Service Divisions: Technology
Program: Administrative Technology
Service Code(s):

• 605.250.000 STUDENT MGMT SYSTEM - Base Charge
• 605.250.010 STUDENT MGMT SYSTEM - RWADA

Service Aid Status: Aidable

Contact(s): Nichole Outhouse (585-383-6622)
Charges: See rate sheet 

Student Management Systems (SMS) are software packages that centralize student information and streamline administrative tasks for schools to better equip districts to manage their extensive student information needs.  SMS liaisons are product specific, direct technical support for school districts. Supported SMS systems include SchoolTool and Infinite Campus. Both platforms include cloud hosted support.  Additional integrations and third-party connections are supported through this service and the closely aligned 605.380 Custom Data Reporting service to the extent the integration has been vetted and pre-approved by the Monroe RIC (please see your RIC project manager for more information).

• Core Participation

• Provide hardware and connectivity consistent with vendor requirements.
• Primary usage, maintenance of calendars and catalogs.
• Provide appropriate access to district-level users.
• Ingestion and maintenance of student and staff data.
• Accept responsibility for forms and paper management as well as printing of reports.
• Designate SMS Coordinator, District Data Coordinator, and building-level coordinators.
• Send appropriate representation to Monroe RIC User Group Meetings and workshops.
• Receive and review all relevant announcements, directions, and documentation from Monroe RIC staff.
• Produce and save recommended reports annually as suggested by Monroe One RIC staff.
• Maintain and update district calendar in SMS with Monroe RIC support.
• Perform annual roll-over tasks with RIC guidance.
• Submit support requests with appropriate context.
• Provide end-user training.
• Manage third-party software that integrates into Student Management Systems.
• Develop and run report cards, grading windows, etc.
• Setup and maintain individual vendor support accounts as communicated by the RIC.

• Provide Level 1 support to district office administrative system users for new users
• Provide support to district office administrative system users for level 2 and 3 issues such as:
  
  • Additional report and data export needs
  • Assistance with imports and exports of data
  • Provide ongoing guidance on data entry into the application, in accordance with NYS requirements
  • Assist with setting up schedules for NYS Exports
  • Provide troubleshooting support
  • Facilitate data backups as designated
  • Facilitate disaster recovery needs related to production databases
  • Manage data integration processes at year-to-year transitions
• Liaison between vendor and district for escalated support needs
• Host user meetings, workshops, and trainings
• Provide general documentation for system functionality
• Facilitate user groups and year-end processing meetings
• Maintain servers
• Maintain data backups and support disaster recovery exercises
• Contract administration, license tracking and invoicing
• Communicate vendor support account credentials to district for provisioning
• Integration of select third-party products via APIs