ECATS Phase II SIS Implementation Office Hours: Tips & Tricks* 

Phase II

Change is good but it also comes with its own nuances. That is why the ETS Team will be providing office hours on Tuesday, June 17, 2025, from 11 a.m. - 12 p.m. for Phase II PSUs transitioning to the new SIS, Infinite Campus (IC). Tips to prevent interruptions in ECATS business processes by ensuring a seamless integration of data between ECATS and IC will be shared.  We will also point you to tools such as validation reports for calendar setups, student locator to help solve multiple enrollments, and many other resources that are available to help you troubleshoot and answer questions. 

Please use the information below to join the webinar.  If you have any questions concerning this webinar, please contact Yolanda Wilson, yolanda.wilson@dpi.nc.gov.

We look forward to seeing you!

Webinar topic:

ECATS Phase II SIS Implementation Office Hours: Tips and Tricks

Date and time:

Tuesday, June 17, 2025 11:00 AM | (UTC-04:00) Eastern Time (US & Canada)

Join link:

https://ncgov.webex.com/ncgov/j.php?MTID=mc8668943d6acbb32b1cc49d5f1b3c6cc 

Webinar number:

2437 228 7238

Webinar password: 

Jxmqw9mKr27 (59679965 when dialing from a phone or video system)

Join by phone:

+1-415-655-0003 US Toll

+1-904-900-2303 United States Toll (Jacksonville)

Access code: 243 722 87238

Temporary Procedure for Graduation Requirement Overrides*

Phase I

Infinite Campus is currently developing official functionality to support graduation requirement overrides. Until that process is fully implemented, PSUs should follow the interim guidance outlined below to ensure all override actions are consistently and accurately documented in student records.

Interim Override Instructions (Applicable to Any Course)

For any course requiring a graduation requirement override:

1. Go to the Transcript tool and locate the applicable course in the student’s grade record.
2. Enter a comment that includes the following:
   • The word "override"
   • The course number being overridden (e.g., “override – Course #XXXX”)
3. It is strongly recommended to include a brief explanation or justification. Example: “Override for Health/PE. Verified HEA 110 curriculum meets NC graduation requirements.”

Important Note About Comment Formatting

It is very important that staff enter the comment exactly as described above—including the word “override” followed by the course number—so that we can accurately identify these records later.

If your PSU has already entered override comments in a different format, please review and update those records to align with the required structure outlined above. This will ensure consistency and allow those entries to be correctly identified during the automated update process next year.

Beginning next year, when the new override process is officially implemented in Infinite Campus, NCDPI will run a script to automatically update this year’s override entries. Using the correct format now is critical to ensure that the process runs smoothly and reliably.

Why This Matters

• Ensures PSUs can meet graduation requirements without delay while maintaining proper documentation.
• Enables NCDPI to automatically locate and update override entries when the official functionality is deployed.
• Supports data integrity and consistency across the state.

Action Required

Please share this guidance with all staff responsible for transcript management and ensure it is applied consistently for any graduation requirement override.

Also, take time to review and update any previously entered overrides to match the formatting guidance above.

If you have any questions, please reach out to your assigned SIS PL Consultant.

Events & Actions in Infinite Campus - Statewide Planning & PSU Input Needed*

Phase I & II

Events & Actions in Infinite Campus serve as automated prompts to notify staff when key changes occur—such as new student enrollments, schedule changes, or student withdrawals—that require timely attention. These triggers are configured to help improve communication and coordination among staff.

In addition to notifications, Events & Actions can also be used to automate data entry, such as populating specific fields based on a user's response or a change in another field. This functionality supports efficiency, consistency, and accuracy across student records by reducing the need for manual updates and ensuring timely data alignment.

NCDPI is currently developing a guidance document outlining the Events & Actions that have been created—and those that are planned—for statewide implementation. As part of this effort, we are seeking input from PSUs to better understand what additional Events & Actions would be helpful.

