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Oakland Unified School District

Enrollment Attendance

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Click on the links to the subpages below or hover over the "Attendance" tab to see the sub pages listed as a drop down. Visit each of these pages to find a link and instructions to Cityspan, as well as to find instructions for submitting your attendance.

Below are your attendance agreements with OUSD. Visit the Agency Expectations page to get a full list of our quality standards.

OSCAR - Frequently Asked Questions

Getting started

Working with OSCAR after the sign-up campaign begins

Need additional support?  support@inplay.org

How do I log in?

Are you setting up for the first-time? Or returning to log in? 

First-time login instructions

  1. In a Chrome browser window, go to: https://www.inplay.org/oscar/admin
  2. At the login window, click “Sign on with Google” in the lower right corner. (Leave the username and password fields empty).

     
    Login screenshot

     
  3. From the list, click on your OUSD email. You’re done! You will be taken to your OSCAR Admin Console.
     
    Choose your account screenshot

Subsequent log-ins

After your initial login is set up, go to the OSCAR Admin Console by:

  1. Going to: www.inplay.org 
  2. Clicking on your name in the upper right corner to open a pull-down menu
  3. Clicking on “OSCAR Console” 

 

Request access to the OSCAR Admin Console

  1. If a new administrator needs access to the OSCAR console, copy and send them this link to a form so they can request access. Once the Summer Coordinator approves access, the person will be notified.

Note: only current School Principals, Attendance Specialists and Administrative Assistants are granted editing privileges. Others, like Summer Site Principals, are given read-only access.

Follow up with newcomers, foster, unhoused, & justice-involved youth

Click a button for “Newcomers” or “F/H/J” (foster/unhoused/justice-involved youth). You can also filter for the highest priority students by clicking on Invites>Top Priority. 

Glossary of the invitation process steps 

Eligible: The student is given priority for a subsidized spot

Pending: The priority student has not yet been invited

Sent: Invitation was texted to parent/guardian

Opened: Text invitation link was opened  

Started: Registration form was opened but not completed

Submitted: Registration form was approved and is awaiting final approval 

Enrolled:    Registration was approved is recorded in Aeries: the student has a confirmed spot. 

Waitlisted: Student can be offered a spot when a vacancy opens

Declined: Either the parent or Site Lead chose not to enroll the student

Sign up your Top Priority students

Your highest priority students (Level 3s) are listed in Invites>Top Priority with their names and mobile numbers. To follow up, we recommend that you either call them or send a Talking Points message:

  1. Call them and help them register over the phone. While you have them on the phone, you can walk them through the pre-filled registration form by clicking on "Register" then submitting. 

     
    Registration process screenshot

     
  2. Then confirm and enroll their spot by going to Registration>Submitted, find their name, and click “Enroll.”

     
    Confirm and enroll screenshot

     
  3. Alternatively, to reach a family send a message via Talking Points. Compose an email to the family and include the link to the pre-filled registration form. Click "Copy" and paste the URL in the message to the family. 

Re-activate “Expired” invitations

If you want to invite a student but their invitation was expired, simply click on their name to open the action buttons on the right, and click “Re-invite” to send them an invitation with sign-up link.

Follow up with families who can’t receive texts

For a few families, the text invitations bounce back. These families are listed in Invites>Undeliverable with their names and mobile numbers. To follow up, we recommend that you:

  1. Call them and help them register over the phone. For some families their mobile service refuses texts but they still receive voice. So you can still walk them through the pre-filled registration form by clicking on "Fill out registration" then submitting. 
  2. Email/Talking Points. Compose an email or message to the family and include the link to the pre-filled registration form. Click "Copy" and paste the URL in the message to the family. 

How do students get added to the priority list?

The District’s Research, Assessment and Data (RAD) department prioritized students based on socio-demographic, academic and attendance factors.  The priority lists were shared with school principals for final review and changes before loading into OSCAR. (The highest priority students are in “Level 3” and can be seen under Invites>Top Priority).

