etc. Red Unexcused Districts have determined that the absence is not excused. This might include truancy, suspensions, unplanned vacations, etc. Grey Exempt Yellow Unknown These are usually school-sponsored events, such as field trips, concerts or athletic activities. The reason for the absence has not been verified by school staff. Attendance taken by the teacher displays in yellow until it has been verified by school staff and an excuse type has been assigned. Clicking on any instructional day in the calendars will generate an Attendance Detail pop up for that day. Attendance Details displays a detailed view of the day listing each period long with the course and time detail. 86
If an attendance event occurred on the day, then the attendance code and description will display in the Description column. If a school has selected attendance comments as an option on the Portal Options tab then attendance comments will be displayed. Click the "X" in the top tight corner to return to the original screen. Image 24: Attendance Detail for a Specific Date Each summary tab provides a detailed view of the students period-based attendance. Selectable links are displayed in blue. Clicking a right facing triangle displays a list of the dates which are included in the attendance period totals.selecting a date allows the user to view the Attendance Details for the day. When a period count link is selected a pop up displays excuse type detail. The Period tab allows the user to move from one term to the next using the arrows located below Attendance Summary by Period. The Term tab offers an additional column displaying Whole/Half day attendance for each term. 33
Image 25: Attendance Summary by Period In the Attendance Summaries, numbers or dates indicating attendance events can be clicked on to generate an additional detail screen about that attendance event or day. Clicking a number, such as an absence total, will display a detail screen as in the image below, describing attendance events as Excused, Unexcused, Exempt or Unknown.. Image 26: Attendance Detail Screen 88
Transportation The Transportation tab stores two kinds of transportation information. First, it lists the details of the Bus(es) the student takes to and from school, including bus number, time of pickup and dropoff, location of bus stop, late bus information, if applicable, and the number of miles transported. Below the Bus Detail is the student's Parking information, if applicable. This section lists the make, model and color of the vehicle the student drives to school, as well as the license plate number and whether the student has a parking permit. 35
Image 31: Student Transportation Fees The Fees tab provides a list of all fees assigned to the student. These fees can include a lab fee for a science course, a fee for a field trip or the cost of an athletic activity. Both fees that are still owed and ones that have been paid appear in this list, followed by the ongoing balance for all fees. Image 32: Student Fees Reports The Reports tab allows parents to generate reports of information such as missing assignments, a student's schedule, and any transcripts or report cards that are available. These reports generate in PDF format using Adobe Acrobat Reader. 92
Image 35: Student Reports If applicable, a student's Personalized Learning Plan (PLP) may be listed here. A PLP helps students take responsibility for their learning by establishing academic goals, finding instructional strategies to meet those goals and viewing education in a broad and unified way. Parents can view student progress and accomplishments for each student PLP here. Also, a student's Individualized Education Plan (IEP) may be posted here. Each public school child who receives special education and related services must have an IEP. Each IEP is designed for one student only and is a personalized document. The IEP creates an opportunity for teachers, parents, school administrators, related services personnel and students (when appropriate) to work together to improve educational results for children with disabilities. User Account The third navigation pane can be used to manage account details, such as passwords and contact information. 37 94
Image 36: User Account Toolbar Change Password Some districts require users to reset their passwords from time to time, but users also have the option of changing their passwords at any time. See the Security Features section above for guidelines on creating strong passwords. Image 37: Changing User's Password