Please complete the survey below to share which event types and actions your PSU would find beneficial. Your feedback will help guide future statewide configurations:

Events & Actions Survey

Thank you for your participation and continued partnership!

Athletic Eligibility Data Reminder*

Phase II

What information do you need to save from PowerSchool for Athletics?

• Attendance
• Grades (A2 pulled separately)
• GPA Information
• Promotion/Retention Information
• Addresses (student demographic information)
• Athletic Teams Information

SIS EOY Timeline SY 24-25*

Phase I

There will be no downtime for Phase I PSUs transitioning from the current year to the future year in Infinite Campus (IC). However, NCDPI will transition all Phase I PSUs from the 24-25 school year to the 25-26 year in Infinite Campus on 6/30/2025. This should not be done before June 30th.

Check out the recordings and presentations from our End of Year Webinars!

End of Year | NC Department of Public Instruction

Phase II

Phase II PSUs must still do all pre-EOY processes in PowerSchool and have EOY validations cleared on or before June 26th, 2025. PowerSchool will be taken offline for EOY processing on June 26, 2025. PSUs will no longer have access to their PowerSchool instances after June 26, 2025. 

Please select the link below for a detailed timeline from February 1 to July 15th: 

• NCSIS Phase I (Infinite Campus)
• Phase II (PowerSchool)

Students currently enrolled in an NC Public School cannot be pre-registered or enrolled until July 7, 2025.

Enrollments in Infinite Campus FOR ALL PSUs will need to stop by COB on 6/26/2025 and cannot be performed while the sync from PSU sites to the State Edition site is completed.  The sync is expected to be completed by 7/7/2025.

For both Phase I and Phase II PSUs, DO NOT ENROLL students or transfer records until state syncing is complete (ETA July 7) to ensure the student records transfer functions appropriately and duplicates are not created. 

Completion of the sync will be communicated from NC DPI.  At that time you will be able to resume enrolling students.

Your support and collaboration are greatly appreciated as we prepare for this unique EOY. If you have any questions or need assistance during the process, please don’t hesitate to contact your Professional Learning Team Consultant.

Knowledge Owl*

Phase I & II

NCSIS Knowledge Base | NC Department of Public Instruction

New Articles -

GPA Configuration Verification Report

https://ncdepartmentofpublicinstruction.knowledgeowl.com/home/gpa-configuration-verification-report

Graduation Data Verification Report (GDV)

https://ncdepartmentofpublicinstruction.knowledgeowl.com/home/graduation-data-verification-report-gdv

Modifying Households

https://ncdepartmentofpublicinstruction.knowledgeowl.com/home/modifying-households

Update Household Address

https://ncdepartmentofpublicinstruction.knowledgeowl.com/home/update-household-address

Revised articles-

Check-In/Out

https://ncdepartmentofpublicinstruction.knowledgeowl.com/home/check-inout

Graduation- multiple updated articles available

https://ncdepartmentofpublicinstruction.knowledgeowl.com/home/graduation

End of Year- After Last Day of Current Year

https://ncdepartmentofpublicinstruction.knowledgeowl.com/home/after-the-last-day-of-current-year

Read to Achieve Program (RtA)

https://ncdepartmentofpublicinstruction.knowledgeowl.com/home/read-to-achieve-program-rta

Conversion: Student to Staff Merges - Due this Friday*

Phase I & II

Reminder to complete the student to staff merges. If you have not already done so, please complete this information by Friday, June 13th.

UID Reconciliation: Student to Staff Report

The UID Reconciliation: Student to Staff report helps identify former students who are now staff members within the same PSU. This report is important for both Phase I and Phase II schools:

• Phase I schools:  Allows you to report all duplicates at once to NCDPI.  Records will be combined over the summer.

• Phase II schools: Ensures each person has only one record after the conversion process. Records will be combined shortly after your production site is live.