If you have approval to add a new high priority student see instructions below: 

 

How do I manually invite a last-minute student who isn’t on the priority list?

  1. Look up the student in OSCAR Console>Invites>All, then click on their name. 
  2. On the right side of the screen click “Re-invite” (even if this is the first invite).
  3. They have now been invited via text and you can track their status and follow up if needed.
  4. If you want a more immediate response from new and old invitees who haven’t responded to earlier auto-invites, we recommend calling them, then walking them through the pre-filled form, and clicking “Submit.” 

 

How do I add a high school student for a last-minute summer class?

  1. Look up the student in OSCAR Console>Invites>All, then click on their name. 
  2. On the right side of the screen click “Re-invite” (even if this is the first invite).
  3. They have now been invited via text and you can track their status and follow up if needed.
  4. If they register, then be sure to add their name and student ID in the Summer Aeries database.

Download a list of your site’s students

  1. Go to Dashboard>Exports

     
    Screenshot of exporting download of students

     
  2. Select from a list of reports that you can download and save to your computer. (Note that both the “Enrolled” and “Full Registration Data” lists include in-person vs. online preferences).


 

Where are the 5th and 8th graders?

We received the lists late for Bridge Programs invitees: so 8th graders were invited 4/26 and we expect to invite 5th graders on 4/29 to their appropriate Bridge Program sites. 

 

I got an email with a parent inquiry, what should I do?

If parents respond to the text invitation by sending back a question we email it to you and other Attendance Specialists to whom it may apply with the student’s name. Please respond by calling or texting parents using Talking Points, ParentSquare, etc.

 

Do I have to notify a parent if I deny their registration? 

If a parent submits a completed registration but you decline to enroll them, please click “Decline” and notify them that they are not enrolled and explain the reason why. OSCAR does NOT send parents an automated notification. 

Should I give parents a heads-up to expect an invitation? 

Yes, please! All Attendance Specialists will receive a list of prioritized students that will be invited for that week’s wave of invitations (there will be three waves). The list will include the students’ names and their Student IDs. Please program targeted robocalls or texts to go out on the morning that invitations are to be sent.

 

How do I manage the waitlist?

If a spot opens up because the parent changes their mind or the student is a no-show, then:

First remove the “no-show” student from the Enrolled list:

  1. Search by name in OSCAR Console>Registration>Enrolled.
  2. Click on the student’s name and click “Withdraw” to remove the student.

Then add a new student from the Waitlist:

  1. View the waitlist at OSCAR Console>Registration>Waitlisted.
  2. Call a student who is most suitable by grade and priority for the open spot and confirm they want to attend the program. (Decline those who are no longer interested).
  3. If the parent/caregiver confirms they want the spot, simply click the “Enroll” button and a text confirmation will be sent to the family that evening.

Finally, record the changes in Summer Aeries

  1. In Summer Aeries, look up the student name to drop their Course Request.
  2. Then in Summer Aeries, look up the student name to add a Course ID. 

If a priority student needs to attend a different Hub Site location than assigned, what should I do?

  1. Have the family submit a registration for the student.
  2. Then complete this new Hub Site request form for the student.
  3. The student will be enrolled or waitlisted at the new Hub Site depending on space availability.

 

Can I still use a paper registration form?

Yes, blank forms are available. If a parent returns you a completed paper form, then follow these instructions:

  1. Look up the student in OSCAR Admin Console>Invites>All. 
  2. Click “Register” to open up the pre-filled registration form.
  3. Compare the parent’s responses with the pre-filled registration form in OSCAR. 
  4. Make any necessary updates in OSCAR and then click “Submit.”
  5. After May 7th, administrators must also go to Summer Aeries and enter the student in Aeries to maintain consistent enrollment counts.

Click here for general paper registration packets:

For ESY registration packets: