Help Desk Contact Information
Select option 2 for IMPACT.
Hours of Operation: 7 a.m. to 5 p.m.
Verify Help Desk Contact Information
Hours of Operation: 7 a.m. to 5 p.m.
Frequently asked questions
Introduction to IMPACT
- W hat is IMPACT?
IMPACT is a Web-based solution that has four components to meet the District's various needs for storing and tracking student data; monitoring all students, including children with special needs; and providing the business tools and infrastructure necessary to support District teachers, administrators, staff, and parents. The four components are:
- Student Information Management (SIM)
- Curriculum and Instructional Management (CIM)
- Student Services Management (SSM)
- Gradebook (including Parent and Student Portals)
- Who has access to IMPACT?
IMPACT is used regularly by teachers, administrators, support staff, and Central Office staff. The Gradebook component includes a Parent Portal that provides parents with the ability to view their student's information.
- Will IMPACT be available via the Internet or only over a private network? Can I access IMPACT from home?
Yes, using CPS remote access. Visit connect.cps.edu to log on to remote access. Once you are logged in you can access the IMPACT applications from home or elsewhere.
Introduction to Student Information Management (SIM)
- What functionality does SIM offer?
Here is a high-level overview of system functionality:
Registration & Enrollment
- Family Management
- School Enrollment Lottery
- Daily Attendance for Elementary Schools
- Twice-Daily Attendance for Open Campus Elementary Schools
- Attendance By Period for Middle, High Schools
- Daily and Periodic Reporting
High School & Middle School Scheduling
- Course Requests
- Master Schedule Building and Editing
- Planning Schedule
- Walk-In Scheduling
- Graduation Plans
- Course Catalog
Elementary School Scheduling
- Homeroom Assignment
- Subject Framework
- Walk-In Scheduling
Student Behavior & Discipline
Tracking, Interventions, Progress Reporting for:
Student Support Services
- Student Health
- Medical Information
- Vision, Dental, Hearing Screenings
- Free and Reduced-Price Meals Grade Reporting
- Elementary School Grade Reporting
- Report Cards
- Progress Reports
- Failure Notices
- Cumulative Cards
- High School Grade Reporting
- Grade Reports
- Progress Reports
- Failure Notices
- Academic Enhancement
- After School Services
- Sports Administration
- Early Childhood Education
- Education-to-Career Programs
- English Language Learners
- Out-of-District Placement
- Home-Hospital Services
- Summer School
District & District-Wide Functionality
- Real-Time Updates
- Student Demographics
- Calendars (Next Year Planning)
- Year End Processing
- Search and Query
- Why do I keep getting logged off from the system when I step away from the computer?
The system is set up by default to automatically log you out after 10 minutes of inactivity.
- How do I go back to a previous page I was viewing?
There are several ways to navigate backwards. You can use the links in the Breadcrumb Navigation Trail, which is located in the top row of the screen (e.g., Quick Search > Student Search Results). The Breadcrumb Navigation Trail indicates where you are, and the steps you took to get there.
If backwards navigation is available, the screen names are links that take you back to the respective screen. You can also use the Back button in the browser, but this may not be the quickest way back to the page you are looking for. The links in the Control Bar often are the quickest way to navigate to a screen you were previously viewing.
- Is there a way to track substitute teachers in SMS?
Currently, there is no way to track substitute teacher information in SIM.
- How do I get back to my Home page?
To go to your Home page, click the Home link located at the right-hand side of the Task Bar.
- Can I change the colors of the pages in SIM?
The colors of the application cannot be changed.
- How do I remove a parent from a student family record?
- Locate the student you want to edit via a search and access the Student Record.
- Click the Contacts link from the Control Bar.
- Select the checkbox of the parent.
- Click the OK button.
- What are predefined searches?
Predefined searches are useful student lists, such as Recently Enrolled Students and Withdrawn Students This Year. Predefined searches are pre-programmed in the application
and are available from the Quick Search page. The Quick Search page is accessed by clicking the Quick link, located on the Control Bar.
- How do you perform a search using multiple criteria?
You can search on multiple criteria with both the Basic Search and Detailed Search functions.
A Basic Search allows you to search on basic student information (e.g., student name, age, birth date). A Detailed Search allows you to search on more detailed criteria
(e.g., ethnic category, pending student status).
- In a Detailed Search, what is the difference between All criteria and Any criteria?
The All criteria option is equivalent to and. The Any criteria option is equivalent to or.
For example, if you have created search criteria options of gender is female and grade level (current) is 9th, the All criteria option means SIM searches
and displays students who are female and in the 9th grade. Selecting the Any criteria options means SIM searches and displays all students who are female, and all students
who are in the 9th grade, whether female or male.
- Can I open multiple student records at the same time?
Yes, multiple student records can be opened at the same time, however, only certain sections of the student record can be viewed. The section of information you are able to view is
determined when you open the multiple records.
Multiple students can be selected from most search result lists (e.g., All Students list, Detailed Searches, Predefined Searches). After multiple records
are selected, the student names are listed in a drop-down menu from the top of the Search page. Select the student's name from the drop-down menu to access the section of that
To select multiple students:
- Access a student list or perform a student search.
- From the Student Search Results page, select the students you want to view records for. Students are selected by clicking the checkbox to the left of their name. When you
click the checkbox, a checkmark appears in the checkbox.
- Click the Actions menu from the Task Bar.
- Select the section of the student records you want to view. To select the section, select the Student option from the Actions menu. A submenu appears to the right
with the sections you can select (Demographics, Attendance, Student Behavior, Awards, Schedule, and Credits). Select the section from the list.
- A student record appears. The other students who were selected are available from the drop-down menu at the top of the page. To view additional student records, select that student
from the drop-down menu.
- What are the differences/advantages between a Quick, Basic, and Detailed Search?
A Quick Search allows you to search the student's Last name or ID and/or First or preferred name. A Basic Search provides additional fields to search,
including phone number, current grade, geocode (planning), birth date, and age. A Detailed Search is a good way to find a range of students who match a variety of criteria. Quick and Basic
Searches are better choices for an individual search, whereas a Detailed Search is ideal for a statistical search.
- Can I change the columns of information displayed on a search results list?
Yes, you can add or delete columns of information to most search results lists. Please be aware, when you change any of the columns, most all search results lists contain your changes
and they are changed permanently.
- How can I quickly display students in a specific grade?
The Quick Search page contains links in the Quick Search section for each grade. To view the list, click the appropriate grade number link.
- Where can I find a student's family number?
Family numbers are located on the Family Overview page, which can be accessed from a Student Demographics page.
From the Student Demographics page, click the Family link in the Control Bar. The Family Number is listed in the upper, left-hand corner of the Content
- What information can I access with a Family Search?
A Family Search (Family Record) displays all members of a family that attend a particular school and any contacts listed for the students.
- Can I restore the column settings to the default settings after I've changed them?
Yes, you can restore the default settings of columns on search results lists. To restore the defaults:
- Access a search results list (e.g., All Students List, Quick Search).