For detailed instructions, please refer to the NCSIS article linked below:

https://ncdepartmentofpublicinstruction.knowledgeowl.com/home/conversion-student-to-staff-merges

(NC) Grade Point Average (GPA) Configuration Verification*

Phase I

The report formerly titled (NC) Grade Point Average (GPA) Weight Verification has been renamed to (NC) GPA Configuration Verification to more accurately reflect its purpose. This updated title better aligns with the report’s function—supporting PSUs in reviewing GPA-related course configurations to ensure accuracy and consistency across courses and transcripts.

The NC GPA Configuration Verification report group includes a suite of validation tools designed to help PSUs identify and correct misalignments in course setup, transcript data, and grading configurations to ensure accurate GPA calculations.

New Validation Report Available: (NC) Misconfigured Courses – GPA Verification

This new report enhances the ability of PSUs to pinpoint and resolve GPA-related course configuration issues.

For guidance on how to review and interpret the data validation reports, please refer to the article linked below:

GPA Configuration Verification Report Guide

If you have any questions, please reach out to your assigned SIS PL consultant.

Upcoming Training Information*

Phase I & II

Be sure to check the SIS PL Plan or Eventbrite for upcoming in-person and virtual regional meetings and trainings. Don’t miss out on valuable opportunities to connect, learn, and stay informed!

SIS PLP 2024-25 FINAL

Eventbrite-NCSIS 

End-of-Year Support – Virtual Drop-In Office Hour Sessions

We will be offering virtual End-of-Year (EOY) support through drop-in office hour sessions. Both Phase I and Phase II PSUs are welcome to attend the sessions scheduled for their region.

To find and register for a session, please visit Eventbrite and locate the session for your region. We encourage early registration so we can better prepare to support your needs during the session.

• Please visit  Eventbrite-NCSIS to find and register for EOY support webinars scheduled for your region.

• East Phase I & II EOY Office Hours - Tue, Jun 17, 2025, 3:00 PM
• Register Here
• West Phase I & II EOY Office Hours - Wed, Jun 18, 2025, 12:00 PM
• Register Here

Charter School Virtual Office Hours are offered twice a month to provide ongoing support and answer your questions.

📅 When: 2nd & 4th Friday of each month

⏰ Time: 9:00 AM – 10:00 AM

🔗 Join us for Bi-Monthly Charter School Support Virtual Office Hours!

NC Graduation Data Verification (GDV)

Phase I

Summer Graduates – Removing the No Show Checkbox

PSUs were previously advised to check the No Show checkbox for students who graduated during the summer. This guidance has since been revised to ensure accurate reporting in the Graduate Data Verification (GDV) report.

For students who completed graduation from August 7 through the day before the first instructional day of the 2024–25 school year, the No Show checkbox should not be selected.

To identify and update these students:

• Run the No Show Report
  • Pathway: Student Information > Reports > No Show Report
  • Locate students with a W6 end status who graduated during the summer timeframe.
• Remove the No Show Checkbox
  • Pathway: Student Information > General > Enrollments
  • For the identified students, uncheck the No Show checkbox to ensure proper reporting as summer graduates in the GDV file.

Please review and update these records as needed. If you have any questions, feel free to reach out to your assigned SIS PL consultant for support.

Phase II Implementation Dashboard

Phase II

Reminder for SIS Coordinators:

Once your production site is live, please begin documenting your progress in the Go-Live Checklist.

Next Steps for SIS Coordinators

Once access is granted:

• Navigate to the PSU Page tab in the Go-Live Checklist.
• Begin entering the progress of tasks once your production site is live.
• Use the dropdown menus to update the status of each implementation task.
• Select “Needs Support” for any tasks requiring follow-up.
• Notify your assigned SIS PL Consultant for timely assistance and guidance.

Additional Information

• The dashboard serves as a collaborative pulse check for tracking implementation milestones.
• Communications may come from both Infinite Campus and NCDPI.
• Some tasks may involve other departments and are not solely the responsibility of SIS Coordinators.
• Each PSU has a unique production timeline, so progress stages may vary.
• Regularly reviewing and updating your PSU’s checklist is strongly encouraged.

