What is One Card? 

 

One Card is the Guilford County Schools student identification and access card. One Card provides many functions, including school attendance, student identification, media center checkout, cafeteria purchases, public library access, GCS school bus access, and more. 

 

The One Card provides several current abilities:  

  • Provides easy identification of students on campus.
  • Use in School Media Center to check out books and access resources.
  • Use on all GCS school buses.
  • Use in School Cafeteria to access MealsPlus account.
  • Public transportation discounts.

 

What are the responsibilities of the School’s Principal? 

  1. Set the expectation that One Cards and Staff ID Badges are always displayed during school.
  2. Explain the purpose of One Card and planned processes with your SIT team, staff, and community. (OneCard Talking Points)
  3. Assignment of roles to staff. Roles can consist of staff members that will supervise the scan stations, take student photos whenneeded, and handle card replacements.
  4. Inform parents by sending home a parent letter, social media,ConnectEd message, and any other communication processes that help you reach your families.).(Template)
  5. Knowledge of how tooperatethe CAASS and Scan Station site is critical. For training opportunities, please contact [email protected]

 

Sample Role Assignments 

  1. The project works best when a ‘champion’ is identified as thepointperson forOne Card.
  2. It is recommended that the media specialist or yearbook advisorbe responsible foruploading file photos for missing student pictures.
  3. It is recommended that the guidance counselor or Data Manager take photos of new students upon enrollment.
  4. School treasurers should handle fees associated with One Card by using the K12PaymentCenterfor replacement cards.Not sure?contactAccount payable for more information.
  5. Assign teachers that have morning duty to supervise a scan station site.

 

When will my school receive cameras, printers, and scanners? 

  1. It is an ongoing process that all schools will eventually be able to print their own One Cards. Technology Services is installing printers and training school staff upon installation of new equipment.
  2. Cameras were distributed to schools that havesubmittedrequests in the past. Currently we are no longer providing Cameras. It is up to the schools to provide cameras.
  3. Supplies will be provided by Technology Services. When additional supplies are needed, a Fresh Service helpdesk ticket will need to be entered.
  4. Scan Station allotments are based on predetermined placements. Equipment may be reallocated based on a school’s ADM.

 

Questions/Decisions that will need to be addressed before the start of EACH school year: 

  1. Evaluate student entrance locations at your school.
  2. Provide the name of your school’s contact person for One Card to Technology Services at [email protected].
  3. Identify persons responsible for managing school photos, replacing cards, and resolving school issues.

 

Starting the School Year: 

  1. During the initial teacher workdays, create a plan that includes staff procedures for morning arrival of students.
  2. When assigning morning duties to teachers, a best practice would be to place teachers with 1st core/block planning to supervise assigned scan stations.
  3. Meet with your One Card team at the end of the first few days of school to identify issues that need to be resolved.

 

Taking Pictures for New PreK and Kindergarten Students  

It is imperative during the initial 20 days of the new academic school year that pictures of all new students be obtained to allow for printing and to assign One Card Badges. All students are required to have One Card Badges. 

 

When will One Cards be available for returning students, new students and kindergartners? 

  1. For returning students, OneCards will be available prior to your school’s start date.
  2. Use Open House as an opportunity to take pictures of new students or students whodon’thave a photo on file. 
  3. Take photos of incoming kindergarteners during initial assessments and at the school’s scheduled Open House. These photos need to be uploaded into CAASS immediately.
  4. School personnel are strongly encouraged to utilize the instructions in this guide to ensure each student has a current photo ready to be applied to their One Card. 
  5. All students will have a picture on their One Card. These cards are used for security purposes.Therefore, the “No Photo Consent” is not applicable to One Cards.
  6. The turnaround for replacement/additional cards is generally between1-3 school days from the date of the request.

 

How will students display their One Card? 

  1. All students and staff should display One Cards or ID badges at all times during the school day.  Lanyards are the best way to do this.
  2. The district will not be responsible for purchasing lanyards. It is a school-based decision whether your school will assume the cost and/or list on their student supply list for your school. 
  3. Students may be excused from wearing ID's during physical activity classes if they present a hazard to student safety. They should be properly secured during this time.

 

What if students forget their cards?  

  1. Students who forget their cards will be allowed to ride their assigned bus.  

 
Are there fees for replacement cards? 

  1. Yes, the fee for a replacement card is $5.00. It will NOT be a media center fine. It will be collected by the office and marked into the One Card item of their checking account. On a quarterly basis, the school will write a check for fees collected andsubmitit to the Finance Dept. A replacement card should be ordered for a student, even if that student cannot afford the fee.
  2. One Card fees can be accessed through the K12 payment center.

 

How do we replace cards? 

