null  null
New Features and Enhancements for PowerSchool 7.2
PowerSchool SIS
General Enhancements
Feature
Description
New Federal Ethnicity and Race
report view
The Enrollment Summary Report has an additional view based on Federal Ethnicity and Race.
Graphs and charts have been added and the workflow has been streamlined.
New timeout warning
Users in PowerSchool, PowerTeacher, PowerTeacher Substitute, and PowerSchool Parent and
Student portals will be warned before the session is about to be timed-out. In addition, clicking
and typing on the page will keep the session active rather than only when navigating to a new
page.
Data Validation
Feature
Description
Configure Data Validation Rules
Administrative tools are now available for configuring district-wide data validation rules. These
tools are available at the District Office at Start Page > District Office > Data Validation
Configuration.
Validation rules can be applied to almost any system or custom field in the Students or Teachers
tables. Administrators can apply multiple rules per field, including specifying a data type for
custom fields.
Text Rules
•
Required Field
•
Minimum or Maximum Length
•
Text Mask or Value List
•
Excluded Characters
New Features and Enhancements for PowerSchool 7.2
1
Feature
Description
Number Rules
•
Required Field
•
Integer
•
Minimum/Maximum Number
•
Minimum/Maximum Length
Date Rules
•
Required Field
•
Minimum/Maximum Date
As in PowerSchool 7.1, validation rules apply when updating information via a web form, Quick
Import, or AutoComm.
Configure Text Masks and Value Lists
PowerSchool administrators may now configure text mask or value list sets for use with Data
Validation rules. Text masks allow you to enforce that data entries match a given text format.
Value lists allow you to enforce that data entries match one of several values allowed for a field.
After configuring a set of Text Masks or Values, you can assign that set to a field when configuring
data validation rules.
System Rules for teachers
System rules have been applied to numerous fields in the Teachers table. Administrators may add
additional rules to these fields as needed.
Note: System rules for Students have been included since PowerSchool 7.1.
Data Validation Report for Teachers
and Students
A new Student Group Function and Staff Group Function is now available to scan for Students or
Teacher/Staff records with invalid data. After selecting a group of Students or Teachers, select the
Data Validation Report group function, specify the fields to scan for, and review the results.
PowerSchool displays the name, number, and erroneous fields for each record in the selection
found with invalid data.
PowerSchool API
Feature
Description
Plugin installation
PowerSchool system administrators can now install custom plugins. Plugins are provided by
licensed partners. See PowerSchool.com for information on our existing partners and for details on
New Features and Enhancements for PowerSchool 7.2
2
Feature
Description
the PowerSchool Partner program.
Automatic Plugin registration
PowerSchool System administrators can automatically register approved plugins with external
systems. This registration will also test outbound and inbound connectivity so that any potential
problems with the external communication can be targeted.
Application Drawer
An Application Drawer has been added to the header of all portals. This Drawer slides out from the
right and contains Single Sign-On and standard links installed from a plugin. This Drawer is
available from anywhere in the portals
Standard links
Standard URL links can be installed via the Plugin Management Console to appear in any
PowerSchool portal.
Single Sign-On
Single Sign-On links can be installed via Plugin Management Console to any portal in the
Application Drawer
School-level access
All plugins can be configured to only appear in the schools selected for use by the plugin
System data exchange
Basic student data, such as demographics and school enrollment information can be exchanged
with external systems. All Student and Teacher accounts can be provisioned for use in an external
system.
PowerTeacher data exchange
PowerTeacher class assignments can be read and modified through the API.
PowerSchool Mobile Apps
Feature
Description
School Map display
School administrators can now upload a PDF or image file of the school map to PowerSchool that
will appear in a future release of the PowerSchool Parent and Student mobile apps. The map file
can be up to 1 MB in size. For best results, the file should be a PDF, 1280x853 resolution (3:2
aspect ratio) and include text for room numbers. This will allow students and parents to locate
room numbers on campus. File size should be under 800kB to minimize download time. Higher
resolution images will allow students and parents to pinch and zoom to see greater detail on the
school map.
New Features and Enhancements for PowerSchool 7.2
3
PowerTeacher
Single Day Attendance
Feature
Description
Fast Attendance Code entry
Enter attendance in three convenient methods. Use the single-click quick select attendance code,
type a code directly in the field, and/or use the pop-up menu and arrow keys in each field.
Navigate between students using the keyboard.
Single class view of all student alerts
See all of the student alerts for the entire class in one consolidated view.
Ease-of-use improvements
Ease-of-use improvements include: attendance taking area is now closer to the student name;
more contrast on the alternating row colors; and other general cosmetic enhancements.
Attendance Comments
Add Attendance Comments when entering an attendance code.
New Multi-Day Attendance View
Feature
Description
Entire class attendance view
See attendance for the entire class in a grid-like view on one page. The Multi-Day Attendance
page defaults to a 21-day range that can be adjusted to a period of time to see only the days
needed.
Easy spreadsheet-like navigation
Use the arrow keys to move around the grid, or click in specific fields as needed.
Fast Attendance Code entry
Enter attendance in three convenient methods. Use the single-click quick select attendance code,
type a code directly in the field, and/or use the pop-up menu and arrow keys in each field.
Navigate between students using the keyboard.
View all sections meeting at the same
time
Teachers with multiple sections meeting at the same time can view and take attendance for all
students in all of those sections.
Office staff availability
The Multi-Day Attendance page is also available for office staff managing attendance, making it
easier to handle attendance entry for entire sections at the same time.
New Features and Enhancements for PowerSchool 7.2
4
Seating Chart
Feature
Description
Fast Attendance Code entry
Using the single-click quick select attendance code, teachers can click anywhere on a student
photo to enter attendance. Teachers can also select the pop-up menu directly on the photo and
apply a different code by clicking, typing, or using the arrow keys.
Attendance Comments
Add Attendance Comments when entering an attendance code.
Random Student Selector
Allows a teacher to highlight any student at random for classroom participation (such as
answering questions, special jobs, etc.).
New students available immediately
New students added to the class are immediately available for attendance, even if they have not
been assigned a space on the seating chart.
Layout tools
Arrange the classroom quickly by adding rows of seats, table arrangements, and single chairs.
Teacher can also see the exact placement of rows and tables before saving the layout to the
seating chart.
Class seat assignment
Add students alphabetically, alternating M/F, or randomly to the seating chart with a single click.
Or, drag students individually on and off the chart layout as needed.
Visual orientation tools
Orient the room visually by adding teacher’s desk, white boards, doors, and text labels to any
area of the seating chart layout.
Easily move multiple objects
Easily move multiple objects at the same time. Click objects to select them, and/or use the mouse
to highlight everything in a given area. Objects stay selected, allowing for easy movement and
refinement of the layout.
Multiple layouts per class
Create as many layouts per class as needed.
Copy layouts from other classes
When creating a new layout, teachers can use any seating chart from any of their other classes as
a starting point, including previous year’s layouts.
Easy class reshuffle
Use the Clear All and Populate buttons on the seating chart to retain your exact class seat
arrangement, but clear all of the students out of the seats and re-populate to rebalance or
reshuffle the seat assignments.
Blank layout jumpstart
When starting with a blank layout, teachers can get started immediately by prepopulating all of
the students onto the layout, and then adjusting the layout as needed.
Student seat swap
Select two students to access the seat swapping option.
New Features and Enhancements for PowerSchool 7.2
5
Feature
Description
New students available immediately
New students added to the class are immediately available for attendance, even if they have not
been assigned a space on the seating chart.
View all sections meeting at the same
time
Teachers with multiple sections meeting at the same time can view and take attendance for all
students in all of those sections.
Seating chart for substitutes
Substitute teachers have access to take attendance on the seating charts in the PowerSchool
Substitute portal. If the teacher has created no seating chart layouts, substitutes are able to
access a prepopulated alphabetical layout to enter seating chart attendance.
PowerTeacher Gradebook
Feature
Description
Hide/Show Attendance Totals columns
Teacher preference to hide or show the absences and tardies totals columns in the gradebook.
Quick access to Attendance
PowerTeacher Gradebook now provides a new Attendance menu in the toolbar, to quickly launch
any of the attendance views. In addition, a new Attendance icon provides access to the various
attendance options. The Attendance icon itself has a quick launch area that takes teachers
immediately to single day attendance from anywhere in the gradebook. Short-cut keys are also
available to launch the various attendance views.
Smart Text for student comments
Teachers can create personal comment bank entries that include Smart Text. Examples include
He/She, His/Her, student name, and other items that will fill in the appropriate pronoun or other
data element right into the comment. Administrators can also use Smart Text to create entries in
the district comment bank.
Comment Bank filtering
Enhanced filtering of Comment Bank entries.
Comment Bank Favorites
Teachers can now mark specific District comments as favorites. This feature allows teachers to
create a much smaller subset of comments that they use all the time, rather than scrolling
through a long list of District comments.
New Features and Enhancements for PowerSchool 7.2
6
PowerSchool SIS
General Enhancements for 7.1.x – 7.2
Introduced in 7.1.1
Schoolnet Single Sign-On
Customers who use both PowerSchool and Schoolnet can configure them for integrated single
sign-on. Custom services are required to support this configuration. Contact your sales
representative if you are interested in PowerSchool/Schoolnet single sign-on.
Max Section Override added to Mass
Enroll
The Mass Enroll feature now allows administrators to enter the password to enroll students over
the maximum section enrollment size.
Workflow enhancements for
enrollments
Multiple workflow improvements for class enrollments between the Class Roster page, the Mass
Enroll feature, the Mass Drop feature, and the Edit CC page.
•
The Class Roster Page now displays a filter for all class enrollments for a section. This
includes the ability to display Dropped and Pre-Registered class enrollments as well as
filter by grade level and Gender.
•
The Class Roster page now provides quick access to the Edit CC page while preserving the
previous permissions set when accessed from the All Enrollments student page. This will
assist in populating State Specific custom fields for class enrollments.
•
Navigational improvements now allow administrators to navigate to either the Class Roster
page or the Mass Enroll Section search page after using the Mass Drop or Mass Enroll
feature.
Introduced in 7.1.2
Disable email alerts in Parent App
PowerSchool administrators can now disable parents’ access to email alerts in the Parent mobile
app.
Email Enhancements
Both PowerSchool and PowerTeacher Gradebook emails can be set up to use SMTP authentication
as well as SSL, and a port number can be specified.
When using the new advanced email settings, the Outgoing Mail Queue page has been improved
to show email history and email information in a table format.
Workflow improvements have been made to email in PowerSchool, combining the Email Setup,
Outgoing Mail Queue, and Test Email pages into one page with tabs.
GPA available in Parent and Student
Apps
Parents and students can now access the student’s current GPA in the Parent and Student mobile
apps.
New Features and Enhancements for PowerSchool 7.2
7
Lengthen Student Name fields
The Student Name fields have been lengthened to accommodate longer names. The fields have
been lengthened to [50, 30, 50, 135] for [Students]First_Name, [Students]Middle_Name,
[Students]Last_Name, and [Students]LastFirst, respectively. The maximum lengths will differ by
state based on state reporting needs. Refer to state- specific release notes for field length
validation on student name fields included in this release to support state/provincial reports.
Manually Schedule Student Class
Counts Tooltip
The Manually Schedule Student page has been improved by displaying the current class counts in
sections in hover-over text.
Master Schedule Class Roster updates
The Class Roster Page accessed from the Master Schedule is now updated to the new Class roster
paradigm and includes the Detail view, Mass Enroll and Mass Drop.
Mobile statistics in Parent Student
Access Log
PowerSchool access statistics for mobile apps are now available in the Parent Student Access Log
report.
State Reporting Version Number on
sign in page
ReportWorks 1.5.1
The State Reporting version number now displays on the PowerSchool sign in page.
ReportWorks includes numerous enhancements including attendance functions and multi-page
reporting.
Introduced in 7.1.3
Enrollment Summary Report Updates
The Enrollment Summary Report is now enhanced to display the new Federal Ethnicity and Race
view as well as the pre-existing Scheduling/Reporting Ethnicity view.
Smart Text for Comment Bank
PowerTeacher Gradebook is now enhanced to support Smart Text in comment bank items for the
use of pronouns and student names in generic comments.
Introduced in 7.1.4
Attendance Tracking and Notification
Enhancements
•
Support for Interval attendance
•
Tracking for Calendar Month, Calendar Week, Trimesters, and Quarters
•
Tracking for remote attendance
•
Control the calculation year from the District
Disable GPA in Mobile Apps
School-level administrators can now disable the GPA service for mobile apps in the School Setup >
Mobile Settings > App Settings tab.
State Reporting Installer Version
Number added to State Reports page
The state reporting installer version number is now visible on the State Reports tab, in the lower
right-hand corner of the page. This allows users to verify the version without logging out of the
application.
New Features and Enhancements for PowerSchool 7.2
8
PowerSchool 7.2 Release Notes
PowerSchool
Student Information System
Released May 2012
Document Owner: Documentation Services
This edition applies to Release 7.2 of the PowerSchool software, and to all subsequent releases and modifications until otherwise indicated in
new editions or updates.
The data and names used to illustrate the reports and screen images may include names of individuals, companies, brands, and products. All
of the data and names are fictitious; any similarities to actual names are entirely coincidental.
PowerSchool is a trademark, in the U.S. and/or other countries, of Pearson Education, Inc. or its affiliate(s).
Copyright © 2012 Pearson Education, Inc. or its affiliates. All rights reserved. All trademarks are either owned or licensed by Pearson
Education, Inc. or its affiliates. Other brands and names are the property of their respective owners.
PowerSchool 7.2 Release Notes
Contents
Introduction .............................................................................................................................................................. 4
Installation Notes ..................................................................................................................................................... 4
Important Note .................................................................................................................................................. 5
PowerSchool Components ................................................................................................................................... 5
Documentation .......................................................................................................................................................... 7
New Features/Enhancements ................................................................................................................................. 10
PowerSchool SIS ................................................................................................................................................... 10
General Enhancements ..................................................................................................................................... 10
Data Validation ................................................................................................................................................ 10
PowerSchool API ................................................................................................................................................... 12
PowerSchool Mobile Apps ....................................................................................................................................... 12
PowerTeacher ....................................................................................................................................................... 13
PowerTeacher Gradebook .................................................................................................................................. 15
Resolved Issues ...................................................................................................................................................... 16
State Reporting ....................................................................................................................................................... 18
Known Issues ......................................................................................................................................................... 18
Page Changes.......................................................................................................................................................... 18
Contents
3
PowerSchool 7.2 Release Notes
Introduction
The 7.2 release of the PowerSchool Student Information System (SIS) includes new features, enhancements, and resolutions to
previously identified issues.
Installation Notes
The installer setup files for this release are available for download from PowerSource.
If upgrading from PowerSchool 7.0.x or 7.1.x you will need:

PowerSchool 7.2 Application Installer

PowerSchool Database Scripts Updater
If you are upgrading from PowerSchool 6.x or performing a new installation, you will need:

PowerSchool 7.2 Application Installer

PowerSchool Database Installer
Note: If you are already running PowerSchool, you need to be on version 6.2.1.2 or higher in order to install PowerSchool
7.2.
The PowerSchool Application Installer is available at Downloads > PowerSchool > PowerSchool Installers >
PowerSchool 7.x > PowerSchool 7.2 > PowerSchool Application [version] installer (Windows).
The PowerSchool Database Scripts Updater is available at Downloads > PowerSchool > PowerSchool Database >
PowerSchool Database 11.2 > Database Scripts Updater [version].
The PowerSchool Database Installer is available at Downloads > PowerSchool > PowerSchool Database > PowerSchool
Database 11.2 > PowerSchool Database [version].
The PowerSchool installer allows you to manage your PowerSchool deployment. It installs the database and application for a
specific server, and it configures per-server settings such as database and web server ports, passwords, and file paths.
Installation Notes
4
PowerSchool 7.2 Release Notes
PowerSchool System Requirements
If this is the first time you are installing PowerSchool, review the Hardware and Software Requirements for PowerSchool 7.2.x
and the Installation and Upgrade Guide for PowerSchool 7.x, available on PowerSource, before installing this version of
PowerSchool.
The Hardware and Software Requirements for PowerSchool 7.2.x are updated periodically, and contains information on
supported software and browser versions for a release. Review this document before installing updates to PowerSchool.
General Recommendation
Pearson strongly recommends that SSL be enabled on your PowerSchool server to ensure all data passed between your server
and Pearson technical support remains secure and private. If SSL is not enabled, data moving between your server and Pearson
is unencrypted.
Important Note
PowerSchool 7.x supports a Microsoft Windows configuration using 64-bit hardware with a Windows Server 2008 R2 SP1 64-bit
operating system. Windows Server 2003 and Windows Server 2008 R1 are no longer supported. PowerSchool 7.x also requires
Oracle 11g. Due to these updates, it is imperative that a full backup of the PowerSchool 6.x data is performed and stored on a
separate device to ensure data integrity.
If you plan to use the current database server for PowerSchool 7.x, be sure that you fully understand the Power Down
PowerSchool 6.x process described in the Installation Guide for PowerSchool 7.0. There is a risk that an incorrect or corrupted
backup can result in irrevocable loss of all past and present PowerSchool data.
If you have hardware that already meets the minimum system requirements for PowerSchool 7.x, the Pearson Technical
Solutions Group (TSG) can remotely install your Microsoft Windows operating system, your instance of PowerSchool, your
Oracle database, and migrate your PowerSchool configuration and Oracle data to PowerSchool 7.x. Contact the Pearson
Technical Solutions Group at [email protected] for information concerning scope, cost and availability of services.
PowerSchool Components
PowerSchool is comprised of several software components, each versioned independently from one another. This allows for
greater flexibility of component updates as new features and bug fixes become available. Some updates may include
dependencies between components. These dependencies will be communicated and built in to the component update installers
to prevent PowerSchool from being configured incorrectly.
Installation Notes
5
PowerSchool 7.2 Release Notes
The following table identifies the version number for each PowerSchool component for this release:
Component
Version Number
PowerSchool Server
7.2
PowerTeacher
2.5
ReportWorks
1.5.1
PowerScheduler
3.0.2
Oracle
11g
Schoolnet
12.5
State Reporting
12.5.1
Report SDK
1.7.1
Java
1.7
Installation Notes
6
PowerSchool 7.2 Release Notes
Documentation
Be sure to check out the updated online help. Assistance is just a click away!
PowerSchool 7.2 Documentation on PowerSource
Location
Title
Support > Documentation > PowerSchool > Release
Notes > PowerSchool Release Notes
PowerSchool 7.2 Release Notes
Support > Documentation > PowerSchool
>Installation, Upgrade, Backup, and Configuration
Guides > PowerSchool 7.x Installation and
Configuration Guides
Installation and Upgrade Guide for PowerSchool 7.x
Support > Documentation > PowerSchool > System
Requirements
Hardware and Software Requirements for PowerSchool
7.2.x
PowerTeacher > Documentation > PowerTeacher 2.5
New Features in PowerTeacher 2.5
PowerTeacher > Documentation > PowerTeacher 2.5
User Guide for PowerTeacher 2.5
PowerTeacher > Documentation > PowerTeacher 2.5
Data Dictionary for PowerTeacher 2.5
Support > Documentation > PowerSchool > Data
Dictionaries > PowerSchool 7.x Data Dictionaries
Data Dictionary Tables for PowerSchool 7.x
Support > Documentation > PowerSchool > User
Guides > PowerSchool 7.x User Guides
Attendance User Guide for PowerSchool 7.x
Support > Documentation > PowerSchool > User
Guides > PowerSchool 7.x User Guides
Data Validation System Administrator Guide for
PowerSchool 7.x
Support > Documentation > PowerSchool > User
Guides > PowerSchool 7.x User Guides
Mobile Administration User Guide for PowerSchool 7.x
Support > Documentation > PowerSchool > User
Plugin Management User Guide for PowerSchool 7.x
Documentation
7
PowerSchool 7.2 Release Notes
Location
Title
Guides > PowerSchool 7.x User Guides
Support > Documentation > PowerSchool > User
Guides > PowerSchool 7.x User Guides
PowerSchool Parent Portal User Guide for PowerSchool
7.x
Support > Documentation > PowerSchool > User
Guides > PowerSchool 7.x User Guides
PowerTeacher Substitute User Guide for PowerSchool
7.x
Support > Documentation > PowerSchool > User
Guides > PowerSchool 7.x User Guides
PowerTeacher User Guide for PowerSchool 7.x
Support > Documentation > PowerSchool > User
Guides > PowerSchool 7.x User Guides
Record and Transcript Exchange User Guide for
PowerSchool 7.x
Support > Documentation > PowerSchool > User
Guides > PowerSchool 7.x User Guides
Reports User Guide for PowerSchool 7.x
Support > Documentation > PowerSchool > User
Guides > PowerSchool 7.x User Guides
Scheduling User Guide for PowerSchool 7.x
Support > Documentation > PowerSchool > User
Guides > PowerSchool 7.x User Guides
Schoolnet User Guide for PowerSchool 7.x
Support > Documentation > PowerSchool > User
Guides > PowerSchool 7.x User Guides
Security User Guide for PowerSchool 7.x
Support > Documentation > PowerSchool > User
Guides > PowerSchool 7.x User Guides
Staff User Guide for PowerSchool 7.x
Support > Documentation > PowerSchool > User
Guides > PowerSchool 7.x User Guides
Students User Guide for PowerSchool 7.x
Support > Documentation > PowerSchool > User
Guides > PowerSchool 7.x User Guides
Summer School Setup Guide for PowerSchool 7.x
Support > Documentation > PowerSchool > User
Guides > PowerSchool 7.x User Guides
System Administrator User Guide for PowerSchool 7.x
Documentation
8
PowerSchool 7.2 Release Notes
Location
Title
Support > Documentation > PowerSchool > User
Guides > PowerSchool 7.x User Guides
The Backfill Management User Guide for PowerSchool
7.x
Support > Documentation > PowerSchool > User
Guides > PowerSchool 7.x User Guides
The Basics User Guide for PowerSchool 7.x
Documentation
9
PowerSchool 7.2 Release Notes
New Features/Enhancements
PowerSchool 7.2 builds on features released in PowerSchool 7.0. The following tables display a complete list of enhancements
available in PowerSchool 7.2.
PowerSchool SIS
General Enhancements
Feature
Description
New Federal Ethnicity and Race
report view
The Enrollment Summary Report has an additional view based on Federal Ethnicity and Race.
Graphs and charts have been added and the workflow has been streamlined.
New timeout warning
Users in PowerSchool, PowerTeacher, PowerTeacher Substitute, and PowerSchool Parent and
Student portals will be warned before the session is about to be timed-out. In addition, clicking
and typing on the page will keep the session active rather than only when navigating to a new
page.
Data Validation
Feature
Description
Configure Data Validation Rules
Administrative tools are now available for configuring district-wide data validation rules. These
tools are available at the District Office at Start Page > District Office > Data Validation
Configuration.
Validation rules can be applied to almost any system or custom field in the Students or Teachers
tables. Administrators can apply multiple rules per field, including specifying a data type for
custom fields.
Text Rules
New Features/Enhancements
•
Required Field
•
Minimum or Maximum Length
•
Text Mask or Value List
10
PowerSchool 7.2 Release Notes
Feature
Description
•
Excluded Characters
Number Rules
•
Required Field
•
Integer
•
Minimum/Maximum Number
•
Minimum/Maximum Length
Date Rules
•
Required Field
•
Minimum/Maximum Date
As in PowerSchool 7.1, validation rules apply when updating information via a web form, Quick
Import, or AutoComm.
Configure Text Masks and Value Lists
PowerSchool administrators may now configure text mask or value list sets for use with Data
Validation rules. Text masks allow you to enforce that data entries match a given text format.
Value lists allow you to enforce that data entries match one of several values allowed for a field.
After configuring a set of Text Masks or Values, you can assign that set to a field when configuring
data validation rules.
System Rules for teachers
System rules have been applied to numerous fields in the Teachers table. Administrators may add
additional rules to these fields as needed.
Note: System rules for Students have been included since PowerSchool 7.1.
Data Validation Report for Teachers
and Students
New Features/Enhancements
A new Student Group Function and Staff Group Function is now available to scan for Students or
Teacher/Staff records with invalid data. After selecting a group of Students or Teachers, select the
Data Validation Report group function, specify the fields to scan for, and review the results.
PowerSchool displays the name, number, and erroneous fields for each record in the selection
found with invalid data.
11
PowerSchool 7.2 Release Notes
PowerSchool API
Feature
Description
Plugin installation
PowerSchool system administrators can now install custom plugins. Plugins are provided by
licensed partners. See PowerSchool.com for information on our existing partners and for details on
the PowerSchool Partner program.
Automatic Plugin registration
PowerSchool System administrators can automatically register approved plugins with external
systems. This registration will also test outbound and inbound connectivity so that any potential
problems with the external communication can be targeted.
Application Drawer
An Application Drawer has been added to the header of all portals. This Drawer slides out from the
right and contains Single Sign-On and standard links installed from a plugin. This Drawer is
available from anywhere in the portals.
Standard links
Standard URL links can be installed via the Plugin Management Console to appear in any
PowerSchool portal.
Single Sign-On
Single Sign-On links can be installed via Plugin Management Console to any portal in the
Application Drawer.
School-level access
All plugins can be configured to only appear in the schools selected for use by the plugin.
System data exchange
Basic student data, such as demographics and school enrollment information can be exchanged
with external systems. All Student and Teacher accounts can be provisioned for use in an external
system.
PowerTeacher data exchange
PowerTeacher class assignments can be read and modified through the API.
PowerSchool Mobile Apps
Feature
Description
School Map display
School administrators can now upload a PDF or image file of the school map to PowerSchool that
will appear in a future release of the PowerSchool Parent and Student mobile apps. The map file
can be up to 1 MB in size. For best results, the file should be a PDF, 1280x853 resolution (3:2
aspect ratio) and include text for room numbers. This will allow students and parents to locate
room numbers on campus. File size should be under 800kB to minimize download time. Higher
resolution images will allow students and parents to pinch and zoom to see greater detail on the
school map.
New Features/Enhancements
12
PowerSchool 7.2 Release Notes
PowerTeacher
Single Day Attendance
Feature
Description
Fast Attendance Code entry
Enter attendance in three convenient methods. Use the single-click quick select attendance code,
type a code directly in the field, and/or use the pop-up menu and arrow keys in each field.
Navigate between students using the keyboard.
Single class view of all student alerts
See all of the student alerts for the entire class in one consolidated view.
Ease-of-use improvements
Ease-of-use improvements include: attendance taking area is now closer to the student name;
more contrast on the alternating row colors; and other general cosmetic enhancements.
Attendance Comments
Add Attendance Comments when entering an attendance code.
New Multi-Day Attendance View
Feature
Description
Entire class attendance view
See attendance for the entire class in a grid-like view on one page. The Multi-Day Attendance
page defaults to a 21-day range that can be adjusted to a period of time to see only the days
needed.
Easy spreadsheet-like navigation
Use the arrow keys to move around the grid, or click in specific fields as needed.
Fast Attendance Code entry
Enter attendance in three convenient methods. Use the single-click quick select attendance code,
type a code directly in the field, and/or use the pop-up menu and arrow keys in each field.
Navigate between students using the keyboard.
View all sections meeting at the same
time
Teachers with multiple sections meeting at the same time can view and take attendance for all
students in all of those sections.
Office staff availability
The Multi-Day Attendance page is also available for office staff managing attendance, making it
easier to handle attendance entry for entire sections at the same time.
New Features/Enhancements
13
PowerSchool 7.2 Release Notes
Seating Chart
Feature
Description
Fast Attendance Code entry
Using the single-click quick select attendance code, teachers can click anywhere on a student
photo to enter attendance. Teachers can also select the pop-up menu directly on the photo and
apply a different code by clicking, typing, or using the arrow keys.
Attendance Comments
Add Attendance Comments when entering an attendance code.
Random Student Selector
Allows a teacher to highlight any student at random for classroom participation (such as
answering questions, special jobs, etc.).
New students available immediately
New students added to the class are immediately available for attendance, even if they have not
been assigned a space on the seating chart.
Layout tools
Arrange the classroom quickly by adding rows of seats, table arrangements, and single chairs.
Teacher can also see the exact placement of rows and tables before saving the layout to the
seating chart.
Class seat assignment
Add students alphabetically, alternating M/F, or randomly to the seating chart with a single click.
Or, drag students individually on and off the chart layout as needed.
Visual orientation tools
Orient the room visually by adding teacher’s desk, white boards, doors, and text labels to any
area of the seating chart layout.
Easily move multiple objects
Easily move multiple objects at the same time. Click objects to select them, and/or use the mouse
to highlight everything in a given area. Objects stay selected, allowing for easy movement and
refinement of the layout.
Multiple layouts per class
Create as many layouts per class as needed.
Copy layouts from other classes
When creating a new layout, teachers can use any seating chart from any of their other classes as
a starting point, including previous year’s layouts.
Easy class reshuffle
Use the Clear All and Populate buttons on the seating chart to retain your exact class seat
arrangement, but clear all of the students out of the seats and re-populate to rebalance or
reshuffle the seat assignments.
Blank layout jumpstart
When starting with a blank layout, teachers can get started immediately by prepopulating all of
the students onto the layout, and then adjusting the layout as needed.
New Features/Enhancements
14
PowerSchool 7.2 Release Notes
Feature
Description
Student seat swap
Select two students to access the seat swapping option.
New students available immediately
New students added to the class are immediately available for attendance, even if they have not
been assigned a space on the seating chart.
View all sections meeting at the same
time
Teachers with multiple sections meeting at the same time can view and take attendance for all
students in all of those sections.
Seating chart for substitutes
Substitute teachers have access to take attendance on the seating charts in the PowerSchool
Substitute portal. If the teacher has created no seating chart layouts, substitutes are able to
access a prepopulated alphabetical layout to enter seating chart attendance.
PowerTeacher Gradebook
Feature
Description
Hide/Show Attendance Totals columns
Teacher preference to hide or show the absences and tardies totals columns in the gradebook.
Quick access to Attendance
PowerTeacher Gradebook now provides a new Attendance menu in the toolbar, to quickly launch
any of the attendance views. In addition, a new Attendance icon provides access to the various
attendance options. The Attendance icon itself has a quick launch area that takes teachers
immediately to single day attendance from anywhere in the gradebook. Short-cut keys are also
available to launch the various attendance views.
Smart Text for student comments
Teachers can create personal comment bank entries that include Smart Text. Examples include
He/She, His/Her, student name, and other items that will fill in the appropriate pronoun or other
data element right into the comment. Administrators can also use Smart Text to create entries in
the district comment bank.
Comment Bank filtering
Enhanced filtering of Comment Bank entries.
Comment Bank Favorites
Teachers can now mark specific District comments as favorites. This feature allows teachers to
create a much smaller subset of comments that they use all the time, rather than scrolling
through a long list of District comments.
New Features/Enhancements
15
PowerSchool 7.2 Release Notes
Resolved Issues
General Fixes
Issue
Description
Error editing a custom staff field
When editing a custom staff field, PowerSchool may return an error that the user did not enter a
field type. This issue occurs for custom staff fields are created outside of the Custom
Fields/Screens page (System Administration > Custom Fields/Screens). This issue is now resolved.
Custom staff fields created outside of the Custom Fields/Screens page may now be updated
without errors related to field types.
Fusion Charts
PowerSchool 7.2 includes updated infrastructure to support custom Fusion Charts on non-flash
devices. For information about working with custom Fusion Charts, contact the Product Education
team at [email protected]
Note: Customers with existing custom Fusion Charts may need to perform customization updates
to ensure existing Fusion Charts continue to work with the updated architecture. Contact Product
Education at [email protected] for more information about converting existing Fusion
Charts.
HTTP Status 500 errors
Under certain circumstances, a user may observe an HTTP Status 500 Error when browsing
through student records. This release includes several fixes to prevent such errors from occurring.
Incident Management hierarchies
Actions and behaviors related to an incident participant in a hierarchical relationship are not
displayed properly. Actions or behaviors without a direct relationship to a participant are displayed
as if they have a direct relationship unless hovering the mouse over the participant. This issue is
now resolved. The Incident builder now properly displays hierarchical relationships even without
hovering the mouse over the participant.
Student Web access logins
When importing into the Students table, updated students may no longer be able to sign-in to the
Parent/Student portal, affecting students who authenticate without using LDAP. This issue is now
resolved. Import updates into the Students table no longer invalidate a student's web access
credentials.
Teachers logged out when viewing
score notes
Teachers may be logged out of PowerTeacher when viewing score notes on a student's Quick
Lookup page. This issue is now resolved. Teachers are no longer logged out when viewing score
notes in PowerTeacher.
Resolved Issues
16
PowerSchool 7.2 Release Notes
Issue
Description
Users redirected to login screen
Under certain conditions, PowerSchool may redirect a user to the login screen without the user
actually timing out of PowerSchool. This release includes several fixes to prevent this unexpected
logout from occurring.
Records and Transcript Exchange
Issue
Description
PowerSchool 7.2 needed for Records
and Transcript Exchange
In order to use the Records and Transcript Exchange features of PowerSchool, you must upgrade
to PowerSchool version 7.2. This version will provide you with updated digital certificates, which
are needed to support the communication between PowerSchool and Pearson's National Transcript
Center that supports secure transfer of student records.
Reports
Issue
Description
FER Enrollment Summary – error in
totals
Previously in the Federal Ethnicity and Race view of the Enrollment Summary Report, students
were being counted more than once in the Two or More Race Categories totals. This issue is now
resolved and students are only counted once in the report.
ReportWorks
Issue
Description
ReportWorks Grades Data Set
When attempting to refresh the ReportWorks grades data set, the process may fail and Oracle
errors may appear due to an incorrectly sized column for standards grades identifiers. This issue is
now resolved. The ReportWorks grades data set process should no longer fail due to column sizes
for the standards grades identifier.
Resolved Issues
17
PowerSchool 7.2 Release Notes
State Reporting
Arizona State Reporting Updates
PowerSchool 7.2 includes Arizona state-specific updates. For more information, see Arizona state-specific release notes
available on PowerSource.
Known Issues
The following known issue is associated with this release.
•
Mac users on OSX 10.7 Lion and using the default OS settings may have issues with the new OS scroll bar paradigm
(which may affect the seating chart and any other web content). To change the scroll bar settings, go to System
Preferences > General, then select Always under the Show scroll bar section. PT-7781
Page Changes
The following is a list of page changes. If you manage your own customized built-in PowerSchool files, review the list for added,
updated, and deleted files.
Key:
+ = New page
∆ = Changed page
- = Removed page
-
web_root/admin/help/how_to/mwp_00_intro.html
-
web_root/admin/help/how_to/mwp_01_setup.html
-
web_root/admin/help/how_to/mwp_02_powerschool_mobile.html
-
web_root/admin/help/how_to/mwp_02a_get_started.html
State Reporting
18
PowerSchool 7.2 Release Notes
-
web_root/admin/help/how_to/mwp_02b_work_with_menu.html
-
web_root/admin/help/how_to/mwp_02c_quit.html
-
web_root/admin/help/how_to/mwp_03_powerteacher_mobile.html
-
web_root/admin/help/how_to/mwp_03a_get_started.html
-
web_root/admin/help/how_to/mwp_03b_work_with_menu.html
-
web_root/admin/help/how_to/mwp_03c_quit.html
-
web_root/admin/help/how_to/mwp_04_substitute_mobile.html
-
web_root/admin/help/how_to/mwp_04a_get_started.html
-
web_root/admin/help/how_to/mwp_04b_work_with_menu.html
-
web_root/admin/help/how_to/mwp_04c_quit.html
-
web_root/admin/help/how_to/ptm_01_setup.html
-
web_root/admin/help/how_to/sy_80_mobile_settings.html
-
web_root/subs/help/how_to/mwp_04_substitute_mobile.html
-
web_root/subs/help/how_to/mwp_04a_get_started.html
-
web_root/subs/help/how_to/mwp_04b_work_with_menu.html
-
web_root/subs/help/how_to/mwp_04c_quit.html
-
web_root/teachers/help/how_to/mwp_03_powerteacher_mobile.html
-
web_root/teachers/help/how_to/mwp_03a_get_started.html
-
web_root/teachers/help/how_to/mwp_03b_work_with_menu.html
-
web_root/teachers/help/how_to/mwp_03c_quit.html
∆
web_root/admin/bulletin_popup.html
Page Changes
19
PowerSchool 7.2 Release Notes
∆
web_root/admin/constraints/home.html
∆
web_root/admin/courses/mastercourselist.html
∆
web_root/admin/dashboard/index.html
∆
web_root/admin/district/home.html
∆
web_root/admin/faculty/home.html
∆
web_root/admin/faculty/home_editpw.html
∆
web_root/admin/faculty/search.html
∆
web_root/admin/facultylist/functions.html
∆
web_root/admin/health/healthStudentScreen.html
∆
web_root/admin/help/how_to/att_12_backfill_management.html
∆
web_root/admin/help/how_to/fa_02b_current_schedule.html
∆
web_root/admin/help/how_to/fa_06_security_settings.html
∆
web_root/admin/help/how_to/in_09_start_page.html
∆
web_root/admin/help/how_to/in_11e_dashboard.html
∆
web_root/admin/help/how_to/sc_11_sections.html
∆
web_root/admin/help/how_to/st_09_work_student.html
∆
web_root/admin/help/how_to/st_19_demographics_m.html
∆
web_root/admin/help/how_to/st_48_enrollment_summary.html
∆
web_root/admin/help/how_to/st_75_rte_dashboard.html
∆
web_root/admin/help/how_to/sy_01_security_permissions.html
∆
web_root/admin/help/how_to/sy_01a_group_security.html
Page Changes
20
PowerSchool 7.2 Release Notes
∆
web_root/admin/help/how_to/sy_06a_system_settings.html
∆
web_root/admin/help/how_to/sy_12_system_security.html
∆
web_root/admin/help/how_to/sy_18cc_miscdistrict.html
∆
web_root/admin/help/how_to/sy_27_comment_setup.html
∆
web_root/admin/help/how_to/sy_84_ps_monitor.html
∆
web_root/admin/help/how_to/sy_85_plugin_console.html
∆
web_root/admin/help/how_to/sy_85a_rte_plugin.html
∆
web_root/admin/help/how_to/sy_86_digital_certificates.html
∆
web_root/admin/help/how_to/sy_89_data_validation.html
∆
web_root/admin/help/index.html
∆
web_root/admin/help/toc_attendance.html
∆
web_root/admin/help/toc_system_administrator.html
∆
web_root/admin/home.html
∆
web_root/admin/mobile/list.html
∆
web_root/admin/pearsonapps/home.html
∆
web_root/admin/portlets/DistrictActiveStudents.html
∆
web_root/admin/portlets/SchoolEnrollmentTrend.html
∆
web_root/admin/portlets/SchoolMembershipTrend.html
∆
web_root/admin/portlets/SchoolProgramsActiveEnrollments.html
∆
web_root/admin/portlets/ServerHandlers.html
∆
web_root/admin/portlets/ServerHits.html
Page Changes
21
PowerSchool 7.2 Release Notes
∆
web_root/admin/portlets/ServerLogins.html
∆
web_root/admin/portlets/ServerReportQueueJobs.html
∆
web_root/admin/powerschedule/buildload/home.html
∆
web_root/admin/powerschedule/buildload/load1.html
∆
web_root/admin/powerschedule/catalogs/home.html
∆
web_root/admin/powerschedule/catalogs/menu.html
∆
web_root/admin/powerschedule/constraints/home.html
∆
web_root/admin/powerschedule/constraints/menu.html
∆
web_root/admin/powerschedule/contexts/home.html
∆
web_root/admin/powerschedule/contexts/periodedit.html
∆
web_root/admin/powerschedule/coursecatalog/home.html
∆
web_root/admin/powerschedule/coursecatalog/menu.html
∆
web_root/admin/powerschedule/coursegroups/home.html
∆
web_root/admin/powerschedule/coursegroups/menu.html
∆
web_root/admin/powerschedule/faculty/home.html
∆
web_root/admin/powerschedule/faculty/menu.html
∆
web_root/admin/powerschedule/menu.html
∆
web_root/admin/powerschedule/requestsetup/home.html
∆
web_root/admin/powerschedule/requestsetup/menu.html
∆
web_root/admin/powerschedule/rooms/home.html
∆
web_root/admin/powerschedule/scenarios/home.html
Page Changes
22
PowerSchool 7.2 Release Notes
∆
web_root/admin/powerschedule/sections/home.html
∆
web_root/admin/powerschedule/students/home.html
∆
web_root/admin/powerschedule/students/menu.html
∆
web_root/admin/reportcards/editlistbox.html
∆
web_root/admin/reports/EnrollChartByEthnicity.html
∆
web_root/admin/reports/EnrollChartByGrade.html
∆
web_root/admin/reports/EnrollmentByGrade.html
∆
web_root/admin/reports/ethnicitybreakdown.html
∆
web_root/admin/reports/ethnicitybreakdownview.html
∆
web_root/admin/reports/studsbyeag.html
∆
web_root/admin/schools/changeschoolcontext.html
∆
web_root/admin/schoolsetup/home.html
∆
web_root/admin/sections/edit.html
∆
web_root/admin/sections/home.html
∆
web_root/admin/sections/listsections.html
∆
web_root/admin/selectstudent.html
∆
web_root/admin/smframe/home.html
∆
web_root/admin/studentlist/counselor/counselor.html
∆
web_root/admin/studentlist/counselor/massprintframes.html
∆
web_root/admin/studentlist/counselor/menu.html
∆
web_root/admin/studentlist/functions.html
Page Changes
23
PowerSchool 7.2 Release Notes
∆
web_root/admin/students/customhome.html
∆
web_root/admin/students/customscreentemplate.html
∆
web_root/admin/students/edittransfer1.html
∆
web_root/admin/students/edittransfer2.html
∆
web_root/admin/students/generaldemographics.html
∆
web_root/admin/students/home.html
∆
web_root/admin/students/home_generaldemographics.html
∆
web_root/admin/students/home_modifydata.html
∆
web_root/admin/students/lunch.html
∆
web_root/admin/students/previousgrades.detail.html
∆
web_root/admin/students/schedulesetup.html
∆
web_root/admin/systemsettings/home.html
∆
web_root/admin/teacherschedules/home.html
∆
web_root/admin/teacherschedules/menu.html
∆
web_root/admin/teacherschedules/sched.html
∆
web_root/admin/tech/home.html
∆
web_root/admin/tech/special/customernumber.html
∆
web_root/admin/terms/changetermcontext.html
∆
web_root/admin/ui_examples/pop_test.html
∆
web_root/admin/ui_examples/pop_test_r.html
∆
web_root/admin/ui_examples/popuppanel.html
Page Changes
24
PowerSchool 7.2 Release Notes
∆
web_root/admin/whatsnew/release_7_0.html
∆
web_root/admin/whatsnew/release_7_1.html
∆
web_root/public/help/how_to/pa_02b_start_page.html
∆
web_root/subs/classattendance.html
∆
web_root/subs/help/how_to/ps_02b_start_page.html
∆
web_root/subs/help/how_to/ps_03_work_with_classes.html
∆
web_root/subs/help/how_to/ps_03a_attendance.html
∆
web_root/subs/help/how_to/ps_03b_lunch_counts.html
∆
web_root/subs/help/how_to/ps_03c_daily_bulletin.html
∆
web_root/subs/help/index.html
∆
web_root/subs/help/toc.html
∆
web_root/subs/home.html
∆
web_root/teachers/classattendance.html
∆
web_root/teachers/gradebook/home.html
∆
web_root/teachers/gradebook/new_features_ptg_2_0.htm
∆
web_root/teachers/gradebook/new_features_ptg_2_1.htm
∆
web_root/teachers/gradebook/new_features_ptg_2_3.htm
∆
web_root/teachers/help/how_to/pt_01_introduction.html
∆
web_root/teachers/help/how_to/pt_02b_start_page.html
∆
web_root/teachers/help/how_to/pt_03g_reports.html
∆
web_root/teachers/help/how_to/pt_03h_recommendations.html
Page Changes
25
PowerSchool 7.2 Release Notes
∆
web_root/teachers/help/how_to/pt_04a_attendance.html
∆
web_root/teachers/help/how_to/pt_04b_lunch_counts.html
∆
web_root/teachers/help/how_to/pt_04c_student_information.html
∆
web_root/teachers/help/index.html
∆
web_root/teachers/help/toc.html
∆
web_root/teachers/home.html
∆
web_root/teachers/menu.html
∆
web_root/teachers/smframe/home.html
∆
web_root/teachers/summary.html
+
web_root/admin/district/datavalidation/home.html
+
web_root/admin/help/how_to/att_07a_section_att.html
+
web_root/admin/help/how_to/mbl_00_intro.html
+
web_root/admin/help/how_to/mbl_01_mobile_apps_setup.html
+
web_root/admin/help/how_to/mbl_02_mobile_web_pages_setup.html
+
web_root/admin/help/how_to/mbl_03_powerschool_mobile_web_pages.html
+
web_root/admin/help/how_to/mbl_04_powerteacher_mobile_web_pages.html
+
web_root/admin/help/how_to/mbl_05_substitute_mobile_web_pages.html
+
web_root/admin/help/how_to/sy_85aa_plugins.html
+
web_root/admin/help/how_to/sy_90_roles_admin.html
+
web_root/admin/help/how_to/sy_91_schoolnet.html
+
web_root/admin/schoolsetup/schoolmap.html
Page Changes
26
PowerSchool 7.2 Release Notes
+
web_root/admin/ui_examples/pop_form.html
+
web_root/admin/ui_examples/pop_form_result.html
+
web_root/admin/ui_examples/pop_test_json.html
+
web_root/admin/whatsnew/release_7_2.html
+
web_root/subs/help/how_to/mbl_05_substitute_mobile_web_pages.html
+
web_root/subs/help/how_to/ps_03aa_seating_chart.html
+
web_root/teachers/gradebook/new_features_ptg_2_5.htm
+
web_root/teachers/help/how_to/mbl_04_powerteacher_mobile_web_pages.html
+
web_root/teachers/help/how_to/pt_04aa_seating_chart.html
+
web_root/webutil/jsdebug.html
Page Changes
27
PowerSchool 7.2.1 Release Notes
PowerSchool
Student Information System
Released June 2012
Document Owner: Documentation Services
This edition applies to Release 7.2.1 of the PowerSchool software, and to all subsequent releases and modifications until otherwise indicated
in new editions or updates.
The data and names used to illustrate the reports and screen images may include names of individuals, companies, brands, and products. All
of the data and names are fictitious; any similarities to actual names are entirely coincidental.
PowerSchool is a trademark, in the U.S. and/or other countries, of Pearson Education, Inc. or its affiliate(s).
Copyright © 2012 Pearson Education, Inc. or its affiliates. All rights reserved. All trademarks are either owned or licensed by Pearson
Education, Inc. or its affiliates. Other brands and names are the property of their respective owners.
PowerSchool 7.2.1 Release Notes
Contents
Introduction ............................................................................................................................................................. 4
Installation Notes .................................................................................................................................................... 4
Important Note .................................................................................................................................................. 5
PowerSchool Components ................................................................................................................................... 6
Documentation ......................................................................................................................................................... 7
New Features/Enhancements .................................................................................................................................. 8
PowerSchool SIS ..................................................................................................................................................... 8
PowerSchool API ..................................................................................................................................................... 8
ReportWorks........................................................................................................................................................... 8
Resolved Issues ..................................................................................................................................................... 10
State Reporting ...................................................................................................................................................... 13
State Reporting Platform........................................................................................................................................ 13
Known Issues......................................................................................................................................................... 13
Page Change .......................................................................................................................................................... 14
Contents
3
PowerSchool 7.2.1 Release Notes
Introduction
The 7.2.1 release of the PowerSchool Student Information System (SIS) includes new features, enhancements, and resolutions
to previously identified issues.
Installation Notes
The installer setup files for this release are available for download from PowerSource.
If upgrading from PowerSchool 7.2.0.x you will need:

