Report Prepared by: ATI May 28, 2013

Presented by: Bob Jensen

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.