Community Engagement Committee Meeting

4 Monday, December 8, 2025 Community Engagement Committee Meeting Round Lake Area School District - CUSD #116 Board of Education Round Lake High School Library 6:00 PM 800 High School Drive Round Lake, IL 60073 Phone: 847-270-9300 1. MEETING OPENING Subject A. Call Meeting to Order Meeting Dec 8, 2025 - Community Engagement Committee Meeting Category 1. MEETING OPENING Type Procedural File Attachments Subject B. Roll Call of Committee Members Meeting Dec 8, 2025 - Community Engagement Committee Meeting Category 1. MEETING OPENING Type Procedural File Attachments 2. APPROVE MEETING MINUTES Subject A. Approval of Meeting Minutes of the October 6, 2025 Community Engagement Committee Meeting Meeting Dec 8, 2025 - Community Engagement Committee Meeting Category 2. APPROVE MEETING MINUTES Type Action, Minutes Recommended Action Motion to Approve Community Engagement Committee Meeting Minutes of October 6, 2025. Minutes View Minutes for Oct 6, 2025 - Community Engagement Committee Meeting File Attachments Motion & Voting Motion to Approve Community Engagement Committee Meeting Minutes of October 6, 2025. Motion by Julie Lee, second by Jennifer Klingler. Final Resolution: Motion Carried Yes: Jennifer Klingler, Julie Lee Subject B. Approval of Meeting Minutes of the November 3, 2025 Community Engagement Committee Meeting Meeting Dec 8, 2025 - Community Engagement Committee Meeting Category 2. APPROVE MEETING MINUTES Type Action, Minutes Recommended Action Motion to Approve Community Engagement Committee Meeting Minutes of November 3, 2025. Minutes View Minutes for Nov 3, 2025 - Community Engagement Committee Meeting File Attachments Motion & Voting Motion to Approve Community Engagement Committee Meeting Minutes of November 3, 2025. Motion by Julie Lee, second by Jennifer Klingler. Final Resolution: Motion Carried Yes: Jennifer Klingler, Julie Lee 3. DISCUSSION ITEMS Subject A. IC Parent Absence Request Follow Up (Apgar/Leach-Holland) Meeting Dec 8, 2025 - Community Engagement Committee Meeting Category 3. DISCUSSION ITEMS Type Discussion Abstract This memo seeks feedback from the Community Engagement Committee regarding the recommended changes to the new parent-initiated student attendance reporting system through the Infinite Campus Parent Portal. The goal is to simplify and improve communication between families and schools when students will be absent, arrive late, or leave early. Background Round Lake Area Schools CUSD #116 intends to implement the Parent Absence Request feature within Infinite Campus beginning January 2026. This feature enables parents and guardians to submit attendance-related notifications directly through the Parent Portal, including documentation such as doctor’s notes. Once submitted, the system automatically creates a pending attendance record, allowing school clerks and secretaries to verify, process, and finalize absences efficiently. The system provides a more convenient and transparent process for families and helps reduce manual phone calls and data entry for school office staff. Similar systems are successfully in use in districts such as Maine Township HS D207, Hinsdale D98, Antioch D117, and Sycamore D47, as well as nationally in Denver Public Schools and Aurora Public Schools (CO). Implementation Timeline Secretary Training: August 12, 2025 (ongoing as needed) Staff & Administrative Communication: Early December 2025 Parent Communication: Early December 2025 System Rollout: Second Semester – January 2026 Operational Overview The Standard Operating Procedure (SOP) provides detailed guidance for secretaries and clerks on the daily management of requests, including: Checking for new parent absence requests each hour (grades PK–5) or each period (grades 6–12). Contacting parents or administrators when clarification or verification is needed. Updating attendance records promptly to ensure accuracy. Conducting daily end-of-day audits to verify all requests have been addressed. This process ensures that absence data is accurately recorded while maintaining accountability and parental validation at every step. Request for Committee Feedback Recommended changes to the Parent/Guardian Instructions and the Standard Operating Procedures included: 1. Providing fully translated, clear, and easy to navigate visual guides for parents/guardians. 2. How parents can view absences once they have been submitted. 3. Remind parents not to share username and password information with their student(s). 4. Standard Operating Procedures will define expectations for the parent absence request process. 5. Identify Service Level Expectations to be provided by Secretaries. 6. Clarify how the new parent absence request process will align with existing absence calls. 7. Clarify how teachers will be notified of a students absence and how to code it. Your insights will guide final communication materials and implementation strategies to ensure this rollout strengthens trust, transparency, and ease of engagement with families. File Attachments IC Parent Absence Request Processing Updated.pdf (56 KB) Guardian Instructions - English.pdf (1,064 KB) Guardian Instructions - Spanish.pdf (1,603 KB) 4. INFORMATION ITEMS Subject A. Communications Snapshot Meeting Dec 8, 2025 - Community Engagement Committee Meeting Category 4. INFORMATION ITEMS Type Information File Attachments December Communications Snapshot (4).pdf (213 KB) 5. ADJOURNMENT Subject A. Adjourn meeting Meeting Dec 8, 2025 - Community Engagement Committee Meeting Category 5. ADJOURNMENT Type Procedural The meeting was adjourned at _____p.m. File Attachments