- Select the Choose Columns option from the Edit menu.
- Click the Restore Defaults button.
- Click the OK button from the bottom, right-hand corner of the screen.
The search results list appears with the default settings restored.
- What is a Quick Link?
Quick Links are links to pages in SIM and are a convenient way to access frequently used pages. Quick Links are created by the user. Quick Links are listed
on your home page under the Quick Links section. The Quick Links section only appears if you have created a Quick Link.
You can select from the predefined Quick Links, or create a custom Quick Link to most pages in SIM.
- How can I customize my home page?
Your home page can be customized by adding Quick Links and Reports. To customize your home page:
- Go to the Home page.
- To open the Customize Home Page, select Customize Home Page option from the Actions menu on the Task Bar.
- Add Quick Links or Reports from the Customize Home Page page.
- How do I add a predefined Quick Link to my home page?
From your Home page:
- Select the Customize Home Page option from the Actions menu. Predefined Quick Links are located in the Available Quick Links list.
- Click the Quick Link you want to add from the Available Quick Links list.
- Click the Add button.
- Click the O button from the bottom, right-hand corner of the screen. The Quick Link is now added to the Quick Links section on your Home page.
- What is a Saved List?
A Saved List is a static list of students with links to their student records. Saved Lists are located on your Home page. Students can be added or deleted
from a Saved List.
Reasons you may want to create a Saved List include:
- Student volunteers for a school program
- Students who scored below a grade level
- Students whose parents are active in PTA
- How do I create a Saved List?
From the Home page:
- Click the Edit link in the Saved Lists section header. The Saved List page appears.
- Select the Add Saved List option from the Actions menu.
- Type the list name in the List name field.
- Type the list description in the Description field.
- Search for the students you want to add to the list. Type your search criteria in the Last name and/or First name fields.
- Click the Search button.
- Select the students you want to add to the list from the Search results list. Note: To select more than one student from the list:
- Click the first student's name.
- Hold the key on your keyboard down and click the next student you want to add to the list. At this point, both students should be highlighted with a blue background.
- Repeat step b for each additional student.
- Click the Add button. The students you selected are moved to the List members list.
- Click the OK button in the lower, right-hand corner of the screen to Save the list. The Saved List page appears with your new list on the page.
- How do I add a custom Quick Link to my Home page?
- Go to the page you want to add as a Quick Link.
- Select Quick Links > Quick Link This Page option from the Actions menu.
- Type the name of the Quick Link in the Quick Link name field. The name that is typed here is the name of the Quick Link referenced on your Home page.
- Click the OK button. The Quick Link is added to the Quick Links section on your Home page.
- Can I save an alert message so it is not deleted?
Alerts are automatically deleted 30 days after they are sent, whether they are read or not. There is no way to save an alert message past the 30 day time period.
SIM Record Maintenance
- We are renaming our school, how do we change the name of our school in SIM?
To update your school name, contact 3-EXCL, option 2 and provide your updated information. Only the District can change a school name.
- Why can't I enroll a new student?
You must have Principal or Status Coordinator rights to enroll students.
- Can I save a report?
Most reports can be saved after they have been generated. To save a report:
- Click the Save icon on the browser toolbar. The Save a Copy window appears.
- Select the location you want to save the file to from the Save in dropdown menu.
- Click the Save button. The file is saved to the location you selected.
- Can I print a report that lists all my students' birthdays?
Yes, the Student Birthday List Report generates a list off all your students' birthdays. To print the Student Birthday List Report:
- From the Home page, click the Reports link from the Control Bar (located in the ADMIN section).
- Click the Student Birthday List Report link located in the Student List Reports section. The Student Birthday List Report Reports Options screen appears.
- Enter the Start and End Reporting Dates.
- Verify that the All students radio button is selected.
- If you want to include incoming students, select the Include incoming students checkbox.
- Click the Preview button.
- The Student Birthday List Report appears in a new window.
Introduction to Student Services Management (SSM)
- What functionality does SSM offer?
IMPACT SSM automates many manual, paper-based tasks. IMPACT SSM streamlines special education case management and clinical service record keeping.
- Why can't I edit?
You may not have access rights. Please confirm with your principal that you’ve been granted the proper roles in ODA. If the roles in ODA are right and you still have problems please
call the help desk at 3-EXCL.
SSM Record Maintenance
- Why would my transportation request fail?
The services page must be up-to-date and include transportation as a related service.
- Where do I enter a transportation request?
Transportation requests are entered in SIM.
- Is there anyone at my school who can help me with a transportation request?
The school clerk has also been trained on SSM and should be able to help you.
- Why are students who transferred from my school still appearing on my reports?
They will continue to appear on your reports until SSM is updated with the new school information from SIM. This occurs in the evening.
Introduction to Curriculum and Instructional Management (CIM)
- What functionality does CIM offer?
IMPACT CIM offers the CPS community the ability to create and share learning materials online. In addition, teachers and staff can easily align State and Federal standards to their
lesson objectives. Functionality includes:
- Developing and Publishing Lesson Plans
- Accessing District-Recommended Instructional Resources
- Automated Data Analysis of Assessments
- Standardized Test Results
- Benchmark Assessment Results
- Discussion Forums
- What type of instructional materials (units, lesson plans, resources) are available in IMPACT CIM?
IMPACT CIM allows users to link to and search the Illinois Learning Standards when developing lesson plans. CIM offers a modifiable template for the creation and sharing of online lesson
plans, and allows educators to search for instructional resources by Illinois Learning Standard or by Course/Subject.
- What tests are included in IMPACT?
Currently, Chicago Reading and Math Benchmark Assessment data for students in Grades 3-8 are available, as well as historical ISAT data.
IMPACT CIM will make available Standardized Test data (e.g., ISAT current and historical data, historical ITBS, DIBELS, PSAE, EXPLORE, and PLAN). Other student information data, such
as attendance, tardiness, and discipline will be available once SIM is fully deployed.
- When will I know that assessment data is available? How long does it take for assessment data to be loaded into CIM after each administration?
IMPACT CIM receives its scores from REA (Research, Evaluation and Accountability). The process involves REA's initial data cleansing, and loading the benchmark data to the ODS (Operational
Data Store) before it is then loaded into IMPACT CIM. The current complete process can take anywhere from 3-6 weeks. In the coming school year, we will be working with REA to expedite
this process. It is important to periodically view the log-in screen for CIM updates.
- How can I get updated information about my students in CIM? How is student information in CIM updated?
Student information (e.g., personal, demographic, enrollment) is pulled from the SIM system. Currently, the ODA (Online Data Acquisition) tool must be completed by each school's Principal
(or designee) in order for school staff to see data about their students in CIM. Information can only be updated as it is available in SIM.
- How do I log out?
Click Log Out, on the top, right corner of the screen to protect your data from others who may use the computer after you.
- Why isn't my CPSMail password the same as my CIM password? X (Is this still true?)