You can also view a summary of dashboard features and access steps here:                                                  NCSIS Implementation Dashboard Overview Slides

Charter School Corner

Phase I & II

Upcoming Charter School SIS Trainings

Charter School Data Manager Academy for Phase I or Phase II

(1-day training, so please only sign up for 1 day below)

• June 17 from 8:30am to 3:30pm in Apex Register Here

Bi-Monthly Charter School SIS Support Office Hours

• 2nd and 4th Friday of each month from 9am to 10am
• Register in Eventbrite 

Charter School OLR Processing In Person Training

• June 16 1pm to 4pm in Greensboro
• Register in Eventbrite

Charter schools now have a dedicated SIS professional contact!

We are pleased to introduce Jennifer Fogleman as your new dedicated NCSIS Professional Learning Consultant for Charter Schools, effective immediately.

Jennifer brings a wealth of experience in the Student Information System (SIS) and is committed to providing you with the same high level of service you've come to expect from our team.

To reach Jennifer: jennifer.fogleman@dpi.nc.gov

The NCSIS Professional Learning Consultant team is here to support you, please don't hesitate to contact Jennifer if you have any questions or concerns.

Phase II Data Conversion Information

Phase II

Hot tip: On your production data due date, download all AET files from eMFTS.  This will give you a copy of the information that Infinite Campus uses to create your production instance.

Scheduling Setup should be completed for all students.  The “Next Grade” and “Next School” fields determine the enrollment for the 25-26 year in your production site.  Check weekly to verify that any new enrollments have these fields completed.

Infinite Campus will convert data for Phase II PSUs directly from PowerSchool.  The data files on eMFTS are provided for your information and to allow for easier auditing of data, but any changes to these files will not change the data that is converted into Infinite Campus. The data that is converted comes straight from PowerSchool. 

Use the Conversion Guide to help you audit and validate the data you have in PowerSchool using the data files.  Make any changes necessary in PowerSchool.

Once your trial site is available, your implementation team will provide you with a Data Validation Workbook. It will have instructions about how to validate the data that has been converted.  Any data issues found should be fixed in PowerSchool so that the production site contains the correct data.

Use the PowerSchool->Infinite Campus Data Validation Workbook to find ideas on how to easier find the data in PowerSchool to validate and where to change the data in PowerSchool to fix issues (if applicable).

Previous Phase II Data Conversion Webinar Information:

• Phase II Data Conversion Part 1 Recording 
• Phase II Data Conversion Part 1 Presentation
• Phase II Data Conversion Part 2 Recording 
• Phase II Data Conversion Part 2 Presentation

Temporary Workaround for Recording CCAHS Completion in Infinite Campus

Phase I

Phase I NCSIS Coordinators:

As part of the transition from PowerSchool to Infinite Campus (IC), we want to provide guidance on how to handle students who initially dropped out of high school to attend Community College Adult High School (CCAHS). These students are coded with a W2T Local End Status on their Enrollment screen.

Background:

In response to PSU requests, NCDPI is developing a new process in Infinite Campus to accurately record when a student completes a CCAHS program and include them in the original high school’s graduation cohort. Until that process is approved and deployed, we ask all PSUs with a CCAHS Agreement of Affiliation to implement the following temporary workaround in IC.

•  Temporary Workaround Steps in Infinite Campus

Graduation Data Validation (GDV) Report Note:

The (NC) Graduation Data Verification Validation report’s GDV-5 rule may flag the student for not having a W4/W6 exit code in the previous enrollment; this is expected and acceptable under the current workaround. Students with a diploma date between 8/7/24 – 8/6/25 (school year window) will be included in the current GDV report, in alignment with existing report logic:

• NC Graduation Data Verification

We appreciate your attention to this matter and your continued support in ensuring student records are complete and accurate. If you have any questions, please reach out to your SIS PL Consultant.

