The Brigance OMS is Live
The Brigance Online Management System (OMS) is now live.
NEW Username Convention for 2020
In the past, for most users, your username was simply your district email address. Beginning this year, your username is your district email address with your district or school location ID as an appendix. This new format will help standardize accounts and allow users to have access to multiple schools if needed.
If you have a district-level role, your appendix will be underscore and your three-digit district code. If your role is at the school level, your appendix will be underscore and the six-digit school code.
district level: jane.doe@district.kyschools.us_012
school level: john.doe@district.kyschools.us_123456
If you do not know your district and school codes, they can be found in the School Report Card.
Staff who were listed in the staff file submitted in June should have a user account in the OMS. Staff not included in the staff file and newly hired staff entered in IC will be assigned a user account during the weekly file exchange if one does not already exist.
Although it is preferable to wait for the weekly data exchanges, the K Screen district coordinator with an Administrator role also can create accounts for new users. It is important that district email addresses with the appendix be correct when adding new users! A missing appendix, misspelled names or missing periods can create problems in connecting students to teachers. Directions for adding a new user are located in the K Screen Implementation Guide.
Accessing Your Account
Users will not receive login credentials automatically. To log in, use the “Forgot Password” feature on the Brigance OMS Login Screen.
The user will be prompted to enter his or her username and email address; enter the district email address with appendix in both boxes. The system will send an email to the user with temporary login credentials. If the message is not found quickly, check junk and clutter folders.
If you have any difficulties accessing your account, please contact Brigance Technical Support at 800) 225-0248, ext. 1391, or email OMS Support.
Note: The OMS account is often incomplete during the initial set-up phase. If screening with iPads is planned, it is advised to wait until you can check the status of your account. Screening with iPads may not be possible until mid-late August.
What should be completed next?
There are a few important tasks that need to be completed right away:
- Check to see that all schools are listed and that all kindergarten teachers are listed for each school.
- Check for any students who are enrolled in Infinite Campus (IC) but are missing from the OMS.
- Check the user list to make sure that all teachers have a user account. Look for other staff members who should have an account (i.e., administrators, data entry). Make sure all email addresses are correct.
What if students are not showing up in the OMS?
There is no way for KDE or district staff to manually add students into the Brigance OMS. As students enroll and are assigned in Infinite Campus to a homeroom with the required homeroom code, the student data should automatically populate into the Brigance OMS during the weekly sync between the OMS and IC, as long as data have been accurately and correctly entered in IC. District staff can usually expect to see updates reflected by Wednesday of each week. If new students are not showing up, check that everything is entered correctly in IC.
If you know that everything is correct in IC, then the next weekly refresh should hopefully take care of everything.
Almost all of the time, an issue is related to something being incorrectly entered or not entered in IC at the school or district level.
Oftentimes, problems have been related to teacher data (e.g., name change, incorrect email address, student not assigned to a teacher). Please verify that all information is entered correctly.
Additionally, some of the most common errors in IC that result in students not showing in the OMS include:
- Student enrollment type of N – enrollment type must be P
- Suffix like Jr. placed in last name field in IC – it must be in the suffix field, not the last name field; no punctuation can exist in the first or last name fields
- Invalid DOB – a common error is using current year instead of birth year
- Student hasn’t been enrolled long enough – it often takes up to two weeks for a newly enrolled student in IC to show up in the OMS
- Student not correctly attached to a teacher (will be assigned to “Teacher Unknown”)
- The homeroom is not set up with the correct state code
Setting Up Classes
A data exchange process pulls class and student information from IC and imports the information into the Brigance Online Management System (OMS). To ensure that the Brigance OMS is set up correctly, districts and schools must schedule the homerooms in IC. Each kindergarten homeroom MUST be coded using the following STATE code: 703001 Elementary Homeroom. Classes set up with any other code will not be pulled in the weekly data exchange.
Review the "Infinite Campus K Screen Reference Guide" (Appendix M) beginning on page 39 of the Implementation Guide for more information on how to set up classes and enroll students in IC to avoid sync problems with the OMS.
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