CIM is not Active Directory or LDAP integrated currently; so CIM only authorizes users against the INSTR domain.
- How long does my CIM password need to be?
CIM only accepts passwords up to 12 characters long.
- When prompted to change my password, I keep trying to type in my new password but it keeps telling me that I have not completed the task. What is wrong?
You have to enter your new password twice. Be sure that all the password conditions are met (6-12 characters long; no special characters; at least 1 letter and 1 number). Also,
at the same prompt password screen, users also have to enter e-mail addresses twice.
CIM Student Profiles
- How can I access a student profile?
You can access a student profile by clicking anywhere that you see a student name in blue text (e.g., from the My CIM homepage, skills analysis page, item analysis page, student analysis
- How can I find a particular student's test scores?
Locate the student’s profile. The student profile displays the student overview by default. Next to the student overview tab is a standardized test tab and a benchmark tests tab.
- How can I find my class test scores in one place?
Locate and click the Analyze this Section link. Then select the Student Analysis tab and select the appropriate report.
- Can I see my past years student profiles in CIM?
Yes. You can access your past years sections by clicking “View Past Years Sections” from Benchmark Dashboard, Item Analysis, Skills Analysis, Standards Mastery, or Student Analysis.
CIM Accessing Assessment Data
- Where can I find Benchmark Assessment data for my class?
After logging in, click the Analyze this Section link which takes you to the Benchmark Dashboard. On this page you will find the most recent administrations of the Benchmark tests
for your classroom. Skills Analysis provides a breakdown of the Course/Section by student performance on each Standard. Item Analysis provides a class-wide summary of results per
question and a student-by-student breakdown of results per question.
- Where can I find Benchmark Assessment data by grade level or school?
After logging in, click the Account button. Click the Report Bank tab to locate grade-level and school reports. You may filter by category to narrow your search.
- Where can I find Standardized Test data for a particular student?
Click on the student’s name (blue link) to access the Student Profile. Click the Standardized Tests tab.
- Where can I find Standardized Test data for my school?
After logging in, click the Account button. Click the Report Bank tab to locate school-level ISAT reports.
- Why would I choose to build a Custom Report over an Analysis Spreadsheet?
Custom Report: It shows patterns in data for a group of students.
Analysis Spreadsheet: Provides columns for multiple data points associated with individual student names.
- Can I change a saved report?
Yes, click on Edit Student Set, Edit Selections, or Edit Options.
- How can I print reports from CIM?
Use the Create PDF link to generate a printer-friendly version of a report. To print multiple reports, use the Batch Create PDF File link.
CIM Instructional Materials Search
- When I type in the name of a strategy/activity in the Keyword box, I receive a screen that says there are “0” resources when I know that a particular strategy/activity is
loaded on the site. What am I doing wrong?
Double-check that you have spelled all words correctly. Also, check to see which filter items you used. For example if you filtered out “Instructional Unit” (by deselecting the green
check) and expect to find a unit you will get “0” resources.
- Where can I find Benchmark answer keys, test booklets, and distractor analyses?
After logging in click the ALIGN tab, then the Materials button underneath. In the keyword area type in “benchmark” and hit search. From the results page, select the “Compiled Resources”
link to access the benchmark resources by grade level.
CIM Lesson Planning
- Can I share my lesson plans with others?
Once a lesson plan has been submitted for approval and has been approved, they become public for that institution.
- Can I attach a Word document, Excel spreadsheet, or PDF to a lesson plan?
Yes. In Section 2: Create Content of the Lesson Plan you have the option to click the radio button that states File. By clicking this, you will be able to attach any
document to your Lesson Plan.
- When I tried to add standards to my lesson plan for Reading, the screen reads: “There are no standards in the system for this subject and grade level combination. Please
change your selection.” What is wrong?
REMEMBER: There are no Illinois Learning Standards for the subject Reading. Switch the subject to English Language Arts.
- Do I have to click Save each time I move to a different component in a lesson plan?
No. Once you have completed the required fields in Section 1 you can navigate to other sections and CIM will automatically save your work.
- When I cut and paste into a lesson plan field from a Word document, the font and spacing changes. Is there a way to prevent this?
Yes. After cutting and pasting from Word, click the Microsoft Word icon, located at the top of your field; fonts and spacing should be cleaned up.
- How do I know if I have successfully saved a lesson to be taught in my lesson planner?
There is a confirmation page that appears once you save your lesson in the Lesson Planner or you can click on Planner to view your calendar.
Introduction to Gradebook
- Does Gradebook support student pictures?
Yes, Gradebook supports student pictures. In addition, student pictures can be graphically manipulated to match the seating
configuration of the classroom. Elementary schools will need to petition their picture day photographers for a CD or storage device that holds all student pictures taken at their school.
Once received, these pictures can be uploaded into Gradebook. The IMPACT team has provided details surrounding this process with the school’s on-boarding documentation.
High school student pictures will be uploaded in to Gradebook automatically through the Verify system.
See link for details: http://impact.cps.k12.il.us/downloads/UploadingESStudentPictures.pdf
- Will access to the IMPACT SIM module be cutoff once a teacher begins using Gradebook?
Access to SIM will not be immediately cutoff for Gradebook users; moreover, there
have not been any definitive discussions to date on this topic. However, once a school has been fully converted to Gradebook, teachers must use Gradebook for
entering marking period grades and recording attendance.
- Do you need a CPS network account to access Gradebook?
- School-based staff requires a CPS network account for access to Gradebook. Typically, any teacher defined in the STEACHER role in ODA and scheduled with courses in SIM has access.
- Students using the student portal require a FirstClass account to access Gradebook. At this stage 5-12 grade students have FirstClass accounts.
- Parents do not require a CPS network account, but create their own accounts in the parent portal and then link those accounts to the appropriate student records with the school generated
- What are the primary steps that need to be accomplished before teachers get access to Gradebook?
There could be a number of reasons a teacher does not appear in Gradebook.
Gradebook draws teacher, students, and class information from IMPACT SIM; following the process below is the best way to ensure that teacher access is provided.
- Principals must ensure all teachers are properly assigned in ODA
- SIM scheduling must be completed accurately.
- The teacher must be scheduled as having a class or homeroom in SIM to be pulled into Gradebook.
- Multi-track school teachers must be scheduled as a homeroom teacher in Gradebook (either real or as a placeholder) in order to have access to Gradebook.
- I believe we have completed scheduling, why can't I see a teacher in Gradebook?
First, check to be sure that the "teacher" role is defined in ODA and is active in SIM. Second, if the schedule change was done "today", Gradebook will not pull the
new schedules until that evening. Third, if a teacher gradebook has been verified, it will need to be unverified in order to accept new schedule changes.
- I can log in to Gradebook but cannot see my classes/students?
First, make sure scheduling was handled properly in SIM. School schedulers can call the 3-EXCL Service Desk at (773) 553-3925, option 2 for verification. Second, check to see if the
teacher's gradebook is verified. Verified gradebooks do not accept schedule changes or additions. Depending on who verified it, the teacher or the grade coordinator can Unverify.
