Procedures for the school office, with student records kept on district storage
Enrollment, attendance corrections, transcripts, state reporting, the student information system: the tasks the registrar who retired knew by heart. Record each one once, and keep every picture inside the district.
Why a school office picks Sopycat
Student records stay on district storage
A recording of the SIS shows student names, IDs and grades. Sopycat keeps the recording, the pictures and the manual on the PC or the district's own share. No vendor receives them, so there is no vendor agreement about student data to write.
No accounts for anyone
Staff do not sign up for anything. A person is the name they type in Settings, and that name is what the records show. On the Office plan, a people list says who edits and who reads.
Easy on IT
A Windows installer, a library folder on a share the district already has, updates that can be held, and one page that lists every network connection the app makes.
Recording a task in the office
- Record on a test student where the SIS has one.
- After you stop, press Private details: every picture is read on the PC and anything after Student, Name, Date of birth, Student ID or Address is listed with a box, to blur in one go.
- A blur is pixels in the picture and in every PDF, Word file and web page saved from it; blurring by hand is in every step's menu.
- Give a manual a version, who approved it and the date it took effect; they print under the title. The board's procedures get the numbering the board uses.
- Ask staff to confirm they read a procedure; the confirmation is a line in the records with a name and a date, saved as a spreadsheet for the file.
Regulated-office mode
For districts that must say where data goes: no sharing a manual as a web page, updates held until IT installs them, and a log in the library folder of every view, edit, export and record. Part of the Office plan.
Follow along, for the substitute
A small window walks the next person through the procedure one step at a time, beside the real screen. Each run is logged on the Office plan.
Straight answers
- Is Sopycat FERPA compliant?
- FERPA is about how a district handles education records, and recordings that show student information are education records. Sopycat keeps them on the district's own computers and storage, sends nothing to any vendor, keeps no account, and can blur what the pictures show. Because the vendor receives no student data, the usual vendor questions, what data does the vendor get, who else can access it, how long is it kept, have the same answer: none.
- What does IT need to know?
- The app installs like any Windows program. Settings points it at the library folder, which can be a share the district already has. The one-page security overview lists every network connection the app makes: a key check and an update check on their own, plus any download someone starts; updates can be held with regulated-office mode. There is no server to host.
- Can one library serve several schools?
- Yes, one library per share. If two people save the same manual, the second save is stopped and nothing is lost, and the people list says who edits and who reads. Folders keep each school's procedures apart.
- Can we prove the training happened?
- On the Office plan, each reading confirmation and each follow-along run is logged with a name and a date in the library folder, and saved as a spreadsheet.
Record the first procedure this week
14 days free, no account, no card. Nothing you record leaves the district.