NCBOLD 2025

Registration is OPEN!! 📣

The Division of Digital Teaching and Learning (DTL) is excited to announce that again this summer, we will be offering an all-day digital teaching and learning conference in six of the educational regions throughout our state - NCBOLD. The focus will be NCSIS, AI in Education, NCED Connect Products (NCEES, Schoolnet, Canvas, EBSCO/Britannica), EdTech Tools, and more! 

Target Audience: SIS Personnel, Principals, CO Staff, Instructional Coaches, Teachers

Attendees can earn up to 0.7 CEUs for each day’s attendance. A complimentary lunch will be provided each day. We do ask that you please cancel your registration if your plans change to ensure everyone can attend.  For additional information check out go.ncdpi.gov/NCBOLD.

Please note there are different “ticket” types.  To ensure your special curated sessions are available for your role, please select the correct ticket.  If your ticket is sold out, you can be added to the waitlist when people cancel their registration. To ensure that we have a clear indication of participants registered and attending, you can manage your tickets in your EventBrite account (cancel or change).

TIMS Extract Update

Phase I

SIS Coordinators:  Please see the information that was shared with Transportation Directors and TIMS Coordinators on May 14th.

TIMS & Infinite Campus: Updated Information within TIMS Extract (May 2025)

Infinite Campus programmers have completed requested modifications to the TIMS Extract, effective May 12th, 2025.

Next School & Grade Information

• If Next School and Next Grade have been established for students in Infinite Campus, the updated version of the TIMS Extract will now include this information in the typical columns.
•         As normal, Transportation Departments can then use these fields for Student Promotion in Fall Planning Databases.

Pre-Registered Students

•         If the new calendar has been established in Infinite Campus and data managers have started to Enter or Import Pre-Registered Students for next year; the TIMS Extract will now also contain any Pre-Registered Students (mostly PK and KI) that are not current students and only present in next year’s calendar.
• These students will show their next year school and grade in the appropriate columns as current students in the TIMS Extract.    

NCSIS Resources

Phase I & II

Phase I participants have access to the Campus Community, where they can acquire product knowledge, glean tips and tricks, and engage in networking opportunities with other districts. The Campus Community offers convenient single sign-on access from the Campus system to a wealth of resources including the knowledge base, forum discussions, learning tools, support site, upcoming events, and more.

Campus Community- contains the information you need to learn how to use Infinite Campus through product documentation, videos & simulations, study guides, forums, and much more. Whether you are a teacher, data manager, or Infinite Campus user, you will find the learning resources in a clearly defined pathway for a seamless transition from PowerSchool. 

Campus Passport- is on-demand, self-paced courses that can be assigned to new and existing staff. Accessed through the Campus Community, you will find Instructor-Led Training, specific E-Learning courses, or select a learning plan based on your district role. 

KnowledgeOwl: KnowledgeOwl will include articles (QRDs) that are created and updated by the SIS Professional Learning team.

NCSIS Knowledge Base | NC Department of Public Instruction

GitHub Vendor Integrations Repository: 3rd party extract formats can be found below.

GitHub Vendor Integrations Repository

Ad Hoc Filter Sharing Community: Shared google folder for Ad Hoc filters PSUs have created.Ad Hoc Community

• Naming Convention: Ad Hoc Name - PSU Name
• You’re welcome to include your email address within the document (optional).
• Permissions: You have editing access—please proceed with caution!
• PII: Do not upload any PII to the shared folder

NCSIS Crosswalk Document- will contain Infinite Campus and PowerSchool terms with their meanings to assist users with learning the new NCSIS terminology.  This is a working document and will be updated regularly. NCSIS Crosswalk Document

IC Role Specific Resources-  can be viewed by clicking on http://ncsis.gov, go to the Phase I PSU’s tab and scroll to the IC Role Specific Resources section.  It Includes information for specific staff roles, as well as a guide for parents & students. 

Webinar Recording Links and FAQs- can be found at http://ncsis.gov under the Professional Learning tab. Please check for recently added webinars.