- Why can't my resource or special education teachers access Gradebook?
Gradebook only pulls teachers who are assigned as the primary teacher to a course or homeroom.
Those teachers can share their Gradebooks with other teachers using the Alternative Teacher function under the Course Maintenance page (accessed by clicking on a course title).
- How do I get rid of teachers that are showing up on my gradebook drop-down list, but who are inactive teachers, not teachers at the school, or have left?
should unassign these teachers from ODA.
- Can I access Gradebook on a Mac?
Gradebook can be accessed from a Mac from within the CPS Network. A new version of the CPS Remote Access client released late
October 2008 allows Mac users access from home.
Gradebook and ELL
- What languages are available for the progress reports and report cards?
Both the elementary and high school progress reports are available in English, Spanish, and
- Why can’t bi-lingual lead teachers add ELL proficiency marks to the progress report and report card?
As with SIM, there is a screen that supports the entry of domain
standards for ELL students. However, at this time only homeroom teachers can enter the required marks. Additional SIM configuration work is required to allow this level of access for
bi-lingual lead teachers.
Please see: http://impact.cps.k12.il.us/downloads/Gradebook_Progress_Report_Help_Guide.pdf
- How do I modify the language in which a progress report or report card is printed?
The Mass Language Assignment utility can be used to assign a “correspondence language” to groups of students. The ability to set ‘correspondence language’ for groups
of students is staff with the school administrator role: English, Spanish and Polish are the only available options. The correspondence language selection dictates the language
output for the following three reports:
- Progress reports
- Report cards
- Parent portal PIN letter
Note: The default language for each student is based on the language value set by schools in Gradebook during the first quarter of this year. As such, the work performed
by schools was not a wasted effort.
- To access the screen in Gradebook, go to Tools and Settings then click “Mass Language Assignment.”
- To assign the appropriate correspondence language to a group of students choose whether you wish to filter the students using one of the drop-down lists at the top of the page.
- Available filter options include:
- Teacher, Course
- Activity (pertains to the “Activity Codes” that can be used to group students in Gradebook)
- Grade Level
- Bilingual (“Yes” to include only ELL students, “No” to exclude ELL students, “All” to include all students)
- Once the appropriate filter has been selected, click “Get Students” to populate the filtered student list. Once the list has been populated, select students (you can use the “Control”
and “Shift” to multi-select, or click and drag to select a range of students) and click the “Select” button to transfer them to the “Selected Students” list.
Gradebook System Synchronization
- What is the timing/frequency of the attendance data synchronization between systems?
Attendance recorded in Gradebook is moved to SIM every 90 minutes between 10 a.m.
– 5 p.m. Monday through Friday.
Attendance changes made in SIM are brought back to the Gradebook on a daily basis at 2 a.m.
- How/when does gradebook update SIM with grades?
Grades are exported into SIM at the end of each marking period: at the end of each progress report and report card interval. Changes that need to be made after this point must be done
in SIM by the grade coordinator. Changes made to marking period grades in SIM by grade coordinators will be synchronized with Gradebook. However, changes made to progress report grades
in SIM will NOT be synchronized with Gradebook.
- What Gradebook attendance report (if any) or display includes all Gradebook and SIM updated attendance? Can IMPACT provide a quick guide as to what information each "Gradebook" attendance
related report is meant to provide?
Gradebook's Teacher Verification report is an "all encompassing" attendance report, displaying both teacher codes entered in
Gradebook and administrative codes entered in SIM in the following format: (TEACHER CODE/ADMIN CODE). However, keep in mind if an attendance coordinator enters attendance straight
into a teacher's gradebook; this is not recognized as an administrative code and will not be reflected as such on the report. If a teacher is unable to submit attendance themselves,
the attendance coordinator should enter attendance on their behalf in SIM.
- Can PE/PK teachers take attendance in Gradebook?
It is technically possible to record PE/PK attendance in Gradebook. However, a good number of schools continue to do so in SIM. The Gradebook team is working to definitively document
the school-side process for configuring PE/PK classes in a manner that will allow the interface to pull the data. As PE/PK student schedules are different than K-8 students, the nature
of the data exchange between systems is somewhat different.
- Can Gradebook generate ‘cut’ reporting at the high school level?
High school cut reporting is not available from within Gradebook. In fact, same day cut reporting is not currently available in any system because attendance is calculated on
a nightly basis. However, a nightly process extracts attendance data recorded in Gradebook and exports it to the Verify system, which remains the conduit for cut reporting for most high
- Is Gradebook the system for delivery of the monthly summary report?
Monthly summary reporting remains available via the District Reporting Portal. There are no immediate plans to move the location of the report or the audience the district portal is
available to, which at the school level is the principal.
- How do attendance clerks make edits to teacher attendance?
Attendance clerks make attendance edits in IMPACT SIM. Clerks also should use SIM for the generation of 5 and 10 day letters and for the submission of attendance for substitute
Attendance clerks should use Gradebook to access some new reports and to ‘mass assign’ attendance for groups of students. The ‘Mass Assign’ feature in Gradebook is much easier to use
than the SIM equivalent.
See elementary and high school use cases listed under “Gradebook Announcements” on the IMPACT home page
- Does Gradebook support ‘double period attendance’ for classes that extend longer than one period and are taught by two separate instructors?
Gradebook supports double period attendance as long as the class is properly configured and scheduled in SIM. Ultimately, the accurate and timely completion of school scheduling is the
most important pre-requisite to having an accurate teacher gradebook.
- Do teachers have to have attendance entered during the corresponding period? Can they do it later?
Teachers should submit attendance during the same period. Timely attendance is crucial and mandated by the District.
- Can teachers change attendance in Gradebook once entered?
- In SIM, once a teacher submits attendance they cannot modify it. So if a student marked absent at the start of class comes in after attendance has been submitted
the attendance clerk would have to change the absent to a tardy.
- In Gradebook, a teacher can modify attendance for the duration of that attendance day. Using the example above, if a student marked absent at the start
of class comes in after the initial submission of attendance the teacher can make the modification to tardy without going to the attendance clerk.
- Does Gradebook support an administrative report that identifies teachers that are chronically late submitting attendance?
Gradebook allows for administrative reporting that identifies teachers that do not submit attendance in a timely fashion. These reports are available to principals, Area Attendance Administrators
(AAAs) and Chief Area Officers (CAOs). As well, principals can use a feature that automatically generates an e-mail to teachers with missing attendance.
- Are teachers responsible for going back and changing unexcused absences to excused?
Attendance clerks are responsible for making changes to student attendance after the date of attendance and those changes will occur in SIM.
- Is there any way to note if a substitute teacher has entered attendance?
Substitute teachers record attendance on paper and submit it to the attendance office. Substitute teachers do not have access to any IMPACT module, including Gradebook.
- Are high schools required to enter attendance once-Division time, every period based on the school’s restructured day (block – 4 per day), or for every period (breaking clock
into 7-8 periods)?