All schools should have a card printer on-site to print replacement cards as needed. 

Replacement cards must be printed through the CAASS system using your school’s designated printer. Before printing, please ensure the printer is operational and that you have sufficient card stock and ribbon supplies available. 

If you need to print more than 20 replacement cards at one time or experience any technical issues, please contact Technology Services Customer Service at 336-370-8179 or email [email protected] for assistance. 

Once printed, it is the school’s responsibility to distribute the replacement cards to students in a timely manner. 

Detailed instructions can be found in the guide under the section labeled “One Card Printing Process.” 

 

If a student uses a name that is different from their legal name, which name will appear on the card? 

The name on the card is generated from Infinite Campus. Schools should contact their Data Manager for guidance. 

 

Recommended Consequences  

Displaying the One Card should be a common expectation for all schools. Promoting the practice among students and staff should be approached as an opportunity to help keep each other safe and should be reinforced with positive interactions.  

 

One Card Workflow for New or Transferring Students 

A new student enrolls from outside GCS: One Card representative sends the person designated to order One Cards in your building the name of the new student and their teacher. The designated individual takes a picture and orders a new card online.  

A student comes from a different GCS school: One Card representative or the designated individual orders a new card online. If needed, the designated individual takes a picture and uploads it to CAASS for an updated card.  

 

A student withdraws but remains in GCS: Send to Technology Services at Green Valley – IT Helpdesk - Customer Service via Courier to be shredded. 

 

A student withdraws but leaves GCS: Send card to Technology Services at  Green Valley – IT Helpdesk - Customer Service via Courier to be shredded. 

 

 

EOY Instructions: 

  1. Based on data usage reports, One Cards will no longer be collected at the end of the academic school year. Students will be allowed to keep their ID cards.
  2. Students may continue to use their ID’s during summer school, summer camps, and other school related activities.
  3. New cards will be produced in July/August and Fall for the next academic year. Make sure all students have pictures on file.
  4. It is important for the school to take a picture of any student who did not take a school picture before the school year ends so that new One Cards can be printed in the summer. 

 

Are there any additional benefits supported by One Card? 

  1. Greensboro Transit Authority
  2. Greensboro Public Library
  3. High Point Public Library
  1. High Point Transit Authority

 

 

One Card Radio Frequency Identification (RFID) Instructions 

 
DO NOT PUNCH HOLES IN THESE CARDS!!
THIS WILL DESTROY THEM!! 

 

What is Radio Frequency Identification (RFID)? 

All high schools, middle schools, and academies will receive RFID (Radio Frequency Identification) card for the academic year. The significant difference in these cards versus the regular cards is that they are embedded with a chip that allows students to utilize public transportation via Greensboro Transit Authority and High Point Transit. Students will not incur any fees and/or costs for this service. Services are available Monday through Saturday for school-related purposes only.  

 

How will Students Use the RFID Cards  

  • Upon entry into the building, tappers will be located at each scan station.Students will “tap” in andproceedthrough the line. Students will not have to remove their card from the plastic holder to “tap” in. 
  • Students riding GCSschool buses will follow the regular process of scanning their card upon boarding.

 

How will students display their One Card? 

  • All students and staff should display their OneCards or ID badges at all times. Lanyards and card holders are the best way to display the OneCards. Schools are responsible for purchasing their own badge holders and lanyards.

 

  • Students may be excused from wearing ID's during physical activity classes if they present a hazard to student safety. They should be properly secured during this time.

 

What if students forget their cards? 

  • Students who forget their cards will be allowed to ride their assigned bus and manuallyenterthe scan station site. 
  • The students must notify the school's One Card Champion to get a replacement card. 

 

How do we replace cards? 

All schools should have a card printer on-site to print replacement cards as needed. 

Replacement cards must be printed through the CAASS system using your school’s designated printer. Before printing, please ensure the printer is operational and that you have sufficient card stock and ribbon supplies available. 

If you need to print more than 20 replacement cards at one time or experience any technical issues, please contact Technology Services- IT Helpdesk - Customer Service at 336-370-8179 or email [email protected] for assistance. 

Once printed, it is the school’s responsibility to distribute the replacement cards to students in a timely manner. 

Detailed instructions can be found in the guide under the section labeled “One Card Printing Process.” 

 

Are there fees for replacement cards? 

  • Yes, the fee for a replacement card is $5.00. It will NOT be a media center fine. It will be collected by the office and marked into the One Card item of their checking account. On a quarterly basis, the school will write a check for fees collected and submitit to the Finance Dept. A replacement card should be ordered for a student, even if that student cannot afford the fee.
  • One Card fees can be accessed through the K12 payment center.
  • Send all requests for student reprints toTechnology Services – IT Helpdesk -Customer Service for approval.