The Illinois School code requires that high school attendance be taken on a period-by-period basis. OHSP ensures that schools using block scheduling are appropriately scheduled to record
- Can a teacher change his or her own grading scale or is it preset to the standard CPS grading scale?
By default each school is set to the recommended CPS grading scale. At the present time, only elementary school principals can call the IMPACT Help Desk to request a change to
the school scale based on a local standard. As the grade conversion tables are defined at the District (or campus, on request) level, teachers can choose between these scales or can choose
to add points to the average of the student. This gives teachers some flexibility in defining the grading scale for their classrooms. High schools are locked into a standard grading scale.
- How do you know what children are on what grading scale?
At the present time each school is configured with one grading scale.
- Can teachers set their own grading categories?
To facilitate the initial configuration process for teachers, each individual teacher’s Gradebook is setup with the following default category groups and weights.
The default category values listed above should provide CPS teachers with a useful baseline. However, teachers have the flexibility to add/delete categories and adjust weights
to accommodate their unique classroom model.
(3) Class Participation=10%
The IMPACT team highly recommends that teachers solidify their Gradebook categories before adding individual assignments. Deleting a Gradebook category deletes
all assignments associated with that category.
- What happens to Gradebook if I override my calculated average?
The override cycle average trumps any calculated average handled by the Gradebook. This is done through the teacher's Verify Gradebooks page. Keep in mind, if a teacher wants to add
assignments and use the Grades tab after entering an override grade, he or she will need to remove the override grade to allow Gradebook to recalculate grades correctly.
- What happens at the end of the cycle?
1) Your school administrator will advance the grading cycle. 2) Teachers will have read-only access to their previous cycle gradebook.
3) Categories will resume their default settings, but teachers can choose to copy over their customized categories from the previous cycle by going to the Categories page and clicking
button "Use Categories from Previous Cycle."4)
Teachers can begin entering new assignments for the next cycle.
- How and when can a teacher verify or unverify a Gradebook?
A teacher can verify their gradebook at any time. Mandatory verification at specific times during the cycle
(for example, report card time) is a local school decision. The teacher can verify and unverify their Gradebook under Verify Gradebooks. Administrators can do this through Tools and
Settings-> Teacher Verification. If a teacher verifies their Gradebook, he
or she can unverify it. If the administrator verifies it, only he or she can "clear" the teacher verification to allow the teacher to have access to their gradebook again.
NOTE: The CLEAR button does not clear grades entered, only the verification.
- Can a teacher go back and modify a grade after the end of the progress report/marking period?
After progress reports, if their Gradebook is unverified, the teacher may go back and add to/modify grades. After the marking period ends, any changes/modifications to grades must be
entered by the school administrator or grade coordinator in SIM.
- How can I continue entering assignments during the same cycle after progress report time?
Teacher gradebooks must be unverified to allow for additions or modifications.
Teachers can verify and unverify their Gradebooks under Verify Gradebooks. If the administrator verifies it, only he or she can "clear" the teacher verification to allow
the teacher to have access to their gradebook again. NOTE: The CLEAR button
does not clear grades entered, only the verification.
- Do you have to unverify your gradebook after progress reports?
Teacher gradebooks must be unverified to allow for additional grades to be entered, such as after progress reports are run.
Gradebook Progress Reports
- What system should schools use to generate progress reports: SIM or Gradebook?
All schools should use Gradebook to record marking period grades and generate school progress reporting.
- Who can run progress reports?
Progress reports can only be run by an administrator and is available under the Reports menu. This is NOT to be confused with the Progress Report icon within an individual teacher’s
- Where is the kindergarten progress report?
The progress reports available in Gradebook are for grades 1-8. There is not currently a sanctioned, District-level kindergarten progress report. Therefore, there is not a kindergarten
progress report in Gradebook. However, there is a kindergarten report card that supports the ‘W’, ‘P’, ‘B’, ‘/” scale.
Kindergarten grades may be entered by clicking on "verify gradebook" and entering the corresponding K grade in the "override cycle avg." Benchmarks may be entered
by: 1) Click on "Grades" in the teacher gradebook 2) click on the "-" under the column "AVG." 3) Select "report card entries" from the "View" drop-down
menu 4) Enter the data for the various benchmarks. 5) Repeat this process for each student.
- Can different subjects be added to the progress report, or a free form text field for data entry?
Schools wishing to add subjects to the elementary report card must have these subjects approved by the Office of Elementary Areas and Schools (OEAS). Please contact Darlene Fulbright,
coordinator. OEAS will forward approved subjects to IMPACT for inclusion on the requesting school’s report cards.
There are no free form text fields on the Elementary School Report Card.
- Can benchmarks be entered for high school students?
This can be accessed by clicking on a student’s average, then change the view from ‘Grades’ to ‘View IPR entries.’
- I have tried to generate reports with no success. Is it because not all of the teachers have verified their grades?
No. Reports can be generated even if teachers have
not yet verified their gradebooks. School administrators can monitor teacher verification under the Tools and Settings -> Teacher
- Is it possible to ‘schedule’ progress reports to run on a weekend?
The scheduling of progress reports is not possible at this time. Gradebook does not support queued reports. The school administrator coordinator must hit the ‘Generate’ button to commence
the print job, but does not have to stay online while the reports generate. Also, once Gradebook is remotely accessed, the “Generate” button can be clicked to kickoff the report run.
This only requires that the school printer be accessible while logged in remotely.
- Can a school administrator save an ‘all inclusive’ file of all student progress reports into one local PDF file?
Each grade level is stored as its own document, so if a principal wanted to save those files he or she would be able to do so. However, the files will also be stored indefinitely in
the Gradebook database and will be retained through the year-end archive process.
Gradebook Report Cards
- Does the Gradebook accommodate the kindergarten report card?
Yes. Gradebook does accommodate the Kindergarten Report card. Kindergarten grades may be entered by clicking
on "verify gradebook" and entering the corresponding K grade in
the "override cycle avg." Benchmarks may be entered by: 1) Click on "Grades" in the teacher gradebook. 2) Click on the "-" under the column "AVG." 3)
Select "report card entries" from the "View" drop-down menu. 4) Enter the data for the various benchmarks. 5) Repeat this process for each student.
- Can I print a report card if I haven’t verified my gradebook?
Yes, the grade coordinator or other administrator may print a report card without verifying gradebooks.
Teacher Verification is simply a helpful tool to let the administrator know gradebooks are "signed off" and ready to be processed for grade reports.
Gradebook General Questions and Special Functions
- When is the cutoff date for an elementary school to change a grading scale?
The last date for an elementary school to request a change in grading scale is the end of the first marking period.
- Do PE/PK teachers enter Grades in the Gradebook?
No, PE/PK teachers use the COPA system to submit grading and performance information on PE/PK students.
- Is it ok to delete a class; what is the protocol?
1) First check with your principal or grade coordinator to ensure that it is approved to delete a class. 2) Make
sure all students and grade averages have transferred. 3) Select the class you would like to delete from the drop-down menu. 4) Click on the class name to bring you to the Course Maintenance
page. 5) Click "delete."
- What relevance do the grade marks have at the bottom of the gradebook? (Ex: A = 97)?
The measurements at the bottom of the teacher's gradebook reflect the Alpha to
Numeric conversion for each letter grade. This points to the midpoint of the grading scale for that mark. For example, if the grading scale for an 'A' is 93-100, and a teacher enters
an "A" for a student, that A will be calculated as a 96.
- How to add a student's homeroom designation to the classroom roster page?
1) Click on the teacher's name on the left side of the teacher gradebook. 2) From the "View:" drop-down menu, select "Display Student Fields." 3) Select "homeroom" and
click "Update." This setting is linked to the teacher profile and will affect all classes.
- How does the transfer of grades work when a student changes schools? How does a teacher drop or transfer students?
If a student transfers to a new section of a course with the same teacher, the teacher can transfer the entire student's assignments over to the new section. However, if the student
transfers into the same course but taught by a new teacher, the new teacher can choose to use the WALK IN AVERAGE by navigating to the Grades by Student page. The WALK IN AVERAGE will
even follow the student to a new campus within the district. All schedule changes are shown in Gradebook. The student's name will show up in the original teacher's Gradebook with a (D)
beside his/her name. This teacher can HIDE INACTIVE STUDENTS by clicking on their Teacher Profile page. For more detail, please follow the directions from the document "Transfer
Students Overview" at http://impact.cps.k12.il.us/publications.asp
Note: If the teacher is using Total Points Logic, the Walk-in Average does not function in this manner because the grades are calculated
raw instead of as percentages. In these cases, the walk-in simply can’t be automated.
- How does a school add an activity code or create an activity group?
Activity codes are first defined by a school administrator under Database Manager->Activity Codes. Students can then be assigned to activity code groups through Tools and Settings-> Student
Activity Codes. Teachers can be assigned to oversee these Activity Code groups through Tools and Settings->Teacher Activity Codes. For more details, please see “Using Activity Codes”
under “Gradebook Announcements” at http://impact.cps.k12.il.us/publications.asp.
- Please explain which non-traditional, assignment level codes can be used in Gradebook and how do they calculate on the progress report grade if I use my gradebook to that
Leaving an assignment grade blank does not affect the average.
“M” or “MSG“
Demarking “M” or “MSG” is translated as ‘missing’ and is the equivalent of a zero and factors into the average as such.
“E” or “EXC”
Demarking “E” or “EXC” is translated as ‘excused’ and does not factor into the final average
“I” or “Inc”
Demarking “I” or “INC” is translated as ‘incomplete’ and does not factor into the final average.
- If an elementary school changed their grading scale after teachers started submitting assignment grades, will the grades calculate according to the new scale?
No. If a change to the grading scale is made mid-stream, grades will be recalculated overnight. If the teacher needs to see the updated averages immediately, he or she can “verify”
and then “un-verify” the gradebook after the scale is changed.
- Does Gradebook replace IMPACT SIM as the mechanism for generating critical attendance reports, progress reports, and report cards?
The minimum requirement for teachers to use Gradebook is for daily and/or period attendance and to record marking period grades required to support progress reports and report cards.
As such, Gradebook has become the standard tool for generating school-based attendance reports, failure notices, progress reports, and report cards.
However, Gradebook is not used to generate the following reports:
- Elementary school cumulative cards
- High school student transcripts
- 5 and 10 Day Absence Letters
- Monthly Attendance Summary
- Does Gradebook support a multi-track school calendar?
Gradebook supports schools with multi-track calendars; but requires the use of the Gradebook Simple Scheduling feature.
Gradebook Parent and Student Portal
- Can a school with a current, local gradebook (Edline, GradeQuick, etc.) choose to continue to use their system instead of using IMPACT Gradebook?
- All schools are required to use IMPACT as the primary tool for recording daily or period attendance.
- All schools are required to use Gradebook for entering marking period grades needed to generate progress reports (high schools), failure notices (elementary schools), elementary school
report cards, and high school grade reports.
- When do Parent portals go live for all schools?
The Parent and Student Portals went live for all schools in January 2009.
- A parent cannot find our school in the portal drop-down list?
Schools should instruct parents to look for the full name of the school from the drop-down list. Example: "William Howard Taft" and not "Taft".
- Does Gradebook offer automated alerts to parents on grades and/or attendance status?
Yes, Gradebook allows parents to define automated notification guidelines for attendance and grading. Gradebook supports e-mail and text message notifications.
- How do parents ‘sign-up’ for an account?
The IMPACT team has provided school administrators with an on-boarding packet that includes specific guidelines for the distribution and administration of parent accounts. At a high
level, schools are instructed to engage parents during school registration and enrollment.
- Do the parent portal screens display in multiple languages?
The parent portal screen is displayed in English and Spanish at this time. However, all grade reporting and correspondence that is currently available in CPS supported languages is implemented in Gradebook.
- Are students at all grade levels given access to view online grades via Gradebook’s Student Portal?
The IMPACT team has provided student-level access for all students
that have an active FirstClass e-mail account. At this time, that includes all 5th-12th grade students. Moving forward, the Student Portal will be made available to 1st-4th grade students
after FirstClass accounts have been established. Student accounts for all network applications are synchronized, and allocation of a FirstClass account is the first step in the process.
- When do I use Verify and what is available in Verify?
Verify is the single place for entering student discipline (SCC violations), alleged employee misconducts, injuries, property damage, harassment/threat incidents and vehicle incidents; eliminating the need for dual entry and making data analysis easier. Functionality available in Verify includes:
- Discipline and incident reports
- isconduct Report
- Expulsion referral tool
- Automated e-mail notification to principal upon incident entry
- Truancy monitoring
- 5, 10 and 18 day unexcused absence letters
- Intervention data entry and tracking
- How do I get access to Verify?
School-based staff can be given access to Verify through ODA. Network staff and Central Office staff can send access requests to the Verify Program Manager, Natalie Gemmell-Bilik (firstname.lastname@example.org).
- What ODA role do I need to access Verify?
High School users must be assigned one of the following roles:
Elementary School users must be assigned one of the following roles:
- Principal – Full access.
- Assistant Principal - Full access.
- Attendance Clerk – Access to Search, Viewbar, Truancy Reporting.
- Disciplinarian - Access to Search, Viewbar, Detentions, Student Misconduct, Incident Reporting, Interventions.
- Tech Coordinator – Configuration access.
- Counselor – Access to Search, Viewbar, Messaging, Behavior Analytics, Interventions.
- Scheduler – Access to Search, Viewbar, Calendar.
- ID Clerk – Access to Search, ID printing.
- Security Guard - Access to Search, Doorswipe, ID.
- Textbook Clerk - Access to Search, Viewbar, Textbook Assign.
- Textbook Admin - Access to Search, Viewbar, Textbook Management.
- Business Manager – Access to Search, Viewbar, Student Finance Management.
- Cashier - Access to Search, Viewbar, Student Debts.
- Prncipal - Full access.
- Assistant Principal - Full access.
- Attendance Clerk – Access to Search, Viewbar, Truancy Reporting.
- Disciplinarian - Access to Search, Student Misconduct, Incident Reporting, Behavior Analytics Interventions.
- Tech Coordinator - Configuration access.
- Counselor - Access to Search, Behavior Analytics, Interventions.
- How do I login?
Verify is accessible through the IMPACT launch page. Use your CPS username and password to log in. You must have an appropriate ODA role in order to access Verify.
- How do I login to Verify from home?
In order to access Verify from home you need to first have remote access. Information about setting up remote access can be found at the ITS Remote Access Support Website http://vpn.cps.k12.il.us/. Once you login to remote access, you can login to Verify through the IMPACT launch page.
Creating Events in Verify (SCC Violations and other incidents)
- What types of events get entered in Verify?
The following types of events should be entered in Verify: Student SCC Violations, Personal Injury/Medical, Property Damage/Theft, Vehicle Incident, Alleged Employee Misconduct and Harassment/Threat. When creating an event, you should select all event types that apply.
- Who has access to create events in Verify?
Principals, Assistant Principals and Disciplinarians are able to create events in Verify.
- I don’t see Employee Misconduct as an Event Type in Verify?
Only Principals and Assistant Principals are able to create an Alleged Employee Misconduct event in Verify.
- Do I have to enter all SCC violations in Verify? (Codes 1-3 and Codes 4-6?)
Yes, per Board policy, the school official must complete an official CPS Misconduct Report for ALL inappropriate behaviors under the SCC (Groups 1-6). The Student Code of Conduct was established by the Board to create a consistent set of expectations for student behavior for the Chicago Public Schools system and all students. The SCC applies to actions of students during school hours, before and after school, while on school property, while traveling in vehicles funded by the Board, at all school-sponsored events, and while using the CPS Network or any computer, Information Technology Device, or social networking website, when the actions affect the mission or operation of the Chicago Public Schools.
- How do I input an event (i.e. SCC violations, Personal Injury/Medical, Property Damage/Theft, Vehicle Incident, Alleged Employee Misconduct and Harassment/Threat incidents) in Verify?
Go to ‘Incident Management’ and select ‘Infraction Event’ from the Incident Management menu options. Fill out the information on the Event Entry tab; make sure to select all Event Types that apply. Next, enter all participants involved in the Participants tab. Complete the other tabs that apply to the event (based on the event types that were selected on the Event Entry tab). Finally, go to the Submit Event tab to check for errors and to submit the event. If you have to step away from your computer prior to completing the entry make sure to save draft on the Submit Event tab, then you can complete the event next time you login. Detailed instructions for entering events can be found on the IMPACT website, http://impact.cps.k12.il.us/, under Verify Documents and Publications.
- How do I search for a student or staff member to add to an event?
Click on the Search link in the upper right hand corner of the screen, above the main menu bar.
- How do I add a role to a participant in an event?
After you have entered all involved participants in the Participants tab you will be able to identify the role they had in the event in the subsequent tabs.
- How can I manage detentions in Verify?
The detention module in Verify is a module that schools can purchase from the vendor if they are interested in using it. Inquiries regarding the detention module can be directed to the Verify helpdesk at 773-583-8267 or at email@example.com. Schools that do not have the detention module can track detentions associated with SCC violations by checking the Detention box in the Type of Action section when entering an event with a SCC violation.
- How do I complete a referral for expulsion?
A referral for expulsion is initiated from the SCC Violation tab when entering an event. If you are referring a student for expulsion you should check the ‘Referral for Expulsion’ action type toward the bottom of the SCC Violation tab. If the SCC violation is a level 6 violation, the referral for expulsion box will be automatically checked upon clicking the Save SCC button. When you have finished the SCC violation entry and you click the Submit Event button on the Submit Event tab you will be directed to the Expulsion Analytics page. Here you will find your students that have been referred for expulsion in the Draft section toward the bottom of the page. To submit the referrals, click on the edit button next to the appropriate expulsion referral. Detailed instructions for submitting expulsion referrals can be found on the IMPACT website, http://impact.cps.k12.il.us/, under Verify Documents and Publications.
- Where do I upload documents to a referral for expulsion?
Supporting documents for a referral for expulsion can be uploaded when you are completing the referral for expulsion form; the upload tool is at the bottom of the page. Documents can also be uploaded on the student tab of the Expulsions Analytics page once a referral for expulsion has been submitted.
- Can I edit an event once it has been submitted?
Yes, an event can be edited once it is submitted. If you make changes to a submitted event make sure to resubmit the event, if you do not resubmit the event the changes will not be visible to other users.
- Where can I print out the misconduct report?
The misconduct report can be printed from the Submit Event tab or the SCC Violation tab in an event or from the Reports page, using the DSC_Student_Misconducts report. The event containing the SCC Violation must be submitted prior to printing the misconduct report.
- Can I print multiple misconduct reports for a student?
Yes, the easiest way to generate multiple misconduct reports for a student is to go to the Reports page and run the DSC_Student_Misconducts report for the student(s) you need misconduct reports for.
- Where can I print the claim form?
The claim letter can be printed from the Submit Event tab in an event; there is a letter for students and a letter for staff. Claim letters are available in English and in Spanish.
- Can I give a student a combination of In-School Suspension and Out-of-School Suspension for one event?
No, In-School Suspension and Out-of-School Suspensions cannot be used in combination for one event; they can only be used alternatively in accordance with the SCC policy. If you have any questions please contact the Law department.
- How do I change a student’s personal information so that they will receive mailings?
In order to update this you will need to go into IMPACT SIM. In SIM, search for the student, go to the Contacts page and click on the contact name that should receive mailings for the student. If the ‘Gets mailings for student’ box is not checked, click ‘Edit’ in the upper right-hand corner, check the box and click the ‘Save’ button at the bottom of the screen. This information will transfer to Verify during evening processing.
- Which text fields are printed on the misconduct report and which text fields are for internal purposes?
The ‘Event Summary/School Response’ text field on the Event Entry tab is for internal purposes only, a detailed description of the event should be entered, including all participant names. The ‘Misconduct Narrative’ text field on the SCC Violation tab is the field that will be printed on the misconduct report and should only include the name of the student the report is for. If there are multiple students that have an SCC Violation in an event, the Misconduct Narrative should be modified on each individual student’s tab. The ‘Notes’ field and the ‘Conclusion’ field are for internal purposes only and will not be printed on the misconduct report.
- If I hit the Save and Submit blue hyperlink will this automatically save and submit my event?
No, this hyperlink will direct you to the Submit Event tab where you can either save your event in draft by clicking the Save Draft button, or you can click on the ‘check for errors’ link and then submit the event by clicking the Submit Event button.
- If I hit the ‘Save Draft’ button on the Submit tab will the event be submitted?
No, you need to click on the ‘Submit Event’ button in order for the event to be submitted.
Locating Events and Reports
- Where can I find events that other users at my school have entered in Verify?
There are two places where you find all events that have been entered for your school: Behavior Analytics and Infraction Event Search (both can be found under Incident Management). In Behavior Analytics you can view all events entered, there is a grid that shows all SCC Violations (note that there is one SCC code per row so one event will be listed multiple times if there were multiple SCC codes) and there is a grid that shows all other incidents, such as personal injury or property damage. In Infraction Event Search, you can search for events using any combination of fields.
- Where can I find referrals for expulsion that have been submitted?
Expulsion referrals in submitted and draft status can be found on the Expulsion Analytics page (this can be found under Incident Management).
- How do I look up behavior information for a specific student?
The best place to view the discipline history for a student is Behavior Analytics; you will be able to view misconducts the student committed while enrolled at your school. Click on the student tab, and then use the Search link at the very top of the screen to search and select a student.
- How do I look up truancy information for a specific student?
You can look up truancy information for a specific student in Truancy Analytics. Click on the student tab, and then use the Search link at the very top of the screen to search and select a student.
- Where can I find reports?
In order to view the list of reports available to you, click on the Reports menu option. A description of some of the key reports is available on the IMPACT website, http://impact.cps.k12.il.us/, under Verify Documents and Publications.
- Where can I get a description of reports so I know which report will best meet my needs?
A description of some of the key reports is available on the IMPACT website, http://impact.cps.k12.il.us/, under Verify Documents and Publications.
- Why am I unable to print out pdf reports?
It may be related to the version of Adobe on the computer. For optimal performance, Adobe Reader 9.0 or higher is recommended.
- Where can I look to see which teacher or staff member referred students for an SCC Violation?
In Behavior Analytics (under Incident Management) there is a grid that lists all of the SCC Violations that have been entered. One of the columns in this grid is Referred By; this indicates the teacher or staff member who referred the student. You can click on the column heading to sort the grid by that column, or you can export the grid to excel to view the list in its entirety and perform further analysis.
- Where can I look to see who entered an event in Verify?
There are three fields that identify who was associated with the reporting of an event; these fields are ‘Created By’, ‘Referred By’, and ‘Reported By’. The ‘Created By’ field indentifies the user that was logged-in to Verify and created the event in Verify. The other two fields are ‘Referred By’ and ‘Reported By’ and these fields are related to SCC Violations; the user who creates the SCC Violation in Verify populates these fields from a drop down list. ‘Referred By’ should indicate the staff member who referred the student for discipline, ‘Reported By’ should indicate the person who reported the student, in many cases this will be the same person who creates the event in Verify. ‘Created By’ is shown on Infraction Event page, ‘Referred By’ is shown on Behavior Analytics in the SCC Violation grid and ‘Reported By’ is shown on the Infraction Event Search page results grid and on the Event Detail Report.
Attendance & Truancy
- How do I run the 5-, 10- and 18-day unexcused absence letters?
Click on Truancy Analytics on the menu bar. On the left you will see lists of students grouped by the number of full-day unexcused absences they have accumulated to date and on the right you will see links for 5-Day Report Generation, 10-Day Report Generation and 18 or More Day Report Generation. Click on each link to view the list of students that need a report generated. Select the students you want to generate the letter for and click the Generate Letters button at the bottom of the list. Detailed instructions for using Truancy Analytics can be found on the IMPACT website, http://impact.cps.k12.il.us/, under Verify Documents and Publications.
- Where can I enter notes regarding actions I’ve taken for a truant student, such as “called student at home on 9/7”?
Click on Truancy Analytics on the menu bar then go to the Student tab and select a student from the Search bar. Alternatively, on the School tab in Truancy Analytics you can click on a student in one of the grids, then click on their name again in the Student Attendance Summary box, this will take you to the Student tab for that specific student. Once you are on the Student tab you will find the messaging tool on the right, below the Interventions grid; here you can view previous messages and add a new message. Detailed instructions for using Truancy Analytics can be found on the IMPACT website, http://impact.cps.k12.il.us/, under Verify Documents and Publications.
- Where do I enter the date I mailed a 5-, 10- or 18-day letter?
Click on Truancy Analytics on the menu bar then go to the Student tab and select a student from the Search bar. Alternatively, on the School tab in Truancy Analytics you can click on a student in one of the grids, then click on their name again in the Student Attendance Summary box, this will take you to the Student tab for that specific student. Once you have selected a student and you are on the Student tab you will see the list of letters that have been generated for the student in the Report Indicators grid. To enter the Date Mailed, click on the pencil next to each letter, select the date the letter was mailed and click Update. Detailed instructions for using Truancy Analytics can be found on the IMPACT website, http://impact.cps.k12.il.us/, under Verify Documents and Publications.
- How do I enter a truancy intervention for a student in Verify?
Click on Truancy Analytics on the menu bar then go to the Student tab and select a student from the Search bar. Alternatively, on the School tab in Truancy Analytics you can click on a student in one of the grids, then click on their name again in the Student Attendance Summary box and that will take you to the Student tab for that student. Once you have selected a student and you are on the Student tab you will see a Referral for Intervention button and an Intervention button. Detailed instructions for using Truancy Analytics can be found on the IMPACT website, http://impact.cps.k12.il.us/, under Verify Documents and Publications.
- Where can I see the dates for the full day unexcused absences for a student in Truancy Analytics?
Click on Truancy Analytics on the menu bar then go to the Student tab and select a student from the Search bar. Alternatively, on the School tab in Truancy Analytics you can click on a student in one of the grids, then click on their name again in the Student Attendance Summary box, this will take you to the Student tab for that specific student. Once you have selected a student and you are on the Student tab you will find the list of Full Day Unexcused Absences on the left below the Report Indicators grid. Detailed instructions for using Truancy Analytics can be found on the IMPACT website, http://impact.cps.k12.il.us/, under Verify Documents and Publications.
- How frequently will IMPACT SIM attendance and scheduling data be synchronized with IMPACT Verify?
Data between the systems is synchronized nightly. Suspension attendance codes in SIM will be automatically generated from the suspension dates entered in Verify.
- Will charter schools have access to the Verify discipline module?
Charter schools that follow the CPS student code of conduct have the option to use Verify.
- How do charter schools register for training if they cannot access CPS University?
Charter and Contract school staff can contact the Verify Program Manager, Natalie Gemmell (firstname.lastname@example.org), to enroll in a scheduled training session. Training will NOT be provided ad hoc or by request; staffing constraints require a classroom setting for all CPS, contract, and charter locations. ITS, IMPACT, and ONS staff will confer and identify dates and times for charter school training if additional training dates are needed.
- How do charter schools acquire access to Verify for their staff?
Verify is a tool for principals, disciplinarians, and clerks. The standard charter provisioning process will be used to ensure that staff designated with those roles for other IMPACT systems will have like access to Verify.