PowerSchool 7.2.1 Application Installer
If upgrading from PowerSchool 7.0.x or 7.1.x you will need:

PowerSchool 7.2.1 Application Installer

PowerSchool Database Scripts Updater
If you are upgrading from PowerSchool 6.x or performing a new installation, you will need:

PowerSchool 7.2.1 Application Installer

PowerSchool Database Installer
Note: If you are already running PowerSchool, you need to be on version 6.2.1.2 or higher in order to install PowerSchool
7.2.1.
The PowerSchool Application Installer is available at Downloads > PowerSchool > PowerSchool Installers >
PowerSchool 7.x > PowerSchool 7.2.1 > PowerSchool Application [version] installer (Windows).
The PowerSchool Database Scripts Updater is available at Downloads > PowerSchool > PowerSchool Database >
PowerSchool Database 11.2 > Database Scripts Updater [version].
The PowerSchool Database Installer is available at Downloads > PowerSchool > PowerSchool Database > PowerSchool
Database 11.2 > PowerSchool Database [version].
The PowerSchool installer allows you to manage your PowerSchool deployment. It installs the database and application for a
specific server, and it configures per-server settings such as database and web server ports, passwords, and file paths.
Installation Notes
4
PowerSchool 7.2.1 Release Notes
PowerSchool System Requirements
If this is the first time you are installing PowerSchool, review the Hardware and Software Requirements for PowerSchool 7.2.x
and the Installation and Upgrade Guide for PowerSchool 7.x, available on PowerSource, before installing this version of
PowerSchool.
The Hardware and Software Requirements for PowerSchool 7.2.x are updated periodically, and contains information on
supported software and browser versions for a release. Review this document before installing updates to PowerSchool.
General Recommendation
Pearson strongly recommends that SSL be enabled on your PowerSchool server to ensure all data passed between your server
and Pearson technical support remains secure and private. If SSL is not enabled, data moving between your server and Pearson
is unencrypted.
Important Note
PowerSchool 7.x supports a Microsoft Windows configuration using 64-bit hardware with a Windows Server 2008 R2 SP1 64-bit
operating system. Windows Server 2003 and Windows Server 2008 R1 are no longer supported. PowerSchool 7.x also requires
Oracle 11g. Due to these updates, it is imperative that a full backup of the PowerSchool 6.x data is performed and stored on a
separate device to ensure data integrity.
If you plan to use the current database server for PowerSchool 7.x, be sure that you fully understand the Power Down
PowerSchool 6.x process described in the Installation Guide for PowerSchool 7.x. There is a risk that an incorrect or corrupted
backup can result in irrevocable loss of all past and present PowerSchool data.
If you have hardware that already meets the minimum system requirements for PowerSchool 7.x, the Pearson Technical
Solutions Group (TSG) can remotely install your Microsoft Windows operating system, your instance of PowerSchool, your
Oracle database, and migrate your PowerSchool configuration and Oracle data to PowerSchool 7.x. Contact the Pearson
Technical Solutions Group at [email protected] for information concerning scope, cost and availability of services.
Installation Notes
5
PowerSchool 7.2.1 Release Notes
PowerSchool Components
PowerSchool is comprised of several software components, each versioned independently from one another. This allows for
greater flexibility of component updates as new features and bug fixes become available. Some updates may include
dependencies between components. These dependencies will be communicated and built in to the component update installers
to prevent PowerSchool from being configured incorrectly.
The following table identifies the version number for each PowerSchool component for this release:
Component
Version Number
PowerSchool Server
7.2.1
PowerTeacher
2.5.0.1
ReportWorks
1.5.1
PowerScheduler
3.0.2
Oracle
11g
Schoolnet
12.5
State Reporting
12.6.2
Report SDK
1.7.1
Java
1.7
Installation Notes
6
PowerSchool 7.2.1 Release Notes
Documentation
Be sure to check out the updated online help. Assistance is just a click away!
PowerSchool 7.2.1 Documentation on PowerSource
Location
Title
Support > Documentation > PowerSchool > Release
Notes > PowerSchool Release Notes
PowerSchool 7.2.1 Release Notes
Support > Documentation > PowerSchool > Data
Dictionaries > PowerSchool 7.x Data Dictionaries
Data Dictionary Tables for PowerSchool 7.x
Support > Documentation > PowerSchool > User
Guides > PowerSchool 7.x User Guides
Attendance User Guide for PowerSchool 7.x
Support > Documentation > PowerSchool > User
Guides > PowerSchool 7.x User Guides
Students User Guide for PowerSchool 7.x
Support > Documentation > PowerSchool > User
Guides > PowerSchool 7.x User Guides
Import and Export User Guide for PowerSchool 7.x
Support > Documentation > PowerSchool > User
Guides > PowerSchool 7.x User Guides
Plugin Management User Guide for PowerSchool 7.x
Support > Documentation > ReportWorks > User
Guides > ReportWorks 1.5.1
ReportWorks Data Mapping Guide
Documentation
7
PowerSchool 7.2.1 Release Notes
New Features/Enhancements
PowerSchool 7.2.1 builds on features released in PowerSchool 7.0. The following tables display a complete list of enhancements
available in PowerSchool 7.2.1.
PowerSchool SIS
Feature
Description
SFTP supported for
AutoComm/AutoSend
SFTP connections are now supported for AutoComm and AutoSend. ET-1911
Attendance comments entry on
multi-day attendance page
Teachers were previously only able to enter meeting attendance comments using the
seating chart or single-day attendance view. Attendance comments may now be entered
using the multi-day attendance page. ESC-7537
Meeting attendance comment
entry by administrators
Administrators can now view and edit meeting attendance comments on the Enter
Attendance student page and the Multi-Day attendance page. ET-1139
PowerSchool API
Feature
Description
Example Tutorials
Example tutorials added to fully demonstrate API features such as Plugin Registration,
SSO, OAuth and Data Exchange.
Term Resource
Term resource added so PowerSchool term setup can be read from all schools.
ReportWorks
Feature
Description
State_StudentNumber added to
The Students.State_StudentNumber is now available in the ReportWorks data sets,
New Features/Enhancements
8
PowerSchool 7.2.1 Release Notes
Feature
Description
Student: Basic data set
including Student: Basic, Student: Basic + Bell Schedule, Student: Basic + Grades,
Student: Basic + Health, and Student: Basic + Schedule.
New Features/Enhancements
9
PowerSchool 7.2.1 Release Notes
Resolved Issues
General Fixes
Issue
Description
Attendance entered after
enrollment
Using the multi-day attendance page, teachers were sometimes able to enter future
attendance for students past their drop date as long as the class was still in session. This
issue is now resolved. Teachers may no longer submit attendance past the student's last
day in class using the multi-day attendance page.
Attendance Tracking and
Notification: missing dates on
Extract and View Reports
Previously, the qualifying dates on the Truancy and Attendance Letter, both view and
extract, were not showing or extracting for the following conditions:
•
The PowerSchool ATN functionality is being utilized for Notification purposes (i.e.
levels reached).
•
PowerSchool has been recently upgraded to version 7.1.4.
•
The PowerSchool database contains Notification records that were created prior
to the 7.1.4 upgrade.
The DateCleared field is now set on all Notification records that have not been extracted.
When the Refresh Attendance Tracking Data report is generated, it will reload those
records and store their dates.
Comment removed when
changing code to Present on
multi-day attendance page
When changing a previously entered attendance code to Present using the multi-day
attendance page, the related comment is deleted. This issue is now resolved. Existing
comments are no longer deleted when changing an existing attendance code back to
Present using the multi-day attendance page.
Comment updates with
Attendance Bridge
Attendance comments were previously only set via the Attendance Bridge when creating
a new attendance record but were not updated when modifying the comment. This issue
is now resolved. Attendance comments are updated via the bridge when changing the
comment in the daily attendance record or the bridge period.
Enter key mapped to Delete
The Enter key was mapped to the Delete button on numerous pages in PowerScheduler.
Resolved Issues
10
PowerSchool 7.2.1 Release Notes
Issue
Description
button in PowerScheduler
This issue is now resolved. The Enter key is no longer mapped to the Delete button on
previously affected pages in PowerScheduler.
Future days not displayed on
multi-day attendance page
When viewing the multi-day attendance page for a date range where class is not in
session for the ending week, no days for that week display even if those days still fall
within the scheduling term (such as; year, semester) for that class. This issue is now
resolved. Out of session days are now displayed in the multi-day attendance page to
indicate that class is not in session, but still within the scheduling term.
Invalid Attendance Code ID when
Changing attendance to Present
in Seating Chart or Multi-day
pages
As of PowerSchool 7.2.0, if existing attendance was changed from an absent or tardy
value back to present through the seating chart or the multi-day attendance page, the
attendance code ID value was invalid. This issue is now resolved. PowerSchool now uses
the correct attendance code ID when attendance is changed through the seating chart or
the multi-day attendance page.
PowerSchool unresponsive to
page requests
Under certain conditions, a memory leak would cause PowerSchool to become
unresponsive, requiring a restart. This issue is now resolved.
Reports consume high CPU
When under heavy server load, certain reports such as the ADA/ADM by Student report,
may remain in the report queue and consume high amounts of CPU resources on the
server. This issue is now resolved.
Standards calculation error with
integer scores
In some cases, the final standards grade may be incorrectly calculated when using
integer scores with a decimal-based conversion scale. This issue is now resolved.
Standards grading preferences
not saved
In some cases, grading calculation preferences for standards may not be saved. This
issue is now resolved.
Substitute sign in screen
consumes high CPU
When accessing the PowerSchool Substitute portal sign in screen, the page may take
several minutes to render and consume high amounts of server CPU. This issue is now
resolved.
Resolved Issues
11
PowerSchool 7.2.1 Release Notes
PowerSchool Installer
Issue
Description
State Reporting release number
does not display
Previously, the State Reporting Version would sometimes not display on the versions
window from the administrator login page. This issue is now resolved. The State
Reporting Version now displays consistently.
Java errors display on
PowerSchool state reporting
pages
Previously, after upgrading to 7.1.0 and later, Java errors display on some state
reporting pages in PowerSchool. This issue is now resolved.
No data validation on Generate a
Certificate Request page
Previously, the Generate a Certificate Request page allowed for errors to display on the
page if invalid data was entered. This issue is now resolved. Data validation has been
added to warn the user rather than resulting in an error message.
No email field on Generate a
Certificate Request page
The PowerSchool Installer now allows email address entry when generating SSL
Certificate Signing Requests in order to submit for SSL certificates.
Resolved Issues
12
PowerSchool 7.2.1 Release Notes
State Reporting
Arizona State Reporting Updates
PowerSchool 7.2.1 includes Arizona state-specific updates. For more information, see Arizona state-specific release notes
available on PowerSource.
Tennessee State Reporting Updates
PowerSchool 7.2.1 includes Tennessee state-specific updates. For more information, see Tennessee state-specific release notes
available on PowerSource.
State Reporting Platform
The following fixes are available in this release:
•
Implement an additional internal capability for SR Platform-based report generation. PSSR-28892
•
Fix a bug with the render expression section of SR Platform report configuration files. PSSR-27960
•
Fix a bug that prevents customized SR Platform report submit forms from properly rendering. PSSR-273
Known Issues
There are no known issues introduced with this release.
State Reporting
13
PowerSchool 7.2.1 Release Notes
Page Change
The following is a list of page changes. If you manage your own customized built-in PowerSchool files, review the list for added,
updated, and deleted files.
Key:
+ = New page
∆ = Changed page
- = Removed page
∆
web_root/admin/attendance/record/week/meeting.html
∆
web_root/admin/help/how_to/att_06_meeting_att.html
∆
web_root/admin/help/how_to/im_04_autocomm_setup.html
∆
web_root/admin/help/how_to/im_08_autosend_setup.html
∆
web_root/admin/help/how_to/sc_42_build_master_sched.html
∆
web_root/admin/pw.html
∆
web_root/admin/tech/autocomm/edit.html
∆
web_root/admin/tech/autosend/edit.html
∆
web_root/admin/tech/specop.html
∆
web_root/guardian/programs.html
∆
web_root/teachers/reportqueue/home.html
∆
web_root/teachers/reports.html
∆
web_root/teachers/reportsall.html
∆
web_root/teachers/studentpages/printreport.html
Page Change
14
PowerSchool 7.2.1 Release Notes
+
web_root/admin/help/how_to/sy_92_school_map.html
+
web_root/teachers/reportqueue/prajaxactions.html
+
web_root/teachers/reportqueue/prconfirmdelete.html
+
web_root/teachers/reportqueue/prdetails.html
+
web_root/teachers/reportqueue/prhome.html
+
web_root/teachers/reportqueue/prreport.html
+
web_root/teachers/reportqueue/reporttabs.html
+
web_root/teachers/statereports.html
+
web_root/teachers/statereportsall.html
+
web_root/teachers/studentpages/printstatereport.html
Page Change
15
PowerSchool 7.2.2 Release Notes
PowerSchool
Student Information System
Released July 2012
Document Owner: Documentation Services
This edition applies to Release 7.2.2 of the PowerSchool software, and to all subsequent releases and modifications until otherwise indicated
in new editions or updates.
The data and names used to illustrate the reports and screen images may include names of individuals, companies, brands, and products. All
of the data and names are fictitious; any similarities to actual names are entirely coincidental.
PowerSchool is a trademark, in the U.S. and/or other countries, of Pearson Education, Inc. or its affiliate(s).
Copyright © 2012 Pearson Education, Inc. or its affiliates. All rights reserved. All trademarks are either owned or licensed by Pearson
Education, Inc. or its affiliates. Other brands and names are the property of their respective owners.
PowerSchool 7.2.2 Release Notes
Contents
Introduction ............................................................................................................................................................. 4
Installation Notes .................................................................................................................................................... 4
Important Note .................................................................................................................................................. 5
PowerSchool Components ................................................................................................................................... 6
Documentation ......................................................................................................................................................... 7
New Features/Enhancements .................................................................................................................................. 8
PowerSchool Mobile Apps ......................................................................................................................................... 8
PowerSchool API ..................................................................................................................................................... 8
Schoolnet for PowerSchool Integration ....................................................................................................................... 9
Resolved Issues ..................................................................................................................................................... 10
State Reporting ...................................................................................................................................................... 12
State Reporting Platform........................................................................................................................................ 12
Known Issues......................................................................................................................................................... 13
Page Changes ......................................................................................................................................................... 13
Contents
3
PowerSchool 7.2.2 Release Notes
Introduction
The 7.2.2 release of the PowerSchool Student Information System (SIS) includes new features, enhancements, and resolutions
to previously identified issues.
Installation Notes
The installer setup files for this release are available for download from PowerSource.
If upgrading from PowerSchool 7.0.x or 7.2.x you will need:
•
PowerSchool 7.2.2 Application Installer
•
PowerSchool Database Scripts Updater
If you are upgrading from PowerSchool 6.x or performing a new installation, you will need:
•
PowerSchool 7.2.2 Application Installer
•
PowerSchool Database Installer
Note: If you are already running PowerSchool, you need to be on version 6.2.1.2 or higher in order to install PowerSchool
7.2.2.
The PowerSchool Application Installer is available at Downloads > PowerSchool > PowerSchool Installers >
PowerSchool 7.x > PowerSchool 7.2.2 > PowerSchool Application [version] installer (Windows).
The PowerSchool Database Scripts Updater is available at Downloads > PowerSchool > PowerSchool Database >
PowerSchool Database 11.2 > Database Scripts Updater [version].
The PowerSchool Database Installer is available at Downloads > PowerSchool > PowerSchool Database > PowerSchool
Database 11.2 > PowerSchool Database [version].
The PowerSchool installer allows you to manage your PowerSchool deployment. It installs the database and application for a
specific server, and it configures per-server settings such as database and web server ports, passwords, and file paths.
Introduction
4
PowerSchool 7.2.2 Release Notes
PowerSchool System Requirements
If this is the first time you are installing PowerSchool, review the Hardware and Software Requirements for PowerSchool 7.2.x
and the Installation and Upgrade Guide for PowerSchool 7.x, available on PowerSource, before installing this version of
PowerSchool.
The Hardware and Software Requirements for PowerSchool 7.2.x are updated periodically, and contains information on
supported software and browser versions for a release. Review this document before installing updates to PowerSchool.
General Recommendation
Pearson strongly recommends that SSL be enabled on your PowerSchool server to ensure all data passed between your server
and Pearson technical support remains secure and private. If SSL is not enabled, data moving between your server and Pearson
is unencrypted.
Important Note
PowerSchool 7.x supports a Microsoft Windows configuration using 64-bit hardware with a Windows Server 2008 R2 SP1 64-bit
operating system. Windows Server 2003 and Windows Server 2008 R1 are no longer supported. PowerSchool 7.x also requires
Oracle 11g. Due to these updates, it is imperative that a full backup of the PowerSchool 6.x data is performed and stored on a
separate device to ensure data integrity.
If you plan to use the current database server for PowerSchool 7.x, be sure that you fully understand the Power Down
PowerSchool 6.x process described in the Installation Guide for PowerSchool 7.x. There is a risk that an incorrect or corrupted
backup can result in irrevocable loss of all past and present PowerSchool data.
If you have hardware that already meets the minimum system requirements for PowerSchool 7.x, the Pearson Technical
Solutions Group (TSG) can remotely install your Microsoft Windows operating system, your instance of PowerSchool, your
Oracle database, and migrate your PowerSchool configuration and Oracle data to PowerSchool 7.x. Contact the Pearson
Technical Solutions Group at [email protected] for information concerning scope, cost and availability of services.
Introduction
5
PowerSchool 7.2.2 Release Notes
PowerSchool Components
PowerSchool is comprised of several software components, each versioned independently from one another. This allows for
greater flexibility of component updates as new features and bug fixes become available. Some updates may include
dependencies between components. These dependencies will be communicated and built in to the component update installers
to prevent PowerSchool from being configured incorrectly.
The following table identifies the version number for each PowerSchool component for this release:
Component
Version Number
PowerSchool Server
7.2.2
PowerTeacher
2.5.0.2
ReportWorks
1.5.1
PowerScheduler
3.0.2
Oracle
11g
Schoolnet
12.5
State Reporting
12.7.1
Report SDK
1.8.1
Java
1.7
Introduction
6
PowerSchool 7.2.2 Release Notes
Documentation
Be sure to check out the updated online help. Assistance is just a click away!
PowerSchool 7.2.2 Documentation on PowerSource
Location
Title
Support > Documentation > PowerSchool > Release
Notes > PowerSchool Release Notes
PowerSchool 7.2.2 Release Notes
Support > Documentation > PowerSchool >
Installation, Upgrade, Backup, and Configuration
Guides > PowerSchool 7.x Installation and
Configuration Guides
Installation and Upgrade Guide for PowerSchool 7.x
Support > Documentation > PowerSchool > Data
Dictionaries > PowerSchool 7.x Data Dictionaries
Data Dictionary Reporting Views for PowerSchool 7.x
Support > Documentation > PowerSchool > Data
Dictionaries > PowerSchool 7.x Data Dictionaries
Data Dictionary Tables for PowerSchool 7.x
Support > Documentation > PowerSchool > User
Guides > PowerSchool 7.x User Guides
Analytics User Guide for PowerSchool 7.x
Support > Documentation > PowerSchool > User
Guides > PowerSchool 7.x User Guides
Zip file of all PowerSchool 7.x user guides
Support > Documentation > PowerSchool > API
Zip file of the online PowerSchool API Developer Guide
Documentation
7
PowerSchool 7.2.2 Release Notes
New Features/Enhancements
PowerSchool 7.2.2 builds on features released in PowerSchool 7.0. The following tables display a complete list of enhancements
available in PowerSchool 7.2.2.
PowerSchool Mobile Apps
Feature
Description
Service to send Activities
PowerSchool now includes a service to send student enrollment in Activities for a future release of
the PowerSchool for Parents/Students apps. This service is disabled by default. To display
activities within PowerSchool Parent and PowerSchool Student apps, go to School Setup > Mobile
Settings > App Settings and deselect the Disable Activities checkbox. Note that this must be done
for each school on your PowerSchool server.
Service to send Final Grade Setup
A service has been updated to send required data to support Final Grade Setup for a future
release of the PowerTeacher Mobile app.
PowerSchool API
Feature
Description
New API data resources added to
developer documentation
The following data resources are now available on PowerSource:
• Specific term details (by ID)
• List of all courses at a school
• Specific course information
• List of all sections at a school for a specified school year
• Information on a specific section (by ID)
• Student enrollment records for specified sections
New Features/Enhancements
8
PowerSchool 7.2.2 Release Notes
Feature
Description
PowerSchool API now available to all
PowerSchool users
The PowerSchool API is now available for use by all PowerSchool users. The developer
documentation is available on PowerSource. Note that it is necessary to agree to additional Terms
of Use when using the PowerSchool API. The API documentation includes full working examples of
how to create applications and plugins for use with the PowerSchool API.
Publisher name and email required in
plugin
The publisher name and publisher email address are now required as part of the plugin definition
XML file for installation of plugins. In a future release, this information will be displayed along side
the plugin in the Plugin Management Console.
Schoolnet for PowerSchool Integration
Feature
Description
Share all assessment types with
PowerTeacher gradebook
Teachers can now share all assessment types with PowerTeacher gradebook that have been
scheduled and assigned to at least one section. This includes District Benchmarks, School
Benchmarks and Common Classroom assignments.
New Features/Enhancements
9
PowerSchool 7.2.2 Release Notes
Resolved Issues
Attendance Tracking and Notification
Issue
Description
Multiple records for DCTD/DTTD with
multiple attendance conversions
Multiple ATN records were created under the following conditions:
Attendance mode is DCTD or DTTD
School had multiple attendance conversion
School setup to run ATN
This issue is now resolved. Duplicate records are now removed while not impacting other ATN
functionality.
General Fixes
Issue
Description
Attendance record associated to
previous course enrollment
If a student drops a section then re-enrolls into the same section on the same day, attendance
entered via the seating chart or multi-day attendance page on that date may be incorrectly
associated with the dropped enrollment instead of the current enrollment. This issue is now
resolved.
NullPointerException error in mobile
services
If there are no future terms after a school year has ended, a NullPointerException displayed on the
server when a parent or student user logged in and no student data was sent to the PowerSchool
for Parents or PowerSchool for Students app. This issue is now resolved. Users will receive the
previous years data until the new school year term begins.
Resolved Issues
10
PowerSchool 7.2.2 Release Notes
PowerSchool Installer
Issue
Description
PowerSchool Installer removes Oracle The PowerSchool Installer relies on files and folders in the package cache directory to determine
which PowerSchool components are available to deploy on a given server. If the Oracle folders in
the package cache directory have been removed or moved to a different location, the PowerSchool
Installer may inadvertently remove Oracle when the installer is next run or updated. This issue is
now resolved. The PowerSchool Installer now requires user confirmation before removing Oracle.
PowerTeacher Gradebook
Issue
Description
Error when modifying assignment
scores
When modifying an assignment score, PowerTeacher Gradebook may return the error "ORA-01427:
single-row subquery returns more than one row." This occurs when a student has multiple
sectionscoresID records for the same section. Multiple sectionscoresID records are created when a
student's first assignment score is entered alongside other assignment scores. This issue is now
resolved. PowerSchool no longer creates multiple sectionscoresID records.
This issue relates to Knowledgebase article 58746.
PowerTeacher Gradebook error when PowerTeacher Gradebook may display various system errors when setting up final grade weighting,
creating assignments, or attempting to enter scores when no grade scale is related to the section.
no grade scale is assigned
The system error is not indicative of the cause and results in confusion. These errors have been
updated to clearly state that the section is missing a grade scale.
This issue relates to Knowledgebase article 55320.
Resolved Issues
11
PowerSchool 7.2.2 Release Notes
State Reporting
Arizona State Reporting Updates
PowerSchool 7.2.2 includes Arizona state-specific updates. For more information, see Arizona state-specific release notes
available on PowerSource.
Ontario State/Provincial Reporting Updates
PowerSchool 7.2.2 includes Ontario provincial-specific updates. For more information, see Ontario provincial-specific release
notes available on PowerSource.
Tennessee State Reporting Updates
PowerSchool 7.2.2 includes Tennessee state-specific updates. For more information, see Tennessee state-specific release notes
available on PowerSource.
State Reporting Platform
SRP Report List Items Do Not Display Properly with Legacy Report List
A formatting issue on the state report list page caused the report names list to display incorrectly when the browser window
size is altered. This issue is now resolved. The report names will list and format correctly when the browser window size is
altered.
State Reporting Platform
12
PowerSchool 7.2.2 Release Notes
Known Issues
The following known issue was introduced in this release.
•
Incorrect information on School Setup Information online help page
The School Setup Information online help page incorrectly lists information that is not included in this release. The Clear
existing scheduling terms in the destination school year checkbox is not available on the Copy Master Schedule
page in PowerSchool 7.2.2, and this online help content should be ignored.
Page Changes
The following is a list of page changes. If you manage your own customized built-in PowerSchool files, review the list for added,
updated, and deleted files.
Key:
+ = New page
∆ = Changed page
- = Removed page
∆
web_root/admin/attendance/conversions/codeday/copyFrom.html
∆
web_root/admin/attendance/conversions/codeday/home.html
∆
web_root/admin/attendance/conversions/home.html
∆
web_root/admin/attendance/conversions/periodday/copyFrom.html
∆
web_root/admin/attendance/conversions/periodday/home.html
∆
web_root/admin/attendance/conversions/timeday/copyFrom.html
∆
web_root/admin/attendance/conversions/timeday/home.html
∆
web_root/admin/help/how_to/sy_20_school_setup_info.html
∆
web_root/admin/schoolsetup/bellschedules/edititem.html
∆
web_root/admin/schoolsetup/bellschedules/items.html
Known Issues
13
PowerSchool 7.2.2 Release Notes
∆
web_root/admin/schoolsetup/mobilesettings_fbss.html
∆
web_root/teachers/reportqueue/prhome.html
∆
web_root/teachers/reports.html
∆
web_root/teachers/reportsall.html
∆
web_root/teachers/statereports.html
∆
web_root/teachers/statereportsall.html
∆
web_root/teachers/studentpages/printreport.html
∆
web_root/teachers/studentpages/printstatereport.html
Page Changes
14
The Basics User Guide
PowerSchool 7.x
Student Information System
Released May 2012
Document Owner: Documentation Services
This edition applies to Release 7.2 of the PowerSchool software and to all subsequent releases and
modifications until otherwise indicated in new editions or updates.
The data and names used to illustrate the reports and screen images may include names of
individuals, companies, brands, and products. All of the data and names are fictitious; any similarities
to actual names are entirely coincidental.
PowerSchool is a trademark, in the U.S. and/or other countries, of Pearson Education, Inc. or its
affiliate(s).
Copyright © 2012 Pearson Education, Inc. or its affiliates. All rights reserved. All trademarks are
either owned or licensed by Pearson Education, Inc. or its affiliates. Other brands and names are the
property of their respective owners.
The Basics User Guide
Contents
Preface................................................................................................................... 5
Referenced Sections .................................................................................. 5
Security Permissions.................................................................................. 5
Navigation ............................................................................................... 5
Notes ...................................................................................................... 5
Introduction ........................................................................................................... 6
What is PowerSchool? ................................................................................ 6
What Is a PDF? ......................................................................................... 6
What Is a Spreadsheet? ............................................................................. 6
What Is Importing and Exporting? ............................................................... 7
What Does an Asterisk Next to a Field Mean? ................................................ 7
Get Started............................................................................................................. 8
Sign In to PowerSchool ................................................................................... 8
PowerSchool URL ...................................................................................... 8
Username ................................................................................................ 8
Password ................................................................................................. 8
How to Sign In to PowerSchool.................................................................... 8
How to Reset Your Password....................................................................... 9
PowerSchool Start Page ................................................................................ 10
Header .................................................................................................. 10
Navigation Toolbar .................................................................................. 11
Main Menu ............................................................................................. 14
Main Page .............................................................................................. 17
Work with the Main Menu..................................................................................... 18
Smart Search .............................................................................................. 18
How to Enable Smart Search..................................................................... 18
How to Disable Smart Search.................................................................... 18
How to Personalize Smart Search .............................................................. 19
Daily Bulletin ............................................................................................... 19
How to View the Daily Bulletin................................................................... 19
Master Schedule .......................................................................................... 20
How to Set Master Schedule Preferences .................................................... 20
How to View the Master Schedule .............................................................. 21
Teacher Schedules ....................................................................................... 22
Contents
3
The Basics User Guide
How to View Teacher Schedules From the Main Menu ................................... 22
Personalize.................................................................................................. 23
How to Change Your Password .................................................................. 23
How to Set the Default Sign In Page .......................................................... 24
How to Set the Default Student Page ......................................................... 24
How to Personalize Your PowerSchool Interface ........................................... 24
Dashboard .................................................................................................. 25
How to Add Widgets to the Dashboard ....................................................... 25
How to Remove Widgets from the Dashboard .............................................. 27
Quit PowerSchool................................................................................................. 28
Sign Out of PowerSchool ............................................................................... 28
How to Sign Out of PowerSchool................................................................ 28
Need More Information? ...................................................................................... 29
PowerSchool Online Help ............................................................................... 29
PowerSource ............................................................................................... 29
User Guides ................................................................................................ 29
State Reporting ........................................................................................... 30
Release Notes.............................................................................................. 30
Email ......................................................................................................... 30
Contents
4
The Basics User Guide
Preface
Use this guide to assist you while navigating PowerSchool. This guide is based on the
PowerSchool online help, which you can also use to learn the PowerSchool Student
Information System (SIS) and to serve as a reference.
The PowerSchool online help is updated as PowerSchool is updated. Not all versions of the
PowerSchool online help are available in a printable guide. For the most up-to-date
information, click Help on any page in PowerSchool.
Referenced Sections
This guide is based on the PowerSchool online help, and may include references to sections
that are not contained within the guide. See the PowerSchool online help for the referenced
section.
Security Permissions
Depending on your security permissions, only certain procedures may be available to you.
Navigation
This guide uses the > symbol to move down a menu path. If instructed to “Click File >
New > Window,” begin by clicking File on the menu bar. Then, click New and Window.
The option noted after the > symbol will always be on the menu that results from your
previous selection.
Notes
It is easy to identify notes because they are prefaced by the text “Note:.”
Preface
5
The Basics User Guide
Introduction
PowerSchool is an Internet-based student information system (SIS) that functions either
independently or with other computer applications. Web browsers, spreadsheet programs,
and other applications all work in different ways to complement PowerSchool and to provide
users with robust tools for viewing, manipulating, storing, and retrieving data.
What is PowerSchool?
PowerSchool tracks student records and progress. School administrators and teachers enter
data into the system, where it is stored. When you need to access the information, you can
perform searches and run reports. Parents can monitor their children's progress and learn
about school activities.
The types of information managed by PowerSchool include grades, attendance records,
school schedules, class schedules, daily bulletins, lunch balances, and citizenship. All of this
information is accessed through a Web browser.
What Is a PDF?
PDF is the acronym for Portable Document Format; it is the file format for Adobe System's
Acrobat Reader application. You must have Acrobat Reader or a similar application installed
on your computer to view PDF files. To download Acrobat Reader, see Adobe's Web site:
http://www.adobe.com/products/acrobat/readstep.html.
Documents are often created in one application and then saved as PDF files because all
users can read PDFs, regardless of the operating system or other applications on the user's
computer. A PDF file can include any combination of text, graphics, or images. It can be one
page or thousands of pages, and can be very simple or extremely complex with a rich use of
fonts, graphics, color, and images.
Some PowerSchool reports generate PDF files so that you can print the reports from your
Web browser, Adobe Acrobat Reader, or a similar application.
What Is a Spreadsheet?
A spreadsheet is a table of values arranged in rows and columns. Examples of documents
that can be spreadsheets include class rosters, transcripts, and gradebooks.
PowerSchool is unique among student information systems because you can move virtually
any data from the PowerSchool system into a spreadsheet application and back into
PowerSchool, if needed. This means that you can export any PowerSchool data (such as
demographic information, grades, and test scores) to a spreadsheet where you can sort,
filter, and perform calculations. A spreadsheet is an excellent complement to the
PowerSchool system because it gives you enormous flexibility when working with and
formatting data.
The most common spreadsheet applications are Excel and Lotus 1-2-3. Other well-known
spreadsheet applications include Quattro Pro, ClarisWorks, and MS Works. All of these
applications can be used with PowerSchool. In fact, any spreadsheet application that uses
ASCII tab-delimited files can be used with PowerSchool.
Introduction
6
The Basics User Guide
What Is Importing and Exporting?
Periodically, you may need to either put a large amount of information into a system or get
a large amount of information out of a system. To expedite this process, utilize the available
importing and exporting tools.
Importing
Importing refers to the process by which data moves from an external application into
another application, such as PowerSchool. This is helpful if you have been using another
student information system and need the data in your PowerSchool system. It is also helpful
if you create spreadsheets in another application and want to store that data in
PowerSchool. Sometimes it may be faster to first create spreadsheets and then import the
necessary data into PowerSchool rather than to enter the data into PowerSchool directly.
Types of data that can be imported include student demographics, teacher, course, and
scheduling data, and course requests.
The importing process involves several steps and has the potential to cause disorder in the
PowerSchool database if it is not done properly. For this reason, your PowerSchool
administrator or someone with equivalent experience should handle imports to the
PowerSchool system. For more information about importing, see Quick Import.
Exporting
Exporting is the process by which data moves from an application, such as PowerSchool,
into an external application, such as a spreadsheet application. This can be done easily by
most PowerSchool users and provides great flexibility when formatting data. By exporting
data, you can quickly prepare an honor roll list to present to your local newspaper, an
attendance summary to include on a report for state auditors, or a host of other documents
for just about anyone else. You may even be able to import the data back into PowerSchool
after you worked with it in another application. For more information about exporting, see
Quick Export.
What Does an Asterisk Next to a Field Mean?
An asterisk next to a field indicates that a value for that field is required.
Introduction
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The Basics User Guide
Get Started
Sign In to PowerSchool
Before working in PowerSchool, you are required to sign in with your username and
password. Everyone who uses PowerSchool must have a confidential password. Do not
share your password with anyone. Doing so compromises the security of your PowerSchool
system.
In addition, it is best to memorize your password. If you think you will not remember it and
must write it down, keep it in a secure place where no one else will find it. Imagine the
problems if a student accesses PowerSchool with your username and password!
The last component of PowerSchool security is the assigned level of access. In addition to
assigning passwords, your PowerSchool administrator also assigns appropriate levels of
access to PowerSchool users. No one must be allowed access to more information than
necessary. Different groups of users have different levels of access to perform different
activities. A specific user's access depends on that person's job responsibilities.
Note: To access PowerLunch, you need to sign in to PowerSchool. For more information,
see PowerLunch Security.
PowerSchool URL KWWSSVDZDVKNRUJDGPLQ
PowerSchool is Web-based; therefore, the PowerSchool system at your school must have a
URL that you can enter in your Web browser's address bar. If you do not know the URL of
the PowerSchool system at your school, contact your PowerSchool administrator.
Username
The PowerSchool administrator at your school assigns usernames. If you are not sure of
your username, contact your PowerSchool administrator.
Password
Typically, the PowerSchool administrator at your school assigns your password. When you
sign in to the system, enter your password exactly as it is assigned. Spelling is important! If
you do not know your password, contact your PowerSchool administrator. You cannot
access PowerSchool without it. If the Password Reset Rule is enabled, you will be required
to reset your password upon first signing in to PowerSchool.
Note: Do not use your colleague's password or give your password to a colleague. Security
is very important in PowerSchool. For more information, see Security.
How to Sign In to PowerSchool
1. Open your Web browser to your school's PowerSchool URL. The Administrator Sign
In page appears.
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The Basics User Guide
2. Use the following table to enter information in the fields:
Field
Description
Select Language
Choose the language in which you want to view
PowerSchool from the pop-up menu.
Note: If no more than one locale is configured, the pop-up
menu does not appear.
Username and
Password
Enter your username, followed by a semicolon, then your
password. The characters display as asterisks (*) to ensure
greater security when you sign in. For example, when Chris
Smith enters chriss;password, it appears in the field as
***************.
[Server Information]
The date, time, and version number appear. Click the
version number to view the Server Details pop-up. When
you are done viewing, click the x in the upper-right-hand
corner to close.
3. Click Sign In. The start page appears. For more information, see PowerSchool Start
Page.
Notes:



If your PowerSchool administrator has issued you a temporary password, you
may be asked to reset your password upon first signing in. For more
information, see How to Reset Your Password.
If your password has expired, you may be asked to reset your password. For
more information, see How to Reset Your Password.
If you have exceeded the number of sign in attempts allowed, you may
become locked out of PowerSchool. If so, contact your PowerSchool
administrator.
How to Reset Your Password
If your PowerSchool administrator has issued you a temporary password or if your password
has expired, use this procedure to reset your password.
Note: This procedure is only available if the Password Reset Rule or the Password
Expiration Rule is enabled.
1. Sign in to PowerSchool. The Change Your Password page appears.
2. Use the following table to enter information in the fields:
Field
Description
Current Password
Enter your current password.
New Password
Enter a new password. If your school has established
password complexity rules, password requirements will
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9
The Basics User Guide
Field
Description
display. Enter your password based upon these
requirements.
Note: It is important to select a new password that you
will remember. If you forget it, you cannot sign in to
PowerSchool without help from your PowerSchool
administrator. It is not recommended that you write down
your password because an unauthorized user could find it
and gain access to PowerSchool. Try to commit your
password to memory.
Re-Enter New
Password
Enter your new password again exactly as you entered it in
the above field.
3. Click Enter. The start page appears. For more information, see PowerSchool Start
Page.
Note: If one of the following messages appears, re-enter your password accordingly:







Current password is not correct.
New password must be at least [number] characters long.
New password must contain at least one uppercase and one lowercase letter.
New password must contain at least one letter and one number.
New password must contain at least one special character.
The verification password you enter must match the new password.
The password entered was previously used. Please enter a new password.
The next time you sign in to PowerSchool, use your new password.
PowerSchool Start Page
When you sign in to PowerSchool, the start page appears. This page serves as the central
point from which you begin your PowerSchool session. The start page consists of the
following main areas:




Header
Navigation Toolbar
Main Menu
Main Page
Header
The header appears at the top of PowerSchool. The header includes the following
information:
Note: To hide the header, click the Hide Header arrow. This also affects School and Term
in the navigation bar. Click again (now the Show Header arrow) to display the header. This
setting is retained as you move through PowerSchool.
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The Basics User Guide
Field
Description
PowerSchool
Click to return to the start page from anywhere within the
application.
Welcome, [Your
Name]
The first and last name of the person signed in. Your name
should appear. If it does not, contact your school’s PowerSchool
administrator.
Help
Click to access the PowerSchool online help. Assistance is just a
click away! For more information, see Help.
Sign Out
Click to sign out of PowerSchool.
Navigation Toolbar
The navigation toolbar appears at the top of the start page, and is common to every page in
the application. The navigation toolbar includes the following information:
Field
Description
School
The name of your default school (or district) appears. If you
have access to more than one school (or district), you can click
the link to choose another school. Before beginning any
PowerSchool procedure, be sure the school (or district) in which
you want to work appears.
Note: In order to activate the School link, more than one May
switch to school checkbox must be selected when assigning
security permission. In order for District Office to appear in the
pop-up menu, the May switch to district office checkbox must
be selected when assigning security permission. Security
permission may be assigned for individual users using the
Security Settings page (see Security Permissions) or for user
groups using the Edit Staff Security Info page (see Group
Security Permissions).
How to Change Schools
1. Click School. The Schools pop-up menu appears.
Note: You can enter the first couple of letters of the
school or district to take you to a specific menu item.
2. Choose the appropriate school name or choose District
Office from the School pop-up menu. The navigation
toolbar displays the name of the selected school.
Note: Switching schools cancels any selection of
students made in the previous school.
Term
Get Started
Before beginning any PowerSchool procedure, be sure the term
in which you want to work appears. By default, the current
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The Basics User Guide
Field
Description
term appears when the server date falls within a scheduling
term. If the server date does not fall within a scheduling term,
the term defaults to the Default Term When Between
School Years setting. For more information, see Miscellaneous
District Settings.
How to Change Terms
1. Click Term. The Term pop-up menu appears.
2. Choose the term from the Change To pop-up menu.
The navigation toolbar displays the name of the selected
term.
[Verify # of school
days in this term
Icon]
When changing terms, this icon appears next the the Term
pop-up menu. Click to view the number of school days in the
currently selected term. When you are done viewing, click the x
in the upper-right-hand corner to close.
[Navigation Path]
PowerSchool provides a navigational tool called a navigation
path. As you navigate through the application, the navigation
path appears at the top of a page, providing links back to each
previous page that you navigated through. Click any of the
links in the navigation path to access that particular page of the
application.
Note: These navigational links are often referred to as
"breadcrumbs" because the navigation path displays each step
you made to reach your current page. Click a link in the
navigation path to backtrack to a previous page.
[Applications Icon]
1. Click the icon. The Applications drawer slides into view.
2. Click the Application link you want to launch. The
application launches in a separate window (or tab
depending on your browser settings).
Note: The window that appears is not served by
PowerSchool. It is rendered from a separate server. If
the window does not launch, contact your school's
PowerSchool administrator
Note: If you are not actively working in PowerSchool,
your session may timeout. If so, you need to sign in
again.
3. When you are finished working in the application, be
sure to sign out of the application.
4. When you are finished working in PowerSchool, be sure
to sign out of PowerSchool.
Note: This icon only appears if a plugin has been installed and
enabled and you have been granted access to the plugin. For
more information, see Plugin Management Dashboard.
Get Started
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The Basics User Guide
Field
Description
[Localize Page Icon]
Click to access the Localize Page pop-up. For more information,
see Localization Individual Pages.
Note: This icon only appears if enabled and you have the
proper security permissions.
[Notifications Icon]
The Notifications icon appears as an exclamation point in the
navigation toolbar. If the selected school has any notifications
requiring attention, the number of notifications appears next to
the icon. Click to access the Notifications pop-up.
The Password Security section displays the date and time of the
last time you signed in appears when you hover over your
name. This information can be used to alert you to any unusual
account activity. If you experience any unusual account
activity, report it to your school.
If in school-mode, the Record & Transcript Exchange section
displays. For more information see, View Notifications.
Note: The Record & Transcript Exchange section only appears
if enabled and you have the proper security permissions. For
more information, see Record & Transcript Exchange Setup.
[Report Queue Icon]
The report queue is a list of all reports, including pending,
running, completed, and canceled report requests. When you
submit a report request to the system, the system captures
that request and transmits it to the report queue. The queue
displays all reports until each report ages beyond a specified
number of days. Depending on the status of the report and the
permissions of the user, reports can be canceled, deleted, or
run again.
Click the icon, which looks like a piece of paper, to display any
report requests or "jobs" you have any jobs in the queue. If
any of the jobs are currently running, the icon displays
animated writing on the paper icon. For more information, see
Report Queue.
[Printer Icon]
Click to print a printer-friendly version of the page you are
viewing. Additionally, the page includes the name of the
selected student and the school and school district for that
student.
Note: Web pages or reports that exceed the normal portrait
orientation can be printed in landscape or adjusted to fit the
page. On Mac systems, if your browser does not support those
options, click Preview on the browser’s Print Options dialog,
then use the expanded printing options available in Preview to
print the page.
Get Started
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The Basics User Guide
Main Menu
The main menu appears in the vertical frame on the left side of the page and is divided into
five functional areas and includes links to the following:
Note: To hide the main menu, click the Hide Main Menu arrow. Click again (now the
Show Main Menu arrow) to display the main menu. This setting is retained as you move
through PowerSchool.
Note: You may not have access to some of the functions, or you may have view-only
permissions.
Functions
Field
Description
Dashboard
Click to access a Flash-based view of a broad range of data for
the district or selected school. For more information, see
Dashboard.
Attendance
Click to access the Attendance menu where you can perform a
variety of attendance procedures.
Daily Bulletin
Click to view the daily bulletin of the selected district or
school. For more information, see Daily Bulletin.
Enrollment Summary
Click to view a breakdown of students by ethnicity and grade.
For more information, see Enrollment Summary.
Master Schedule
Click to define master schedule preferences. For more
information, see Master Schedule Preferences.
Special Functions
Click to access the Special Functions menu where you can
perform a variety of specialized procedures. For more
information, see the online help for particular special function
you are performing.
Report
Field
Description
Reports
Click to access Reports menu where you can perform a variety
of reporting procedures. For more information, see Custom
Reports and Preconfigured Reports. Additionally, use this link
for state reporting and reporting engine functions.
ReportWorks
ReportWorks is an application that can be used with
PowerSchool and other student information systems that
provides the tools to give report developers an easy way to
find, evaluate, and share information. Click to launch the
application in a new window. If you have a ReportWorks
account that is linked to your PowerSchool account, you will be
signed in to automatically. Otherwise, the ReportWorks sign in
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The Basics User Guide
Field
Description
page appears.
People
Field
Description
Student Search
Click to search for students. For more information, see Student
Search.
Enroll New Student
Click to enroll a student into your school. For more information,
see Work With an Individual Student.
Parent Search
Click to search for an existing parent account. For more
information, see Parent Search.
New Parent Entry
Click to create a new parent account. For more information, see
Manage Parent Accounts.
Staff Search
Click to search for staff members at your school, to view
demographic information about a selected staff member, or
make changes to a staff member's record. For more
information, see Staff Search.
New Staff Entry
Click to add a new staff member to your school. For more
information, see How to Add a New User.
Teacher Schedules
Click to view the current schedule of the selected teacher. For
more information, see Teacher Schedules.
Setup
Field
Description
Personalize
Click to access the Personalize menu where you can customize
your PowerSchool settings. For more information, see
Personalize.
District
Click to access the District Setup menu where you can set up
district information. Typically, your PowerSchool administrator
uses the option. For more information, contact your
PowerSchool administrator.
Note: You must be signed in to the district office in order to
see this link. For more information, see How to Change
Schools.
School
Get Started
Click to access the School Setup menu where you can set up
information for the selected school. Typically, your PowerSchool
administrator uses the option. For more information, contact
your PowerSchool administrator.
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The Basics User Guide
Field
Description
Note: You must be signed in to a school in order to see this
link. For more information, see How to Change Schools.
System
Click to access the System Administrator menu where you can
perform a variety of setup and system maintenance
procedures. Typically, your PowerSchool administrator uses this
option. For more information, contact your PowerSchool
administrator.
Applications
Field
[Plugin]
Description
1. Click to access the plugin you want to launch. The
application launches in a separate window (or tab
depending on your browser settings).
Note: The window that appears is not served by
PowerSchool. It is rendered from a separate server. If
the window does not launch, contact your school's
PowerSchool administrator.
Note: If you are not actively working in PowerSchool,
your session may timeout. If so, you need to sign in
again.
2. When you are finished working in the application, be
sure to sign out of the application.
3. When you are finished working in PowerSchool, be sure
to sign out of PowerSchool.
Note: A plugin link only appears if a plugin has been installed
and enabled and you have been granted access to the plugin.
For more information, see Plugin Management Dashboard.
PowerLunch
Click to access PowerLunch menu where you can perform a
variety of lunch management procedures. For more
information, see PowerLunch.
PowerScheduler
When in school mode, click to access the PowerScheduler menu
where you can prepare, build, load and commit your master
schedule. For more information, see Master Schedule Overview,
Prepare to Build the Master Schedule, Build Master Schedule
Introduction, or Master Schedule Reports.
Note: You must be signed in to a school in order to see this
link. For more information, see How to Change Schools.
PS Administrator
Get Started
PowerSchool Administrator is an application that can be used
with PowerSchool and other student information systems
intended to help you monitor and maintain the PowerSchool
system. It includes the ability to view drive information,
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The Basics User Guide
Field
Description
schedule backups, and manage custom pages. Click to launch
the application in a new window. If you have a PowerSchool
Administrator account that is linked to your PowerSchool
account, you will be signed in to automatically. Otherwise, the
PowerSchool Administrator sign in page appears.
PT Administrator
PowerTeacher Administrator is an application that can be used
with PowerSchool and other student information systems to
complete and distribute gradebook information to a number of
teachers, thereby maintaining organization and minimizing
teachers' workloads. Click to launch the application in a new
window. If you have a PowerTeacher Administrator account
that is linked to your PowerSchool account, you will be signed
in to automatically. Otherwise, the PowerTeacher Administrator
sign in page appears.
ReportWorks
Developer
Click to access the Launch ReportWorks page.
Main Page
The main page includes the following information:
Field
Description
Search
Use the search tabs to search for students, staff, or parents. Do
one of the following:



Click Students to search for students. By default this
tab is selected. For more information, see Student
Search.
Click Staff to search for staff members. For more
information, see Staff Search.
Click Parents to search for a parent account. For more
information, see Parent Search.
Note: Information that appears in this section is based on the
type of search you are performing.
What's New
Get Started
Click Read More... to see what's new in the latest feature
release of PowerSchool.
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Work with the Main Menu
Note: For main menu links that do not appear in this section, please refer to respective
user guide.
Smart Search
In order to help you get the search result you want faster, you can enable Smart Search.
Smart Search works in conjunction with the Search Student and Search Staff fields on the
PowerSchool Start Page. When enabled, as you enter your search criteria, PowerSchool
automatically provides a drop-down list of suggestions that you may choose from, including
students, staff, stored searches, fields, and PowerSchool page names. Suggestions provide
the following visual cues as to the type of the suggestion:
Result Type
Icon
Text Color
Students
Orange
Staff
Orange
Stored Searches
Green
Fields
Black
PowerSchool Page Names
Blue
Note: Suggestions are dependent upon how Smart Search is enabled, as well as whether
you are searching for students or staff.
How to Enable Smart Search
In order to make Smart Search available for users to turn on and off, you must enable
Smart Search at the district level.
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under Other, click Miscellaneous. The Miscellaneous page appears.
3. Select the Enable Smart Search checkbox.
4. Click Submit. The Changes Recorded page appears.
How to Disable Smart Search
Once you have enabled Smart Search, later you may find it necessary to disable it. Although
Smart Search then is no longer available to users, users' personalized Smart Search
settings are retained.
1. On the start page, choose District from the main menu. The District Setup page
appears.
Work with the Main Menu
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The Basics User Guide
2. Under Other, click Miscellaneous. The Miscellaneous page appears.
3. Deselect the Enable Smart Search checkbox.
4. Click Submit. The Changes Recorded page appears.
How to Personalize Smart Search
If Smart Search is enabled, each PowerSchool user can then opt to turn Smart Search or off
at any time.
1. On the start page, choose Personalize from the main menu. The Personalize page
appears.
2. Click Interface. The Personalize - Interface page appears.
3. Select the Enable Smart Search checkbox. Alternately, deselect the checkbox to
disable this feature.
4. Select the Include Page Results checkbox to make those PowerSchool pages that
are accessible to you searchable. Otherwise, leave the checkbox blank.
5. Select the Include Inactive Student/Staff Results checkbox to make inactive
students and staff searchable. Otherwise, leave the checkbox blank.
6. Click Submit. The Changes Recorded page appears.
Daily Bulletin
Certain users can view and add items to the school's daily bulletin. Not all users at all
schools have permission to create items for the bulletin, but everyone's including parents
and students can view the notices. For information about daily bulletin setup, see Daily
Bulletin Setup.
How to View the Daily Bulletin
1. On the start page, choose Daily Bulletin from the main menu. The View Daily
Bulletin pop-up window appears.
Note: If the Default Sign In Page is set to Daily Bulletin, the daily bulletin appears as
a page. For more information, see How to Set the Default Sign In Page.
2. Do one of the following:


Click the Calendar icon to select a date to view the bulletin for that day. On
the calendar, dates that are shaded blue have a daily bulletin associated to
them, the current date displays a black border, and the selected date has no
shading. Use the arrow buttons to navigate to a different month.
Click the email address to send a message to the person who creates items
for the daily bulletin. Send either an announcement to contribute to the
bulletin or a message to the bulletin administrator. For more information,
contact your PowerSchool administrator.
3. When done viewing, close the View Daily Bulletin pop-up window.
Work with the Main Menu
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Master Schedule
Use this page to display the schedule for all teachers in your school. You can either view all
meetings for all sections and teachers or select certain teachers, days, and periods.
How to Set Master Schedule Preferences
The first time you access the master schedule, you must set your master schedule
preferences. The master schedule can be filtered by periods, days, credit type, rooms, and
teachers. Preferences are associated with each user account. Therefore, your preferences
will appear when you sign in to any computer with your username and password. Once you
have set your master schedule preferences, you can view or modify them at any time using
the Show Preferences link.
1. On the start page, choose Master Schedule from the main menu. The Master
Schedule Preferences page appears.
Note: If the master schedule appears, click Show Preferences at the bottom of the
page. The Master Schedule Preferences page appears.
2. Use the following table to enter information in the fields:
Field
Description
Periods
Select the checkboxes to indicate which periods to display
on the master schedule. To display all periods, select the
All Periods checkbox.
Days
Select the checkboxes to indicate which days to display on
the master schedule. To display all days, select the All
Days checkbox.
Credit Type
Enter the credit type to indicate which credit type to display
on the master schedule, such as MATH. To display all
credit types, do not enter anything in the field.
Rooms
Select the rooms to display on the master schedule. Press
and hold COMMAND (Mac) or CONTROL (Windows) to make
multiple selections. Select All Rooms to display all rooms.
Teachers
Select the teachers to display on the master schedule.
Press and hold COMMAND (Mac) or CONTROL (Windows) to
make multiple selections. Select All Teachers to display all
teachers.
Sort By
Select a sort order option for the master schedule:




Work with the Main Menu
Course Name
Credit Type
Department
Room
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The Basics User Guide
Field
Description

View By
Teachers
Select whether you want to view the master schedule in a
Matrix (grid) or List format.
Note: In order to access the Class Roster page from the
Master Schedule page, this setting must be set to Matrix.
For more information, see How to View the Class Roster
From the Master Schedule Page.
3. Click Submit. The Master Schedule page displays the information for the selected
options.
How to View the Master Schedule
View the master schedule for all teachers for all meetings.
1. On the start page, choose Master Schedule from the main menu. The Master
Schedule page displays all classes for each teacher and the number of students in
each class.
Note: If the Master Schedule Preferences page appears, you must first set your
master schedule preferences. For more information, see How to Set Master Schedule
Preferences.
2. Use the following table to view information on this page:
Field
Description
Teacher
The name of the selected teacher appears.
Day
Days (or cycle) the course meets.
Period
For each period, the following information appears:





Show Preferences
Work with the Main Menu
Course Name
Course. Section - Click to edit section information.
For more information, see Sections. Click Back on
your browser to return to the Master Schedule page.
Enrollment - Click to view the Class Roster. For
more information, see Class Roster.
Expression
Term
Click to view or modify your master schedule preferences.
For more information, see How to Set Master Schedule
Preferences.
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3. When finished, click the PowerSchool logo to return to the start page.
Teacher Schedules
Use this page to view the current schedule of a selected teacher.
How to View Teacher Schedules From the Main Menu
1. On the start page, choose Teacher Schedules from the main menu. The Teacher
Schedules page appears.
2. Click the name of the staff member. The selected teacher's schedule appears.
3. On the Teacher Schedule page, you can do the following:
Field
Description
New
Click to add a section to the teacher's schedule. The Create
New Section page appears. For more information, see How
to Add Sections to Teacher Schedules.
Term
Click to view term information for this section. The Term
page appears. For more information, see How to View
Sections by Term.
Course
Click the name of the course to view basic course
information. The Course Information page appears.
Section #
Click to view information about this section. The Edit
Section page appears. For more information, see Sections.
Enrollment
Click to display the section's class roster. The Class Roster
page appears. For more information, see How to View the
Class Roster.
Analytics
Click to view Analytics data. For more information, see View
Analytics Data.
Note: The Analytics icon only appears if Analytics is
enabled. For more information, see Enable Analytics.
Note: The data that appears on the graph is not served by
PowerSchool. It is rendered from a separate Analytics
server. For more information on the configuration of
Analytics, see the Analytics documentation.
Make all student
listed above the
current selection
Work with the Main Menu
Click to work with the group of students in all of the
selected teacher's classes listed in the schedule. The Group
Functions page appears. For more information, see Work
With Groups.
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Personalize
You can customize PowerSchool to meet your needs and preferences. Preferences can be
changed at any time, or you can use the default settings. Change any combination of the
settings as often as you want.
How to Change Your Password
1. On the start page, choose Personalize from the main menu. The Personalize page
appears.
2. Click Change Password. The Personalize - Change Password page appears.
3. Use the following table to enter information in the fields:
Field
Description
Old Password
Enter your current password.
New Password
Enter a new password. If your school has established
password complexity rules, password requirements will
display. Enter your password based upon these
requirements.
Note: It is important to select a new password that you
will remember. If you forget it, you cannot sign in to
PowerSchool without help from your PowerSchool
administrator; this will delay your work. It is not
recommended that you write down your password because
an unauthorized user could find it and gain access to
PowerSchool. Try to commit your password to memory.
Verify New Password
Enter your new password again exactly as you entered it in
the above field.
4. Click Submit. The Changes Recorded page appears.
Note: If one of the following alert messages appears, click Back and re-enter your
password accordingly:







Current password is not correct.
New password must be at least [number] characters long.
New password must contain at least one uppercase and one lowercase letter.
New password must contain at least one letter and one number.
New password must contain at least one special character.
The verification password you enter must match the new password.
The password entered was previously used. Please enter a new password.
The next time you sign in to PowerSchool, use your new password.
Work with the Main Menu
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The Basics User Guide
How to Set the Default Sign In Page
Personalize the default page that appears after you sign in to PowerSchool.
1. On the start page, choose Personalize from the main menu. The Personalize page
appears.
2. Click Default Sign In Page. The Personalize - Default Sign In Page appears.
3. Select an option to indicate your preferred Default Sign In page:


Choose a standard page from the first pop-up menu.
Enter a valid PowerSchool page name in the second pop-up menu. To
determine the page name, navigate to that page. Copy the URL from the
Location or Address field on your Web browser and paste it into this field.
4. Click Submit. The Changes Recorded page appears. The next time you sign in to
PowerSchool, the system opens to the page you chose.
How to Set the Default Student Page
Personalize the default page when working with a student.
1. On the start page, choose Personalize from the main menu. The Personalize page
appears.
2. Click Initial Student Screen. The Personalize - Initial Student Screen page
appears.
3. Choose an initial student screen from the pop-up menu. This will be the default page
that appears when you select a student record.
4. Click Submit. The Changes Recorded page appears. The next time you select a
student, the student page you chose will appear.
Note: After selecting a student, the default student page appears unless you viewed
a different student page since you signed in to PowerSchool. For more information,
see Work With an Individual Student.
How to Personalize Your PowerSchool Interface
1. On the start page, choose Personalize from the main menu. The Personalize page
appears.
2. Click Interface. The Personalize - Interface page appears.
3. Use the following table to enter information in the fields:
Field
Description
Hide left navigation
menu
If you do not want the main menu on every PowerSchool
page, you can select a preference to hide the main menu
from all pages except the start page. To navigate in
PowerSchool without using the main menu, use the
navigation path or "breadcrumbs." Select the checkbox to
hide the Main Menu. Alternately, deselect the checkbox to
Work with the Main Menu
24
The Basics User Guide
Field
Description
show the Main Menu.
Enable task
navigator
The Task Navigator is a tool that provides process-oriented
help for certain complex tasks. The Task Navigator can be
enabled or disabled, depending on each user’s preference.
When enabled, the Task Navigator appears as a frame in
the lower left of pages in PowerSchool that include task
navigation. The Task Navigator displays a list of defined
processes and the order in which they should be
performed, depending on the page being viewed. Select
the checkbox to enable Task Navigator. Alternately,
deselect the checkbox to disable Task Navigator.
[Smart Search]
For more information, see Smart Search.
4. Click Submit. The Changes Recorded page appears.
Dashboard
The Dashboard, accessible at both the district and school level, provides you with an instant
view of a broad range of data in a concise, graphical format. Each chart, or widget, can be
added or removed to customize the data that appears on your Dashboard.
Depending on your system configuration and how you sign in to PowerSchool, two or three
tabs appear on the page.
Tab
Description
Sever
Displays server information widgets.
School
Displays school information widgets. This tab appears if signed
in to PowerSchool at the school level.
District
Displays district information widget. This tab appears if signed
in to PowerSchool at the district level.
Analytics
Displays the Analytics Dashboard.
Note: You must have access to view the Analytics Dashboard.
For more information, see How to Enable Analytics.
Note: The data that appears on the page is not served by
PowerSchool. It is rendered from a separate Analytics server.
For more information on the configuration of Analytics, see the
Analytics documentation.
How to Add Widgets to the Dashboard
1. On the start page, choose Dashboard from the main menu. The Dashboard page
appears.
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The Basics User Guide
Note: By default, all of the available widgets display on the Dashboard.
2. Use the pop-up menu to choose the widget you want to add.
3. Click Add Widget. The widget opens, and the other widgets reorganize on the page.
The following widgets are available on the Server Dashboard:
Widget
Description
Server Processes
Status
Displays server uptime, PowerSchool uptime, and status of
the Task Server, Web Server, Communication Server, and
Log Process.
Average Server Sign
Ins
Displays the average number of server log-ins per hour.
Server Report
Queue Jobs
Displays the current report queue status, the number of
report processes, result file location, and a bar chart
indicating the current, pending, canceled, and completed
report queue jobs.
Server Handlers
Displays total number of busy and dormant handlers.
Server Memory
Displays amount of installed RAM, virtual memory status,
and PowerSchool free memory.
Server Volume
Displays information on physical disk space, PowerSchool
installed file path, hard disk size, used space, and free
space.
Server Hits
A pie chart that displays the number of Web requests for
the Admin Teacher and Public portals of PowerSchool.
The following widgets are available on the District Dashboard:
Widget
Description
Active Students Per
School
Displays the total number of active enrollments at each
school in the district.
The following widgets are available on the School Dashboard:
Widget
Description
School Enrollment
Trend
Displays active enrollments for each month of the current
school year. The total number includes students who were
added and excludes those that were dropped in a given
month.
School Membership
Trend
Displays total membership for each month of the school
year, based on days in session and student enrollment.
Programs Active
Enrollments
Displays the active enrollments in special programs.
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The Basics User Guide
Widget
Description
In Session Days
Displays the number of days school is in session during
each month, and provides links to the Calendar Setup
page.
How to Remove Widgets from the Dashboard
1. On the start page, choose Dashboard from the main menu. The Dashboard page
appears.
2. Click the applicable Dashboard tab (Server, School or District).
3. Click the red Close button on the specific widget you want to remove. The widget
closes, and the title of the removed widget appears in the pop-up menu located on
the Dashboard page. The remaining widgets reorganize on the page.
Work with the Main Menu
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The Basics User Guide
Quit PowerSchool
When finished working in PowerSchool, it is important to sign out of the application.
Sign Out of PowerSchool
You can sign out of PowerSchool from any page in the application.
Note: If you are not actively working in PowerSchool, your session may timeout. If so, you
need to sign in again.
How to Sign Out of PowerSchool
Click Sign Out in the header. The Sign In page appears.
Quit PowerSchool
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The Basics User Guide
Need More Information?
PowerSchool provides a number of resources that provide additional information about the
application. Available resources include:






PowerSchool Online Help
PowerSource
User Guides
State Reporting documentation
Release Notes
Email
PowerSchool Online Help
Use PowerSchool online help to learn about the PowerSchool Student Information System
(SIS), to serve as a reference for your daily work, and to assist you in navigating through
the system.
You are encouraged to read each section of the online help that pertains to you. While the
introductory sections build a foundation of knowledge that you will use every time you sign
in to PowerSchool, the remaining sections are independent of each other and can be read in
any order.
PowerSchool online help is updated as PowerSchool is updated. For the most up-to-date
information, click the Help link on any page in PowerSchool.
PowerSource
PowerSource is a support Web site that offers a wealth of information, including
documentation, user forums, and knowledgebase articles. The address for this site is
https://powersource.pearsonschoolsystems.com. Be sure to bookmark this Web site
for future use.
Note: You will need a username and password to sign in. If you do not have a username
and password, contact your PowerSchool administrator.
User Guides
User guides that include the same information as PowerSchool online help are available for
each major release of PowerSchool. These user guides include instructions for user roles
which will vary depending on your school’s or your district's circumstances. For the most
recent version of the user guides in Portable Document Format (PDF), visit PowerSource.
You will need your username and password to sign in. If you do not have this information,
contact your PowerSchool administrator. Once you are signed in, navigate to Support >
Documentation > PowerSchool > User Guides. The user guides are organized by the
PowerSchool release version.
Whenever you read a user guide, keep the following points in mind:
Need More Information?
29
The Basics User Guide







Review the headings within the table of contents to locate the sections specific to
your needs.
The actions you can perform in PowerSchool depend on your job responsibilities and
subsequently on your level of access to PowerSchool. Some users have only viewing
rights to some pages. Other users can view or edit any page. Still other users can
view or edit any page, and create new pages as well. And finally, some pages are
view-only for everyone. This guide outlines viewing, editing, and creating options for
most pages. Your needs and your level of access determine which options will be
applicable and available to you. If you find that your work requires a greater level of
access, contact the PowerSchool administrator at your school.
Almost all of the activities described in a user guide begin by selecting the
appropriate student or group; thus, it is imperative that you understand how to
search for and select a student. For more information, see Student Search.
The school and student records used in a user guide differ from those that appear on
your page as you work. You will work with real data based on student records at
your school. The examples in a user guide are only illustrations or suggestions.
In PowerSchool, different pages provide some of the same information because you
view the same data from a different place each time. If you add, change, or delete
data on one page, it will be added, changed, or deleted on other pages that contain
the same fields of data.
The reports described in a user guide may be some of the most important tools you
will use in the system. A PowerSchool report is a statement of student or staff
records that is produced for viewing or printing and can include information text in
addition to the report listings. PowerSchool reports include report cards, lists of class
schedules, lunch balance sheets, mailing labels, lists of current staff members, and
attendance records.
Use PowerSchool to create numerous types of reports that pull selected data. Select
from a list of preconfigured reports that have preset parameters, or create a custom
report to include parameters needed for a specific task. Read the sections System
Reports and Custom Reports before creating a report.
State Reporting
For state reporting documentation, visit PowerSource and navigate to Support >
Documentation > PowerSchool > State Reporting, and click your state's link. If your
state is not listed, documentation or functionality does not yet exist for that state.
Release Notes
To learn more about a specific release, visit PowerSource and navigate to Support >
Documentation > PowerSchool > Release Notes, and locate the version of
PowerSchool you would like to read about.
Email
Ask your question by sending an email message to:
mailto:[email protected]
Need More Information?
30
Students User Guide
PowerSchool 7.x
Student Information System
Released June 2012
Document Owner: Documentation Services
This edition applies to Release 7.2.1 of the PowerSchool software and to all subsequent releases and
modifications until otherwise indicated in new editions or updates.
The data and names used to illustrate the reports and screen images may include names of
individuals, companies, brands, and products. All of the data and names are fictitious; any similarities
to actual names are entirely coincidental.
PowerSchool is a trademark, in the U.S. and/or other countries, of Pearson Education, Inc. or its
affiliate(s).
Copyright © 2012 Pearson Education, Inc. or its affiliates. All rights reserved. All trademarks are
either owned or licensed by Pearson Education, Inc. or its affiliates. Other brands and names are the
property of their respective owners.
Students User Guide
Contents
Preface................................................................................................................... 7 Introduction ........................................................................................................... 8 Student Search....................................................................................................... 9 Student Search................................................................................................... 9 Select an Individual Student .......................................................................... 11 Select a Group of Students ............................................................................ 12 Advanced Student Search.............................................................................. 15 Comparators ............................................................................................... 20 Search for Preselected Groups of Students....................................................... 23 Current Selection ......................................................................................... 24 Stored Searches .......................................................................................... 25 Stored Selections ......................................................................................... 26 Work With an Individual Student .................................................................... 29 Student Page Layout ......................................................................................... 33 Quick Lookup Page ....................................................................................... 33 Print A Report.............................................................................................. 34 Switch Student ............................................................................................ 34 Student Record Navigation ............................................................................ 34 Student Standards Grades Page ..................................................................... 35 Analytics Student View.................................................................................. 35 Student Page Views...................................................................................... 35 Student Information Pages .................................................................................. 37 Access Accounts........................................................................................... 37 Addresses ................................................................................................... 37 Custom Screens........................................................................................... 38 Demographics ............................................................................................. 38 Emergency/Medical ...................................................................................... 41 Family ........................................................................................................ 44 Health: Immunization Information .................................................................. 45 Health: Screening Records ............................................................................ 48 Health: Screening Waivers ............................................................................ 56 Health: Office Visits ...................................................................................... 58 Health: Grade Level Entry Certification Records ................................................ 61 Health: Search for Students by Immunization Compliance.................................. 63 Contents
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Students User Guide
Modify Info.................................................................................................. 65 Other Information ........................................................................................ 65 Student Email.............................................................................................. 66 Parents....................................................................................................... 66 Photo ......................................................................................................... 69 State/Province ............................................................................................. 70 Transportation ............................................................................................. 70 Student Academics............................................................................................... 73 Meeting/Interval Attendance.......................................................................... 73 Daily Attendance.......................................................................................... 76 Time Attendance .......................................................................................... 79 Cumulative Info ........................................................................................... 81 Graduation Plan Progress .............................................................................. 81 Graduation Plan Selection.............................................................................. 81 Graduation Progress ..................................................................................... 84 Historical Grades Setup................................................................................. 84 Historical Grades.......................................................................................... 91 Honor Roll................................................................................................... 93 Teacher Comments ...................................................................................... 94 Term Grades ............................................................................................... 95 Student Test Scores ..................................................................................... 96 Truancies .................................................................................................... 99 Student Administration ...................................................................................... 102 District Specific...........................................................................................102 Fee Transactions .........................................................................................102 Log Entries.................................................................................................102 Lunch ........................................................................................................107 Lunch Transactions......................................................................................108 Net Access .................................................................................................109 SEOP Review ..............................................................................................110 Activities....................................................................................................110 All Enrollments ...........................................................................................111 Student Functions .......................................................................................113 Special Programs ........................................................................................114 Transfer Information ...................................................................................117 Student Scheduling ............................................................................................ 121 Contents
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Students User Guide
Requests View ............................................................................................121 Requests Modify..........................................................................................121 Requests + Schedule ...................................................................................121 Schedule....................................................................................................121 Student Schedule........................................................................................121 Course Requests and Schedule......................................................................122 Modify Course Requests ...............................................................................131 View Course Requests..................................................................................132 Scheduling Setup ........................................................................................133 Add Section Enrollments ..............................................................................135 Drop Section Enrollments .............................................................................137 Work with the Class Roster ................................................................................ 140 Navigate to and View the Class Roster Page ....................................................140 Work with Checked Students ........................................................................144 Work with Currently Selected Students...........................................................146 Work With Groups .............................................................................................. 148 Group Attendance .......................................................................................148 Counselor's Screen ......................................................................................150 Enrollment Summary ...................................................................................150 Export Using Template.................................................................................154 ID/Password Assignment..............................................................................158 List Students ..............................................................................................159 Mass Enroll in a Class ..................................................................................160 Mass Print a Student Screen .........................................................................164 Next School Indicator ..................................................................................164 Print a Report for a Group of Students ...........................................................165 Save Stored Selection..................................................................................165 Search by Daily Attendance ..........................................................................165 Search by GPA............................................................................................166 Search by Grades/Attendance .......................................................................166 Search by Perfect Attendance .......................................................................166 Select Students by Hand ..............................................................................166 Student Field Value .....................................................................................166 Transfer Out of School .................................................................................167 Delete Enrollment Records Transfer Students ..................................................167 Test Scores ................................................................................................174 Contents
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Students User Guide
Student System Administration.......................................................................... 175 Student Numbers ........................................................................................175 Family Management ....................................................................................175 Activities Setup...........................................................................................177 Balance Alert ..............................................................................................179 Citizenship Codes ........................................................................................180 Entry Codes ...............................................................................................181 Exit Codes..................................................................................................182 Next School................................................................................................183 Special Program Setup.................................................................................184 Contents
6
Students User Guide
Preface
Use this guide to assist you while navigating PowerSchool. This guide is based on the
PowerSchool online help, which you can also use to learn the PowerSchool Student
Information System (SIS) and to serve as a reference.
The PowerSchool online help is updated as PowerSchool is updated. Not all versions of the
PowerSchool online help are available in a printable guide. For the most up-to-date
information, click Help on any page in PowerSchool.
Referenced Sections
This guide is based on the PowerSchool online help, and may include references to sections
that are not contained within the guide. See the PowerSchool online help for the referenced
section.
Security Permissions
Depending on your security permissions, only certain procedures may be available to you.
Navigation
This guide uses the > symbol to move down a menu path. If instructed to “Click File >
New > Window,” begin by clicking File on the menu bar. Then, click New and Window.
The option noted after the > symbol will always be on the menu that results from your
previous selection.
Notes
It is easy to identify notes because they are prefaced by the text “Note:.”
Preface
7
Students User Guide
Introduction
PowerSchool make is easy to manage your students. From the PowerSchool start page,
which serves as the central point to begin your student-related activities.
Introduction
8
Students User Guide
Student Search
Student Search
Learning how to perform searches is the key to using PowerSchool, since you select a
student or group of students with whom you are going to work. Before you can do any type
of work on a student's record or on a group's records, select the individual or group. By
performing a search, you make such a selection. The most simple search finds just one
student, but it is possible to perform searches that are more complex.
When performing both simple and advanced searches, it is important to keep in the mind
the following:




Any work with student records always begins with a search. You must tell
PowerSchool which records to retrieve to work with an individual student record or a
group of students.
Enter field names in the Search field exactly as they are written in the field list.
PowerSchool cannot find a field when its spelling does not match the fields in
PowerSchool. Placement of underscores (_) is just as important. To verify the correct
spelling of a field, click View Field List on the PowerSchool start page. Click the
name of a field to insert it in the search field.
While the spelling of the field name is important, the case is not. Enter gender=f,
Gender=F, GENDer=F, or any variation thereof. PowerSchool searches are not
case-sensitive.
Separate different search criteria in the command line with a semicolon (;).
Search Students Page
When first signing in, the main part of the start page displays the Search Students function.
Additionally, you can click the PowerSchool logo from any page in PowerSchool to access
the Search Students function.
Search Students
The following information can be used to search for students:
Field
Description
[Student Search]
Enter search criteria in the search field. If Smart Search is
enabled, as you begin entering your search criteria,
PowerSchool automatically provides a drop-down list of
suggestions that you may choose from. For more information,
see Smart Search.
[Search Icon]
Click to initiate the search.
View Field List
Like many other applications, PowerSchool stores data in fields.
A field is a unit of information defined by your PowerSchool
administrator. PowerSchool comes with a set of standard fields
Student Search
9
Students User Guide
Field
Description
used by all schools, but your school can add other fields that
are particular to your needs. Additionally, fields are added to
the field list with new versions of PowerSchool. Click to display
a list of all student-related fields stored in your school's
PowerSchool database. For more information, see How to
Select Students by Other Fields.
How to Search
Click to learn about searching. When you finish your review,
either click Back on the Web browser until you return to the
start page or click the PowerSchool logo.
Browse Students
The following information can be used to browse for students:
Field
Description
[Alphabet]
Click a letter of the alphabet to display a list of students whose
last names begin with the selected letter. For example, if you
click B, the system displays the students at your school whose
last names begin with a "B". For more information, see, How to
Select an Individual Student by Last Name.
[Grade]
Click a number to display a list of students in the selected
grade. If you click 9, the system displays a list of ninth graders
at your school. For more information, see How to Search for
Students by Grade Level.
[Gender]
Click M to display a list of all the male students at your school.
Click F to display a list of all the female students at your school.
For more information, see How to Search for Students by
Gender.
All
Click to display a list of all active students at your school. For
more information, see How to Search for All Active Students.
Current Selection
Click to quickly return to the last group of selected students
without repeating a search function. For more information, see
Current Selection.
Other Options
When searching for students, the following other options are available for selection:
Field
Description
Stored Searches
Click to create or work with a saved list of preset search criteria
used to quickly find groups of students. For more information,
see Stored Searches.
Student Search
10
Students User Guide
Field
Description
Stored Selections
Click to create or work with a saved list of students. For more
information, see Stored Selections.
Select an Individual Student
Select a student to view that student's pages.
How to Select an Individual Student by Last Name
1. On the start page, enter in the Search Students field the last name of a student
whose record you want to review.
Note: Alternatively, enter just the first few letters of the student's last name. Keep
in mind that this may produce more results.
2. Click the Search icon. If you search for a student who has a unique last name, the
search displays the one record it finds. If you search for a student who has a
common last name, a list of student records appears.
3. Click the name of the student whose record you want to review. To work with the
entire group of students, click Functions at the bottom of the list to display the
Group Functions page. For more information about selecting students from a group
of students, see How to Select a Group of Students by Hand. For more information
about the Group Functions page, see Work With Groups.
How to Select an Individual Student by Student Number
1. On the start page, enter in the Search Students field the school identification
number of the student whose record you want to review.
2. Click the Search icon. Because the same student number is never assigned to more
than one student, your search produces just one name. The page displays that
student's record.
Your view of the student's record can differ from that shown in the example. For
more information about student page views, see Student Page Views. For more
information about selecting the default student page, see How to Set the Default
Student Page.
How to Search for Inactive Students
Use PowerSchool to search for the records of any student who has ever enrolled in your
school. You can view the record of a student who has transferred to a new school, dropped
out, or otherwise left your school.
Student Search
11
Students User Guide
1. On the start page, enter a forward slash (/) followed by the first few letters of the
last name of the student whose record you want to review in the Search Students
field.
2. Click the Search icon. PowerSchool returns a list of all active and inactive students
whose names start with those letters.
Note: Notice the number of students on the list. To verify that this list includes
active as well as inactive students, return to the start page and redo the search
without the slash (/) before the last name. Fewer names on the resulting list appear
if there are any inactive students, since the list includes only active students.
3. Click the name of the student whose record you want to review. To work with the
entire group of students, choose a function from the group functions pop-up menu at
the bottom of the list. For more information about selecting students from a group of
students, see How to Select a Group of Students by Hand. For more information
about the Group Functions page, see Work With Groups.
Select a Group of Students
On the start page, you can search for a group of students using the quick links or by using
the Search Students field. Using the quick links, you can quickly search for students by
the first letter of their last name, grade, or gender. When using the quick links, such as 11
for eleventh graders and F for females, the search criteria do not appear on the Student
Selection page. Using the Search Students field, you can locate a group of students that
match a specific set of criteria. For more information about fields, see How to Search for
Students by Other Fields. When using the Search Students field, the search criteria and
the number of results appear on the Student Selection page.
Note: To search for an individual student, see Select an Individual Student.
How to Search for All Active Students
This is the easiest search, but it also produces the largest number of results.
1. On the start page, click All. The Student Selection page displays a list of all active
students.
Depending on the number of students at your school, it can take a while to produce
the list of students. The list displays the names of all students at your school and a
number (in parentheses) at the top of the list. This number indicates how many
records were returned by the search.
2. Choose a function from the Select a function for this group of students pop-up
menu. For more information, see Work With Groups.
Note: To work with an individual student, click the name of the student whose
record you want to work with. For more information, see Work With an Individual
Student.
Student Search
12
Students User Guide
How to Search for All Active/Inactive Students
Use PowerSchool to search for the records of any student who has ever enrolled in your
school. You can view the record of a student who has transferred to a new school, dropped
out, or otherwise left your school.
1. On the start page, enter a forward slash (/) in the Search Students field.
2. Click the Search icon. The Student Selection page displays a list of all active and
inactive students.
Depending on the number of students at your school, it can take a while to produce
the list of students. The list displays the names of all students at your school and a
number (in parentheses) at the top of the list. This number indicates how many
records were returned by the search.
3. Choose a function from the Select a function for this group of students pop-up
menu. For more information, see Work With Groups.
Note: To work with an individual student, click the name of the student whose
record you want to work with. For more information, see Work With an Individual
Student.
How to Search for Students by Grade Level
1. On the start page, click a number to search by grade level.
Note: Alternatively, use the field name to search. In this case, enter grade_level=
followed by the grade number in the Search Students field. This is helpful for when
you want to search by criteria in addition to grade level.
The page displays a list of all students in the specified grade level.
2. Choose a function from the Select a function for this group of students pop-up
menu. For more information, see Work With Groups.
Note: To work with an individual student, click the name of the student whose
record you want to work with. For more information, see Work With an Individual
Student.
How to Search for Students by Gender
1. On the start page, click M to search for males or F to search for females. The page
displays a list of all male or female students in your school.
Note: Alternatively, use the field name to search. In this case, enter gender=m or
gender=f in the Search Students field.
2. Choose a function from the Select a function for this group of students pop-up
menu. For more information, see Work With Groups.
Student Search
13
Students User Guide
Note: To work with an individual student, click the name of the student whose
record you want to work with. For more information, see Work With an Individual
Student.
How to Search for Students by Other Fields
Search for groups of students who share other commonalities besides grade level, gender,
or ethnicity. Search by any field in your PowerSchool database.
1. On the start page, click View Field List. The Field List pop-up window displays a list
of all fields that are used to perform a student search. Many of the fields displayed
are the same as the fields in your school's PowerSchool system. However, each
school can add or delete fields.
2. Click the field you want to use. The selected field appears in the Search Students
field.
3. Enter a field operator and value after the selected field in the Search Students
field.
Note: For more information about comparators, see How to Use Comparators.
4. Click the Search icon. The Student Selection page displays the students that meet
the criteria you entered.
Note: If you search for a student who has a value for a field matching no other
student's value, the search displays the one record it finds.
5. Choose a function from the Select a function for this group of students pop-up
menu. For more information, see Work With Groups.
Note: To work with an individual student, click the name of the student whose
record you want to work with. For more information, see Work With an Individual
Student.
How to Select a Group of Students by Hand
This selection process is helpful to select a group of students from a larger group. Selecting
students while holding COMMAND (Mac) or CONTROL (Windows) helps you narrow your
search results even further. For example, you can quickly display a list of female
sophomores.
1. On the start page, select the group of students using a search method, such as by
gender, grade, or ethnicity. The Student Selection page appears.
2. Choose Select Students By Hand from the Select a function for this group of
students pop-up menu to narrow the group of students even further. The Select
Students By Hand page appears.
3. Press and hold COMMAND (Mac) or CONTROL (Windows) and click the names of the
students to include in the group.
Student Search
14
Students User Guide
Note: If the students are listed consecutively, click the first name on the list. Press
SHIFT as you click the last name on the list. This selects the first and last names you
click and every name in between.
Alternatively, if you are selecting the majority of the students on the list, select the
students you do not want to keep and select the Remove selected students
option. If you are selecting only a few of the students on the list, select the Keep
selected students option.
Note: Save the selection of students by clicking Selections. For more information,
see Stored Selections.
4. Click Functions. The Group Functions page appears. For more information, see
Work With Groups.
Note: Click the Current student selection [number] to return to the Student
Selection page.
Advanced Student Search
While the searches described in the sections Select an Individual Student and Select a
Group of Students provide enough information to get you started, you will need to perform
other searches that produce narrower results. With some practice, the advanced searches
will soon become a part of your daily routine.
How to Search for Students by Activities
Searching for groups of students who belong to certain clubs or participate in particular
activities is a little different than searching by grade level or gender. Rather than telling
PowerSchool to search for records whose field values match the criteria you enter, tell it to
search for records whose specified activity field value (for example, volleyball, chess_club,
or drama) is not blank.
If there is any value in the field, the student does participate. If the field is blank, the
student does not participate. This can seem confusing, but after reviewing the following
example, you will realize that it is actually very easy to search for students by activity. For
example, practice this type of search by finding students in your school who are in the chess
club.
1. On the start page, enter in the Search Students field an activity field name such as
chess_club#. The number sign (#) means does not equal. For example, by entering
chess_club# followed by nothing, you are telling PowerSchool to search for all
records whose chess club field does not equal "blank."
2. Click the Search icon. Though all students have a chess club field tied to their
record, only those students who are on the chess club team have a value in the
chess club field. Non-chess club students have nothing in the chess club field.
Therefore, PowerSchool eliminates them from the results of the search.
Note: All student records have all activity fields associated with them.
If no students match the search criteria, the system displays an alert message
indicating that no students match your selection. Otherwise, the page displays a list
of all students who participate in the specified activity.
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3. Click the name of the student whose record you want to work with. To work with the
entire group of students, click Functions at the bottom of the list to display the
Group Functions page. For more information about the Group Functions page, see
Work With Groups.
How to Search for Students by Ethnicity
1. On the start page, enter ethnicity= followed by the code for the ethnic group you
want to search in the Search Students field.
2. Click the Search icon. The page displays a list of all students of the specified
ethnicity in your school.
3. Click the name of the student whose record you want to work with. To work with the
entire group of students, choose a function from the group functions pop-up menu at
the bottom of the list. For more information about the Group Functions page, see
Work With Groups.
How to Search for Students with Secondary Enrollments
Search for students who are enrolled at one school and taking classes at a different school.
From the resulting list of students, you can select individual students.
1. On the start page, enter *secondarystudents= in the Search Students field.
2. Click the Search icon. A list of the students currently taking classes at the school
appears.
3. Click the name of a student to open the Student Selection page.
The following search codes are available for the Search Student field. The = operator
is required:
Code
Result
*secondarystudents
=all
*secondarystudents
=
A list of students in all grades who are taking classes in the
current school, but not enrolled in the school.
*secondarystudents
=[grade_level]
A list of students in the selected grade level who are taking
classes in the current school, but not enrolled in the school.
For example, *secondarystudents=5 displays all 5th
graders with secondary enrollments in the current school.
*allstudents=all
*allstudents=
A list of all students in all grades who are taking classes in
the current school, including those who are enrolled in the
school.
*allstudents=[grade
_level}
A list of all students in the selected grade level who are
taking classes in the current school, including those who
are enrolled in the school. For example, *allstudents=5
displays all 5th graders, including those with secondary
enrollments in the current school.
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How to Search for Students by GPA
Search for a group of students who are receiving a particular grade point average. This
function is especially useful to locate honor roll students or those receiving failing grades.
1. On the start page, choose Special Functions from the main menu. The Special
Functions page appears.
Note: Alternatively, select a group of students, and then choose Search by GPA
from the pop-up menu.
2. Click Search by GPA. The Search by GPA page appears.
3. Select the option to indicate which students to include, if applicable.
4. Complete any combination of the remaining fields. Use the following table to enter
information in the fields:
Field
Description
Who are enrolled in
this
Enter the course.section number to search by course.
Enter the period to search by period. To search by teacher,
choose a teacher from the pop-up menu.
Whose cumulative
GPA is
Choose the cumulative GPA cut-off criteria from the pop-up
menu, and enter the percentage point of the cutoff. Choose
a GPA calculation method from the pop-up menu.
Whose term GPA is
Enter a store code in the field, such as Q2 or S1. Choose
the term GPA cut-off criteria from the pop-up menu, and
enter the percentage point of the cutoff. Choose a GPA
calculation method from the pop-up menu.
Whose current GPA
is
Choose the current GPA cutoff criteria from the pop-up
menu, and enter the percentage point of the cutoff. Choose
a GPA calculation method from the pop-up menu.
Who were enrolled
as of this date
Enter the enrollment cutoff date using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
Who match this
search
Enter other criteria to search for students, such as activity
membership.
5. Click Submit. The Group Functions page displays the number of selected students.
6. Click the Current student selection [number] to view the list of students. To
work with the group of students, choose a menu option. For more information about
the Group Functions page, see Work With Groups.
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How to Search for Students by Grades/Attendance
This report provides great flexibility in finding students based on their grades or attendance
records. By using a combination of options, you can find any number of students.
Note: You can also access this report by clicking Attendance > Search by
Grades/Attendance.
1. On the start page, choose Special Functions from the main menu. The Special
Functions page appears.
Note: Alternatively, select a group of students, and then choose Search by
Grades/Attendance from the pop-up menu.
2. Click Search by Grades/Attendance. The Search by Grades/Attendance page
appears.
3. Select the option to indicate which students to include, if applicable.
4. Enter the minimum number of classes necessary to meet the search criteria. For
example, to list students failing at least two classes, enter 2. To list students
receiving an A in any class, enter 1.
5. Complete any combination of the remaining fields. Use the following table to enter
information in the fields:
Field
Description
Scan for this final
grade
Select the checkbox and:


Scan for this final
grade percentage
Select the checkbox and:


Scan for this
citizenship grade

Choose a comparator from the pop-up menu. Use =
to search for students who have that citizenship
grade, or use # to search for students who do not
have that citizenship grade.
Enter the specific citizenship grades for which you
want to scan. Separate multiple grades with
commas.
Select the checkbox and:


Student Search
Choose a comparator from the pop-up menu.
Enter the specific percentage for which you want to
scan.
Select the checkbox and:

Scan for attendance
Choose a comparator from the pop-up menu.
Enter the specific letter grades for which you want
to scan. Separate multiple grades with commas.
Select the attendance mode from the pop-up menu.
Select the attendance code to scan for, select a
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Students User Guide
Field
Description

comparator, and enter the number of instances of
the attendance code.
Select the option indicating whether the scanned
attendance codes are cumulative for each class or
for the specified period only. For a specific period
only, enter the first and last dates of the date range
using the format mm/dd/yyyy or mm-dd-yyyy. If
you do not use this format, an alert appears. If you
submit the date with an incorrect format, the date
field is submitted as a blank entry.
Scan for grades in
Choose the type of grade from the pop-up menu. If you
choose historical grades, enter the store code/final grade,
such as Q1 or Q2. This scans the grades for the store code
entered for the year of the currently selected term. For
example, if you are working in Q3 and enter a store code of
Q1, the system scans the Q1 grades for the current year. It
does not scan grades from previous years. To do so,
change the currently selected term. For more information,
see How to Change Terms.
Scan for all classes
enrolled
Select the option to scan for all classes enrolled either as of
a specified date or anytime during the current term. If you
select a specific date, enter it in the appropriate field using
the format mm/dd/yyyy or mm-dd-yyyy. If you do not use
this format, an alert appears. If you submit the date with
an incorrect format, the date field is submitted as a blank
entry.
Results
Select either Make this the current selection of
students to continue working with the resulting group of
students or Display matching students & Sections. If
you select the latter option and click Submit, the Matching
History page displays each matching student and the term,
section, course name, and teacher for which the criteria are
met.
6. Click Submit. The Group Functions page displays the number of selected students.
7. Click the Current student selection [number] to view the list of students. To
work with the group of students, choose a menu option. For more information about
the Group Functions page, see Work With Groups.
How to Search for Students by Perfect Attendance
Use this report to find students who have perfect attendance records during a specified
period.
1. On the start page, choose Special Functions from the main menu. The Special
Functions page appears.
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Note: Alternatively, select a group of students, and then choose Search for Perfect
Attendance from the pop-up menu.
2. Click Search for Perfect Attendance. The Perfect Attendance Search page
appears.
3. Select the option to indicate which students to include, if applicable.
4. Use the following table to enter information in the fields:
Field
Description
Attendance mode to
use
Select the attendance mode from the pop-up menu.
Date range to scan
Enter the first and last days of the date range to scan using
the format mm/dd/yyyy or mm-dd-yyyy. If you do not use
this format, an alert appears. If you submit the date with
an incorrect format, the date field is submitted as a blank
entry.
Disregard these
codes when
searching
Enter the attendance codes that do not render students
absent. For example, if your school excuses absences when
a student performs volunteer work, enter V if that is the
code for a volunteer absence at your school.
5. Click Submit. The Group Functions page displays the number of found records
underlined at the top of the page.
6. Click the Current student selection [number] to view the list of students. To
work with the group of students, choose a menu option. For more information about
the Group Functions page, see Work With Groups.
How to Search for Students by Lunch Status
Search for students by using the lunch status field. Use the following codes to search for
students based on how much they pay for lunch:





F=Free
R=Reduced
P=Full Pay
E=Exempt
FDC=Free Direct Certification
To search for students who receive reduced price lunches, enter lunchstatus=r in the
Search Students field on the PowerSchool start page.
Comparators
Comparators are tools that you use to search and retrieve records by combining two or
more criteria. A combination of comparators and fields are used in searches to narrow the
results to a very small group of students at your school. There are many operators or
"comparators," but some of the most common are included in this section.
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A simple example of a search using a comparator is last_name=jones. This is called a
search command because you are commanding PowerSchool to perform a search that
contains that particular line of text. In other words, you are telling the PowerSchool system
to find all students whose last name is Jones. All search command lines are broken into
three parts:



Field name: last_name, first_name, or student_number
Comparator: =, #, >, or <
Search argument or value: Jones, becky, or 2301923
The general format is:
[field name][comparator][search argument]
How to Use Comparators
The following are some of the most common comparators.
= Comparator
Use this comparator to search for records that are the value of the field. Suppose you want
to find all students in your school with the last name of Jones. Find them with the following
search command:
last_name=Jones
This instructs PowerSchool to go through each student record and return those records that
have Jones in the last_name field.
< Comparator
Use this comparator to search for records that are less than the value of the field. Suppose
you want to find all students in your school who are in a grade level less than 12th grade.
Find them with the following search command:
grade_level<12
This instructs PowerSchool to go through each student record and return those records that
have any value less than 12 in the grade_level field.
> Comparator
Use this comparator to search for records that are greater than the value of the field.
Suppose you want to find all students in your school who are in a grade level greater than
9th grade. Find them with the following search command:
grade_level>9
This instructs PowerSchool to go through each student record and return those records that
have any value greater than 9 in the grade_level field.
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<= Comparator
Use this comparator to search for records that are less than or equal to the value of the
field. Suppose you want to find all students in your school who are in a grade level less than
or equal to 12th grade. Find them with the following search command:
grade_level<=12
This instructs PowerSchool to go through each student record and return those records that
have any value less than or equal to 12 in the grade_level field.
>= Comparator
Use this comparator to search for records that are greater than or equal to the value of the
field. Suppose you want to find all students in your school who are in a grade level greater
than or equal to 10th grade. Find them with the following search command:
grade_level>=10
This instructs PowerSchool to go through each student record and return those records that
have any value greater than or equal to 10 in the grade_level field.
# Comparator
Use this comparator to search for records that are not the value of the field. Suppose you
want to find all students in your school who are not in 12th grade. Find them with the
following search command:
grade_level#12
This instructs PowerSchool to go through each student record and return those records that
do not have 12 in the grade_level field.
"in" Comparator
Use this comparator to verify that the value of the field matches any argument in the list
you provide. For example, if you want a list of all the ninth, tenth, and eleventh graders at
your school, enter the following search command line:
grade_level in 9,10,11
In this example, the field is grade_level, the comparator is "in," and the search argument is
9,10,11. Note that the items in the argument are separated with commas. This tells
PowerSchool to find all students in grade levels 9, 10, and 11. PowerSchool goes to the
grade_level field in each student record and returns the records where the entry is 9, 10, or
11.
"contains" Comparator
Use this comparator to search for records that have the value of the field. Suppose you
want to find all students in your school who live on Cherry Lane. Find them with the
following search command:
mailing_street contains Cherry Lane
This instructs PowerSchool to go through each student record and return the records that
have Cherry Lane in the mailing_street field. It does not matter if the value of a student's
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Students User Guide
mailing_street field is 194 Cherry Lane or 24230 Cherry Lane Parkway. If Cherry Lane
appears anywhere in the field, PowerSchool considers it a match and includes the record in
the search results.
Note: You cannot use the contains comparator for numerical fields, such as student
numbers.
"!contain" Comparator
The opposite of the contains comparator is "!contain." Use this comparator to find records
that do not have the value of the field. Perhaps you want to find all students in your school
whose phone numbers does not contain the number five. Use the following search
command:
home_phone !contain 5
This instructs PowerSchool to go through each student record and return the records that do
not have 5 in the home_phone field. It does not matter if the number is in the area code,
the prefix, or the phone number. If there is not a 5 in the home_phone field, PowerSchool
considers it a match and includes the record in the search results.
"@" (Wildcard) Comparator
Suppose you want to find all students whose first names start with "rob." This includes
anyone named Rob, Robert, Robbie, Robby, Robin, or Roberta. To find these students, enter
the following in the search field:
[email protected]
As you can imagine, the wildcard is a very powerful comparator. There is no rule as to
where you place it in the command. It can be used anywhere to take the place of a letter,
word, or phrase. Enter [email protected] to find student whose first name ends in "ie." This
search produces results like Terrie, Debbie, or Eddie but not Terry, Debby, or Eddy. The
command [email protected] produces results with names such as Susan or Stan.
Note: You cannot use the @ or wildcard comparator for numerical fields, such as student
numbers.
Search for Preselected Groups of Students
The selection processes make it easier for you to find a group because the group is made up
of students in a specific class. Select just the students in one class or add the students in a
class to another group you have already selected.
How to Use Teacher Schedules to Search for Groups of Students
Use this function to select a teacher whose schedule you want to view. Once you display a
teacher's schedule, select the students in any of that teacher's classes.
To select a group of students in a class or section, skip to Step 3. To add the students in a
class or section to another group, complete the entire procedure.
1. On the start page, search for and select a student or group of students. For more
information, see Select a Group of Students.
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2. Click the PowerSchool logo to return to the start page. The Search Students page
displays the number of students found in the most current selection.
3. On the start page, search for and select a staff member. For more information, see
Staff Search.
4. Click Current Schedule. The teacher schedule for that teacher appears.
5. Click the number in the Size column for the class you want to display. The Class
Roster page appears.
6. Click Make this the current selection of students to select the students in the
class as the only group you want to work with. To add this group to a previously
selected group, click Add these students to the current selection of students.
The Group Functions page asks what to do with your selection of students.
7. Click the underlined number to view the list of students. To work with the group of
students, choose a menu option. For more information about the Group Functions
page, see Work With Groups.
How to Use the Master Schedule to Search for Groups of Students
The master schedule displays the schedules for all teachers in your school. All classes for
each teacher are noted, along with the number of students in each class. Select a group of
students in the same class.
To select a group of students in a class or section, skip to Step 3. To add the students in a
class or section to another group, complete the entire procedure.
1. On the start page, search for and select a student or group of students. For more
information, see Student Search or Select a Group of Students.
2. Click the PowerSchool logo to return to the start page. The Search Students page
displays the number of students found in the most current selection.
3. Choose Master Schedule from the main menu. The Master Schedule appears.
4. Locate the staff member who teaches the students you want to select.
5. Locate the class and section.
6. Click the number of students in the section. The Class Roster page appears.
7. Click Make this the current selection of students to select the students in the
class as the only group with which you want to work. To add this group to a
previously selected group, click Add these students to the current selection of
students. The Group Functions page asks what to do with your selection of
students.
8. Click the Current student selection [number] to view the list of students. To
work with the group of students, choose a menu option. For more information about
the Group Functions page, see Work With Groups.
Current Selection
PowerSchool remembers the most recently selected group of students. After searching for a
student or group of students, the Search Students page displays a link to the Current
Selection. Click Current Selection to retrieve the most recently searched group of
students. Access the current selection from either the PowerSchool start page or the student
pages.
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How to Make a Current Selection From the Start Page
1. On the start page, search for and select a student or group of students. For more
information, see Select a Group of Students.
2. Click the PowerSchool logo to return to the start page. The Search Students page
displays the number of students found in the most current selection.
3. Click Current Selection (number) to return to the Student Selection page. The
Student Selection page displays the most current selection of students.
How to Make a Current Selection From the Student Selection Page
1. On the start page, search for a group of students. For more information, see Select a
Group of Students.
2. Select a student from the Student Selection page. The student pages menu displays
the number of students found in the most current selection.
3. Click Current Selection (number) to return to the Student Selection page. The
Student Selection page displays the most current selection of students.
Stored Searches
Stored searches find preset groups of students. When storing a search, you are storing the
criteria used to search for a group of students, not the list of students' names that result
from a search. For example, store a search of all student government representatives to
efficiently mark the group as excused when they miss classes due to meetings. Because the
names of the representatives can change throughout the year, it is best to store a query
that includes all students participating in the government activity. To save a specific list of
student names, store the selection instead of the search criteria. For more information
about storing a selection, see Stored Selections.
Either set up and save a search or use a search that someone else created on your
PowerSchool system.
How to Search for Students Using Stored Searches
1. On the start page, click Stored Searches. The Stored Searches page appears.
2. Click Run Search next to the stored search. The Group Functions page appears.
3. Click the underlined number to view the list of students. To work with the group of
students, choose a menu option. For more information about the Group Functions
page, see Work With Groups.
How to Create a Stored Search
Create a new group of students for whom you and other users can search. To create a
stored search that is similar to another stored search, copy the command string from
another search and paste it into a new search group. You must then make the necessary
changes or additions to the command string for the new group.
1. On the start page, click Stored Searches. The Stored Searches page appears.
2. Click New. The Edit Stored Search page appears.
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3. Use the following table to enter information in the fields:
Field
Description
Name
Enter the name of the stored group for which you want to
search.
Search Instructions
Enter the search commands.
Note: Use one command on each line. Field names must
be entered exactly as they appear in the field list. Click
Fields to view the field list. For more information about
fields, see How to Search for Students by Other Fields.
4. Click Submit. The Stored Searches page displays the new stored search.
How to Edit Stored Search Criteria
If a search is not finding the correct students, there could be a problem with the search
command. On the other hand, perhaps the criteria for a specific group have changed. In
either case, you must edit the search criteria.
Note: All PowerSchool users on your system will be impacted by your change. Contact other
users before editing the criteria of a stored search.
1. On the start page, click Stored Searches. The Stored Searches page appears.
2. Click the name of the stored search you want to edit. The Edit Stored Search page
appears.
3. Edit the information as needed. For field description see How to Create a Stored
Search.
4. Click Submit. The Stored Searches page reappears.
Stored Selections
Store selections of students or staff to quickly and easily retrieve a group of students or
staff that you work with frequently. Whereas a stored search holds criteria that can result in
a varying list of students or staff every time you utilize the stored search, stored selections
hold the actual list of students or staff at the time you create the stored selection.
For example, assume a group of four students reads the announcements over the
loudspeaker each morning for a week. As the attendance clerk, you might need to excuse
those students' tardies for their first period classes. On Monday, create a stored selection of
the four students so that you can easily change their attendance on the days when it is
necessary.
Users can create compounded stored selections; that is, use stored selections either to add
to other stored selections or to create new ones. Indicate if the new selections include either
any or all of the criteria. For example, if you want to report on the announcement reader
groups for the rest of the month, combine the stored selections for each week's group.
Since stored selections are user-specific, users manage their own set of stored selections.
However, users can publish a stored selection to all users for your school. Stored selections
are snapshots of a particular time and do not change when student- or staff-related
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information changes; therefore, it is suggested that users periodically delete and re-create
their stored selections to refresh the data.
How to Store a Selection
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students. The Student
Selection page appears.
2. Choose Save Stored Selection from the Select a function for this group of
students pop-up menu. The Stored Selections page appears.
Note: Alternatively, if you have a current selection of students, you can access this
page by choosing Special Functions > Groups Functions.
3. Use the following table to enter information in the fields:
Field
Description
Name of new
selection
Enter a name for the stored selection.
Save
Select the Save option.
4. Click Submit. The Stored Selections page displays the new stored selection.
5. Click Go Functions to perform group functions with this stored selection. For more
information about group functions, see Work With Groups.
How to Edit the Name of a Stored Selection
Though you cannot remove records from a stored selection, you can change its name. To
add records to a stored selection, see How to Use Stored Selection Options.
1.
2.
3.
4.
On the start page, click Stored Selections. The Stored Selections page appears.
Click the name of the stored selection. The Edit Stored Selection page appears.
Change the name of the stored selection in the Name field.
Click Submit. The Stored Selections page displays the edited stored selection.
How to Use Stored Selection Options
After creating a stored selection, you can add records to a selection or combine it with
another stored selection.
1. On the start page, select a group of students that you want to use to add to or
combine with another stored selection. The group becomes the current selection. For
more information, see Select a Group of Students. The Student Selection page
appears.
2. Choose Save Stored Selection from the pop-up menu. The Stored Selections page
appears.
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3. Use the following table to select one of the options:
Field
Description
Add
To add records to the current selection from one or more
stored selections, select the checkboxes next to the stored
selections and select the Add option. Leave current
selection as the name of the new selection.
Filter
To include only records in the current selection that are
also included in any chosen stored selections, select the
checkboxes next to the stored selections and select the
Filter option. Leave current selection as the name of the
new selection.
Create a new
selection based on
records that belong
to ANY of the
checked selections
To create and store a new selection that includes all
records from all of the selected stored selections, select the
checkboxes next to the stored selections and select this
option. Enter a name for the stored selection.
Create a new
selection based on
records that belong
to EVERY checked
selection
To create and store a new selection that includes records
that exist across all of the chosen stored selections, select
the stored selections and select this option. Enter a name
for the stored selection.
4. Click Submit. The Stored Selections page displays the new or modified stored
selection.
How to Delete a Stored Selection
Users can delete any or all of their stored selections, including the stored selections that
they publish. Stored selections are snapshots of a particular time and do not change when
student- or staff-related information changes; therefore, it is suggested that users
periodically delete and re-create their stored selections to refresh the data.
1.
2.
3.
4.
On the start page, click Stored Selections. The Stored Selections page appears.
Select the Delete option.
Select the checkboxes next to the names of the stored selections to be deleted.
Click Submit. The Stored Selections page appears without the deleted stored
selections.
How to Publish a Stored Selection
Since stored selections are user-specific, users manage their own set of stored selections.
However, users can publish a stored selection to all users for your school. Publishing a
stored selection at the district level affects all schools on the system. Develop a process or
policy to control stored selections that have been published unnecessarily.
Student Search
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Users at the school (or district) can delete the stored selections that others publish. When a
user that publishes a stored selection deletes it, that stored selection is deleted for all users.
On the start page, click Stored Selections. The Stored Selections page appears.
Select the Publish option.
Select the checkboxes next to the names of the stored selections to be published.
Click Submit. The Stored Selections page displays the stored selections that have
been published.
5. Log in using a different username and password to verify that the system published
the stored selections to other users.
6. On the start page, click Stored Selections. The Stored Selections page displays the
published stored selections.
1.
2.
3.
4.
Work With an Individual Student
When you select a student, PowerSchool displays the student pages menu. From this menu,
you can manage the student record in a variety of ways. The items on the student pages
menu do not necessarily follow a particular sequence; therefore, use this section as a
reference and review those sections that you need for a given task.
When you view the student pages menu, your computer displays the view that you used the
last time you looked at a student page. Thus, if you viewed the Demographics page for Joe
Smith during your last PowerSchool session, the Demographics page for Jane Johnson
appears when you select her student record.
How to Enroll a Student
When PowerSchool is set up at your school, the data for most students is imported from
your previous system. However, there will always be students who must be enrolled
individually because they are new to your school. If you have the proper permissions, you
can enroll an individual student in your school.
If the new student is from the same family as an existing student at the school or in the
district, you can link the students to make it easier to enter and manage shared
demographic information. Options to match the new student to an existing student are
available when enrolling a student.
Note: If you know that the new student shares a household with an existing student, see
How to Enroll a New Student Living in the Same Household.
1. On the start page, choose Special Functions from the main menu. The Special
Functions page appears.
2. Click Enroll New Student. The Enroll New Student page appears.
3. Use the following table to enter information in the Student Information section:
Field
Description
Student's Name
(Last, First MI)
Enter the student's name (last, first, then middle initial or
name). Names that include spaces (such as Mary Jo) can
be included in any of the three fields. The maximum
number of characters and spaces is 20 for the last name
field, 20 for the first name field, and 15 for the middle
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Field
Description
name field.
DOB
Enter the student's date of birth using the format
mm/dd/yyyy or mm-dd-yyyy. If you enter a date of birth,
students with the same name and the same date of birth
will appear as potential duplicate student records. If you
enter a date of birth that does not match any existing
student records with the same name, the new enrollment
will not be considered a potential duplicate.
If you do not enter a date of birth, only the Name, Phone
Number, and Social Security Number fields are considered
when checking for duplicate students.
Student Number
Enter the student number. If you leave this blank,
PowerSchool will assign one to the student.
Social Security
Number
Enter the student's Social Security number.
Phone Number
Enter the student's phone number.
Enrollment Date
If it is not the date displayed, enter the student enrollment
date using the format mm/dd/yyyy or mm-dd-yyyy. If you
do not use this format, an alert appears. If you submit the
date with an incorrect format, the date field is submitted as
a blank entry.
Full-Time
Equivalency
TBD
Grade Level
Choose the grade level the student will be in when he or
she enters your school from the pop-up menu.
Entry Code
Choose the reason the student is entering your school from
the pop-up menu.
Track
Choose the student's track from the pop-up menu.
Note: For more information, see Calendar Setup.
District of Residence
Choose the district in which the student lives from the popup menu.
If you have the appropriate permissions, you can click
District of Residence to access the Districts of Residence
page.
Note: For more information, see Districts of Residence.
Fee Exemption
Status
Choose the student's fee exemption status from the pop-up
menu in the School Fee Information section:


Student Search
Student not Exempted
Student Exempted from Course Fees
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Field
Description


Student Exempted from School Fees
Student Exempted from All Fees
School and course enrollment fees are automatically
assigned to students when they enroll in school or in a
course. Students can be exempted individually from having
these fees assigned to them automatically by using the Fee
Exemption Status pop-up menu. While you can indicate to
the system that school and/or course enrollment fees are
not to be assigned automatically, this does not prohibit
fees being assigned manually.
Note: For information about exempting a group of
students, see School Information.
School
The school in which you are enrolling the student.
4. Use the following table to enter information in the Information for Family Match
section:
Field
Description
Enroll without
Linking or Copying
Information
Select this option to skip all linking and copying functions.
All other standard enrollment functions occur when you
click Submit. Use for students with no known siblings in
the district.
Search for Family
Members to Link to
and Copy
Information From
Select this option to initiate a search for potential family
members from which shared data can be copied when you
click Submit.
Family ID
Note: The search for siblings performs an “or” search.
Students with active or inactive status who match any of
the search criteria display on the search results page as a
potential sibling. For example, if you enter the mother’s
name along with the street address, a student who has the
same mother’s name or the same street address displays
on the resulting search page.
Enter the family ID, if applicable.
Note: This field is provided only for districts and schools
that used it previously to associate related students. Family
management functionality is based upon relationships
stored in the Relationships table.
Mother’s Name
Name of the enrolling student’s mother.
Father’s Name
Name of the enrolling student’s father.
Guardian’s Name
Name of the enrolling student’s guardian.
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Field
Description
Sibling’s Name
(Last, First)
Name of a sibling who is also a student within the district.
There are two separate fields since a student’s name is
stored as unique fields for last name and first name.
Include Student’s
Last Name in Search
Select the checkbox to include the last name of the
enrolling student in the family match search. All students
who share the same last name will be included in the
search results.
Street, Apt/Suite
Enter the street address in the first field, and apartment or
suite number in the second field, if any.
City, State, Zip
Enter the city, state, and zip code for the street address.
Geocode
The latitude/longitude pair that represents the geographical
location of the home address. This field is read-only and is
automatically generated when the address is validated or
imported. For more information about geocodes, see
Address Management.
Click Validate to perform address validation. For more
information about performing address validation, see
Perform Interactive Address Validation.
5. Click Submit. PowerSchool searches for duplicate student records:


If there are no records matching that of the new student, the Schedule page
appears; you can then add classes to the student's schedule. For more
information, see Add Section Enrollments.
If there are similar records to the one you created, the Check for Duplicate
Students page asks you to check for duplicate records from a list:
o
o
If the student’s name appears on the Check for Duplicate Students
page, click the student name to display the Student Selection page.
Re-enroll the student, if necessary. For more information about
reenrollment, see How to Reenroll in School.
If the student’s record is not found on the Check for Duplicate
Students page, click Enroll. Any matches found based on the family
management search criteria display on the Family Search Results
page.
Note: For more information about linking groups of students, see How to
Mass Create Family Links.
How to Enroll a New Student Living in the Same Household
Family management provides the ability to enroll a student from an existing student record,
allowing shared data to be automatically copied to the enrolling students record.
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1. On the start page, search for and select the student that has a family relationship to
the enrolling student. For more information, see Student Search.
2. Click Functions. The Functions page appears.
3. Click Enroll New Student Living in the Same Household. The Enroll New Student
page appears.
4. Use the table in How to Enroll a Student to enter information in the fields.
5. Click Submit. PowerSchool searches for duplicate student records:


If the students name appears on the Check for Duplicate Students page, click
the student's name to display the Student Selection page. Re-enroll the
student, if necessary.
If the students record is not found on the Check for Duplicate Students page,
click Enroll. The Functions page appears. On the Student Selection menu,
click Demographics View. The new student record displays the information
copied from the shared fields of the linked student's record.
How to Open the Student Page
1. On the start page, search for and select a student. For more information, see
Student Search. The student pages menu displays the selected default view. For
more information, see Personalize.
2. Choose an item from the student pages menu to view a different student page.
Student Page Layout
Each student page looks different, but the top of each displays the name of the page,
student's name, grade level, ID number, and school name. In the student pages menu to
the left side of the page, all of the items listed are possible actions performed or items
viewed on a student's record. This is where you will start the activities described in this
section.
Quick Lookup Page
The Quick Lookup page displays commonly used information, such as the student's
schedule, teachers, current grades, and attendance record.
How to View the Quick Lookup Page
1. On the start page, search for and select a student. For more information, see
Student Search. The student pages menu displays the selected default view. For
more information, see Personalize.
2. Click the Quick Lookup tab. The Quick Lookup page appears. On this page, you can
perform any of the following tasks:



Student Search
Click a teacher's name to send that teacher an email message.
Click the final percent scores to display grades per assignment.
Click any absences or tardies to display details on the Dates of Attendance
page; lower-case attendance codes indicate that the teacher took attendance,
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Students User Guide

while upper-case attendance codes indicate that an attendance clerk or office
staff member took attendance. The attendance totals that appear at the
bottom of the page can be used for reports.
To view the assignments and their scores that comprise the final grades for a
term, click the score in the appropriate term column.
Note: Days that appear grayed-out indicate that school is not in session and/or the
student is not enrolled on that date. Other information may not appear unless school
is in session and/or the student is currently enrolled.
Print A Report
Click the Print A Report link on the Student page menu to display the Print A Report page
to print a report for the selected student. This is the same page that appears when you click
Functions > Print Reports For This Student. For more information, see How to Run a
Report for a Single Student.
Switch Student
Click the Switch Student link on the Student page menu to display a search dialog to look
for other student records. Enter the name or partial name of the student and click OK. If
the name matches more than one student, the Student Selection page appears. For more
information, see Student Search.
Student Record Navigation



Previous Record arrow: When viewing the student pages menu from a selection of
students, click the Previous Record arrow to display the student record preceding the
selected record. When you reach the first student on the list of selected students, the
last student on the list appears.
List: When viewing the student pages menu from a selection of students, click List to
display the Student Selection page. For more information, see Student Search.
Next Record arrow: When viewing the student pages menu from a selection of
students, click the Next Record arrow to display the student record following the
selected record. When you reach the last student on the list of selected students, the
first student on the list appears.
The remaining items in the student pages menu indicate the possible actions to be
performed on the selected record. If a student has transferred out, graduated, is
preregistered, or imported into PowerSchool as an historical record, that student's status
appears on each student page. The student status is based on the contents of the
Enrollment Status field.
Note: The student pages for an active student do not display the student's status indicator.
Several student pages provide alert functions. Use alerts to create and maintain sensitive
information for each student. There are four types of alerts: medical, disciplinary, guardian,
and general. Enter alert information in the Emergency/Medical, Log Entries, Parent, and
Other Information student pages, respectively. If a student's record contains an alert, an
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alert icon appears at the top of each of his or her student pages. Alert details are available
to all users by clicking the alert icon on any student page.
Student Standards Grades Page
The Standards Grades page displays the student's standards grades and comments. By
default, only classes currently in progress appear.
How to View the Standards Grades Page
1. On the start page, search for and select a student. For more information, see
Student Search. The student pages menu displays the selected default view. For
more information, see Personalize.
2. Click the Standards Grades tab. The Standards Grades page appears. On this page,
you can perform any of the following tasks:




Click Show Completed Classes to view standards grades for completed
classes.
Click Hide Completed Classes to view only the classes for the current term.
If a score appears as a link, click to view score comments.
Click the name of the standard to view the following details:
o Teacher
o Course
o Standard Name
o Gradescale
o Gradescale Description
o Gradescale Details
If the student is enrolled in any special programs, the Attendance By Program
section of the page displays attendance for any special programs in which the
student is enrolled. The special programs must be set to appear on the Quick Lookup
page; for more information, see Special Program Setup.
Analytics Student View
The Analytics Student View page displays Analytics student data. Click the Analytics
Student View tab to view Analytics Student data. This tab appears if Analytics is enabled.
For more information, see Enable Analytics. You can also access this page from the Test
Scores page.
Note: The data that appears on the page is not served by PowerSchool. It is rendered from
a separate Analytics server. For more information on the configuration of Analytics, see the
Analytics documentation.
Student Page Views
Most of the pages you work with are the same for all of the schools that use PowerSchool;
however, some pages can be modified to meet your school's individual needs. This function
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Students User Guide
is noted in the appropriate sections. If a section does not indicate that a page can be
customized for your school, it is a PowerSchool preconfigured page that cannot be modified.
Note: When reading descriptions of the modifiable pages, keep in mind that either the page
itself can be modified by your PowerSchool administrator or the data in the fields on the
page can be modified by the PowerSchool user. For example, a page might provide fields for
only a student's name and phone number. As the user, you can modify the data in those
fields if the information is wrong or has changed. However, if you want the page to provide
a student's address in addition to a name and phone number, your PowerSchool
administrator must modify the page to add the address field.
Each student page view section assumes that you have selected an individual student
record. For more information, see Student Search.
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Student Information Pages
Access Accounts
The Access Accounts page provides you with a student-centric view to managing student
and parent/guardian accounts. For more information, see Student Accounts in the
PowerSchool Parent Portal Administrator Guide.
Addresses
This student page provides street and mailing addresses. Street addresses are the places
where the students actually live, while mailing addresses are the places where the students
receive mail. A street address could be 1234 Maple Lane, while a mailing address could be
P.O. Box 102.
Note: The information on this page is linked to that on the Demographics pages. If you
make a change here, it appears on those pages, and vice versa.
How to Edit Student Addresses
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Information, choose Addresses from the student pages menu. The Addresses
page appears.
3. Use the following table to enter Home Address information:
Field
Description
Street, Apt/Suite
Enter the street address in the first field, and apartment or
suite number in the second field, if any.
City, State, Zip
Enter the city, state, and zip code for the street address.
Geocode
The latitude/longitude pair that represents the geographical
location of the home address. This field is read-only and is
automatically generated when the address is validated or
imported. For more information about geocodes, see
Address Management.
4. Use the following table to enter Mailing Address information:
Field
Description
Copy From Home
Address
If a student’s mailing address is the same as their home
address, click to duplicate the home address information in
to the mailing address fields.
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Field
Description
Street, Apt/Suite
Enter the street address in the first field, and apartment or
suite number in the second field, if any.
City, State, Zip
Enter the city, state, and zip code for the street address.
Geocode
The latitude/longitude pair that represents the geographical
location of the mailing address. This field is read-only and
is automatically generated when the address is validated or
imported. For more information about geocodes, see
Address Management.
5. Do one of the following:


Click Validate next to the address for which you want to perform address
validation. For detailed information about performing address validation, see
Perform Interactive Address Validation.
Click Submit. The Addresses page displays your changes.
Custom Screens
Custom screens are designed by a school's PowerSchool administrator to display a variety of
information about students. There is no limit to the number of custom screens that a school
can set up to track any kind of information. Thus, the pages are school-specific and look
different than in the examples.
When you select a student and click Custom Screens, a list of custom screens at your school
appears. Find out if there is a custom screen for your school. For more information about
creating custom screens, see Custom Student Fields and Screens.
How to View Custom Screens
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Information, choose Custom Screens from the student pages menu. Links to
the custom screens appear.
3. Click the links to the pages, if available. The relevant pages appear.
Note: Your PowerSchool administrator can modify these pages to meet your school's
needs.
Demographics
The Demographics page provides standard information about the selected student. Fields on
the Demographics page can be edited by those with proper access.
Note: Any changes you make to the address fields on the Demographics page are also
made to the Address page.
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When entering students' birthdates, keep in mind that birthday alerts will appear on each
student page for one week prior to each student's birthday. For more information, see How
to Display Birthday Alerts.
How to Modify Student Demographics
Your PowerSchool administrator can modify this page to meet your school’s needs.
Note: Since pages may vary between schools, discuss with your system administrator the
purpose of the fields on your school's General Demographics page.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Information, choose Demographics from the student pages menu. The
General Demographics page appears.
3. Use the following table to edit information in the fields:
Field
Description
Name
Enter the student's last, first, and middle name.
Home Address
Enter the student's home address.
Note: For more information, see Addresses.
Mailing Address
Enter the student's mailing address.
Note: For more information, see Addresses.
Home Phone
Enter the student's home telephone number.
Age
Enter the student's age.
Aggregate Days of
Membership
The total number of days the student has been enrolled.
Area/Neighborhood
The area or neighborhood in which the student lives.
DOB
Enter the student's birth date.
Ethnicity
Indicate whether or not the student is Hispanic or Latino by
selecting one of the following options:



Yes
No
Decline to Specify
Note: Information that appears may vary based on your
configuration. For information about setting up federal
ethnicity and race categories and codes used in statespecific reporting, see Federal Race Categories and District
Race Codes.
Race
Student Information Pages
Indicate the student's race by selecting the appropriate
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Students User Guide
Field
Description
checkboxes. If you do not wish to indicate the student's
race, select the Decline to Specify checkbox.
Note: Information that appears may vary based on your
configuration. For information about setting up federal
ethnicity and race categories and codes used in statespecific reporting, see Federal Race Categories and District
Race Codes.
Scheduling/Reportin
g Ethnicity
Specify the student's ethnicity by choosing the appropriate
ethnicity from the pop-up menu.
Note: Information that appears may vary based on your
configuration. For information about setting up ethnicity
codes used in scheduling and preconfigured reporting, see
Scheduling/Reporting Ethnicity Codes.
Father
Enter the student's father's last and first name.
Father's Day Phone
Enter the student's father's day telephone number.
Father's Employer
Enter the name of the student's father's employer.
Father's Home
Phone
Enter the student's father's home telephone number.
Gender
Specify the student's gender by choosing either Male or
Female from the pop-up menu.
Grade Level
The grade level in which the student is currently enrolled.
Graduation Year
Enter the year in which the student graduates.
Guardianship
Enter the student's guardian's name.
Guardian Email
Enter the student's guardian's email.
Mother
Enter the student's mother's last and first name.
Mother's Day Phone
Enter the student's mother's day telephone number.
Mother's Employer
Enter the name of the student's mother's employer.
Mother's Home
Phone
Enter the student's mother's home telephone number.
Previous Student ID
Enter the student's previous ID number.
SSN
Enter the student's Social Security Number.
Student Number
Enter the student's identification number.
4. Click Submit. The Changes Recorded page appears, unless the modified information
matches another student's information in one or more of the following fields:
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










Name
Student Number
School
Enroll Status
Family ID
Student Phone
Physical Address
Mother's Name
Father's Name
Guardian's Name
Any shared fields that were modified, noted with an "x." When updating
linked students, you are updating the information in these fields for those
students.
5. On the Students with Shared Family Information page, select the Update
checkboxes to change the linked student's demographic information to match the
modified demographic information of the selected student. For example, if you
change the selected student's street address from 12 Maple Way to 1 Apple Drive
and the linked student also lives at 12 Maple Way, select the Update checkbox to
change the linked student's address to 1 Apple Drive.
Note: To link students belonging to the same family, see How to Link and Copy
Information for Related Students.
6. Click Submit. The General Demographics page appears.
How to Display Birthday Alerts
If a student's birthday is within a week of the current date, a birthday alert appears for him
or her on each student page.
1. On the start page, search for and select a student. For more information, see Search
and Select. If the student's birthday is within the next week, the Birthday Alert icon
appears at the top of each page for the selected student. If the student's birthday is
not within the next week, the icon does not appear.
2. Click the Birthday Alert icon to read the alert from any page. The Birthday alert for
the selected student appears.
3. Click Close to close the Birthday Alert window.
Emergency/Medical
This function provides emergency contact names and numbers, as well as any medical
information.
How to Edit Student Emergency/Medical Information
1. On the start page, search for and select a student. For more information, see
Student Search.
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2. Under Information, choose Emergency/Medical from the student pages menu. The
Emergency Contact/Medical page appears.
3. Use the following table to enter information in the fields:
Field
Description
Contact #1 Name
Enter the name of the contact using the following format:
lastname, firstname. The order of the names is important
for useful report results.
Relationship
Choose the relationship of the contact from the pop-up
menu.
Phone
Enter the contact's phone number.
Phone Type
Choose the type of phone number from the pop-up menu.
Contact #2 Name
Enter the name of the contact using the following format:
lastname, firstname. The order of the names is important
for useful report results.
Relationship
Choose the relationship of the contact from the pop-up
menu.
Phone
Enter the contact's phone number.
Phone Type
Choose the type of phone number from the pop-up menu.
Contact #3 Name
Enter the name of the contact using the following format:
lastname, firstname. The order of the names is important
for useful report results.
Relationship
Choose the relationship of the contact from the pop-up
menu.
Phone
Enter the contact's phone number.
Phone Type
Choose the type of phone number from the pop-up menu.
Doctor
Enter the name and phone number for the student's
doctor.
Dentist
Enter the name and phone number for the student's
dentist.
Special Medical
Considerations
Enter any medical considerations for the student, such as
previous conditions.
Allergies
Enter any of the student's allergies to food or medicines.
Immunizations
Enter the dates of the student's vaccinations using the
format mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry. If you do not use this format, an alert appears.
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Field
Description
Medical alert Text
Enter any medical information that needs to be brought to
staff members' attention. For more information, see How to
Add a Medical Alert.
Alert Expires
Enter the expiration date of the Medical alert, if applicable,
using the format mm/dd/yyyy or mm-dd-yyyy. If you do
not use this format, an alert appears. If you submit the
date with an incorrect format, the date field is submitted as
a blank entry. If there is no expiration date, either do not
enter a date or use the default entry 0/0/0. For more
information, see How to Add a Medical Alert.
4. Click Submit. The Changes Recorded page appears.
How to Add a Medical Alert
Use a Medical alert to indicate and make staff members aware of a student's medical
condition.
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Information, choose Emergency/Medical from the student pages menu. The
Emergency Contact/Medical page appears.
3. Use the following table to enter information in the fields:
Field
Description
Medical alert Text
Enter any medical information that needs to be brought to
staff members' attention. For more information, see How to
Add a Medical Alert.
Alert Expires
Enter the expiration date of the Medical alert, if applicable,
using the format mm/dd/yyyy or mm-dd-yyyy. If you do
not use this format, an alert appears. If you submit the
date with an incorrect format, the date field is submitted as
a blank entry. If there is no expiration date, use the default
entry 0/0/0. For more information, see How to Add a
Medical Alert.
4. Click Submit. The Medical Alert icon appears at the top of each page for the selected
student. If the student does not have a Medical alert, the icon does not appear.
5. Click the Medical Alert icon to read the alert from any page. The Medical alert for the
selected student appears.
6. Click Close to close the Medical Alert window.
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Family
The Family function provides the names, grades, and schools of students who are related to
the selected student. Use this page to link and copy information between related students or
to unrelate students who are incorrectly identified as members of the same family.
How to Link and Copy Information for Related Students
Relate students who have similar demographic information and copy that information to the
selected student.
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Information, choose Family from the student pages menu. The Students with
Shared Family Information page appears. If no other students are linked to this
student, you can search for other family members.
3. Click Search for Additional Family Members. The Search for Additional Family
Members page appears.
4. Use the following table to enter information in the fields:
Field
Description
Family ID
Enter the family ID, if applicable.
Note: This field is provided only for districts and schools
that used it previously to associate related students. Family
management functionality is based upon relationships
stored in the Relationships table.
Mother’s Name
Enter the name of the selected student’s mother.
Father’s Name
Enter the name of the selected student’s father.
Phone
Enter the selected student's telephone number.
Guardian’s Name
Enter the name of the selected student’s guardian.
Address
(Street, City)
Enter the selected student's address, which must match
exactly to a student record's physical address or mailing
address.
Sibling’s Name
(Last, First)
Enter the name of a sibling who is also a student within the
district. There are two separate fields since a student’s
name is stored as unique fields for last name and first
name.
Include Student’s
Last Name in Search
Select the checkbox to include the last name of the
enrolling student in the family match search. All students
who share the same last name will be included in the
search results.
5. Click Submit. Unless no similar students are found, the Family Search Results page
displays the students that share demographic information.
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Note: An “x” appears in the fields that match the search criteria entered on the
Search for Additional Family Members page.
6. Click Copy above the student from which you want to copy demographic
information.
7. Select the Related checkbox for any students related to the selected student.
Note: If you select the option to copy the student's information, the Related
checkbox is selected automatically.
8. Click Submit. The Students with Shared Family Information page appears.
How to Unrelate Students
Remove the relationship between students who have been linked to the same family. For
more information, see How to Link and Copy Information for Related Students.
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Information, choose Family from the student pages menu. The Students with
Shared Family Information page appears.
3. Select the Remove from Family checkbox.
4. Click Submit. The Changes Recorded page appears.
Health: Immunization Information
Using the Immunizations tab on the student Health page, you can enter immunization data
for a student. The Immunizations tab accommodates an unlimited number of vaccines,
quick data entry, and provides real-time dose date validation.
Note: Based on your group security permissions, you may be able to view only or you may
be able to view/modify. For more information, see Set Group Security Permissions.
How to View a Student’s Vaccine Summary
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Information, choose Health from the student pages menu. The Health page
appears for that student.
3. Click the Immunizations tab, if needed.
4. On the Immunizations tab, hover over the vaccine name you want to view. The
following information appears for the selected vaccine:







Vaccine Description
Vaccine Code
Number of Doses
Is Mandatory
Exemption Type
Out of Compliance
Comments
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How to Enter a Student’s Immunization Information
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Information, choose Health from the student pages menu. The Health page
appears for that student.
3. Click the Immunizations tab, if needed.
4. On the Immunizations tab, use the following table to enter information in the fields:
Note: When entering information in a pop-up, you can press Tab to scroll through
pop-up fields; tabbing from the last field saves and closes the pop-up; press Esc to
cancel and close the pop-up, and press Return (Mac) or Enter (Windows) to save
and close the pop-up.
Field
Description
[Compliance
Message]
A message appears indicating the number of immunizations
that are out of compliance, if any.
Vaccine
1. Click the name of the vaccine. The [Vaccine Name]
pop-up appears.
2. Do one or more of the following:
 If the vaccine is optional or if vaccine
compliance is manually assessed at the
vaccine level, select the Out of compliance
checkbox to indicate the immunization is out
of compliance. Alternatively, deselect the
Out of compliance checkbox to indicate the
immunization is in compliance.
Note: This checkbox does not appear if
vaccine compliance is automatically assessed
at the dose level. For more information, see
Rules Engine.
Indicate the student is exempt from the
immunization by choosing the appropriate
Exemption Type from pop-up menu.
 Enter additional information regarding the
immunization in the Comment field.
3. Press Tab to save and close the pop-up.

Date each dose was
given
1. Click the appropriate dose cell of the vaccine for
which you want to enter information. A pop-up
appears.
2. Enter the date the dose was administered or click
the Calendar icon to select a date. Use the Arrow
icons to select a different month.
3. Choose the appropriate Certificate Type from the
pop-up menu.
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Field
Description
4. Press Tab to save and close the pop-up and open
the next does pop-up.
[Legend]
The following icons are used to provide visual indicators
about information pertaining to a vaccine:


This icon indicates the student has not received the
vaccination and therefore is out of compliance.
If vaccine compliance is automatically assessed at
the dose level, this icon indicates the student has
not yet received the latest dose of a vaccination and
therefore is out of compliance.
Note: This icon does not appear if vaccine
compliance is manually assessed at the vaccine
level. For more information, see Rules Engine.


Description of
Change
View Change History
This icon indicates the student is exempt from being
administered the vaccination.
This icon indicates the vaccination is optional.
Enter the reason for updating the student’s immunization
information.
1. Click to view the student’s immunization change
history. The Change History dialog appears.
2. Do one or more of the following:




Click the arrow next to the date to expand
the list.
Click the arrow again to condense the list.
Click Expand All Items to view all entries.
Click Collapse All Items to minimize all
entries.
3. Click X to close the dialog.
[Confirmation]
Once you have completed entering a student’s
immunization information, you must select the checkbox
attesting that all values you entered are accurate and
reflective of the certificate data presented to you before
you can submit the information.
Note: If this checkbox does not appear, your district does
not require it.
4. Click Submit.
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How to Edit a Student’s Immunization Information
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Information, choose Health from the student pages menu. The Health page
appears for that student.
3. Click the Immunizations tab, if needed.
4. On the Immunizations tab, edit the information as needed. For field descriptions, see
How to Enter a Student's Immunization Information.
5. Click Submit.
How to View a Student’s Immunization Information Change History
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Information, choose Health from the student pages menu. The Health page
appears for that student.
3. Click the Immunizations tab, if needed.
4. On the Immunizations tab, click View Change History. The Change History dialog
appears.
5. Do one of the following:




Click
Click
Click
Click
the arrow next to the date to expand the list.
the arrow again to condense the list.
Expand All Items to view all entries.
Collapse All Items to minimize all entries.
6. Click X to close the dialog.
Health: Screening Records
Using the Screenings tab on the student Health page, you can enter screening information
for a student. The Screenings tab provides you with the ability to record an unlimited
number of hearing, oral health, Scoliosis, Tuberculosis, vision and color, and vital
signs/biometrics examinations. Additionally, a screening summary page provides quick
access to historical screening information. This topic covers how to add, edit, and delete
student screening records. To add, edit, and delete student screening waivers, see Enter
Student Screening Waivers.
Note: Based on your group security permissions, you may be able to view only,
view/modify, or view/modify/delete. For more information, see Set Group Security
Permissions.
How to View a Student’s Screening Summary
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Information, choose Health from the student pages menu. The Health page
appears for that student.
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3. Click the Screenings tab.
Note: Click the Type, Date, or Comment column to sort by that column.
4. On the Screenings tab, hover over the screening name for which you want to view.
The following information appears for the selected screening:





Screening Provider
Screening Provider Type
Grade Level
[Screening information]
Screening Outcome
Note: For field descriptions, see How to Add a Screening Waiver.
How to Add a Hearing Screening Record
Use this procedure to enter hearing screening information for a student.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Information, choose Health from the student pages menu. The Health page
appears for that student.
3. Click the Screenings tab.
Note: Click the Type, Date, or Comment column to sort by that column.
4. On the Screenings tab, click + Add Screening and choose Hearing Screening. The
Add Hearing Screening dialog appears.
5. Use the following table to enter information in the Screening Details fields:
Field
Description
Screening
Provider Name
Enter the name of the person or facility that performed the
screening.
Screening Date
Enter the date the screening was performed or click the
Calendar icon to select a date. Use the Arrow icons to select
a different month.
Screening
Provider Type
Use the pop-up menu to further indicate who performed the
screening, such Internal or External.
Grade Level
Use the pop-up menu to indicate the grade level the student
was in when the screening was administered.
6. Use the following table to enter information in the Hearing Test fields:
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Field
Description
Left Ear Test
Result
Use the pop-up menu to indicate left ear hearing test results,
such as Normal, Discharge, Foreign Objects, Cerumen, Failure
@ 500/25 db, Failure @ 1000/25 db, Failure @ 2000/25 db,
Failure @ 4000/25 db, Failure @ 2 or more frequencies,
Permanent Disability, or Unable to Test.
Right Ear Test
Result
Use the pop-up menu to indicate right ear hearing test results,
such as Normal, Discharge, Foreign Objects, Cerumen, Failure
@ 500/25 db, Failure @ 1000/25 db, Failure @ 2000/25 db,
Failure @ 4000/25 db, Failure @ 2 or more frequencies,
Permanent Disability, or Unable to Test.
Test Type
Use the pop-up menu to indicate the type of hearing test that
was administered.
Hearing Referral
Date
Enter the date the student was recommended a hearing aid or
click the Calendar icon to select a date. Use the Arrow icons
to select a different month.
Hearing Aid
Enter the type of hearing aid that has been recommended to
the student.
Test Conducted
Late
Use the checkbox to indicate whether or not the hearing
screening was administered on time.
7. Use the following table to enter information in the Outcome & Comment fields:
Field
Description
Screening
Outcome
Use the pop-up menu to indicate the decision or action taken
as a result of the screening.
Note: Display values vary based on selected screening:



Comment
Hearing and Vision and Color screenings values may
include Referred to Doctor/New Case, Referred to
Doctor, Failed/Not Referred, No Change, Improved by
Prescription, Screening Inconclusive, Permanent
Disability, Passed, or Referred Non-Acuity Prob.
Oral Health screenings values may include No Visible
Decay, Visible Decay, or Visible Decay and Fillings
Present.
Scoliosis, Tuberculosis, and Vital Signs/Biometrics
screenings values may include Pass or Fail.
Enter additional information regarding the screening, as
needed.
8. Click Add. The Add Hearing dialog closes.
9. Click Submit.
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How to Add an Oral Health Screening Record
Use this procedure to enter oral health screening information for a student.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Information, choose Health from the student pages menu. The Health page
appears for that student.
3. Click the Screenings tab.
Note: Click the Type, Date, or Comment column to sort by that column.
4. On the Screenings tab, click + Add Screening and choose Oral Health Screening.
The Add Oral Health Screening dialog appears.
5. Enter information in the Screening Details fields, as needed. For Screening Details
field descriptions, see How to Enter a Hearing Screening Record.
6. Use the following table to enter information in the Assessment fields:
Field
Description
Dental Sealants
Present
Use the pop-up menu to indicate whether or not the student
has received dental sealants, such as Yes or No.
Malocclusion
Use the pop-up menu to indicate whether or not the student
has been diagnosed with Malocclusion, such as Yes or No.
History of Caries
Present
Use the pop-up menu to indicate whether or not the student
has a history of Caries, such as Yes or No.
Untreated Caries
Present
If a student has been diagnosed with Caries, use the pop-up
menu to indicate whether or not the student has received
treatment, such as Yes or No.
Treatment
Urgency
Use the pop-up menu to indicate the need for treatment, such
as, No obvious problem found, Early dental care is
recommended, or Urgent care is needed.
7. Enter information in the Outcome & Comment fields, as needed. For Outcome &
Comment field descriptions, see How to Enter a Hearing Screening Record.
8. Click Add. The Add Oral Health Screening dialog closes.
9. Click Submit.
How to Add a Scoliosis Screening Record
Use this procedure to enter Scoliosis screening information for a student.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Information, choose Health from the student pages menu. The Health page
appears for that student.
3. Click the Screenings tab.
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Note: Click the Type, Date, or Comment column to sort by that column.
4. On the Screenings tab, click + Add Screening and choose Scoliosis Screening.
The Add Scoliosis Screening dialog appears.
5. Enter information in the Screening Details fields, as needed. For Screening Details
field descriptions, see How to Enter a Hearing Screening Record.
6. Use the following table to enter information in the X-Ray fields:
Field
Description
X-Ray Film Date
Enter the date timestamp of the X-Ray film or click the
Calendar icon to select a date. Use the Arrow icons to select
a different month.
X-Ray Film
Impression
Use the pop-up menu to indicate the severity of the Scoliosis,
such as Abnormal, Normal, or No X-Ray.
7. Enter information in the Outcome & Comment fields, as needed. For Outcome &
Comment field descriptions, see How to Enter a Hearing Screening Record.
8. Click Add. The Add Scoliosis Screening dialog closes.
9. Click Submit.
How to Add a Tuberculosis Screening Record
Use this procedure to enter Tuberculosis screening information for a student.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Information, choose Health from the student pages menu. The Health page
appears for that student.
3. Click the Screenings tab.
Note: Click the Type, Date, or Comment column to sort by that column.
4. On the Screenings tab, click + Add Screening and choose Tuberculosis
Screening. The Add Tuberculosis Screening dialog appears.
5. Enter information in the Screening Details fields, as needed. For Screening Details
field descriptions, see How to Enter a Hearing Screening Record.
6. Use the following table to enter information in the Test and X-Ray fields:
Field
Description
Skin Test Given
Date
Enter the date timestamp the skin test was performed or click
the Calendar icon to select a date. Use the Arrow icons to
select a different month.
Skin Test Read
Date
Enter the date timestamp the skin test was read or click the
Calendar icon to select a date. Use the Arrow icons to select
a different month.
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Field
Description
Skin Test Type
Use the pop-up menu to indicate the type of skin test that was
administered.
Induration Size
Enter the size of the induration in millimeters (mm).
Skin Test Result
Use the pop-up menu to indicate the results of the impression,
such as Positive or Negative.
Chest X-Ray Film
Date
Enter the date timestamp of the chest X-Ray film or click the
Calendar icon to select a date. Use the Arrow icons to select
a different month.
Chest X-Ray
Impression
Use the pop-up menu to indicate the results of the chest X-Ray
impression, such as Normal or Abnormal.
7. Enter information in the Outcome & Comment fields, as needed. For Outcome &
Comment field descriptions, see How to Enter a Hearing Screening Record.
8. Click Add. The Add Tuberculosis Screening dialog closes.
9. Click Submit.
How to Add a Vision and Color Screening Record
Use this procedure to enter vision and color screening information for a student.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Information, choose Health from the student pages menu. The Health page
appears for that student.
3. Click the Screenings tab.
Note: Click the Type, Date, or Comment column to sort by that column.
4. On the Screenings tab, click + Add Screening and choose Vision and Color
Screening. The Add Vision and Color Screening dialog appears.
5. Enter information in the Screening Details fields, as needed. For Screening Details
field descriptions, see How to Enter a Hearing Screening Record.
6. Use the following table to enter information in the Vision and Color fields:
Field
Description
Vision Referral
Date
Enter the date the student was recommended a vision aid or
click the Calendar icon to select a date. Use the Arrow icons
to select a different month.
Test Conducted
Late
Use the pop-up menu to indicate whether or not the vision
screening was administered on time, such as Yes or No.
Left Eye Vision
Test Result
Use the pop-up menu to indicate the results of the left eye
test, such as 20/20, 20/30, 20/40, 20/50, 20/70, 20/100,
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Field
Description
20/200, 20/20 Corrected, 20/30 Corrected, 20/40 Corrected,
20/50 Corrected, 20/70 Corrected, 20/100 Corrected, 20/200
Corrected, Signs, Permanent Disability, and Unable to Test.
Right Eye Vision
Test Result
Use the pop-up menu to indicate the results of the right eye
test, such as 20/20, 20/30, 20/40, 20/50, 20/70, 20/100,
20/200, 20/20 Corrected, 20/30 Corrected, 20/40 Corrected,
20/50 Corrected, 20/70 Corrected, 20/100 Corrected, 20/200
Corrected, Signs, Permanent Disability, and Unable to Test.
Color Blind Test
Result
Use the pop-up menu to indicate the results of the color blind
test, such as Pass, Fail Blue/Yellow, or Fail Red/Green.
Vision Aid
Enter the type of vision aid that has been recommended to the
student.
7. Enter information in the Outcome & Comment fields, as needed. For Outcome &
Comment field descriptions, see How to Enter a Hearing Screening Record.
8. Click Add. The Add Vision and Color Screening dialog closes.
9. Click Submit.
How to Add a Vital Signs/Biometrics Screening Record
Use this procedure to enter vital signs and biometrics screening information for a student.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Information, choose Health from the student pages menu. The Health page
appears for that student.
3. Click the Screenings tab.
Note: Click the Type, Date, or Comment column to sort by that column.
4. On the Screenings tab, click + Add Screening and choose Vital Signs/Biometrics
Screening. The Add Vital Signs/Biometrics Screening dialog appears.
5. Enter information in the Screening Details fields, as needed. For Screening Details
field descriptions, see How to Enter a Hearing Screening Record.
6. Use the following table to enter information in the Biometrics fields:
Field
Description
Height
Enter the student’s height in inches, if your district is using US
units of measure, or meters, if your district is using
international units of measure.
Note: Two decimal places allowed.
Height Percentile
Enter the student’s height percentile.
Weight
Enter the student’s weight in pounds, if your district is using
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Field
Description
US units of measure, or kilograms, if your district is using
international units of measure.
Note: Two decimal places allowed.
Weight Percentile
Enter the student’s weight percentile.
Weight Status
Use the pop-up menu to indicate the student’s weight status,
such as Normal, Obese, Overweight, or Underweight.
BMI
The student’s Body Mass Index is calculated automatically once
a height and weight is entered.
7. Use the following table to enter information in the Vital Signs fields:
Field
Description
Systolic Blood
Pressure
Enter the student’s Systolic Blood Pressure.
Diastolic Blood
Pressure
Enter the student’s Diastolic Blood Pressure.
Resting Heart
Rate
Enter the student’s resting heart rate.
Temperature
Enter the student’s body temperature.
8. Enter information in the Outcome & Comment fields, as needed. For Outcome &
Comment field descriptions, see How to Enter a Hearing Screening Record.
9. Click Add. The Add Vital Signs/Biometrics Screening dialog closes.
10. Click Submit.
How to Edit a Screening Record
Use this procedure to edit screening information for a student.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Information, choose Health from the student pages menu. The Health page
appears for that student.
3. Click the Screenings tab.
Note: Click the Type, Date, or Comment column to sort by that column.
4. On the Screenings tab, click the Pencil icon next to the screening record you want to
edit. The Edit Screening dialog for the selected screening record appears.
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Note: If an Eye icon appears instead of the Pencil icon, you have view only access to
this information. Click the Eye icon next to the screening record you want to view.
The Screening dialog appears. When you are done viewing, close the dialog.
5. Edit information as needed. For field descriptions, see the appropriate How to Add a
Screening Record procedure.
6. Enter the reason for updating the screening record in the Change Reason text box.
7. Click Update. The Edit Screening dialog closes.
8. Click Submit.
How to Delete a Screening Record
Use this procedure to delete a student’s screening record that may have been created in
error.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Information, choose Health from the student pages menu. The Health page
appears for that student.
3. Click the Screenings tab.
Note: Click the Type, Date, or Comment column to sort by that column.
4. On the Screenings tab, click the Minus (-) button next to the screening record you
want to delete. The screening record appears shaded.
5. Repeat Step 4 for each screening record you want to delete.
6. Click Submit.
Health: Screening Waivers
In addition to entering screening information for a student using the Screenings tab on the
student Health page, you can also create waivers specific to each screening type. This topic
covers how to add, edit, and delete student screening waivers. To add, edit, and delete
student screening records, see Enter Student Screening Records.
Note: Based on your group security permissions, you may be able to view only,
view/modify, or view/modify/delete. For more information, see Set Group Security
Permissions.
How to Add a Screening Waiver
Use this procedure to enter screening waiver information for a student.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Information, choose Health from the student pages menu. The Health page
appears for that student.
3. Click the Screenings tab.
Note: Click the Type, Date, or Comment column to sort by that column.
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4. On the Screenings tab, click + Add Waiver and choose one of the following:






Hearing Waiver
Oral Health Waiver
Scoliosis Waiver
Tuberculosis Waiver
Vision Waiver
Vital Signs/Biometrics Waiver
The Add Waiver dialog for the selected screening appears.
5. Use the following table to enter information in the Screening Waiver Details fields:
Field
Description
Parent Requesting
Waiver
Enter the name of the parent or guardian who requested
the screening waiver.
Waiver Date
Enter the date the screening was waived or click the
Calendar icon to select a date. Use the Arrow icons to
select a different month.
Grade Level
Use the pop-up menu to indicate the grade level the
student was in when the screening waiver was requested.
6. Use the following table to enter information in the Reason & Comment fields:
Field
Description
Waiver Reason
Use the pop-up menu to indicate the reason the screening
waiver was requested.
Comment
Enter additional information regarding the screening
waiver, as needed.
7. Click Add. The Add Screening Waiver dialog closes.
8. Click Submit.
How to Edit a Screening Waiver
Use this procedure to edit screening waiver information for a student.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Information, choose Health from the student pages menu. The Health page
appears for that student.
3. Click the Screenings tab.
Note: Click the Type, Date, or Comment column to sort by that column.
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4. On the Screenings tab, click the Pencil icon next to the screening waiver you want
to edit. The Edit Screening Waiver dialog appears.
Note: If an Eye icon appears instead of the Pencil icon, you have view only access to
this page.
5. Edit information as needed. For field descriptions, see How to Add a Screening
Waiver.
6. Click Update. The Edit Screening Waiver dialog closes.
7. Click Submit.
How to Delete a Screening Waiver
Use this procedure to delete a student’s screening waiver that may have been created in
error.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Information, choose Health from the student pages menu. The Health page
appears for that student.
3. Click the Screenings tab.
Note: Click the Type, Date, or Comment column to sort by that column.
4. On the Screenings tab, click the Minus (-) button next to the screening waiver you
want to delete. The screening waiver appears shaded.
5. Repeat Step 4 for each screening waiver you want to delete.
6. Click Submit.
Health: Office Visits
Students are seen in the school nurse's office for a variety of reasons. Using the Office Visits
tab on the student Health page, you can enter office visit information for a student.
Note: Based on your group security permissions, you may be able to view only,
view/modify, or view/modify/delete. For more information, see Set Group Security
Permissions.
How to Add an Office Visit Record
1. Use this procedure to enter office visit information for a student.
2. On the start page, search for and select a student. For more information, see Search
and Select.
3. Under Information, choose Health from the student pages menu. The Health page
appears for that student.
4. Click the Office Visits tab.
Note: Click the Visit Type, Date, or Reason column to sort by that column.
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5. On the Office Visits tab, click + Add. The Add Office Visit dialog appears.
6. Use the following table to enter information in the Visit Details fields:
Field
Description
Visit Type
Use the pop-up menu to indicate the purpose of the office visit.
Contact with
Parent
Select the checkbox to indicate that a parent has been
contacted as a result of the student’s visit. Otherwise, leave
blank.
Provider Name
Enter the name of the person or facility that was visited.
Provider Type
Use the pop-up menu to provide further information about the
person or facility that was visited.
Visit Date
Enter the date the student visited the office or click the
Calendar icon to select a date. Use the Arrow icons to select
a different month.
Visit Time In
Use the pop-up menu to indicate the time the student’s visit to
the office began.
Visit Time Out
Use the pop-up menu to indicate the time the student’s visit to
the office ended.
7. Use the following table to enter information in the Visit Reasons fields:
Field
Description
Issue/Visit Reason
Enter a description of the issue or reason for the visit, if
needed.
Assessment
Enter a description of the assessment of the issue or reason for
the visit, if needed.
8. Use the following table to enter information in the Outcome & Actions fields:
Field
Description
Visit Outcome
Use the pop-up menu to indicate the decision or action taken
as a result of the visit.
Actions
Enter additional information regarding the decision or action
taken as a result of the visit, as needed.
9. Click Add. The Add Office Visit dialog closes.
10. Click Submit.
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How to Edit an Office Visit Record
Use this procedure to edit office visit information for a student.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Information, choose Health from the student pages menu. The Health page
appears for that student.
3. Click the Office Visits tab.
Note: Click the Visit Type, Date, or Reason column to sort by that column.
4. On the Office Visits tab, click the Pencil icon next to the office visit record you want
to edit. The Edit Office Visit dialog appears.
Note: If an Eye icon appears instead of the Pencil icon, you have view only access to
this information. Click the Eye icon next to the office visit record you want to view.
The Office Visit dialog appears. When you are done viewing, close the dialog.
5. Edit information as needed. For field descriptions, see How to Add an Office Visit
Record.
6. Enter the reason for updating the screening record in the Change Reason text box.
7. Click Update. The Edit Office Visit dialog closes.
8. Click Submit.
How to Delete an Office Visit Record
Use this procedure to delete a student’s office visit record that may have been created in
error.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Information, choose Health from the student pages menu. The Health page
appears for that student.
3. Click the Office Visits tab.
Note: Click the Visit Type, Date, or Reason column to sort by that column.
4. On the Office Visits tab, click the Minus (-) button next to the office visit record you
want to delete. The office visit record appears shaded.
Note: Click the Revert icon (counterclockwise arrow) to undo the deletion.
5. Repeat Step 4 for each office visit record you want to delete.
6. Click Submit.
How to View a Student’s Office Visit Record Change History
1. On the start page, search for and select a student. For more information, see Search
and Select.
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2. Under Information, choose Health from the student pages menu. The Health page
appears for that student.
3. Click the Office Visit tab.
4. On the Office Visit tab, click View Change History. The Change History dialog
appears.
5. Do one of the following:




Click
Click
Click
Click
the arrow next to the date to expand the list.
the arrow again to condense the list.
Expand All Items to view all entries.
Collapse All Items to minimize all entries.
6. Click X to close the dialog.
Health: Grade Level Entry Certification Records
Your state may require grade level entry certifications to be recorded to ensure that healthrelated requirements have been met prior to a student’s entry into a grade level. Using the
Grade Level Entry Certifications tab on the student Health page, you can enter healthrelated grade entry requirements for a student.
Note: Based on your group security permissions, you may be able to view only,
view/modify, or view/modify/delete. For more information, see Set Group Security
Permissions.
How to Add a Grade Level Entry Certification Record
Use this procedure to enter grade level entry certification information for a student.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Information, choose Health from the student pages menu. The Health page
appears for that student.
3. Click the Grade Level Entry Certifications tab.
Note: Click the Grade Level, Date, Comment, or Certification Status column to
sort by that column.
4. On the Grade Level Entry Certifications tab, click + Add Grade Level and choose
the grade level for which you want to add the certification. The Add Grade Level
Entry Certification dialog appears.
5. Use the following table to enter information in the fields:
Field
Description
Certifier
Enter the first and last name of the individual certifying the
grade level entry.
Certification Date
Enter the certification date or click the Calendar icon to
select a date. Use the Arrow icons to select a different
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Field
Description
month.
Certification Status
Use the pop-up menu to choose the appropriate
certification status.
Comment
Enter additional information regarding the certification, as
needed.
6. Click Add. The Add Grade Level Entry Certification dialog closes.
7. Click Submit.
How to Edit a Grade Level Entry Certification Record
Use this procedure to edit grade level entry certification information for a student.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Information, choose Health from the student pages menu. The Health page
appears for that student.
3. Click the Grade Level Entry Certifications tab.
Note: Click the Grade Level, Date, Comment, or Certification Status column to
sort by that column.
4. On the Grade Level Entry Certifications tab, click the Pencil icon next to the grade
level entry certification record you want to edit. The Edit Grade Level Entry
Certification dialog appears.
Note: If an Eye icon appears instead of the Pencil icon, you have view only access to
this page.
5. Edit information as needed. For field descriptions, see How to Add a Grade Level
Entry Certification Record.
6. Click Update. The Edit Grade Level Entry Certification dialog closes.
7. Click Submit.
How to Delete a Grade Level Entry Certification Record
Use this procedure to delete a student’s grade level entry certification record that may have
been created in error.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Information, choose Health from the student pages menu. The Health page
appears for that student.
3. Click the Grade Level Entry Certifications tab.
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Note: Click the Grade Level, Date, Comment, or Certification Status column to
sort by that column.
4. On the Grade Level Entry Certifications tab, click the Minus (-) button next to the
grade level entry certification record you want to delete. The grade level entry
certification record appears shaded.
5. Repeat Step 4 for each grade level entry certification record you want to delete.
6. Click Submit.
Health: Search for Students by Immunization Compliance
The immunization compliance function provides you with the ability to search for students
based on their compliancy status and/or exemption status for one or more vaccines.
How to Search for Students by Immunization Compliance
Note: You can also access this function by clicking Special Functions > Groups
Functions with your current selection of students.
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose Immunization Compliance from the Select a function for this group of
students pop-up menu. The Immunization Compliance page appears.
3. Use the following table to enter information in the fields:
Field
Description
Students
Indicate which students you want to search for by selecting
one of the following options:


Vaccine
Indicate which vaccine(s) you want to evaluate by selecting
one of the following options:


Student Information Pages
Select the All active students option to search all
students currently enrolled in the selected school.
Select the The selected students option to search
only students within the current selection.
Select the Any mandatory vaccines option to
evaluate any vaccines. Selecting this option returns
students who meet the compliance, exemption, and
dose (if specified) parameters for any immunization
record.
Select the Only this vaccine option and then
choose the vaccine you want to evaluate from the
pop-up menu. Selecting this option returns students
who meet the compliance, exemption, and dose (if
specified) parameters for the immunization record
associated with the specified vaccine.
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Field
Description
Compliance
Indicate which vaccine compliancy status you want to
search for by selecting one of the following options:



Exemption
Indicate which exemption status you want to search for by
Indicate which vaccine exemption status you want to
search for by selecting one of the following options:



Doses
Select the Not Compliant option to search for
students who are not current for the selected
vaccine(s).
Select the Compliant option to search for students
who are current for the selected vaccine(s).
Select the Any option to search for students
regardless of their vaccine compliancy status.
Select the Not Exempt option to search for
students who are not exempt from the selected
vaccine(s).
Select the Exempt option to search for students
who are exempt from the selected vaccine(s).
Select the Any option to search for students
regardless of their vaccine exemption status.
To narrow your search by the number of doses of a vaccine
that have been received, enter the appropriate number in
the Fewer than field.
4. Click Submit. The Immunization Compliance Results page displays a summary of
student immunization compliancy information based on the parameters you selected.
The students who appear in this summary have at least one immunization record
that meets the specified compliance value and the specified exemption value and
contains less than the specified number of doses (if a dose value is entered).
5. Do one of the following:



Click View Current Selection. The Student Selection page displays the
current selection of students.
Click Print Reports for the Current Selection. The Reports page appears.
Click Go to the student Health screen for the first student in the
Current Selection. The Health page for the selected student appears.
Note: This option is only available when the Current Selection contains at least one
student.
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Modify Info
This page displays a variety of information about students, much of which is shared with the
Demographics page. Note that this page is school-specific, and the fields on your school's
Modify Info page can vary. Talk to your PowerSchool administrator about adding fields to or
deleting fields from your school's page.
How to Modify Student Information
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Information, choose Modify Info from the student pages menu. The Modify
Information page appears.
3. Edit the information as needed.
Note: The Tracker field is used for state reporting purposes. For state-specific
information, see your PowerSchool state reporting documentation available on
PowerSource. If your state is not listed, documentation and/or functionality does
not currently exist for that state.
4. Click Auto-assign IDs for this student to assign lunch and phone IDs.
5. Click Submit. The Modify Information page displays the changes.
Other Information
This page is state-specific and can be modified to your school's specifications. Many schools
modify the Other Information page to meet their needs.
How to Edit Other Student Information
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Information, choose Other Information from the student pages menu. The
Other Information page appears.
3. Edit the information as needed.
Note: For information about the Fee Exemption Status pop-up menu, see How to
Assign Fee Exemption Status to an Individual Student.
4. Click Submit. The Other Information page displays the changes.
How to Add Other Alerts
Use an Other alert to make the staff members aware of any general information related to a
student. For more information about other types of alerts, see Balance Alert, How to Add a
Medical Alert, How to Display Birthday Alerts, How to Add a Discipline Alert, and How to Add
Guardian Alerts.
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1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Information, choose Other Information from the student pages menu. The
Other Information page appears.
3. Use the following table to enter information in the fields:
Field
Description
Other Alert Text
Enter any general information that needs to be brought to
staff members' attention.
Alert Expires
Enter the expiration date of the alert, if applicable, using
the format mm/dd/yyyy or mm-dd-yyyy. If you do not use
this format, an alert appears. If you submit the date with
an incorrect format, the date field is submitted as a blank
entry. If there is no expiration date, use the default entry
0/0/0.
4. Click Submit. The Other Alert icon appears at the top of each page for the selected
student. If the student does not have an Other alert, the icon does not appear.
5. Click the Other Alert icon to read the alert from any page. The Other alert for the
selected student appears.
6. Click Close to close the Other Alert window.
Student Email
To provide teachers using PowerTeacher Gradebook with the ability to communicate with
the student via email, enter the student's email address on the Email Configuration page.
Once configured, the student's email address appears on the Student Detail Window in
PowerTeacher Gradebook.
How to Configure Student Email
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Information, choose Student Email from the student pages menu. The Email
Configuration page appears.
3. Enter the student's email address in the Student Email Address field. Only one
email address may be entered.
4. Click Submit. The Email Configuration page displays the changes.
Parents
This function provides the names, addresses, and phone numbers of parents or guardians.
The information on this page is the same as on the Emergency and Modify Info pages. Any
entries or changes made to the Parent page appear on these other pages and vice versa.
Note: Enter names in the last, first format. This is important for reporting purposes.
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How to View Parent Information
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Information, choose Parents from the student pages menu. The Parents page
appears.
3. Use the following table to enter information in the fields:
Field
Description
Mother's Name
Enter the student's mother's name.
Daytime Phone
Enter the mother's telephone number.
Father's Name
Enter the student's father's name.
Daytime Phone
Enter the father's telephone number.
Guardian's Name
Enter the student's guardian's name.
Daytime Phone
Enter the guardian's telephone number.
Relationship Code
Enter the code that describes the relationship between the
student and the guardian.
Previous Guardian
Info
Enter any information about previous guardians for this
student.
Single Parent
Household
Select either True or False to indicate if the student lives
in a single parent household.
Guardian is
registered to receive
Select the checkboxes to indicate what information is to be
sent to the parent:





Summary of current grades and attendance
Detail report showing assignment scores for
each class
Detail report of attendance
School announcements
Balance Alert
Note: If parent single sign-on security is enabled, this
information appears on the [Parent Name] Preferences for
[Student Name] dialog. For more information, see Manage
Students Associated to Parent Accounts or Manage Parents
Associated to Student Accounts.
How often?
Choose the rate at which information is to be sent to the
parent from the pop-up menu:



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Never
Weekly
Every Two Weeks
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Field
Description


Monthly
Daily
Note: If parent single sign-on security is enabled, this
information appears on the [Parent Name] Preferences for
[Student Name] dialog. For more information, see Manage
Students Associated to Parent Accounts or Manage Parents
Associated to Student Accounts.
Send now?
Select the checkbox to send information to the parent
immediately.
Note: If parent single sign-on security is enabled, this
information appears on the [Parent Name] Preferences for
[Student Name] dialog. For more information, see Manage
Students Associated to Parent Accounts or Manage Parents
Associated to Student Accounts.
Guardian's email
address
Enter the parent’s email address. Separate multiple
addresses with commas.
Note: If parent single sign-on security is enabled and the
parent has established a parent account, the email address
that they used to establish the account appears.
Guardian Alert Text
To send a notification to the parent, enter the desired text.
Alert Expires
To discontinue the notification after a certain date, enter
the desired date.
4. Note: For information about Guardian Alerts, see How to Add Guardian Alerts.
5. Click Submit. The Parent page displays the changes.
How to Add Guardian Alerts
Use a Guardian alert to indicate and make the staff members aware of a student's guardian
information.
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Information, choose Parents from the student pages menu. The Parents page
appears.
3. Use the following table to enter information in the fields:
Field
Description
Guardian Alert Text
Enter any guardian-related information that needs to be
brought to staff members' attention.
Alert Expires
Enter the expiration date of the guardian alert, if
applicable, using the format mm/dd/yyyy or mm-dd-yyyy.
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Field
Description
If you do not use this format, an alert appears. If you
submit the date with an incorrect format, the date field is
submitted as a blank entry. If there is no expiration date,
use the default entry 0/0/0.
4. Click Submit. The Guardian Alert icon appears at the top of each page for the
selected student. If the student does not have a Guardian alert, the icon does not
appear.
5. Click the Guardian Alert icon to read the alert from any page. The Guardian alert
for the selected student appears.
6. Click Close to close the Guardian Alert window.
Photo
This function displays a picture of the selected student, if one is available. In addition, a
photo appears next to the student's name at the top of each student page. Click the photo
to view a larger version of the photo.
To configure your system to display student photos, contact your PowerSchool
administrator.
The picture files must be in .JPG format. Some school photographers provide a CD-ROM of
the annual student pictures in JPG format, which your PowerSchool administrator can then
import into PowerSchool. Contact your PowerSchool administrator to import many photos
from another system, a CD-ROM, or other media.
How to Submit a Student Photo
Use this procedure to submit a new student photo, even if there is already a photo for the
student.
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Information, choose Photo from the student pages menu. If a photo is
available, it appears in the center of the page.
3. Click Submit a New Photo for this Student to change or add a photo. The Submit
Photo page appears.
4. Click Choose File. The Open dialog appears.
5. Locate and double-click the file. The Submit Photo page displays the file name.
6. Click Submit. The Student Photo page displays the student's photo.
Note: If the old photo still appears or if there is no photo at all, click the Web
browser's Refresh or Reload button.
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State/Province
This function is state-specific or province-specific and can be modified to meet the needs of
schools in different states and provinces. Contact your PowerSchool administrator to add or
delete fields. Your permissions determine if you can edit the data in the fields.
How to Edit State/Province Information
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Information, choose State/Province from the student pages menu. The
information page for your state or province appears.
3. Edit the information as needed.
4. Click Submit. The Changes Recorded page appears
5. Click Back to return to the information page for your state or province.
Note: If a "Warning Page Expired" message appears, click the PowerSchool logo to
return to the start page.
Transportation
This page displays transportation-related information for the selected student. You can add,
edit, or delete transportation information from the Transportation Entry student page.
How to View Transportation Information
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Information, choose Transportation from the student pages menu. The
Transportation page displays the student's means of transportation.
How to Add Transportation Information
Add transportation information for the selected student to indicate the means of
transporting this student either to or from school. Repeat the procedure to enter
transportation for the reverse direction or to enter a complex transportation schedule, such
as different means of transportation for different days of the week.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Information, choose Transportation from the student pages menu. The
Transportation page appears.
3. Click New. The New Transportation Entry page appears.
4. Use the following table to enter information in the fields:
Field
Description
Student
This is the selected student's name.
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Field
Description
Start Date
Enter the date that the student will begin using this form
of transportation using the format mm/dd/yyyy or mm-ddyyyy. If you do not use this format, an alert appears. If
you submit the date with an incorrect format, the date
field is submitted as a blank entry.
End Date
Enter the date that the student will stop using this form of
transportation using the format mm/dd/yyyy or mm-ddyyyy. If you do not use this format, an alert appears. If
you submit the date with an incorrect format, the date
field is submitted as a blank entry.
From/To School
Select either From School or To School to indicate the
direction of transportation for this entry.
Description
Enter a description for the entry, such as Walks to
School. This description appears on the Student
Transportation Entries page.
Days Of The Week
Select the checkboxes to indicate the days of the week
that the student uses this form of transportation.
Transportation Type
Choose from the pop-up menu the means of
transportation, such as Walks.
Route Number
Enter a route number if the student uses transportation
provided by the school.
Bus Number
Enter the bus number if the student uses transportation
provided by the school.
Driver Name
Enter the bus driver's name if the student uses
transportation provided by the school.
Bus Contact
Number
Enter the driver's radio number or mobile telephone
number.
Departure Time
Enter the time the transportation begins using the format
HH:MM. Enter either AM or PM after the departure time.
Stop Number
Enter a bus stop number if the student uses transportation
provided by the school.
Address
Enter the street address where the student begins the
method of transportation.
Route Distance
Enter the distance that the student travels on the way to
or from school. Choose either Miles or Kilometers from
the pop-up menu.
Arrival Time
Enter the time the student arrives at the destination using
the format HH:MM. Enter either AM or PM after the arrival
time.
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Field
Description
Special Instructions
Enter any special instructions or notes related to the
student's transportation.
Linking Indicator
Choose the linking indicator from the pop-up menu
(optional). Use the indicator to link bus routes that share
commonalities. For example, you can link a student's AM
and PM bus route for reporting purposes.
5. Click Submit. The Changes Recorded page appears.
How to Edit Transportation Information
Edit transportation information for the selected student to indicate the means of
transporting this student either to or from school.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Information, choose Transportation from the student pages menu. The
Transportation page appears.
3. Click the name of the entry you want to edit. The Edit Transportation Entry page
appears.
4. Edit the information as needed. For field descriptions, see How to Add Transportation
Information.
5. Click Submit. The Changes Recorded page appears.
How to Delete Transportation Information
Delete transportation information that is no longer relevant for the selected student.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Information, choose Transportation from the student pages menu. The
Transportation page appears.
3. Click the name of the entry you want to delete. The Edit Transportation Entry page
appears.
4. Click Delete.
5. Click Confirm Delete. The Selection Delete page appears.
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Student Academics
Meeting/Interval Attendance
In PowerSchool, your school can track meeting attendance, interval attendance, daily
attendance, and time attendance. Students' meeting and interval attendance records
indicate their absences and tardies in each class period during the school day. Interval
attendance allows for multiple attendance records per period. Students' daily attendance
records indicate their absences, tardies, and arrival and dismissal times for an entire school
day. Time attendance is a simple way of adding attendance value by entering total minutes
or hours for a given day.
Use the Meeting/Interval Attendance function to view or change a student's attendance
record. Each column represents one week, with the days of the week (MTWTF) underlined in
blue. Attendance codes are noted in the chart under each day. In the case of meeting
attendance, the days without a code indicate that the student was present. With interval
attendance, all days and periods must have a code.
Meeting and interval attendance functions share the same page. The primary difference
between the two is that meeting allows for only one attendance record per period while
interval attendance allows for multiple attendance records per period based on the specified
interval. Whether the class is meeting or interval is determined by what is specified for the
section in the Section Setup page. Interval attendance may not appear any different from
meeting attendance if the period length is less than or equal to the specified interval
duration defined in Attendance Preferences. For more information about attendance, see
Attendance Overview.
Enable Enter Attendance Link on Student Pages Menu
A shortcut to the Edit Meeting/Interval Attendance page is available via the Enter
Attendance link, which appears just below the Attendance link. To enable the Enter
Attendance link to appear in the student pages menu, Meeting or Interval must be
selected as one of the attendance recording methods and set as the default attendance
recording page on the Attendance Preferences page.
How to Take Meeting or Interval Attendance for a Single Day/Period
Use this procedure to take Meeting or Interval attendance for the selected student. You can
mark or change a single attendance instance in a selected week.
Note: Any change recorded for meeting attendance modifies daily attendance if daily
attendance is enabled and the period associated with the meeting attendance being
modified is the bridge period for that day. Interval attendance never modifies daily
attendance.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Attendance from the student pages menu. The default
attendance page appears, based on the Default Attendance Recording Page setting
on the Attendance Preferences page.
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Note: To go directly to the Edit Meeting/Interval Attendance page, click Enter
Attendance instead of Attendance. The Edit Meeting/Interval Attendance page
appears. To continue, skip to Step 6.
3. If the Meeting/Interval Attendance page does not display by default, click
Meeting/Interval. The Meeting/Interval Attendance page appears.
Note: A dash (-) indicates that school is not in session and/or the student is not
enrolled on that date.
4. Click Show dropped classes also to view or change attendance records for
dropped classes. The dropped classes appear on the page with the other classes.
5. Click the week link in a week that you want to enter or change attendance. The Edit
Meeting/Interval Attendance page appears.
Note: The Submit button is unavailable until Step 7 is performed.
6. Use the following table to enter information in the fields:
Field
Description
Current attendance
code
Choose the attendance code you want to enter.
Set All
Click to enter the selected attendance code in all periods
and/or intervals fields for a given day.
[Attendance]
Click to enter the selected attendance code in a specific
period and/or interval field.
[Comment Icon]
When an attendance code (other than blank) is entered, a
gray Comment icon appears.
To enter an attendance comment:
1. Click the Comment icon. The Edit Comments popup appears.
2. Enter a comment for the student’s attendance
record.
3. Click OK. The Comment icon now appears blue to
indicate a comment has been entered.
7. Click Submit. The Changes Recorded page appears.
How to Take Meeting Attendance for an Extended Day/Period
Note: This function does not function with interval attendance.
Use this procedure to take meeting attendance for the select student. You can mark or
change a student's attendance records for blocks of time. This is particularly useful when
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the student has been or will be out for an extended period. To change a student's
attendance record for an extended period, it is easiest to use this method.
Note: Any change recorded for meeting attendance modifies daily attendance if the
following conditions are met: daily attendance is enabled and the period associated with the
meeting attendance being modified is the bridge period for that day.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Attendance from the student pages menu. The default
attendance page appears, based on the Default Attendance Recording Page setting
on the Attendance Preferences page.
Note: To go directly to the Edit Meeting Attendance page, click Enter Attendance
instead of Attendance. The Edit Meeting Attendance page appears. To continue, skip
to Step 6.
3. If the Meeting Attendance page does not display by default, click Meeting. The
Meeting Attendance page appears.
Note: A dash (-) indicates that school is not in session and/or the student is not
enrolled on that date.
4. Click Show dropped classes also to view or change attendance records for
dropped classes. The dropped classes appear on the page with the other classes.
5. Click Change Meeting Attendance. The Change Meeting Attendance page appears.
6. Use the following table to enter information in the fields:
Field
Description
Change attendance
for
The selected students appear.
From this date
Enter the first day of the date range using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
To this date
Enter the last day of the date range using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
Meetings to scan
Select the checkboxes to indicate the periods to change.
To mark attendance for the entire day, click Select All.
Codes to scan for
Either choose all by clicking All or select the These Codes
option and then choose the attendance codes for which
you want to scan
Attendance code to
Choose the attendance code to apply to the date range
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Field
Description
set
from the pop-up menu.
If other than a
default present
Select the option to either overwrite or not overwrite any
existing attendance codes.
Comment
Enter comments that are relevant to this attendance
record.
7. Click Submit. The Changes Recorded page appears.
Daily Attendance
In PowerSchool, your school can track both meeting and daily attendance. Students'
meeting attendance records indicate their absences and tardies in each class period during
the school day. Students' daily attendance records indicate their absences, tardies, and
arrival and dismissal times for an entire school day.
Use the Daily Attendance function to view or change a student's attendance record. Each
column represents one week, with the days of the week (MTWTF) underlined in blue.
Attendance codes are noted in the chart under each day. On the days where there is no
code, the student was present.
For more information about attendance, see Attendance Overview.
How to Take Daily Attendance for an Individual Student
Schools use the Daily Attendance function to select a single period to denote a student's
daily attendance. By denoting the period, default times for check-in, checkout, and return-in
can be defined for a daily attendance total. Attendance can be entered from the classroom
using PowerTeacher. Once the teacher enters the attendance, the office staff can then take
control of a student's daily attendance. The office also can use a variety of options and
reports when working with the Daily Attendance function.
With a period marked for daily attendance, the teacher automatically sets the daily
attendance while taking attendance in the classroom using PowerTeacher. Your PowerSchool
administrator sets the defaults for the time in and time out. This lets teachers not only track
classroom attendance, but also set the initial code for the office.
After you add a daily attendance entry, you can modify daily attendance. Click the
abbreviation for the first day above each day of the week in the current term. Click the
letter to display the Daily Attendance page for the date to be modified.
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Academics, choose Attendance from the student pages menu. The default
attendance page that appears depends on the Default Attendance Recording Page
setting on the Attendance Preferences page.
3. Click Daily. The Daily Attendance page appears.
Note: A dash (-) appears to indicate that school is not in session and/or the student
is not enrolled on that date.
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4. Click the link in a week where you want to enter attendance codes. The New Daily
Attendance page appears.
5. Use the following table to enter information in the fields:
Field
Description
Date
The date for which you are taking attendance appears.
Attendance Code
Choose the attendance code from the pop-up menu.
Total Time
Based on the times entered, PowerSchool calculates the
minutes the student has attended for the day. The results
display after you click Submit.
Comment
Enter any additional text, if applicable.
Time In
Enter the time the student arrives, if applicable.
Time Out
Enter the time the student leaves, if applicable.
Exclude from Total
Time Calculation
Select the checkbox to exclude this time item from the
total time calculation.
Time Comment
Enter any additional text regarding the time the student
arrived or left, if applicable.
6. Click Submit. The Changes Recorded page appears.
Note that a clock icon, total minutes, attendance code, and time in and time out
appear in the date for which you just took attendance.
How to Take Daily Attendance for Multiple Days for an Individual
Student
In addition to changing a single date for an individual student, you can change multiple
dates at one time.
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Academics, choose Attendance from the student pages menu. The default
attendance page that appears depends on the Default Attendance Recording Page
setting on the Attendance Preferences page.
3. Click Daily. The Daily Attendance page appears.
Note: A dash (-) appears to indicate that school is not in session and/or the student
is not enrolled on that date.
4. Click Change Multiple Days at the top of the Daily Attendance page. The Change
Daily Attendance page appears.
5. Use the following table to enter information in the fields:
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Field
Description
Change Daily
Attendance for
The selected student appears.
From this Date
Enter the first day of the date range using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
To this Date
Enter the last day of the date range using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
Codes to scan for
Select the attendance codes for which you want to scan. To
select multiple attendance codes, press and hold
COMMAND (Mac) or CONTROL (Windows) as you click each
of the attendance codes you want to scan.
Attendance Code to
Set
Choose the attendance code to apply to the date range
from the pop-up menu.
If Other Than a
Default Present
Select the option to either overwrite or not overwrite any
existing attendance codes.
Comment
Enter comments that are relevant to this attendance
record, if applicable.
6. Click Submit. The Changes Recorded page appears.
Note that a clock icon, total minutes, attendance code, and time in and time out appear in
the date for which you just took attendance.
How to Edit Daily Attendance
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Academics, choose Attendance from the student pages menu. The default
attendance page that appears depends on the Default Attendance Recording Page
setting on the Attendance Preferences page.
3. Click Daily. The Daily Attendance page appears.
Note: A dash (-) appears to indicate that school is not in session and/or the student
is not enrolled on that date.
4. Click the link in a week where you want to change attendance codes. The Edit Daily
Attendance page appears.
5. Use the following table to enter information in the fields:
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Field
Description
Date
The date for which you are taking attendance appears.
Attendance Code
Choose the attendance code from the pop-up menu.
Total Time
Based on the times entered, PowerSchool calculates the
minutes the student has attended for the day. The results
display after you click Submit.
Comment
Enter any additional text.
Time In
The time the student arrives appears.
Time Out
The time the student leaves appears.
Minutes
Based on the times entered, the minutes the student has
attended for each class appears, as well as the total
minutes the student has attended for the day.
Comment
Any additional text regarding the time the student arrived
or left appears.
Exclude from Total
Time Calculation
Indicates whether or not this time item is excluded from
the total time calculation.
6. Click Submit. The Changes Recorded page appears.
Note that a clock icon, total minutes, attendance code, and time in and time out
appear in the date for which you just took attendance.
Time Attendance
In PowerSchool, your school can track meeting attendance, interval attendance, daily
attendance and time attendance. Students' meeting and interval attendance records
indicate their absences and tardies in each class period during the school day. Interval
attendance allows for multiple attendance records per period. Students' daily attendance
records indicate their absences, tardies, and arrival and dismissal times for an entire school
day.
Time attendance is a simple way of adding attendance value by entering total minutes or
hours for a given day. It is often used to enter work experience hours off of a timecard from
a student's vocational job or for entering independent study hours.
Use the Time Attendance function to view or change a student's time attendance record.
Each column represents one week, with the days of the week (MTWTF) in blue. Attendance
minutes are noted in the chart under each day.
For more information about attendance, see Attendance Overview.
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How to Take Time Attendance
After you add a time attendance entry, you can modify the entry by clicking the minutes in
the appropriate day column. Multiple time attendance entries can be made for a single day
by clicking the day abbreviation. Each time the day abbreviation is clicked a new entry is
displayed to be filled out. Time entries cannot be deleted but they can be given a zero
minute (or hour) amount that effectively voids them.
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Academics, choose Attendance from the student pages menu. The
attendance pages appear. The default attendance page that appears depends on the
Default Attendance Recording Page setting on the Attendance Preferences page.
3. Click Time. The Time Attendance page appears.
Note: A dash (-) appears to indicate that school is not in session and/or the student
is not enrolled on that date.
4. Click the day abbreviation in a week where you want to enter or change attendance.
The New Time Attendance page appears.
5. Use the following table to enter information in the fields:
Field
Description
Date
The date for which you are taking attendance appears
(read-only).
Attendance Code
Choose the attendance code from the pop-up menu.
Time
Enter the total amount of attendance time for this record.
The value can either be entered in minutes or hours.
Minutes/Hours
Let the system know whether the time value entered is in
minutes or hours. The default is minutes. If the time value
entered is in hours then select hours from the pop-up
menu. The system will convert the value to minutes when
it is stored. Hours are not stored with the record.
Program
If these hours are associated to a special program that the
student is enrolled in then specify that there. For example,
California's Alternative Education program for Continuation
Education requires that attendance is tracked for the
program. The valid values are any of the special programs
that the student is currently enrolled in.
Work Experience
This is primarily targeted for use for California Continuation
Education, which requires that the attendance hours
related to work time are tracked.
Comment
Enter any additional text regarding this record.
6. Click Submit. The Changes Recorded page appears.
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Cumulative Info
Cumulative Info is a view-only page that displays cumulative grades for the currently
selected term. The information is derived from data access tags entered in the GPA Student
Screens. For more information, see GPA Student Screens.
How to View Student Cumulative Information
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Academics, choose Cumulative Info from the student pages menu. The
Cumulative Information page appears.
Note: This page is view-only for all users.
Graduation Plan Progress
The Graduation Plan Progress page displays the student's four-year graduation plan, any
post-secondary plans, and the progress of each of those plans. Progress is indicated by the
use of a color-coded bar. Dark green indicates earned credits; light green indicates currently
enrolled credits; and yellow indicates requested/planned credits. A green checkmark
indicates that a requirement has been completely satisfied with earned credits.
How to View a Student’s Graduation Plan Progress
1. On the start page, search for and select a student. For more information, see
Student Search in the PowerSchool online help.
2. Under Academics, choose Graduation Plan Progress from the student pages
menu. The Graduation Plan Progress page displays the following information for each
plan:

Subject Group

Earned

Enrolled

Requested

Required

Progress
3. Click the name of a Subject Group to view additional information.
Graduation Plan Selection
Using the Graduation Plan Selection page, you can manage graduation plans for individual
students.
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How to Select a Graduation Plan
1. On the start page, search for and select a student. For more information, see
Student Search in the PowerSchool online help.
2. Under Academics, choose Graduation Plan Selection from the student pages
menu. The Graduation Plan Selection page appears.
3. Use the following table to enter information in the fields:
Field
Description
Year Entering
Graduation Plan
Enter the year the student will begin the graduation plan.
Graduation
Contracts
In the list box on the left, click the name or the specific
version of the graduation contract you want to select. The
selected graduation contract appears in the list box on the
right.
Note: This setting affects the default version the student
will be assigned if the name is selected instead of a specific
version.
To remove a graduation contract from the list box on the
right, click the Minus (-) button next to the graduation
contract you want to remove.
To remove all graduation contracts from the list box on the
right, click the Unpick All button.
If selecting multiple graduation contracts, use the up and
down arrows to indicate the order in which you want the
items to appear in the Graduation Plan Progress page.
Note: If the name is selected instead of a specific version,
the student will be assigned the version of the plan, which
matches their Year Entering Graduation Plan setting.
Year Entering PostSecondary School
Enter the year the student will go to the post-secondary
school.
Note: This setting affects the default version the student
will be assigned if the name is selected instead of a specific
version.
Post-Secondary
Preparation Plans
In the list box on the left, click the name or the specific
version of the post-secondary preparation plan you want to
select. The selected post-secondary preparation plan
appears in the list box on the right.
To remove a post-secondary preparation plan from the list
box on the right, click the Minus (-) button next to the
post-secondary preparation plan you want to remove.
To remove all post-secondary preparation plans from the
list box on the right, click the Unpick All button.
If selecting multiple post-secondary preparation plans, use
the up and down arrows to indicate the order in which you
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Field
Description
want the items to appear in the Graduation Plan Progress
page.
Note: If the name is selected instead of a specific version,
the student will be assigned the version of the plan, which
matches their Year Entering Post-Secondary
Preparation Plans setting.
4. Click Submit. The Graduation Plan Progress page appears.
How to Edit a Graduation Plan Selection
1. On the start page, search for and select a student. For more information, see
Student Search in the PowerSchool online help.
2. Under Academics, choose Graduation Plan Selection from the student pages
menu. The Graduation Plan Selection page appears.
3. Edit the information as needed. For field descriptions, see How to Select a
Graduation Plan.
4. Click Submit. The Graduation Plan Progress page appears.
How to Remove a Graduation Plan
1. On the start page, search for and select a student. For more information, see
Student Search in the PowerSchool online help.
2. Under Academics, choose Graduation Plan Selection from the student pages
menu. The Graduation Plan Selection page appears.
3. Use the following table to enter information in the fields:
Field
Description
Graduation
Contracts
To remove a graduation contract from the list box on the
right, click the Minus (-) button next to the graduation
contract you want to remove.
To remove all graduation contracts from the list box on the
right, click the Unpick All button.
Post-Secondary
Preparation Plans
To remove a post-secondary preparation plan from the list
box on the right, click the Minus (-) button next to the
post-secondary preparation plan you want to remove.
To remove all post-secondary preparation plans from the
list box on the right, click the Unpick All button.
4. Click Submit. The Graduation Plan Progress page appears.
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Graduation Progress
The information on this page is a compilation of the student's grades and the graduation
requirements for your school. For most people it is view-only, so you will not be able to
make any changes. If you find an error, it must be corrected either in the student's grades
or in the requirements.
How to View Student Graduation Progress
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Academics, choose Graduation Progress from the student pages menu. The
Graduation Progress page appears.
3. Choose the appropriate graduation requirement set from the Graduation
Requirement Set pop-up menu.
4. Click Submit. The Graduation Progress page displays the student's progress towards
graduation.
Note: A course may appear more than once on a student's graduation requirements
page, most likely because that class fulfills multiple requirements and not because
the student enrolled in the class more than once. For more information about how to
enter graduation requirements or change how graduation requirements appear in
PowerSchool, see Graduation Requirements.
Historical Grades Setup
In PowerSchool, student records include two types of grades: current and historical. Current
grades are the students' grades in each of their teacher's PowerTeacher systems. Historical
grades are final grades, or grades that are permanently stored in the students' records.
Historical grades appear on report cards and transcripts.
At the end of each grading term, use the Permanently Store Grades function to copy and
store the students' current grades in PowerTeacher as historical grades. For more
information, see Permanently Store Grades.
In PowerSchool, you can view, change, or add to a student's historical grades. If a student
is new to your school, enter grades from his or her previous school in PowerSchool. If an
existing student in your school receives a grade that needs to be changed, you can change
the grade.
How to Create a Single Historical Grades Entry
Enter a student's grades one at a time for incoming students. Alternatively, use the Multiple
New Entries function on the Academic Record Entry page to enter a single grade. Most
schools use the Academic Record Entry page to enter all grades.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Historical Grades from the student pages menu. The
Historical Grades page appears.
3. Click Single New Entry. The New Stored Grade page appears.
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4. Use the following table to enter information in the fields:
Field
Description
School name
Enter the name of the school where the student received
the grade.
School year
Enter the year for which you want to enter a grade.
Store code
Enter the store code that your school uses for the term in
which the student earned the grade. Store codes are
determined in the final grade setup area on the School
Setup page.
Hist. grade level
Enter the grade level of the student when he or she
received the grade.
Course Number Section Number
You must provide either the course and section number of
an existing section or the course name if this is historical
data for which no section record exists. If you provide a
course and section, this grade will be associated with the
student's enrollment in that section and will print on report
cards. If you supply only the course name, the grade will
print on transcripts but not on report cards since it is not
associated with an actual section enrollment. In either
case, the grade will be included in transcripts, the Previous
Grades screen, and GPA calculations.
Or
Course Name
Teacher name
Enter the name of the teacher that taught the class.
Grade
Enter the letter grade the student earned.
GPA points
Enter the number of grade points the student received for
this grade.
Added value
Enter any added value for the grade points, such as 1 for
one additional grade point. You can also use fractions of a
point. Most schools do not enter added values.
Percent
Enter the percent grade the student earned.
Citizenship
Enter the citizenship grade for the term.
Earned Credit Hours
Enter the number of credit hours the student earned in the
course.
Note: The number of earned credit hours and potential
credit hours must be the same.
Potential credit
hours
Enter the total number of credit hours the student could
have earned in the course.
Note: The number of earned credit hours and potential
credit hours must be the same.
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Field
Description
Credit type
If you could not match the course in which the student
received this grade to a course at your school and you
entered a course name, enter the credit type that counts
towards the requirement if this grade fulfills a specific
graduation requirement at your school.
For example, if a student earned the grade in Russian, and
your school does not offer Russian, enter Russian in the
Course Name field. Then, to have the grade the student
earned count towards the foreign language graduation
requirement, enter Foreign Language or a similar credit
type name in this field.
Otherwise, deselect the checkbox.
Exclude from GPA?
Select the option to either include or exclude the grade
from the GPA calculation.
Exclude from class
rank?
Select the option to either include or exclude the grade
from the class rank calculation.
Exclude from honor
roll?
Select the option to either include or exclude the grade
from the honor roll calculation.
Teacher comment
Enter any comments from the teacher.
5. Click Submit. The Historical Grades page displays the new grade.
How to Create Multiple Historical Grades Entries
This option for entering historical grades is helpful when a student transfers from another
school and all previous grades must be entered in PowerSchool.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Historical Grades from the student pages menu. The
Historical Grades page appears.
3. Click Multiple New Entries. The Academic Record Entry page appears.
4. Use the following table to enter information in the fields:
Field
Description
School name
Enter the name of the school where the student received
the grade.
School year
Enter the year for which you want to enter a grade.
Hist. grade level
Enter the grade level of the student when he or she
received the grade.
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Field
Description
Store code
Enter the store code that your school uses for the term in
which the student earned the grade. Store codes are
determined in the final grade setup area on the School
Setup page.
5. Use the following table to enter information for each course per term in the indicated
school year:
Field
Description
Course Number Section Number
You must provide either the course and section number of
an existing section the course name if this is historical data
for which no section record exists. If you provide a course
and section, this grade will be associated with the
student's enrollment in that section and will print on report
cards. If you supply only the course name, the grade will
print on transcripts but not on report cards since it is not
associated with an actual section enrollment. In either
case, the grade will be included in transcripts, the Previous
Grades screen, and GPA calculations.
Or
Course Name
Teacher name
Enter the name of the teacher that taught the class.
Credit type
If you could not match the course in which the student
received this grade to a course at your school and you
entered a course name, enter the credit type that counts
towards the requirement if this grade fulfills a specific
graduation requirement at your school.
For example, if a student earned the grade in Russian, and
your school does not offer Russian, enter Russian in the
Course Name field. Then, to have the grade the student
earned count towards the foreign language graduation
requirement, enter Foreign Language or a similar credit
type name in this field.
Otherwise, deselect the checkbox.
Exclude from GPA?
Select the option to either include or exclude the grade
from the GPA calculation.
Exclude from class
rank?
Select the option to either include or exclude the grade
from the class rank calculation.
Exclude from honor
roll?
Select the option to either include or exclude the grade
from the honor roll calculation.
Grade
Enter the letter grade the student earned.
GPA points
Enter the number of grade points the student received for
this grade.
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Field
Description
Added value
Enter any added value for the grade points, such as 1 for
one additional grade point. You can also use fractions of a
point. Most schools do not enter added values.
Percent
Enter the percent grade the student earned.
Citizenship
Enter the citizenship grade for the term.
Earned credit
Enter the number of credit hours the student earned in the
course.
Note: The number of earned credit hours and potential
credit hours must be the same.
Potential credit
Enter the total number of credit hours the student could
have earned in the course.
Note: The number of earned credit hours and potential
credit hours must be the same.
6. Repeat Step 5 for additional courses.
7. Click Submit. The Historical Grades page displays the new grades.
How to Edit a Stored Grade
There are times when it is necessary to change a historical (stored) grade. Because such a
change can have a serious impact on a student's permanent record, stored grades must be
changed one by one.
Note: You can create a log entry to track each time you change a grade for a student. For
more information, see Log Entries.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Historical Grades from the student pages menu. The
Historical Grades page appears.
3. Click the grade to be changed. The Edit Stored Grade page appears.
4. Use the following table to change a student's historical grade information on the Edit
Stored Grades page:
Field
Description
School
The school name appears.
School year (term)
The school year and term appear.
Store code
The store code appears.
Hist. grade level
The grade level in which the student enrolled in the course
appears. You can edit the grade level.
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Field
Description
Associated section
The section of the course in which the student was enrolled
appears.
Course number
The number of the course in which the student earned the
grade appears.
Course name
The name of the course in which the student earned the
grade appears.
Teacher name
Enter the name of the teacher of the course section.
Associated grade
scale
The name of the associated grade scale appears.
Grade
The letter grade originally entered for the student appears.
You can edit the grade.
Note: The grade does not automatically change with the
percentage and vice versa. If you change one, you must
manually change the other.
GPA Points
Enter the point value that corresponds to the grade. For
example, enter 4.0 for an A.
Added value
Enter any added value for the grade points, such as 1 for
one additional grade point. You can also use fractions of a
point. Most schools do not enter added values.
Percent
Enter the percent grade the student earned.
Citizenship
Enter the citizenship grade for the term.
Absences
Enter the number of absences for the course in the term.
Tardies
Enter the number of tardies for the course in the term.
Earned credit hours
Enter the number of credit hours the student earned in the
course.
Note: The number of earned credit hours and potential
credit hours must be the same.
Potential credit
hours
Enter the total number of credit hours the student could
have earned in the course.
Note: The number of earned credit hours and potential
credit hours must be the same.
Credit type
If you could not match the course in which the student
received this grade to a course at your school and you
entered a course name, enter the credit type that counts
towards the requirement if this grade fulfills a specific
graduation requirement at your school.
For example, if a student earned the grade in Russian, and
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Field
Description
your school does not offer Russian, enter Russian in the
Course Name field. Then, to have the grade the student
earned count towards the foreign language graduation
requirement, enter Foreign Language or a similar credit
type name in this field.
Otherwise, deselect the checkbox.
Exclude from GPA?
Select the option to either include or exclude the grade
from the GPA calculation.
Exclude from class
rank?
Select the option to either include or exclude the grade
from the class rank calculation.
Exclude from honor
roll?
Select the option to either include or exclude the grade
from the honor roll calculation.
Teacher comment
Enter any comments from the teacher.
Change history
A list of any changes to this grade appears.
5. Click Submit. The Changes Recorded page appears.
How to Delete a Stored Grade
Before deleting a class from a student's historical grades, be certain this is what you want to
do. You are not only deleting the grade from the historical record, you are also deleting the
class from the student's permanent record. Though this function does not delete the class
from the master schedule, the student's historical grades for this class cannot be retrieved
once deleted.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Historical Grades from the student pages menu. The
Historical Grades page appears.
3. Click the grade you want to delete. The Edit Stored Grade page appears.
4. Click Delete.
5. Click Confirm Delete. The Selection Deleted page appears. If you delete the last
grade for a class, the class no longer appears on the Historical Grades page.
How to Override Course Names
You can override a district-assigned course name if you enter a course name along with a
valid course number on the Historical Grade screen. The following rules apply when
overriding the course name:



Course Number is optional. If it is not included, the Course Name is used.
If a Section Number is entered, it must exist in the system.
If no Course Name is entered and a valid Course Number is entered, it will default to
the name in the Courses table.
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
If no Course Name is entered or found, an error dialog appears and the changes are
not saved.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Historical Grades from the student pages menu. The
Historical Grades page appears.
3. Click Single New Entry. The New Stored Grade page appears.
Note: To change several course names, click Multiple New Entries. The Academic
Record – Entry page appears.
4. Enter the course name in the Course name field.
5. Click Submit.
How to Edit Previous School Names
Use this function to change or enter the name of the school where a class was taken. If you
entered a school name when entering the historical grades, it appears on this page. If you
did not enter a school name, do so from this page.
Note: The school names you enter appear on the student's transcript next to the school
year during which he or she attended the school. If a student attended more than one
school during a school year, each school and the grades the student received at that school
appear in separate lists.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Historical Grades from the student pages menu. The
Historical Grades page appears.
3. Click Previous School Names. The Historical School Names page appears.
4. Enter or change the name of the schools where the courses were taken.
5. Click Submit. The Changes Recorded page appears.
Click the grade to display the school name on the Edit Stored Grade page. To reset a
changed previous school name, repeat this procedure but leave the School Name field
blank. The Edit Stored Grade page displays the current school.
Historical Grades
Historical Grades In PowerSchool, student records include two types of grades: current and
historical. Current grades are students' grades entered by each of their teachers through
PowerTeacher gradebook. Current grades change with each new assignment that teachers
enter in PowerTeacher gradebook. Teachers, administrators, and parents use current grades
to track student progress throughout a grading term.
Historical grades are final grades, or grades that are permanently stored in the student's
record. At the end of each grading term, your PowerSchool administrator copies and stores
the students' current grades from PowerTeacher gradebook to historical grades. Historical
grades appear on report cards and transcripts.
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This function displays your selected student's grades from previous terms. You have the
choice of using a normal view or a detail view.
Note: The Historical Grades student page view is view-only for most users; only those with
proper access, such as a school counselor, have the right to edit historical grades. Teachers
who assign grades and need to change them later must contact a user with the proper
access.
How to View Historical Grades
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Academics, choose Historical Grades from the student pages menu. The
Historical Grades page appears. For each course in which the student earned a
grade, the page displays the following:





Year and store code of the term in which the student enrolled in the course
Student's grade level at the time he or she enrolled in the course
Course name
Number of possible credit hours the student can earn in the course
Historical grade the student earned in each grading term
Note: The Normal View page displays only the grades the student received during
the grade levels of the current school.
3. Click Detail View to view expanded information and the grades the student received
at other grade levels. The Complete Academic Record—Detail View page appears.
Note: The Complete Academic Record—Detail View page displays all of the student's
historical grades in PowerSchool. The Detail View page is not specific to the grade
levels at this school.
In addition to the information on the Historical Grades page, this page displays the
following detailed credit information:







Number of credit hours the student earned in each course
Potential credit hours the student could earn in each course
If the course is included in a graduation requirement and the credits the
student earned count towards the requirement
If the grade in the course is included in the student's GPA calculation
If the grade in the course is included in the class rank calculation
If the grade in the course is included in the honor roll calculation
If the credits in the course count towards a graduation requirement based on
credit type
Note: Your school can create credit types to group courses together to fill a
graduation requirement. Assign credit types to courses or final grades and then
specify that a requirement be filled by any courses or grades of that credit type. For
example, you specify that any two courses with the ALGEBRA credit type fulfill a
math requirement
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4. Click Normal View to return to the Historical Grade page. The Historical Grades
page (Normal View) reappears. If you have proper access, see Historical Grades
Setup to create or edit historical grades.
Honor Roll
You can view results of honor roll calculations for a single student or a group of students. To
view honor roll calculations for a single student, search for and select the student, and then
choose Honor Roll from the student pages menu. The Honor Roll page displays all honor
rolls the student has received, even if the honor roll was received in another school.
Note: To view honor roll calculations for a group of students, see How to Run the Honor Roll
Report.
How to View a Student Honor Roll Information
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Honor Roll from the student pages menu. The Honor Roll
page appears.
3. Use the following table to enter information in the fields:
Field
Description
School Year
The school year when the honor roll was earned.
Grade Level
The historical grade level for this honor roll record.
School Name
The name of the school where honor roll record was
issued.
Store Code
The store code for the honor roll record.
Honor Roll Method
The name of the honor roll method that was calculated.
Level Met
The name of the honor roll level earned. Click to access
the Edit Honor Roll page.
4. Do one of the following when done viewing:


Choose another item from the student pages menu.
Click the Back button on your browser.
How to Edit Student Honor Roll Information
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Honor Roll from the student pages menu. The Honor Roll
page appears.
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3. Click the level met of the honor roll you want to edit. The Edit Honor Roll page
appears.
4. Use the following table to enter information in the fields:
Field
Description
School
The name of the school where the honor roll was earned.
This field is read-only.
School Year
The school year when the honor roll was earned. This field
is read-only.
Store Code
The store code for the honor roll record. This field is readonly.
Grade Level
The historical grade level for this honor roll record.
Method
The name of the honor roll method that was calculated.
Level
The name of the honor roll level earned.
GPA
The GPA that was used as part of the honor roll
calculation.
Message
The text message associated with the honor roll level.
Change History
A text log detailing when changes were made, who made
those changes, and what was changed for this record. This
field is read-only.
5. Click Submit. The changes are reflected immediately and an entry appears in the
change history.
How to Delete Student Honor Roll Information
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Honor Roll from the student pages menu. The Honor Roll
page appears.
3. Click the level met of the honor roll you want to delete. The Edit Honor Roll page
appears.
4. Click Delete.
5. Click Confirm Delete. The Selection Deleted page appears.
Teacher Comments
The Teacher Comments page displays any comment that a teacher has entered regarding a
student, such as a student’s achievement or behavior. Comments can be entered using
PowerTeacher or PowerTeacher gradebook.
If using PowerTeacher, comments can be entered using the Final Grade Entry pages if the
Final Grade Entry function has been enabled. For more information, see Final Grade Entry. If
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using PowerTeacher gradebook, comments can be entered using the Scoresheet Final
Grades window. For more information see Final Grades in the PowerTeacher Gradebook User
Guide available on PowerSource.
Note: Teachers using PowerTeacher should NOT use PowerTeacher gradebook.
Note: The Comment Bank is only available in PowerTeacher gradebook at this time. For
more information about creating comments in the comment bank, see Comment Bank.
Once a comment is entered, it can be viewed in PowerSchool, PowerTeacher, and the
PowerSchool Parent Portal.
How to View Teacher Comments
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Teacher Comments from the student pages menu. The
Teacher Comments page appears.
3. Use the following table to view teacher comments:
Field
Description
Reporting Term
By default, the student's schedule for the current term
appears. Use the pop-up menu to select a different term.
Expression
The period and day combination of the course.
Course Number
The number used to identify the course.
Course
The name of the course.
Teacher
The name of the teacher teaching the course.
Attendance Points
The number of attendance points the student received for
the course, such as absent=1, tardy=2, and present=0.
Comment
Comment entered by teacher.
Note: If the column is blank, there are no teacher
comments.
Show dropped
classes
Click to view currently enrolled classes and dropped
classes.
Show only current
classes
Click to view only currently enrolled classes.
Term Grades
This view-only page displays a student's end-of-term grades for the current school year.
The course, letter grade, percentage points, citizenship grade, and credit hours are noted
for each term.
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How to View Term Grades
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Academics, choose Term Grades from the student pages menu. The Term
Grades page appears.
3. Click the percentage to view a detailed breakdown of the assignments that make up
the grade. The Scores page displays the assignments and the selected student's
scores for that class.
A caret (^) indicates score is exempt from final grade. An asterisk (*) indicates an
assignment is not included in final grade. The number one (1) indicates this final
grade may include assignments that are not yet published by the teacher. It may
also be a result of special weighting used by the teacher. Click the special weighting
link for more information.
Note: Icons indicate the status of assignments. For more information, see the icon
legend at the bottom of the page.
For detailed information about publishing assignments, see the PowerTeacher
Gradebook User Guide available on PowerSource.
Student Test Scores
When entering, editing, or deleting test scores for an individual student, identify the test
and select the student. If the test does not exist in the system, create it and its scores. For
more information, see Tests Setup.
Note: If Analytics is enabled, click Analytics Student View to view the Analytics Student
View page. For more information, see Enable Analytics.
How to Enter Student Test Scores
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Test Scores from the student pages menu. The Test
Scores page appears for that student.
3. Choose a test from the Enter New Test pop-up menu. If selecting the test that
currently appears, click Submit. The New Student Test: [Test Name] page appears.
Note: If the test does not appear in the pop-up menu, it has not been created yet.
For more information, see How to Create New Tests.
4. Use the following table to enter information in the fields:
Field
Description
Test
The selected test appears.
Date
Enter the date of the test using the format mm/dd/yyyy or
mm-dd-yyyy. If you do not use this format, an alert
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Field
Description
appears. If you submit the date with an incorrect format,
the date field is submitted as a blank entry.
Term
Choose the term from the pop-up menu.
Grade Level
Enter the grade level for the test.
Score
For each of the test scores, enter the number score, the
percent score, and the alpha letter grade.
5. Click Submit. The Test Scores page displays the new test score for that student.
How to Import Test Scores
Use the Import Test Scores function when setting up your initial PowerSchool data, enrolling
a large number of new or transferring students, or entering test scores for students after
receiving the test results. Before importing test scores, you must have an ASCII text file
containing the test score data being imported, preferably delimited by tabs.
The following table displays a sample import file for eleventh graders who recently took the
ACT. This example shows an import file reporting the numeric scores, test date, and
students' grade level at the time the test was given. The test scores are named Composite,
English, Math, Reading, and Science.
student_number Date
grade_level composite english
math
reading
science
645236653
8/7/03
11
18
18
17
16
21
645236741
8/7/03
11
28
29
27
29
25
645236654
8/7/03
11
18
14
22
19
18
To record the numeric, percentage, and alphanumeric scores for test scores, use the
following numeric suffixes after the column headings and one space:



[Column name] 1: Displays the numeric score. For example, include in the Math 1
column the scores 17, 27, and 22.
[Column name] 2: Displays the percentage score. For example, include in the Math 2
column the scores 57%, 90%, and 73%.
[Column name] 3: Displays that alphanumeric score. For example, include in the
Math 3 column the scores F, A-, and C.
Note: It is not necessary to have all three score types (number, percent, or alpha) when
importing a score. Import one, two, or all three score types.
The following table displays a sample import file for eleventh graders who recently took a
district-level math test. This example shows an import file reporting the numeric,
percentage, and alphanumeric scores, test date, and students' grade level at the time the
test was given.
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student_number Date
grade_level
Math 1
Math 2
Math 3
645236653
8/7/03
11
17
57
F
645236741
8/7/03
11
27
90
A-
645236654
8/7/03
11
22
73
C
Before importing test scores, you must first create a test and its scores. For more
information, see How to Create New Tests and How to Create Test Scores.
1. On the start page, choose Special Functions from the main menu. The Special
Functions page appears.
2. Click Importing & Exporting. The Importing & Exporting page appears.
3. Click Quick Import. The Quick Import page appears.
4. Use the following table to enter information in the fields:
Field
Description
Table
Choose the Test Scores table from the pop-up menu.
Field delimiter
Choose the field delimiter from the pop-up menu. This
refers to the item that will separate the fields in the
exported data. If you choose Other, enter the delimiter in
the field.
End-of-line marker
Choose the end-of-line marker from the pop-up menu.
This refers to the item that will separate the records in the
exported data. If you choose Other, enter the delimiter in
the field.



CR: Carriage return
CRLF: Carriage return line feed
LF: Line feed
File to import
Click Browse… next to the File to import field. Navigate to
the data file and click b.
Suggest field map
Select the checkbox to have the system suggest
PowerSchool field names for the information in the data
file. These are just suggestions and can be changed.
School
The selected school appears.
5. Click Import. The Select Test page appears.
6. Choose a test from the Test pop-up menu. If the test you want does not appear,
create it. For more information, see How to Create New Tests.
7. Click Submit. The Import Records from an ASCII Text File page appears.
8. Choose the PowerSchool field into which you want to enter each value from the To
PowerSchool pop-up menu.
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9. Select the checkbox to exclude the first row. Depending on the text file, the first row
may include information about the file and not about the student test scores.
10. Enter the imported value you want to use in the unmapped field, and choose the
PowerSchool field from the pop-up menu.
11. Click Submit. The Import Progress page displays the records that were successfully
imported and those that the system could not import because of your specifications.
The system imports the data into the Test Scores table. Depending on the type of
data, you can view, edit, and report on it.
How to Edit Student Test Scores
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Test Scores from the student pages menu. The Test
Scores page appears for that student.
3. Click the name of the test you want to edit. The Edit Student Test: [test name] page
appears.
4. Edit the information as needed. For field descriptions, see How to Enter Student Test
Scores.
5. Click Submit. The Test Scores page displays the edited test score for that student.
How to Delete Student Test Scores
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Test Scores from the student pages menu. The Test
Scores page appears for that student.
3. Click the name of the test you want to delete. The Edit Student Test: [test name]
page appears.
4. Click Delete.
5. Click Confirm Delete. The Selection Delete page appears.
Truancies
This function provides a quick view of a student's truancies. From the Truancies page, enter
and change records of truancy occurrences.
How to View Truancies
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Truancies from the student pages menu. The Truancies
page displays any truancy on the selected student's record. If there are no truancies
listed, the student does not have any truancy recorded.
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How to Create a New Truancy Record
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Truancies from the student pages menu. The Truancies
page appears.
3. Click New. The New Truancy Record page appears.
4. Use the following table to enter information in the fields:
Field
Description
Student
The selected student appears.
Date
Enter the date of the truancy using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
Reason/Title
Enter the reason for the truancy record. Many schools
have a set list of options for reporting and tracking
purposes.
Number
Enter the number used to calculate attendance for the
record. This can be a positive or negative number,
depending on the system your school uses.
Comments
Enter any comments about the truancy.
5. Click Submit. The Changes Recorded page appears.
How to Edit a Truancy Record
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Truancies from the student pages menu. The Truancies
page appears.
3. Click the date of the entry you want to edit. The Edit Truancy Record page appears.
4. Edit the information as needed. For field descriptions, see How to Create a New
Truancy Record.
5. Click Submit. The Changes Recorded page appears.
How to Delete a Truancy Record
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Truancies from the student pages menu. The Truancies
page appears.
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3. Click the date of the entry you want to delete. The Edit Truancy Record page
appears.
4. Click Delete.
5. Click Confirm Delete. The Selection Delete page appears.
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Student Administration
District Specific
This menu item provides select information on students and is set up by the PowerSchool
administrator for your district.
How to Edit District-Specific Student Information
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Administration, choose District Specific from the student pages menu. The
District Specific page appears.
3. Edit the information as needed. To edit IPT or CRT information, click the appropriate
link and edit the scores.
4. Click Submit. The District Specific page displays your changes.
Note: Your PowerSchool administrator can modify this page to meet your school's
needs.
Fee Transactions
Fee Transactions represent the exchanges of funds for a student within the PowerSchool
system. To access Fee Transactions, log in at the district or school level, search and select a
student, and then click Fee Transactions. The Fee Transaction page displays the student’s
fee and transaction information for the current school year. Use these pages you can
administer student fees, create fee transactions, post refunds and payments, and
view transaction information for individual students. For information about fee functions
for a group of students, see Fee Functions.
Log Entries
Use log entries to create a record regarding a student's behavior, performance, or activity.
Many schools use log entries to chronicle disciplinary actions. Log entries can also be used
to record students' positive achievements. Regardless of your reason for creating the log
entry, the system immediately sends the log entry to the PowerSchool server, where it is
stored in the student's permanent record. Only authorized staff members can view, add,
edit, and delete log entries and discipline alerts.
Note: The Log Entries student page is customizable. The information presented in this
section is based on the default setup and may differ from your PowerSchool Log Entries
student page. For information about configuring this page, see Log Types and Log Entry
Fields.
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How to View Log Entries
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Administration, choose Log Entries from the student pages menu. If nothing
appears, no teachers or other administrators have created log entries for the
selected student.
How to Create a Log Entry
Though teachers can create log entries in PowerTeacher gradebook, administrators create
log entries in PowerSchool.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Administration, choose Log Entries from the student pages menu. The Log
Entries page appears.
3. Click New. The New Log Entry page appears.
Note: The Date, Time, and Author fields are automatically entered when the page
appears. There is no need to change or add anything to those fields unless they are
incorrect.
4. Use the following table to enter information in the fields:
Field
Description
Date & Time
Enter the current date and time using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
Author
Enter the name of the log entry author.
Log Type
Choose the log type from the pop-up menu.
Subtype
Choose the log subtype from the pop-up menu.
Consequence
Choose the log consequence from the pop-up menu.
Title
Enter a title for the log entry.
Log Entry Text
Enter the log entry text.
Note: This information goes in the student's permanent
record. There is no limit to the length of the entry.
5. Because the Log Entries student page can be customized, the fields that appear on
the second half of the page (after the Log Entry Text box) may differ from your
PowerSchool Log Entries student page. Use the following table to enter information
in the fields:
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Field
Description
Incident Type
Choose the type of incident from the pop-up menu.
Incident Type
Category
Choose the category of the incident from the pop-up
menu.
Incident Type Detail
Choose the details of the incident type from the pop-up
menu.
Incident Date
Enter the date of the incident.
Incident Context
Choose the context of the incident from the pop-up menu.
Indicate if the incident occurred during or outside school
hours and if it occurred at a school-sponsored activity.
Incident Location
Choose the location of the incident from the pop-up menu.
Indicate if the incident occurred on campus, during an offcampus school activity, or while using school-sponsored
transportation.
Incident Location
Detail
Choose the details of the incident location from the pop-up
menu.
Offender
Choose the category of the person committing the
incident, such as a student or teacher, from the pop-up
menu.
Reporter
Choose the category of the person reporting the incident,
such as a student or teacher, from the pop-up menu.
Reporter ID
Enter the identification number of the person reporting the
incident.
Victim Type
Choose the category of the person victimized by the
incident, such as a student or teacher, from the pop-up
menu.
Felony Flag
Select Yes or No to indicate if the incident was a felony.
Likely Injury
Select Yes or No to indicate if the incident likely resulted
in an injury.
School Rules
Violation
Select Yes or No to indicate if the incident was a violation
of school rules.
Police Involved
Select Yes or No to indicate if there were police involved
in the incident.
Hearing Officer
Select Yes or No to indicate if there was a hearing officer
involved in the incident.
Gang Related
Select Yes or No to indicate if the incident was gangrelated.
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Field
Description
Hate Crime
Select Yes or No to indicate if the incident was a hate
crime.
Alcohol Related
Select Yes or No to indicate if the incident was alcoholrelated.
Drug Related
Select Yes or No to indicate if the incident was drugrelated.
Drug Type
Choose the drug type from the pop-up menu.
Weapon Related
Select Yes or No to indicate if a weapon was used during
the incident.
Weapon Type
Choose the type of weapon, such as a knife or a hand
gun, from the pop-up menu.
Weapon Type Notes
Enter any notes related to the weapon type.
Note: You can enter a maximum of 79 characters.
Money Loss Value
Enter any amount of money lost in the incident.
Action Date
Enter the date the discipline action was taken.
Action Taken
Choose from the pop-up menu the discipline action taken,
such as detention or suspension.
Action Taken Detail
Choose the details of the discipline action taken from the
pop-up menu.
Action Taken End
Date
Enter the date the discipline action ended.
Duration (Assigned)
Enter the assigned duration of the discipline action, such
as 2 for two hours of detention.
Duration (Actual)
Enter the actual duration of the discipline action.
Duration Change
Source
Use the pop-up menu to choose the reason for any
difference in the values of the Duration (Actual) from the
Duration (Assigned) fields.
Duration Notes
Enter any notes related to the duration of the discipline
action.
Note: You can enter a maximum of 79 characters.
Sequence
Enter the numerical sequence of this log entry if entering
more than one log entry for the incident.
Administrator ID
Enter the identification number of the person administering
the discipline action.
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6. Click Submit. The Changes Recorded page appears.
How to Edit a Log Entry
There are times when you must change an entry because it contains too much or not
enough information. Only those school administrators with the proper permissions can edit
a log entry.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Administration, choose Log Entries from the student pages menu. The Log
Entries page appears.
3. Click the date of the entry you want to edit. The Edit Log Entry page appears.
4. Use the following table to edit information in the fields:
Field
Description
Date & Time
Enter the current date and time using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
Author
The name of the log entry author appears.
Log Type
Choose the log type from the pop-up menu.
Subtype
Choose the log subtype from the pop-up menu.
Consequence
Choose the log consequence from the pop-up menu.
Title
Enter a title for the log entry.
Log Entry Text
Enter the log entry text.
Note: This information goes in the student's permanent
record. There is no limit to the length of the entry.
5. See How to Create a Log Entry for details of the Federal Gun Safe Schools Act
Information fields.
6. Note: Depending on your state, additional state-specific fields may appear. Modify
the fields as necessary.
7. Click Submit. The Changes Recorded page appears.
How to Delete a Log Entry
Occasionally a log entry must be deleted from the student's permanent record. Only those
school administrators with the proper permissions can delete a log entry.
1. On the start page, search for and select a student. For more information, see Search
and Select.
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2. Under Administration, choose Log Entries from the student pages menu. The Log
Entries page appears.
3. Click the date of the entry you want to delete. The Edit Log Entry page appears.
4. Click Delete.
5. Click Confirm Delete. The Selection Deleted page appears.
How to Add a Discipline Alert
Use a Discipline alert to indicate and make staff members aware of a student's discipline
information.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Administration, choose Log Entries from the student pages menu. The Log
Entries page appears.
3. Click Edit Discipline Alert. The Discipline Alert page appears.
4. Use the following table to enter information in the fields:
Field
Description
Discipline Alert Text
Enter the discipline-related information.
Alert Expires
Enter the alert expiration date, if any, using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry. If there is no expiration date, use the default entry
0/0/0.
5. Click Submit. The Discipline Alert icon appears at the top of each page for the
selected student. If the student does not have a Discipline alert, the icon does not
appear.
6. Click the Discipline Alert icon to read the alert from any page. The Discipline alert for
the selected student appears.
7. Click Close to close the Discipline Alert window.
Lunch
This menu item provides a quick view of a student's lunch status and account balance. If
your school uses PowerLunch, any entries or changes made here appear in PowerLunch and
vice versa. For additional information, see PowerLunch.
How to Edit Student Lunch Information
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Administration, choose Lunch from the student pages menu. The Lunch page
appears.
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3. Use the following table to enter information in the fields:
Field
Description
Lunch status
Choose the lunch status from the pop-up menu.
Application #
Enter or change the number of the student's application for
free or reduced price lunches.
Date Submitted
Enter or change the date the student's application was
submitted using the format mm/dd/yyyy or mm-dd-yyyy.
If you do not use this format, an alert appears. If you
submit the date with an incorrect format, the date field is
submitted as a blank entry.
Date Responded
Enter or change the date of the response to the student's
application using the format mm/dd/yyyy or mm-dd-yyyy.
If you do not use this format, an alert appears. If you
submit the date with an incorrect format, the date field is
submitted as a blank entry.
Lunch ID
Enter or change the lunch ID number.
Current balance
The current balance appears.
4. Click Submit. The Changes Recorded page appears.
Lunch Transactions
This page displays the lunch balance and payment activity for the selected student. You can
enter the student's initial deposit for meals, as well as subsequent deposits other than those
made when the student passes through the lunch line. If your school uses PowerLunch, this
page links to the information entered in that area of PowerSchool. For more information
about this option, see PowerLunch.
If the balance next to the last line item on the Lunch Transactions page does not match
what's in the Balance field, you may need to recalculate that student's lunch balance. For
more information, see How to Recalculate a Student's Lunch Balance.
When a student's lunch balance falls below a designated level, a Balance alert appears for
the student. For Balance alert setup information, see Balance Alert.
How to Enter Lunch Transactions
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Administration, choose Lunch Transactions from the student pages menu.
The Lunch Transactions page appears.
3. Click New. The Transaction Record page appears.
4. Use the following table to enter information in the fields:
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Field
Description
Transaction Date
If the transaction does not take place today, enter a
different transaction date using the format mm/dd/yyyy or
mm-dd-yyyy. If you do not use this format, an alert
appears. If you submit the date with an incorrect format,
the date field is submitted as a blank entry.
Description
Enter a description of the transaction.
Amount of Fee
Enter any amounts charged to the student.
Amount of Credit
Enter any amounts credited to the student.
Tender Type
Select the appropriate option to indicate the form of
payment:


Cash
Check
5. Click Submit. The Changes Recorded page appears.
How to View the Balance Alert
Note: The student's lunch balance may become out of sync with the running balance if
manual changes are made to student meal service records outside of PowerLunch, such as
DDA. An error is displayed in these scenarios. Click the link to force a recalculation of the
student's lunch balance.
1. On the start page, search for and select a student. For more information, see Search
and Select. A Balance Alert icon appears if the student's account balance is below the
designated level.
2. Click the Balance Alert icon. The Balance Alert page appears.
Net Access
Use this view-only option to track the number of times a parent, guardian, or student logs
in to PowerSchool. The Summary page tells how many times a family has checked on the
student's progress via the Internet and the date of each sign in. The amount of time spent
reviewing the information also appears.
How to View Net Access Information
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Administration, choose Net Access from the student pages menu. The Net
Access page appears.
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For parents who have accessed the student’s academic record, the following
information displays: Date, Time, Parent, IP and Duration.
For students who have accessed their own academic record, the following
information displays: Date, Time, Student Name, IP and Duration:
Note: If parent single sign-on security is not enabled, “Not Available” may appear.
SEOP Review
Use this function to review and track Student Education Occupation Plan (SEOP)
information. The purpose of the SEOP review is to recognize student accomplishments and
strengths. In the SEOP review, the student and his or her parents meet with school
counselors and other school personnel to develop a strategy to plan and manage the
student's education and career development.
Your school's SEOP Review page might differ from the example. The page can be modified
or updated by PowerSchool per your request. Contact your PowerSchool administrator about
making changes to the SEOP Review page.
How to View SEOP Information
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Administration, choose SEOP Review from the student pages menu. The
SEOP Review page appears.
3. Click the various links to determine what actions can be executed from this page.
4. Click your Web browser's Back button until you return to the SEOP Review page.
Activities
Use the Activities function to view and manipulate extracurricular activities on two different
levels. Add or delete an activity from an individual record. Alternatively, add or delete an
activity from the PowerSchool system that can be applied to any or all records.
How to Add Activities on a Student Record
This action adds or deletes an activity to a specific student record. It affects the selected
student only.
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Enrollment, choose Activities from the student pages menu. The Activities
page appears. Selected checkboxes indicate that the student participates in that
activity. Deselected checkboxes indicate that the student does not participate in that
activity.
3. Select the checkboxes to add activities to the student's record.
4. Click Submit. The Changes Recorded page appears.
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How to Delete Activities on a Student Record
This action adds or deletes an activity to a specific student record. It affects the selected
student only.
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Enrollment, choose Activities from the student pages menu. The Activities
page appears. Selected checkboxes indicate that the student participates in that
activity. Deselected checkboxes indicate that the student does not participate in that
activity.
3. Deselect the checkboxes to remove activities from the student’s record.
4. Click Submit. The Changes Recorded page appears.
All Enrollments
This page displays the selected student's enrollment history. It is most often used by
counselors reviewing the student's entry and exit dates to previous and current classes.
Counselors and other school administrators can view assignments for the classes listed and
any teacher comments. Data saved from PowerTeacher immediately a part of the student’s
current record and is subject to change by the teacher. At the end of the term these grades
are stored into an historical grades table at which point only certain school administrators,
such as counselors, can edit these stored records. For more information, see Work With
Student Schedules.
How to View Grades and Assignments
Use this option on the All Enrollment page to view grades and assignments for any class in
which the student has been enrolled.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Enrollment, choose All Enrollments from the student pages menu. The All
Enrollments page appears.
Note: Click the name of a column to sort by that column in ascending order. Click
again to sort in descending order. Not applicable for View and Edit columns.
3. Click View next to the class that you want to view. The Scores page displays the
assignments that make up the class and the grades the student received on each
assignment. This is the same page described in the section Term Grades.
Note: This page is view-only for all users. To edit a record, see How to Edit an
Enrollment Record.
How to Edit an Enrollment Record
View or edit course enrollment dates and teacher comments on the All Enrollments page.
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1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Enrollment, choose All Enrollments from the student pages menu. The All
Enrollments page appears.
Note: Click the name of a column to sort by that column in ascending order. Click
again to sort in descending order. Not applicable for View and Edit columns.
3. Click Edit next to the class that you want to edit. The Edit Enrollment Record page
appears.
4. Use the following table to enter information in the fields:
Field
Description
Student
The name of the selected student appears.
Course
The name of the selected course appears.
Teacher
The name of the selected teacher appears.
Expression
The name of the selected schedule expression appears.
Enroll Date
Enter the first day the student's enrollment is effective.
An entry is only valid if:


The date entered is on or after the first day of the
term, and;
Is less than the last day of the term.
When entering date, us the format mm/dd/yyyy or mm-ddyyyy. If you do not use this format, an alert appears. If you
submit the date with an incorrect format, the date field is
submitted as a blank entry.
Exit Date
Enter the first day the student's enrollment is no longer
effective.
An entry is only valid if:


The student has already been dropped from the
class, and;
The date entered is after the first day of the term
and not past the last day of the term.
Note: If the student has not already been dropped from
the class, you can use the Drop Students or Drop
Students and Reschedule functions on the Class Roster
page or you can use the Drop function on the Modify
Schedule - Enrollments page.
When entering date, use the format mm/dd/yyyy or mmdd-yyyy. If you do not use this format, an alert appears. If
you submit the date with an incorrect format, the date field
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Field
Description
is submitted as a blank entry.
[Message]
A message appears indicating that the Edit Enrollment
Record pop-up cannot be used to drop a student from the
class. To drop a student from the class, use the Drop
Students or Drop Students and Reschedule functions
on the Class Roster page or you can use the Drop function
on the Modify Schedule - Enrollments page.
[State-specific]
Enter state-specific information, as needed.
Clean up
overlapping
enrollments
If the student has overlapping enrollments in a single
section, this link appears. Click to access the Clean Up
Overlapping Section Enrollments page.
5. Click Submit. The All Enrollment Records page appears.
Student Functions
Use the Functions link to perform various important actions to an individual student record.
How to Perform Student Functions
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Enrollment. choose Functions from the student pages menu. The Functions
page appears.
3. Use the following table to perform various student function:
Field
Description
Print Reports For
This Student
Use this option to print a report. For more information, see
Run, Print, and Save Reports.
Transfer Out Of
School
Use this option to transfer students out of your school. For
more information, see Transfer Students.
Re-Enroll In School
Use this option to reenroll a student in your school after he
or she has left. For more information, see How to Reenroll
in School.
Transfer To Another
School
Use this option to transfer a student to another school after
you have transferred the student out of your school. For
more information, see Transfer Students.
Enroll In A Class At
Another School
Use this option to enroll a student in a class at another
school. For more information, see How to Enroll in a Class
at Another School.
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Field
Description
Request Records
from Transferring
District
After enrolling a new student in your school or re-enrolling
a student who has previously left your school, you can use
this option to request the student’s records from the
transferring school. For more information, see Request
Records.
Note: For more information, see Record & Transcript
Exchange Setup.
Create New School
Enrollment
Use this option to create a new school enrollment record
without transferring the student in or out of school. For
more information, see How to Create a New School
Enrollment.
On-Screen
Transaction Report
Use this option to access a view-only page of the student's
meal account activities. For additional information on
serving meals and account maintenance, see PowerLunch.
Recalculate Lunch
Balance
Use this option to recalculate a student's meal account
balance. For additional information on serving meals and
account maintenance, see PowerLunch.
Note: To avoid students' current and running balances not
matching, be sure to import last year's lunch balances into
the Current Balance field ([Student]Balance1) instead of
the running balance field ([Student]Balance2). If one
student's current and running balances do not match, use
Direct Database Access to modify the current balance to
match the running balance. Alternatively, use the
Recalculate Lunch Balances function to match all students'
current balances with their running balances. For more
information, see Direct Database Export and Special
Operations.
Enroll New Student
Living in the Same
Household
Use this option to enroll a new student by copying
information from an existing student record. For more
information, see How to Enroll a New Student Living in the
Same Household.
Special Programs
Create special programs in PowerSchool and enter students into those programs. Examples
of special programs include vocational, resource, home school, or any type of program
where students are not in mainstream classes. This function also helps schools keep track of
how many students receive state funding for participating in special programs.
To simultaneously enroll more than one student into a special program, see How to Mass
Enroll Students in a Special Program.
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How to View Special Programs
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Enrollment, choose Special Programs from the student pages menu. The
Special Programs page appears.
The chart tells you in which programs the student participates, date of the student's
entry into the program, exit date, and exit code indicating why the student left the
program. Links to the program name and entry date provide more details on these
items. If there is no program noted at the top of the page, the selected student does
not participate in a special program.
How to Add a Student to a Program
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Enrollment, choose Special Programs from the student pages menu. The
Special Programs page appears.
3. Click New. The New Special Program Enrollment page appears.
4. Use the following table to enter information in the fields:
Field
Description
Comment
Enter any notes related to the student's participation in the
special program (optional).
Entry Date
Enter the date the student entered the program using the
format mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
Exit Date
Enter the exit date (optional), which is the first day the
student was not active in the program. Use the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
Exit Reason
Enter the code that describes why the student exited the
program (optional).
Program
Choose the program from the pop-up menu.
Note: For more information about the listed programs,
click Program.
5. Click Submit. The Changes Recorded page appears.
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How to Edit a Student in a Program
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Enrollment, choose Special Programs from the student pages menu. The
Special Programs page appears.
3. Click the student's entry date for the program you want to edit. The Edit Special
Program Enrollment page appears.
4. Edit the information as needed. For field description, see How to Add a Student to a
Program.
5. Click Submit. The Changes Recorded page appears.
How to Delete a Student From a Program
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Enrollment, choose Special Programs from the student pages menu. The
Special Programs page appears.
3. Click the student's entry date for the program you want to delete. The Edit Special
Program Enrollment page appears.
4. Click Delete to delete the student from the program. The Changes Recorded page
appears.
How to Mass Enroll Students in a Special Program
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose Mass Enroll Special Program from the Select a function for this group
of students pop-up menu. The Mass Enroll Special Program page appears.
Note: Alternatively, if you have a current selection of students, you can access this
page by choosing Special Functions > Groups Functions.
3. Use the following table to enter information in the fields:
Field
Description
Program
Choose the special program into which you want to enroll
the selected students from the pop-up menu.
Entry Date
Enter the date the students entered the program using the
format mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
Exit Date
Enter the exit date (optional), which is the first day the
student was not active in the program. Use the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
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Field
Description
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
Exit Code
Enter the code that describes why the students exited the
program (optional).
Comment
Enter any comments related to the student's participation
in the special program. The comment appears on the
Special Programs student page for each student.
4. Click Submit. The Alert page displays the message "Mass enroll successful."
Transfer Information
This page displays the student's history of transfers into and out of your school. Use the
Transfer Info function for viewing or editing information that was previously entered through
the Functions page. Do not use this page to transfer a student. For instructions on
transferring students, see Transfer Students.
You can add, edit, or delete entry codes and exit codes from the student pages menu. For
more information about an alternative method for adding, editing, or deleting these codes,
see Entry Codes and Exit Codes. You can also edit the options in the District of Residence
pop-up menu. For more information, see Districts of Residence.
How to View Transfer Information
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Enrollment, choose Transfer Info from the student pages menu. The
Transfer Information page appears.
The resulting page displays the student's current enrollment information at the top.
The student's previous enrollment information appears next. The columns show the
date the student entered a school, an exit date if the student left, the student's
grade level when the transfer occurred, any entry or exit comments made by the
administrator who completed the transfer, and the school from which the student
exited. If a blank chart appears on the page, the selected student has not
transferred into or out of your school.
How to Edit Enrollment Information
Perform this action to change the enrollment record of an individual student.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Enrollment, choose Transfer Info from the student pages menu. The
Transfer Information page appears.
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3. Click the entry date of the record you want to edit. The Edit Current Enrollment or
Edit Previous Enrollment page appears.
4. Use the following table to enter information in the fields:
Note: Fields vary slightly from the Edit Current Enrollment to the Edit Previous
Enrollment page.
Field
Description
Entry Date
Enter the date the student was enrolled using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
Entry Code
Choose a reason for the transfer from the pop-up menu.
Entry Comment
Enter any comments related to the entry transfer.
Exit Date
Enter the exit date, which is the first day the student's
enrollment is not active or the day after the student
transferred out. Use the format mm/dd/yyyy or mm-ddyyyy. If you do not use this format, an alert appears. If
you submit the date with an incorrect format, the date
field is submitted as a blank entry.
Exit Code
Choose a reason for the transfer from the pop-up menu.
Exit Comment
Enter any comments related to the exit transfer.
Full-Time
Equivalency
FTE is a grouping that associates a student's school
enrollment with a set of attendance conversion values.
When ADA runs, for a student, it runs for each school
enrollment during the report dates. When processing each
school enrollment, it uses the student's FTE to locate the
set of attendance conversions to use when looking up the
attendance value for the day. For more information, see
Full-Time Equivalencies.
Choose the student's FTE from the pop-up menu for this
school enrollment.
Grade Level
Choose the student's grade level at the time of the transfer
from the pop-up menu.
Track
Choose the student's track from the pop-up menu. For
more information, see Calendar Setup.
District of
Residence
Choose the district in which the student lives from the popup menu. For more information, see Districts of Residence.
5. Click Submit. The Changes Recorded page appears.
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Note: When you edit an enrollment record, the enrollment is validated before
saving. An alert appears if there are any problems, such as blank field values.
How to Add a Transfer Code
Create a new entry or exit code on the PowerSchool system. Anyone who manages student
transfers can apply this code to any student.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Enrollment, choose Transfer Info from the student pages menu. The
Transfer Information page appears.
3. Click the entry date of any record. The Edit Current Enrollment or Edit Previous
Enrollment page appears.
4. Click Entry Code or Exit Code, depending on your needs. The Entry Codes or Exit
Codes page appears.
5. Click New. The Edit Entry Codes or Edit Exit Codes page appears.
6. Use the following table to enter information in the fields:
Field
Description
Code
Enter the code.
Meaning
Enter a description of the code.
Sort Order
Enter the sort order of the exit code as it appears in popup menu on the student pages.
7. Click Submit. The Entry Codes or Exit Codes page displays the new code and its
meaning. Any authorized user can apply the new code to any student transferring
into or out of your school.
How to Edit a Transfer Code
Any changes you make to a code will affect everyone who manages transfers. You may
want to discuss changes with other users before making them.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Enrollment, choose Transfer Info from the student pages menu. The
Transfer Information page appears.
3. Click the entry date of any record. The Edit Current Enrollment or Edit Previous
Enrollment page appears.
4. Click Entry Code or Exit Code, depending on your needs. The Entry Codes or Exit
Codes page appears.
5. Click the code or the meaning of the code you want to edit. The Edit Entry Codes or
Edit Exit Codes page appears.
6. Edit the information as needed. For field descriptions, see How to Add a Transfer
Code.
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7. Click Submit. The Entry Codes or Exit Codes page displays the edited code and its
meaning. Any authorized user can apply the edited code to any student transferring
into or out of your school.
How to Delete a Transfer Code
Any changes you make to a code affects everyone who manages transfers. You may want to
discuss changes with other users before making them. For information about deleting
transfer information for previous student enrollments, see Delete Enrollment Records.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Enrollment, choose Transfer Info from the student pages menu. The
Transfer Information page appears.
3. Click the entry date of any record. The Edit Current Enrollment or Edit Previous
Enrollment page appears.
4. Click Entry Code or Exit Code, depending on your needs. The Entry Codes or Exit
Codes page appears.
5. Click the code or the meaning of the code you want to delete. The Edit Entry Codes
or Edit Exit Codes page appears.
6. Click Delete.
7. Click Confirm Delete. The Selection Delete page appears.
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Student Scheduling
Requests View
For more information about this option, see Course Requests View.
Requests Modify
For more information about this option, see Course Requests Modify.
Requests + Schedule
For more information about this option, see Course Requests and Schedule.
Schedule
For more information about this option, see Work With Student Schedules.
Student Schedule
There are three ways to display a student's schedule. The Bell Schedule View displays the
student's schedule for the current week. The List View displays the student's schedule for
the selected term in a list format. The Matrix View displays the student's schedule for the
selected term in a graphical format.
How to View a Student's Bell Schedule
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Scheduling, choose Bell Schedule View from the student pages menu. The
Bell Schedule View page displays the student's schedule for the current week, using
unique colors to distinguish each course.
How to View a Student's Schedule (List View)
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Scheduling, choose List View from the student pages menu. The Schedule
List View page displays the student's schedule for the currently selected term.
The following information appears for each line item: schedule expression, term,
course number, section number, course name, teacher, room number, enrollment
date, and exit date.
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3. To change terms, click the term link. The Change Term page appears. Use this page
to select a different term in which to view the student's schedule.
4. To view the student's schedule by each term within the selected term, click Entire
Year Schedule. The Entire Year Schedule page displays the student's schedule for
the entire year by terms, such as quarter and semester.
How to Display a Student's Schedule (Matrix View)
The schedule matrix graphically represents a student's schedule for all days, periods, and
terms in the selected year for the current school.
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Scheduling, choose Matrix View from the student pages menu. The Schedule
Matrix View page appears.
The schedule matrix view displays the student's schedule for each period and day in
each term. Identical colors on the schedule indicate the same course. A blank block
means that nothing is scheduled for that block in that term. Each block can include
the following information, depending on the matrix display preferences: course
name, course number, section number, teacher name, room number, expression
(the combination of periods and days), and year term.
For more information about the student schedule matrix preferences, see
Miscellaneous System Administration.
Course Requests and Schedule
In PowerSchool, you create and maintain a primary class schedule for each student in your
school. Throughout the year, you might need to make schedule changes for existing
students, or create new schedules for students who enroll at your school during the year.
There are two ways to maintain student schedules: manual scheduling and auto-scheduling.
Manual scheduling is section-specific and allows you to pick specific sections in which to
enroll the student, overriding the system-defined schedule if one exists. Auto scheduling is
course-specific. You enter a student's request for specific courses. The system then
automatically schedules the student for the sections that best fits his or her schedule.
Note: Maintaining student schedules can be done in conjunction with Scheduler or
independently.
How to Access the Modify Schedule - Enrollments Page
Use this page to modify the student's schedule. The page is divided into two functional
areas: Enrollments and Requests. By default, the Enrollments tab is selected. The Modify
Schedule - Enrollments page displays the student's section enrollments for the current year
and school, as well as current course requests.
1. On the start page, search for and select a student. For more information, see Search
and Select.
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2. Under Scheduling, choose Modify Schedule from the student pages menu. The
Modify Schedule - Enrollments page appears. The following information is either
captured as part of the PowerScheduler commit process or can be manually defined:
Field
Description
Enrollments
By default, the Enrollments tab is selected, which displays
the student's section enrollments for the current year and
school, as well as current course requests.
Requests
The second tab on the Modify Schedule page is Requests.
The Modify Schedule - Requests page supports editing and
entering course requests for the student. It is these
requests that the scheduling engine uses to determine the
students schedule. For detailed information, see How to
Access the Modify Schedule - Requests Page.
View Entire Year
Schedule
Click to view the student's schedule by each term within
the selected term.
Edit Auto Schedule
Parameters
Click to display the Automated Scheduling Setup page to
modify default parameter settings for this scheduling
session.
Functions
Click the arrow to expand this section. Click the arrow
again to collapse this section.
When creating a new section enrollment, enter the date
that any enrollment becomes effective in the Effective
Enrollment Date field. The field defaults to tomorrow's
date, unless:


It is before the section's start date, in which case
the start date defaults to the start date of the
section, according to the term and schedule day on
the school calendar.
It is after the section's start date but during an offcycle day, in which case the start date defaults to
the next valid schedule day for the section.
Use Search Available Classes to enroll the student into a
course:



Course Number - Use as a filter to search for
available sections.
Period - Use as filter to search for available
sections.
Find - Click to search for available classes.
Use Quick Enroll to enroll the student into a section:

Student Scheduling
Course.Section - Use to search for a section and
enroll the student immediately into the section.
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Field
Description

Enrollments
Enroll - Click to initiate search/enroll.
The following information appears for each line item:









Exp - The period and day combination of the
course.
Trm - The term in which the course is being taught.
Crs-Sec - The course and section number used to
identify the course.
Course Name - The name of the course.
Note - Prerequisites pertaining to the course, if any.
For more information, see Course Prerequisites.
Teacher - The name of the teacher teaching the
course.
Room - The room number in which the course is
taught.
Enroll - The first day the student's enrollment is
active.
Leave - The first day the student's enrollment is not
active.
Use the following information to lock or drop the student's
section enrollments:
Note: If the Effective Enrollment Date is set to a date that
is after the Leave date for an enrollment, then that
enrollment is locked and cannot be adjusted. If the course
is in the future or in progress, then you can lock/unlock as
needed.





Student Scheduling
Lock - Click the Lock icon (appears unlocked and
blue) next to each section enrollment that should
not be changed by the scheduling engine, if any. For
instance, if you want the student to remain in
Algebra for period 1 on MWF, select the Lock icon
for that section enrollment.
Unlock - Click the Lock icon (appears locked and
yellow) next to each section enrollment that should
be changed by the scheduling engine, if any.
Toggle Locks - Click to lock or unlock all section
enrollments.
Drop - Delete enrollments individually and
immediately by selecting the checkbox next to the
section enrollment you want to delete and clicking
Drop Selected. The Drop Classes page appears.
Verify the information you want to delete. Enter an
exit date and click Drop Classes. The exit date is
the first day the student's enrollment is not active.
Use the format mm/dd/yyyy or mm-dd-yyyy.
Drop All - Click to immediately drop all the current
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Field
Description


Course Requests
section enrollments for the student. The Drop
Classes page appears. Verify the information you
want to delete. Enter an exit date and click Drop
Classes. The exit date is the first day the student's
enrollment is not active. Use the format
mm/dd/yyyy or mm-dd-yyyy.
Automated Schedule - Use to initiate the
automated scheduling process that uses the
scheduling engine to produce the student's
schedule.
Manually Schedule Student - Use to manually
schedule the student into available courses by
period.
Use to view the student's current course requests. For
detailed information, see How to Access the Modify
Schedule - Requests Page.
How to View Entire Year Schedule
Use the Entire Year Schedule link to view the student's schedule by each term within the
selected term.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Scheduling, choose Modify Schedule from the student pages menu. The
Modify Schedule - Enrollments page appears.
3. Click View Entire Year Schedule. The Entire Year Schedule page displays the
student's schedule for the entire year by terms, such as quarter and semester.
How to Edit Auto Schedule Parameters
Use Edit Auto Schedule Parameters to modify default parameter settings for this scheduling
session. The defaults for these values are defined via Start Page > School Setup >
Scheduling Preferences. It is often useful to be able to override the default values just for
the current scheduling attempt.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Scheduling, choose Modify Schedule from the student pages menu. The
Modify Schedule - Enrollments page appears.
3. Click Edit Auto Schedule Parameters. The Edit Auto Schedule Parameters page
appears.
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4. Use the following table to edit the information in the fields:
5.
Field
Description
Use buildings
Select the checkbox if this scenario uses buildings.
Use houses
Select the checkbox if this scenario uses houses.
Close sections at
maximum
Select the checkbox to ensure that courses close at their
maximum enrollment numbers.
Use global course
substitutes
Select the checkbox to ensure that the system
automatically inserts any global course substitutes after
student course substitutes have been tried and rejected.
Use student course
substitutes
Select the checkbox to ensure that the system
automatically inserts student course substitutes in the
order chosen, if needed.
Percent of schedule
combinations to
evaluate for each
student
The default value of this field is 10. Change this value only
if you encounter problems with the amount of time the
system is using to build the master schedule. For example,
if you enter 25, the system evaluates one-quarter of the
possible schedule combinations for each student. If you
enter 75, the system evaluates three-quarters of the
possible schedule combinations for each student.
Minimum number of
schedule
combinations to
evaluate before
skipping
The default value of this field is 10,000. Change this value
only if you encounter problems with the amount of time the
system is using to build the master schedule. Entering a
high number forces the system to sample a minimum
number of student schedule course possibilities.
Click Submit. The Changes Recorded page appears.
How to Modify a Student's Schedule Using Automated Walk-In
With Automated Walk-In Scheduling, you no longer need to manually create schedules for
students who have enrolled in school after the initial scheduling process has been
completed. Instead, you can leverage the existing scheduling engine, which determines the
most optimal schedule for the student automatically.
In a typical scenario for a school during the first week of a new school year, many students
either do not have a schedule or need to revise their previously-created schedule. These
students are sent to a counselor who often has many other students waiting to work on
their schedule. It can be very frustrating for the counselor to have to manually find open
sections in the master course schedule and try to create a schedule that works best for the
student.
With Automated Walk-In Scheduling, PowerSchool automatically determines the most
optimal schedule for the student while considering the many rules and constraints
concerning the student and schedule, such as load constraints, course relationships,
enrollment constraints, and section types. Additionally, you can select to schedule by team,
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house, or building. All this can be done while locking existing section enrollments to
preserve those records yet schedule additional requests. Counselors then choose to accept
or reject the schedule returned by the engine before it is made permanent.
The following functional flow describes the basic course of events to perform to successfully
create a new schedule for an individual student or modify an existing schedule for an
individual student within PowerSchool.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Scheduling, choose Modify Schedule from the student pages menu. The
Modify Schedule - Enrollments page appears.
3. Enter the date the enrollment becomes effective. The default is set to today's date.
Note: If any attendance records for the student exist before the new entry date or
after the new exit date, an error message will appear. To modify attendance, see
Meeting/Interval Attendance.
4. Before continuing, you can lock or drop student's section enrollments. For detailed
information, see Enrollments in the How to Access the Modify Schedule Enrollments Page field description table.
5. Click Requests. The Modify Schedule - Requests page appears.
6. Click New. The Create Course Request [student name] page appears.
7. Click Associate to select the name of the course. The Associate Course page
appears. Press and hold COMMAND (Mac) or CONTROL (Windows) to make multiple
selections. When done selecting courses, click Okay.
8. Click Submit. The Modify Schedule - Requests page appears, which now reflects the
new requests.
9. Modify the requests by identifying which ones are alternate requests and assigning
priorities or associating one alternate course for the primary requests.
10. Click Submit. The Modify Schedule - Requests page refreshes.
11. Click Enrollments. The Modify Schedule - Enrollments page appears.
12. Click Automated Schedule. The information is exported to the scheduling engine.
The scheduling engine creates the most optimal schedule for the student based on
the students course requests, load constraints, course relationships and applicable
scheduling parameters. The results are then imported from the scheduling engine.
Once the engine determines a schedule for the student, the Automated Schedule
Results page appears. The page displays any error messages, enrollments, and
course requests. At this point, the results have not become the permanent schedule
for the student. The results can only be accepted or rejected in whole.
Note: You can always modify the schedule by dropping and adding enrollments via
the Modify Schedule page.
13. Do one of the following:


If the results are unacceptable, click Discard to clear the results. The Modify
Schedule - Enrollments page displays the original schedule.
If the results are acceptable, click Accept. The Modify Schedule - Enrollments
page displays the new schedule.
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How to Manually Modify a Student's Schedule
The schedule list view displays the student's schedule for the currently-selected term. Use
this page to manually schedule students after viewing available courses by period.
Additionally, you can add or drop sections from a student's schedule using the Enroll and
Drop pop-up menus. For more information about these topics, see Add Sections and Drop
Sections.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Scheduling, choose Modify Schedule from the student pages menu. The
Modify Schedule - Enrollments page appears.
3. Click Manually Schedule Student. The Manually Schedule Student page appears.
4. Use the following table to edit the information in the fields:
Field
Description
Enroll Date
Enter the date to indicate when the student enrolled in the
selected courses.
Note: If any attendance records for the student exist
before the new entry date or after the new exit date, an
error message will appear. To modify attendance, see
Meeting/Interval Attendance.
Number
The course number appears.
Course Name
The course name appears.
Term
The term in which the course occurs appears.
Day
The day(s) on which the course occurs appears.
Note: A day (or "cycle") is the number of repeating days
that make up a schedule.
Period
Select the checkboxes next to the course, term, and
expression in which you want to enroll the student.
Deselect the checkboxes next to the course, term, and
expression from which you want to drop the student.
To view the Course Number, Teacher Name, and
Enrollment Count, hover over the checkbox.
Note: The student's currently scheduled classes appear in
gray, available classes in green, and full classes in red. If
an expression is gray and has a selected checkbox, the
student is in the class. An asterisk (*) notation means that
the class is full, regardless of color.
Enter a password for
maximum
enrollments override
5.
If enrolling the student in a full class, enter the password
to override the maximum enrollment in the field at the
bottom of the page.
Do one of the following:
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


Click Submit to submit your changes. The Manually Schedule Student
page appears.
Click Continue. The Modify Schedule - Enrollments page appears.
Click Reset to refresh the page to display the last saved selections.
How to Access the Modify Schedule - Requests Page
The Modify Schedule - Requests page supports editing and entering course requests for the
student. Requests are what the engine uses to determine the student's schedule. The
student will not be scheduled for any course that is not requested. The exception to this are
locked enrollments, which will be kept even if a request does not exist for the course.
Although you can still enter requests through the Requests Modify Current and Requests
Modify Future pages, this page offers more flexibility and functions. Existing requests
entered by any other method appear on this page.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Scheduling, choose Modify Schedule from the student pages menu. The
Modify Schedule - Enrollments page appears.
3. Click Requests. The Modify Schedule - Requests page appears. The following
information is either captured as part of the PowerScheduler commit process or can
be manually defined:
Field
Description
New
Click to create a new course request.
Number
The number of the requested course appears.
Course Name
The name of the requested course appears.
Alt
Select the checkbox to indicate that this is an alternate
course request.
Code
Enter any single letter to relate alternate requests to a
primary request. Alternate requests that are assigned this
code are used to substitute for any primary requests that
are assigned the same code.
Alt Priority
If you selected the Alternate checkbox, enter a priority
number so the system will know which alternate to load
first when a student does not receive the elective.
Section Type
Choose the course's section type, if applicable, from the
pop-up menu. For example, a student may request a
bilingual section of a course.
Alternate 1
Click Associate to select the name of the first alternate for
this course.
Delete
To delete:
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Field
Description


An existing course request, click YES under the
Delete column next to the appropriate course
request.
All existing course requests, click ALL at the bottom
of the Delete column.
How to Create a New Course Request
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Scheduling, choose Modify Schedule from the student pages menu. The
Modify Schedule - Enrollments page appears.
3. Click Requests. The Modify Schedule - Requests page appears.
4. Click New to create a new course request. The Edit Course Request [student name]
page appears.
5. Click Associate to select the name of the course. Press and hold COMMAND (Mac) or
CONTROL (Windows) to make multiple selections.
6. Click Submit. The Modify Schedule - Requests page appears.
7. Enter information as needed.
8. Click Submit.
How to Edit a Course Request
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Scheduling, choose Modify Schedule from the student pages menu. The
Modify Schedule - Enrollments page appears.
3. Click Requests. The Modify Schedule - Requests page appears.
4. Edit the information as needed.
5. Click Submit.
How to Delete a Course Request
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Scheduling, choose Modify Schedule from the student pages menu. The
Modify Schedule - Enrollments page appears.
3. Click Requests. The Modify Schedule - Requests page appears.
4. To delete:


An existing course request, click YES under the Delete column next to the
appropriate course request.
All existing course requests, click ALL at the bottom of the Delete column.
5. Click Submit.
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Modify Course Requests
At some schools, administrative staff or guidance counselors enter student course requests
directly in PowerSchool for their students. Perhaps all of the ninth graders at your school
have made their requests on paper. All initial student course requests and those entering
student course requests on behalf of students should enter the student course requests in
PowerSchool, not in the scheduling area. Use the scheduling area to change or delete
student course requests after the initial requests are made in PowerSchool.
Note: If you use need to edit a request after it has been submitted, do so in the scheduling
area. For more information, see Student Course Requests.
Because course requests can be made for the current year or for other scheduling years,
you must set the schedule year for student requests made in PowerScheduler, on the
PowerSchool Parent Portal, or on the Requests [Scheduling Year] page in PowerSchool. For
more information, see How to Set the Schedule Year.
How to Modify Current Course Requests
This function lets students select the courses for the upcoming term within the current
school year for which they want to register.
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Scheduling, choose Request Management from the student pages menu.
The Request Management page appears.
3. Click Modify Current Requests. The Requests [Scheduling Year] page appears.
4. Choose courses from the pop-up menu.
5. Click Submit. The Changes Recorded page appears. View the results of these
choices on the Requests View page. For more information, see View Course
Requests.
How to Modify Future Course Requests
Students can select the courses for the next scheduling year for which they want to register.
Note: The scheduling year is defined in PowerScheduler. For more information, see How to
Set the Schedule Year.
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Scheduling, choose Request Management from the student pages menu.
The Request Management page appears.
3. Click Modify Future Requests. The Requests [Scheduling Year] page appears.
4. Choose courses from the pop-up menu.
5. Click Submit. The Changes Recorded page appears. View the results of these
choices on the Requests View page. For more information, see View Course
Requests.
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View Course Requests
This page displays the courses a student has requested for the upcoming term within the
current school year. Some of these requests may have been fulfilled while others may not
have.
Note: This page is view-only for all users.
How to View Current Course Requests
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Scheduling, choose Request Management from the student pages menu.
The Request Management page appears.
3. Click View Current Requests. The View Requests for [Scheduling Year] page
appears.
4. Use the following table to review this page:
Field
Description
Crs Num
The number used to identify the course.
Course
The name of the course.
Type
Indicates whether course is required or elective.
Cr Hrs
The number of credit hours earned by taking this course.
Requirements
Indicates any course requirements.
Total Credit Hours
Requested
The total number of credit hours earned by taking all
requested courses.
How to View Future Course Requests
This page displays what courses a student has requested for the next scheduling year,
which is defined in PowerScheduler.
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Scheduling, choose Request Management from the student pages menu.
The Request Management page appears.
3. Click View Future Requests. The View Requests for [Scheduling Year] page
appears.
4. Review the page as needed. For field descriptions, see How to View Current Course
Requests.
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Scheduling Setup
Set student scheduling preferences before creating student course request pages or
entering student course requests. By setting these parameters before students submit
requests, requests will be created with the appropriate future school and schedule year
identifiers. Set student scheduling preferences for an individual student or for a group of
students in PowerSchool.
You can also set student scheduling preferences in PowerScheduler; for more information,
see How to Auto Fill Student Information.
How to Set Scheduling Preferences for an Individual Student
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Scheduling, choose Scheduling Setup from the student pages menu. The
Edit Scheduling Preferences page appears.
3. Use the following table to enter information in the fields:
Field
Description
Next Year Grade
Enter the grade level that the student will be entering next
school year. If the student is to be retained, enter the
student's current grade level.
Priority
Enter a number for the Load Priority for this student.
Typically, students in upper grade levels will be assigned a
higher priority, such as 10, to assure that they are
scheduled first for courses that they require for graduation.
Values range from 1 to 99 and are usually separated by
increments of 10, such as 10, 20, 30, and so on.
Schedule This
Student
Select the checkbox so that PowerScheduler will schedule
the student.
Year of Graduation
Enter the year that the student is expected to graduate
from the currently selected school.
Summer School
Indicator
If applicable, select from the pop-up menu the summer
school the student will attend.
Note for Summer
School Admin
If the student is to attend summer school, you can enter a
note for the summer school administrator, such as Needs
to retake Biology. This note is viewed only on the
Student Scheduling Setup page.
Note: Because the End-of-Year process clears this field,
summer school notes will not carry over from year to year.
Next School
Indicator
Student Scheduling
Select the school that the student will enter next year. This
ensures that the requests pages used by administrators,
students, and parents display the correct course
information and that the students are scheduled at the
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Field
Description
correct school.
Note: If setting this preference for inactive students, those
students appear in PowerScheduler along with the active
students. Set this field to "blank" for transferred students.
Next Year
Campus/Building
(optional)
To select the campus or building that the student will go to
next year, click Associate. Select a campus or building
and click Submit.
Next Year House
(optional)
To select the house that the student will belong to next
year, click Associate. Select a house and click Submit.
Next Year Team
(optional)
Choose the team that the student will belong to next year
from the pop-up menu.
4. Click Submit. The Changes Recorded page appears.
How to Set Scheduling Preferences for a Group of Students
Enter information in the required fields to set scheduling preferences for a group of
students.
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose Next School Indicator from the Select a function for this group of
students pop-up menu. The Next School Indicator page appears.
Note: Alternatively, if you have a current selection of students, you can access this
page by choosing Special Functions > Groups Functions.
3. Choose the name of the school the selected students will attend during the next
school year from the pop-up menu.
4. Click Submit. The Changes Recorded page appears.
5. Click the PowerSchool logo to return to the start page.
6. Under Browse Students, click Current Selection to select the same group of
students.
7. Choose Student Field Value from the pop-up menu. The Student Field Value page
appears.
8. Enter Sched_NextYearGrade in the Field to Change field.
9. Enter the appropriate next year grade level in the New Field Value field.
10. Deselect the Clear Field Value and Do not overwrite existing data checkboxes.
11. Click Submit. The Field Value page appears.
12. Click Submit. The Alert: Completed page appears.
13. Click the PowerSchool logo to return to the start page.
14. Under Browse Students, click Current Selection to select the same group of
students.
15. Choose Student Field Value from the pop-up menu. The Student Field Value page
appears.
16. Enter Sched_Scheduled in the Field to Change field.
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17. Enter True in the New Field Value field.
18. Deselect the Clear Field Value and Do not overwrite existing data checkboxes.
19. Click Submit. The Field Value page appears.
20. Click Submit. The Alert: Completed page appears.
Add Section Enrollments
Manual scheduling is section-specific and allows you to add one or more specific sections in
which to enroll the student, overriding the system-defined schedule if one exists.
Use the Search Available Courses or Quick Enroll functions on the Modify Schedule Enrollments page to enroll students in a course section.
How to Add a Section Enrollment to a Student Schedule Using Quick
Enroll
If you know the course number and the specific section of the course you want to enroll the
student, you can use the Quick Enroll function to enroll the student immediately into the
section.
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Scheduling, choose Modify Schedule from the student pages menu. The
Modify Schedule - Enrollments page appears.
3. Enter the course and section number in the Course.Section field.
4. Click Enroll. The Modify Schedule - Enrollments page refreshes and displays the new
enrollment.
How to Add a Section to a Student Schedule Using Search Available
Courses
To search for available courses per period, use the Search Available Course function. You
can enter the number of the course in the Course Number field or leave it blank to search all
courses. Then, choose the period from the Period pop-up menu to search for sections that
are available at that time. Choose All to search for all available sections in all periods.
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Scheduling, choose Modify Schedule from the student pages menu. The
Modify Schedule - Enrollments page appears.
Note: To narrow list of results, use the Filter By function. For detailed information,
see How to Filter Manual Schedule Options.
3. Do one of the following:


Choose the period in which you want to enroll the student from the Period
pop-up menu.
Choose All to search for all available sections in all periods.
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4. Click Find. The Available Courses page appears displaying a list of courses taught
during that period.
Note: For information about the filter options, see How to Filter Manual Schedule
Options.
The page displays the following information:
Field
Description
Crs.Sec
The course and section number used to identify the course.
Course Name
The name of the course.
Note
Prerequisites pertaining to the course, if any. For more
information, see Course Prerequisites.
Expression
The period and day combination of the course.
Term
The term in which the course is being taught.
Teacher
The name of the teacher teaching the course.
Grade
The grade level for which the course is being taught.
Credit Type
The credit type, such as Math.
Cr Hours
The number of credit hours earned by taking this course.
Enrollment
The number of students currently enrolled in this course
during the selected period, followed by the maximum
enrollment figure.
5. Enter the first day the student's enrollment is effective in the Enroll date field using
the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert
appears. If you submit the date with an incorrect format, the date field is submitted
as a blank entry.
6. Click a course name to add that course to the student's schedule during the selected
period. The Modify Schedule - Enrollments page appears.
If your system is configured to notify you that the section enrollment is at or above
capacity, the Section is Full page appears if the section is at or above capacity. You
must enter a password to override the capacity.
How to Filter Manual Schedule Options
Filter the courses that appear on the Available Courses page when manually scheduling
students. Filtering focuses your search for an available class according to a number of
criteria, such as teacher, credits, and current class size.
1. On the start page, search for and select a student. For more information, see
Student Search.
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2. Under Scheduling, choose Modify Schedule from the student pages menu. The
Modify Schedule - Enrollments page appears.
3. Do one of the following:


Choose the period in which you want to enroll the student from the Period
pop-up menu.
Choose All to search for all available sections in all periods.
4. Click Find. The Available Courses page appears displaying a list of courses taught
during that period.
5. Select one of the following to filter information on the Available Courses page.
Field
Description
Period
Choose the period from the pop-up menu.
Term
Choose the term from the pop-up menu.
Teacher
Choose the teacher from the pop-up menu.
Day
Choose the day from the pop-up menu.
Grade
Choose the grade level from the pop-up menu.
Credit Type
Choose the credit type from the pop-up menu, such as
Math.
Course
To jump to a particular course, enter the course number
and press RETURN (Mac) or ENTER (Windows).
Show only classes
with available seats
Select the checkbox to display only classes that have not
reached the maximum enrollment.
6. Repeat Step 4 to further filter the selections.
Drop Section Enrollments
Manual scheduling is section-specific and allows you to drop one or more section
enrollments from a student's schedule, overriding the system-defined schedule if one exists.
Because dropping a section enrollment from a student's schedule has serious ramifications,
use caution when performing this procedure.
How to Drop a Section Enrollment From a Student Schedule
Drop section enrollments individually and immediately by selecting the appropriate Drop
checkbox next to the section enrollment you want to delete. To efficiently drop more than
one section enrollment from a student's schedule, see How to Drop Section Enrollments
From a Student Schedule.
1. On the start page, search for and select a student. For more information, see Search
and Select.
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2. Under Scheduling, choose Modify Schedule from the student pages menu. The
Modify Schedule - Enrollments page appears.
3. Select the checkbox next to the section enrollment you want to delete.
4. Click Drop. The Drop Classes page appears.
5. Verify the information you want to delete.
6. Use the following table to enter information in the fields:
Field
Description
Student
The selected student appears.
Period
The selected period appears.
Term
The selected term appears.
Crs-Sec
The selected course and section abbreviations appear.
Course
The selected course title appears.
Exit Date
Enter the exit date, which is the first day the student's
enrollment is not active or the day after the student's last
day in class. Use the format mm/dd/yyyy or mm-dd-yyyy.
If you do not use this format, an alert appears. If you
submit the date with an incorrect format, the date field is
submitted as a blank entry.
7. Click Drop Classes to drop the section enrollment. PowerSchool drops the student
from the selected section, and the schedule appears without the deleted section
enrollment.
Note: If any attendance has been recorded for the enrollment past the dates
entered in the Exit Date field, an error message appears. Because you cannot drop
enrollments with attendance records past the exit date for the enrollment, you must
correct the attendance records before dropping the enrollment.
How to Drop All Sections From a Student Schedule
Use this procedure to drop all section enrollments from a student's schedule.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Scheduling, choose Modify Schedule from the student pages menu. The
Modify Schedule - Enrollments page appears.
3. Click All in the Drop column. The Drop Classes page appears.
4. Enter in the Exit Date field the first day the student is not in class using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you
submit the date with an incorrect format, the date field is submitted as a blank
entry.
5. Click Drop Classes to drop the section enrollment. PowerSchool drops the student
from all sections, and the schedule appears without the deleted section enrollments.
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Note: If any attendance has been recorded for the enrollment past the dates
entered in the Exit Date field, an error message appears. Because you cannot drop
enrollments with attendance records past the exit date for the enrollment, you must
correct the attendance records before dropping the enrollment.
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Students User Guide
Work with the Class Roster
The class roster is the central point from which you can view and manage the students
enrolled in a specific class. Using the class roster, you can:





View the class roster
Mass drop students
Mass drop and reschedule students
Mass enroll students into this class
Mass enroll students into a different class
Note: Dropping and enrolling may be performed for multiple students, as well as for a
single student.
Navigate to and View the Class Roster Page
The Class Roster page is accessible from a number of areas within PowerSchool.
How to View the Class Roster From the Master Schedule Page
Note: The Master Schedule page must be set to View By Matrix in order to access the Class
Roster page. For more information, see How to Set Master Schedule Preferences.
1. On the start page, choose Master Schedule from the main menu. The Master
Schedule page appears.
2. Click the [Enrollment] link to display the section's class roster. The Class Roster page
appears.
Note: The [Enrollment] link appears to the right of the [Course.Section] link.
3. Note the [Teacher] and Course.Section displays.
How to View the Class Roster From the Sections Page
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Scheduling, click Sections. The Sections page appears.
3. Choose the course name from the courses menu. The course information page
appears.
4. Click Enrollment to display the section's class roster. The Class Roster page
appears.
5. Note the [Teacher] and Course.Section displays.
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How to View the Class Roster From the Staff Page
1. On the start page, search for and select a staff member. For more information, see
Staff Search.
2. On the Staff page, click Current Schedule from the staff pages menu. The selected
teacher's schedule appears.
3. Click Enrollment to display the section's class roster. The Class Roster page
appears.
4. Note the [Teacher] and Course.Section displays.
How to View the Class Roster From the Teacher Schedules Page
1. On the start page, choose Teacher Schedules from the main menu. The Teacher
Schedules page appears.
2. Click the name of the staff member. The selected teacher's schedule appears.
3. Click Enrollment to display the section's class roster. The Class Roster page
appears.
4. Note the [Teacher] and Course.Section displays.
How to View the Class Roster
On the Class Roster page, you can do the following:
Field
Description
[Student]
By default, the Class Roster page displays only the names of the
students in the class. Click a student's name to view student
pages for that selected student.
Detailed View On
To view additional information for each student, click the
Detailed View switch to On. The page refreshes and displays
each student's:






Filter Results By
Name
Gender
Grade Level
The date the student Entered the class
The date the student Exited the class
The enrollment Status for each student - Click to edit the
student's enrollment record. For more information, see
How to Edit an Enrollment Record.
The filter function appears when the Detailed View switch is set
to On.
Use the filter function to narrow the list of students by one or
more of the following:


Work with the Class Roster
Active - Select the checkbox to view active students. By
default, this checkbox is selected.
Dropped - Select the checkbox to view dropped students.
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Field
Description



Pre-Registered - Select the checkbox to view preregistered students.
Gender - Choose the gender from the pop-up menu to
view All, Female, or Male students.
Grade Level - Choose the grade level from the pop-up
menu.
Click the arrow to collapse this section. Click the arrow again to
expand this section.
Detailed View Off
Click the Detailed View switch to Off to only view students'
names.
Note: When viewing the Class Roster in "simple" mode, only
students who are active appear. If a student's enrollment dates
were modified, the student may no longer appear.
How to Edit an Enrollment Record
Use this procedure to view and edit students' enrollment record for this class.
1. On the Class Roster page, click the Status link next to the enrollment record that
you want to edit. The Edit Enrollment Record pop-up appears.
Note: The Edit Enrollment Record pop-up appears based on your security settings.
For more information, see Staff Security Settings.
2. Use the following table to enter information in the fields:
Note: For more information, see All Enrollments.
Field
Description
Student
The name of the selected student appears.
Course
The name of the selected course appears.
Teacher
The name of the selected teacher appears.
Expression
The name of the selected schedule expression appears.
Enroll Date
Enter the first day the student's enrollment is effective.
An entry is only valid if:


The date entered is on or after the first day of the
term, and;
Is less than the last day of the term.
When entering date, us the format mm/dd/yyyy or mm-ddyyyy. If you do not use this format, an alert appears. If you
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Field
Description
submit the date with an incorrect format, the date field is
submitted as a blank entry.
Exit Date
Enter the first day the student's enrollment is no longer
effective.
An entry is only valid if:


The student has already been dropped from the
class, and;
The date entered is after the first day of the term
and not past the last day of the term.
Note: If the student has not already been dropped from
the class, you can use the Drop Students or Drop
Students and Reschedule functions on the Class Roster
page or you can use the Drop function on the Modify
Schedule - Enrollments page.
When entering date, use the format mm/dd/yyyy or mmdd-yyyy. If you do not use this format, an alert appears. If
you submit the date with an incorrect format, the date field
is submitted as a blank entry.
[Message]
A message appears indicating that the Edit Enrollment
Record pop-up cannot be used to drop a student from the
class. To drop a student from the class, use the Drop
Students or Drop Students and Reschedule functions
on the Class Roster page or you can use the Drop
function on the Modify Schedule - Enrollments page.
[State-specific]
Enter state-specific information, as needed.
[Message]
A message appears indicating that the Edit Enrollment
Record pop-up cannot be used to drop a student from the
class. To drop a student from the class, use the Drop
Students or Drop Students and Reschedule functions
on the Class Roster page or you can use the Drop
function on the Modify Schedule - Enrollments page.
[State-specific]
Enter state-specific information, as needed.
3. Click Submit. The Edit Enrollment Records pop-up closes and the Class Roster page
refreshes.
Note: The Class Roster page does not refresh if only the state-specific fields were
edited. The Edit Enrollment Records pop-up closes and a confirmation message
appears indicating your changes were saved.
Note: When viewing the Class Roster in "simple" mode, only students who are active
appear. If a student's enrollment dates were modified, the student may no longer
appear.
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Work with Checked Students
How to Make Current Student Selection
1. On the Class Roster page, do one of the following:


Select the Select All checkbox to select all students on the class roster.
Alternately, if the checkbox is already selected, deselect the checkbox to
remove the checkmarks from all students on the class roster.
Select the checkbox for each student you want to work with. Click a student's
name to view student pages for that student.
2. Click Make Current Student Selection to make the selected students your current
student selection. The Group Function page appears. For more information, see Work
With Groups.
How to Add to Current Student Selection
1. On the Class Roster page, do one of the following:


Select the Select All checkbox to select all students on the class roster.
Alternately, if the checkbox is already selected, deselect the checkbox to
remove the checkmarks from all students on the class roster.
Select the checkbox for each student you want to work with. Click a student's
name to view student pages for that student.
2. Click Add to Current Student Selection to add the selected students to your
already existing current student selection. The Group Function page appears. For
more information, see Work With Groups.
How to Mass Enroll Checked Students into a Different Class
Using the Enroll into Different Class function, you can quickly and easily enroll students from
this class into a different class.
1. On the Class Roster page, do one of the following:


Select the Select All checkbox to select all students on the class roster.
Alternately, if the checkbox is already selected, deselect the checkbox to
remove the checkmarks from all students on the class roster.
Select the checkbox for each student you want to work with. Click a student's
name to view student pages for that student.
2. Click Enroll into Different Class to enroll the selected students into a different
class. The Mass Enroll page appears.
3. To continue, see How to Mass Enroll in a Class.
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How to Mass Drop Checked Students from this Class
Using the Drop from this Class function, you can quickly and easily drop students from this
class. When dropping students from this class, you have the option to enroll them into a
different class.
1. On the Class Roster page, do one of the following:


Select the Select All checkbox to select all students on the class roster.
Alternately, if the checkbox is already selected, deselect the checkbox to
remove the checkmarks from all students on the class roster.
Select the checkbox for each student you want to work with. Click a student's
name to view student pages for that student.
2. In the Use checked students to section, click Drop from this Class to drop the
selected students from this class. The Drop Students Preview page appears.
Note: If you click Back to return to the Class Roster page, the students you selected
remain checked, but do not become the current student selection. Only when the
Drop Students or Drop Students and Reschedule button is clicked do the
checked students become the current student selection.
3. Use the following table to verify information and make any necessary corrections
prior to dropping students:
Field
Description
Exit Date
Defaults to today's date. Click Edit Date to select a
different exit date, if needed.
Clear attendance on
and after Exit Date
If dropping a student who has attendance records on or
after the exit date, select the checkbox to clear the
attendance records. Clearing attendance records avoids
attendance records being orphaned.
Note: If all students listed have attendance records on or
after the exit date, the Drop Students and Drop
Students and Reschedule buttons appear shaded.
Note: To perform attendance auditing, you can access the
DBlog table using DDA to view attendance records that
have been cleared using this function. For more
information DDA, see Direct Database Access (DDA) and
for information about the DBlog table, see the PowerSchool
7.x Data Dictionary Tables available on PowerSource.
Number
The student's identification number.
Name
The student's name.
Action
Confirmation or warning:

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Delete enrollment - The student’s drop date is on or
before the enrollment date and has no attendance
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Field
Description





associated with the section.
Delete enrollment, delete attendance records (count
of each record type) - The student’s drop date is on
or before the enrollment date and has attendance
associated with the section.
Drop on [date] - The student’s enrollment can be
dropped successfully.
Drop on [date], delete attendance records (count of
each record type) - The student's enrollment can be
dropped successfully.
None (not enrolled on [date]) - The student is not
enrolled in the section.
None (student has attendance on or after [date]) The student cannot be dropped because attendance
records would be orphaned.
Note: [Date] indicates the exit date if the exit date is
within range of the term start/end dates. If it occurs after
the term end date, then it is adjusted to equal the term
end date. If it occurs before the term date begins, it is
adjusted to equal the term begin date.
Note: If all students listed cannot be dropped based on the
action listed, the Drop Students and Drop Students and
Reschedule buttons appear shaded.
4.
Do one of the following:
Note: All students in the current selection are evaluated to be dropped from the
section. However, only students applicable to the section will be dropped.

To drop students from this class, click Drop Students. The Class Roster page
displays a confirmation message. The dropped student(s) no longer appear.
Note: If the exit date is in the future, the students remain on the Class
Roster page until the scheduled exit date.

To drop students from this class and enroll them into a different class, click
Drop Students and Reschedule. The students will be removed from the
class effective the scheduled exit date and the Mass Enroll page appears. To
continue, see How to Mass Enroll in a Class.
Work with Currently Selected Students
To work with currently selected students, you must first make your student selection prior
to navigating to the Class Roster page.
Note: If you have not made a student selection prior to navigating to the Class Roster
page, this section does not appear. For more information about making a student selection,
see Student Search.
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Note: To view student pages for the student selection, click the number in the Use currently
selected [#] students to section header.
How to Mass Enroll Student Selection into this Class
Using the Enroll into this Class function, you can quickly and easily enroll students into this
class.
1. On the Class Roster page, click Enroll into this Class to enroll the student selection
into the section. The Mass Enroll Preview page appears.
2. To continue, see How to Mass Enroll in a Class.
How to Mass Drop Student Selection from this Class
Using the Drop from this Class function, you can quickly and easily drop students from this
class. When dropping students from this class, you have the option to enroll them into a
different class.
1. On the Class Roster page, in Use currently selected [#] students to, click Drop from
this Class to drop the student selection from this class. The Drop Students Preview
page appears.
Note: All students in the current selection are evaluated to be dropped from the
section. However, only students applicable to the section will be dropped.
2. Verify information and make any necessary corrections prior to dropping students.
For field descriptions, see How to Mass Drop Checked Students from this Class.
3. Do one of the following:


To drop students from this class, click Drop Students. The Class Roster page
displays a confirmation message. The dropped student(s) no longer appear.
To drop students from this class and enroll them into a different class, click
Drop Students and Reschedule. The Mass Enroll page appears. To
continue, see How to Mass Enroll in a Class.
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Work With Groups
Once you select a group of students, you can manage the group's records in a variety of
ways. Groups functions are accessible either by selecting a group of students and then
choosing a function from the Select a function for this group of students pop-up menu
on the Student Selection page or on the start page by choosing Special Functions >
Group Functions with your current selection of students. For more information, see Select
a Group of Students or Current Selection.
Group Attendance
Change the attendance records either for one date range, day, or period for a selected
group of students. In addition, you can change the attendance records either retroactively
or in advance using either Meeting or Daily attendance. Meeting attendance is taken each
time a class meets, whereas Daily attendance is taken for an entire school day. For more
information about attendance, see Attendance Overview.
How to Change Group Attendance (Meeting)
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose Attendance Change from the Select a function for this group of
students pop-up menu. The Change Meeting Attendance page appears.
Note: Alternatively, if you have a current selection of students, you can access this
page by choosing Special Functions > Groups Functions.
3. Use the following table to enter information in the fields:
Field
Description
Change attendance
for
The selected students appear.
From this date
Enter the first day of the date range using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
To this date
Enter the last day of the date range using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
Meetings to scan
Select the checkboxes to indicate the periods to change. To
mark attendance for the entire day, click Select All.
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Field
Description
Codes to scan for
Either choose all by selecting All or select the These
Codes option and then choose the attendance codes for
which you want to scan.
Attendance code to
set
Choose the attendance code to apply to the date range
from the pop-up menu.
If other than a
default present
Select the option to either overwrite or not overwrite any
existing attendance codes.
Comment
Enter comments that are relevant to this attendance
record.
4. Click Submit. The PowerSchool start page appears. To verify that you entered the
correct codes, search for and select one of the students in the group. Then, view the
student's Attendance page.
How to Change Group Attendance (Daily)
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose Attendance Change from the Select a function for this group of
students pop-up menu. The Change Meeting Attendance page appears.
Note: Alternatively, if you have a current selection of students, you can access this
page by choosing Special Functions > Groups Functions.
3. Click Daily. The Change Daily Attendance page appears.
4. Use the following table to enter information in the fields:
Field
Description
Change attendance
for
The selected students appear.
From this date
Enter the first day of the date range using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
To this date
Enter the last day of the date range using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
Codes to scan for
Either choose all by selecting All or select the These
Codes option and then choose the attendance codes for
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Field
Description
which you want to scan
Attendance code to
set
Choose the attendance code to apply to the date range
from the pop-up menu.
If other than a
default present
Select the option to either overwrite or not overwrite any
existing attendance codes.
Comment
Enter comments that are relevant to this attendance
record.
5. Click Submit. The PowerSchool start page appears. To verify that you entered the
correct codes, search for and select one of the students in the group. Then, view the
student's Attendance page.
Counselor's Screen
This page is tailored to meet the needs of school counselors, but it can also be useful to
other school administrators. It provides direct links to some of the most frequently
requested information and functions.
How to View the Counselor's Screen
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose Counselor's Screen from the Select a function for this group of
students pop-up menu. The Counselor's Screen page appears.
Note: Alternatively, if you have a current selection of students, you can access this
page by choosing Special Functions > Groups Functions.
3. Choose the page you want to view for the selected students from the pop-up menu.
4. Click Submit. The selected students appear in the students menu.
5. Click a student's last name to display the selected page.
Note: If you click the student's first name, the last student page viewed appears.
The list of student pages appears on the left.
Enrollment Summary
The Enrollment Summary report can be run from the district level, as well as the school
level. Depending on which mode you run the report, the resulting report displays a
breakdown of students for the entire district or school. If running the report at the district
level, the Enrollment Summary page displays student Scheduling/Reporting Ethnicity data.
If running the report at the school level, the Enrollment Summary page provides you with
student Scheduling/Reporting Ethnicity data, as well as student Federal Ethnicity and Race
data.
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How to Navigate to the Enrollment Summary from the Start Page
If running the report at the district level, data is calculated for all active students for today’s
date. If running the report at the school level, you can choose the students and date
(depending on student selection) for which you want data to be calculated.
On the start page, choose Enrollment Summary. The Enrollment Summary page appears.
How to Navigate to the Enrollment Summary from the Student
Selection Page
If running the report at the district level, data is calculated for your student selection for
today’s date. If running the report at the school level, you can choose the students and date
(depending on student selection) for which you want data to be calculated.
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose Enrollment Summary from the Select a function for this group of
students pop-up menu. The Enrollment Summary page appears.
How to Navigate to the Enrollment Summary from the Group
Functions Page
If running the report at the district level, data is calculated for your student selection for
today’s date. If running the report at the school level, you can choose the students and date
(depending on student selection) for which you want data to be calculated.
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose Special Functions. The Special Functions page appears.
3. Click Group Functions. The Group Functions page appears.
4. Click Enrollment Summary. The Enrollment Summary page appears.
How to Navigate to the Enrollment Summary from the Reports Page
If running the report at the district level, data is calculated for all active students for a
selected date. If running the report at the school level, you can choose the students and
date (depending on student selection) for which you want data to be calculated.
1. On the start page, choose System Reports from the main menu. The Reports page
appears.
2. On the System tab, click Enrollment Summary by Date. The Enrollment Summary
by Date page appears.
3. Use the following table to enter information in the fields:
Field
Description
Calculate
enrollments as of
Enter the date for which you want to calculate enrollments.
Report Output
Use the pop-up menu to choose which language you want
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Field
Description
Locale
the report output to display.
4. Click Submit. The Enrollment Summary page appears.
How to View the Enrollment Summary
1. Navigate to the Enrollment Summary page. The Enrollment Summary page appears.
Note: If running the report at the district level, skip to the Scheduling/Reporting
Ethnicity table.
2. Use the following table to enter information in the fields:
Field
Description
View
Do one of the following:


Students
Indicate which students you want to calculate enrollment
by selecting one of the following options:


Date
Choose Scheduling/Reporting Ethnicity to view
student ethnicity data that is used in scheduling and
preconfigured reporting.
Choose Federal Race and Ethnicity to view
displays aggregate student data as required by the
Federal Ethnicity and Race Categories from the U.S.
Department of Education.
Select All Active Enrollments to run the report for
all students in the current school.
Select Current Selection to run the report for
students in the current selection.
Enter the date for which you want to calculate enrollments
or click the Calendar icon to select a date.
Note: If you selected Current Selection for students, this
field appears shaded as it is not applicable.
If you selected Scheduling/Reporting Ethnicity, the following information appears in
the Results section:
Note: Column and row headings provide links to charts that display ethnicity
information in an easy-to-read animated chart. Click a column or row heading to
view enrollment by ethnicity in specific grades, overall ethnicity enrollment by grade,
or total enrollment by ethnicity. Click any bar within a chart to view additional
information.
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Note: Totals include total enrollment of male and female students (light blue), total
male students (dark blue), and total female students (pink). Totals appear as links.
Click a total to view the list of students associated to that total.
Field
Description
Grade Level
The grade levels for the selected school.
Note: Only grade levels used by the district/school appear
in the report.
Total in Grade
The total number for each grade level.
[Ethnicity and Race
Categories]
The total number for each ethnicity or race.
If you selected Federal Ethnicity and Race, the following information appears in the
Results section:
Note: Totals include total enrollment of male and female students (light blue), total
male students (dark blue), and total female students (pink). Students are only
calculated once and appear in the appropriate column based on their Federal Race
and Ethnicity settings on the Demographics page. Totals appear as links. Click a total
to view the list of students associated to that total.
Field
Description
Grade Level
The grade levels for the selected school.
Note: Only grade levels used by the district/school appear
in the report.
Total in Grade
The total number for each grade level.
[Race Categories]
The total number for each race category appears.
Note: If No was selected for Ethnicity or if it was
undefined and race codes that apply to only one race
category were selected, then the student is calculated in
the appropriate race category column.
Hispanic or Latino
The total number for each race category appears.
Note: If Yes was selected for Ethnicity, then the student
is calculated in this column. This setting takes precedence
over all other race settings.
Two or More Race
Categories
The total number of students who are associated to two or
more race categories appear.
Note: If No was selected for Ethnicity or if it was
undefined and race codes that apply to two race categories
were selected, then the student is calculated in this
column.
Unspecified
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The total number of students who have not specified a race
category or ethnicity appear.
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Export Using Template
Export information by using a template. Select the template from a list or create a new one.
For more information about exporting, see Quick Export.
How to Create an Export Template
If there is no template that you can use to perform the export or no template you can edit
to meet your needs, you must create a new one.
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose Export Using Template from the Select a function for this group of
students pop-up menu. The Export Using Template page appears.
Note: Alternatively, if you have a current selection of students, you can access this
page by choosing Special Functions > Groups Functions.
3. Choose the type of export from the Type of Export pop-up menu. The Export Using
Template page appears.
4. Click Template. The Templates for Exporting page appears.
5. Click New. The New Export Template page appears.
6. Use the following table to enter information in the fields:
Field
Description
Name of this
template
Enter a name for the template.
Export from this
table
Choose the table that will be used in the export from the
pop-up menu.
Delimited or fixedfield length?
Choose either Delimited or Fixed from the pop-up menu
to determine the length of each field.
Field delimiter
If you chose Delimited in the previous field, use the popup menu to choose the field delimiter. This refers to the
item that will separate the fields in the exported data. If
you choose Other, enter the delimiter in the blank field.
Select the checkbox to surround field values with quotation
marks.
End-of-line (record)
delimiter
Choose the delimiter for the end of each record from the
pop-up menu. For Other:, enter the delimiter in the blank
field.
Column Titles
Select the checkbox to put column titles on the first row.
Mime Type
Enter a MIME type. To use the default MIME type, leave
the field blank. For more information, see MIME Types.
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7. Click Submit. The Templates for Exporting page displays the new template. Add
columns to the template using the procedure How to Add Template Columns.
How to Add Template Columns
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose Export Using Template from the Select a function for this group of
students pop-up menu. The Export Using Template page appears.
Note: Alternatively, if you have a current selection of students, you can access this
page by choosing Special Functions > Groups Functions.
3. Choose the type of export from the Type of Export pop-up menu. The Export Using
Template page appears.
4. Click Template. The Templates for Exporting page appears.
5. Click the # Columns link of the template to be changed. The Edit Columns page
appears.
6. Click New to add a column to the template. The New Column page appears.
7. Use the following table to enter information in the fields:
Field
Description
Title/Heading
Enter a title for the column.
Data to Export
Enter the fields of data to be exported. To display the field
list, click Fields. Click a field name to place it in the Data
to Export field.
If Blank, Export
This
If a record has no data for a particular field, indicate a
value to replace the blank field (optional). For example,
enter No Data.
Column Number
Enter a column number for this column on the template.
All column numbers will have a zero added as a suffix to
the column number.
Width in Characters
Enter the width of the column in characters if using fixedfield lengths instead of field delimiters.
Alignment
Use the pop-up menu to choose the alignment of the
column if using fixed-field lengths instead of field
delimiters.
8. Click Submit. The Edit Columns page appears.
9. Repeat the previous three steps to add additional columns to the template.
10. Click Back to Templates for Exporting. The Templates for Exporting page
appears.
The template has been changed. Perform the export by following the instructions in
the section Export Using a Template.
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How to Edit a Template
When you need a list that differs slightly from the list that a template produces, you can
easily modify the template to meet your needs.
Note: Everyone who uses the template will view the changes you enter. Contact other users
before changing a template that many people use.
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose Export Using Template from the Select a function for this group of
students pop-up menu. The Export Using Template page appears.
Note: Alternatively, if you have a current selection of students, you can access this
page by choosing Special Functions > Groups Functions.
3. Choose the type of export from the Type of Export pop-up menu. The Export Using
Template page appears.
4. Click Template. The Templates for Exporting page appears.
5. Click the name of the template you want to edit. The Edit Export Template page
appears.
6. Edit the information as needed. For field descriptions, see How to Create an Export
Template.
7. Click Submit. The Templates for Exporting page appears. To continue modifying the
template, see How to Edit Template Columns.
How to Edit Template Columns
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose Export Using Template from the Select a function for this group of
students pop-up menu. The Export Using Template page appears.
Note: Alternatively, if you have a current selection of students, you can access this
page by choosing Special Functions > Groups Functions.
3. Choose the type of export from the Type of Export pop-up menu. The Export Using
Template page appears.
4. Click Template. The Templates for Exporting page appears.
5. Click the # Columns link of the template to be changed. The Edit Columns page
appears.
6. Click the Title of the column you want to edit. The Edit Column page appears.
7. Edit the information as needed. For field descriptions, see How to Add Template
Columns.
8. Click Submit. The Edit Columns page appears.
How to Delete a Template
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
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2. Choose Export Using Template from the Select a function for this group of
students pop-up menu. The Export Using Template page appears.
Note: Alternatively, if you have a current selection of students, you can access this
page by choosing Special Functions > Groups Functions.
3. Choose the type of export from the Type of Export pop-up menu. The Export Using
Template page appears.
4. Click Template. The Templates for Exporting page appears.
5. Click the name of the template you want to delete. The Edit Export Template page
appears.
6. Click Delete.
7. Click Confirm Delete. The Selection Deleted page appears.
How to Delete Template Columns
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose Export Using Template from the Select a function for this group of
students pop-up menu. The Export Using Template page appears.
Note: Alternatively, if you have a current selection of students, you can access this
page by choosing Special Functions > Groups Functions.
3. Choose the type of export from the Type of Export pop-up menu. The Export Using
Template page appears.
4. Click Template. The Templates for Exporting page appears.
5. Click the # Columns link of the template to be changed. The Edit Columns page
appears.
6. Click the Title of the column you want to delete. The Edit Column page appears.
7. Click Delete.
8. Click Confirm Delete. The Selection Deleted page appears.
How to Export Using a Template
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose Export Using Template from the Select a function for this group of
students pop-up menu. The Export Using Template page appears.
Note: Alternatively, if you have a current selection of students, you can access this
page by choosing Special Functions > Groups Functions.
3. Choose the type of export from the Type of Export pop-up menu. The Export Using
Template page appears.
4. Use the following table to enter information in the fields:
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5.
6.
7.
8.
Field
Description
Type of Export
The type of data to export appears.
Export template?
Choose the template to export from the pop-up menu.
For Which Records?
The number of selected records appears.
Click Submit. The results of the export appear.
Choose File > Save As....
In the Save dialog, specify a name, location, and file type.
Click Save. Open the file using a spreadsheet or other application.
ID/Password Assignment
Assign ID numbers and passwords to the selected group. You only need to complete the
steps for the types of usernames/passwords that you want to create. For instructions
specific to assigning PowerLunch IDs, see How to Create Student Lunch ID Numbers.
How to Assign an ID/Password
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose ID/Password Assignment from the Select a function for this group of
students pop-up menu. The Assign Passwords & IDs page appears.
Note: Alternatively, if you have a current selection of students, you can access this
page by choosing Special Functions > Groups Functions.
3. Use the following table to enter information in the fields:
Field
Description
For
Select the option to indicate for whom you want to assign
ID numbers.
Don't overwrite any
existing IDs or
passwords
Select the checkbox if you do not want to overwrite any
IDs or passwords already in PowerSchool.
In case of conflicts
append
If there is a conflict with an existing ID, choose a suffix
from the pop-up menu.
Assign Student User
Names and
passwords
Select the checkbox to assign User Names and passwords
students.
Assign Access IDs
and passwords
Select the checkbox to assign Access IDs and passwords
for parents. For more information, see Assign IDs and
Passwords.
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Field
Description
Each User
Name/Access ID
Use the first pop-up menu to choose the number of
characters for the Web ID. Use the second pop-up menu to
choose how the ID number will be generated.
Each Password is
Use the first pop-up menu to choose the number of
characters for the password. Use the second pop-up menu
to choose how the password will be generated.
Enable access
accounts for
processed students
Select the checkbox to enable Web access accounts for
processed students. Once this checkbox is selected,
students will have access to their records in PowerSchool.
Enable access
accounts for
processed guardians
Select the checkbox to enable Web access accounts for
processed guardians. Once this checkbox is selected,
guardians will have access to their records on PowerSchool.
4. Click Submit. The Changes Recorded page appears
5. Click Back to return to the Assign Passwords & IDs page.
Note: If a "Warning Page Expired" message appears, click the PowerSchool logo to
return to the start page.
To notify parents and guardians of their new Access IDs and Passwords, create a
form letter that includes the data access tags ^(web_ID) and ^(web_Password). For
more information about form letters, see Form Letters. For additional information,
see Distribute IDs and Passwords.
List Students
Create a list of selected students. Print the list from your Web browser or export it to
another application and print it from there. The latter option gives you more flexibility in
formatting and is especially helpful with longer lists. Either way, practice by creating a short
list and viewing it before you print or export. This will help you understand how to create a
useful longer list.
How to Create a Student List
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose List Students from the Select a function for this group of students popup menu. The Student List page appears.
Note: Alternatively, if you have a current selection of students, you can access this
page by choosing Special Functions > Groups Functions.
3. Use the following table to enter information in the fields:
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Field
Description
Report Title
Enter a title for the report.
Col.
Enter the Field Name. Click Fields to view the list of fields.
Click the name of a field to insert it in this field.
To number the students on the printed list, enter *count
in the first Field Name field.
Enter the Column Title. This may or may not be the same
as the field name. For example, to display birthdays on the
printed list, title the column as Birthday even though the
field name is DOB.
Repeat for each column you want to create for the report.
Padding in Each Cell
Enter the amount in points of the space between the cell
and the text.
Note: One point equals 1/72 of an inch.
# Rows in Between
Breaks
This refers to the number of student names to print before
each break in the list. After each break, column titles are
printed again. Enter 0 if you do not want breaks inserted.
Gridlines
Select the checkbox to draw lines between rows and
columns and to put a border around the list.
Export
Select the checkbox to create the list in another
application. If you deselect the checkbox, the list appears
in your Web browser only.
Sort Field Name
Enter up to three field names to sort items in the selected
columns or fields. Select to sort in ascending or descending
order. If you select to sort more than one column/field,
PowerSchool sorts them in the order listed.
Note: If you have never sorted a list before, it is a good
idea to try different options here to view how items are
ordered each time.
4. Click Submit. The page displays the list of students. If the list is formatted correctly,
continue to the next step. If not, click Back, make the necessary changes, and click
Submit again to preview the revised list.
5. Choose File > Print from your Web browser to print the report.
Note: To fit more students on the page, change the paper layout or use the
reduction setting on your Web browser. Choose File > Print. Make the appropriate
selections in the Print dialog.
Mass Enroll in a Class
Enroll an entire group of students in a class.
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How to Mass Enroll in a Class
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose Mass Enroll in Classes from the Select a function for this group of
students pop-up menu. The Mass Enroll page appears.
Note: Alternatively, you can access this page by choosing Special Functions >
Group Functions if you have a current selection of students or by way of the Class
Roster.
3. On the Mass Enroll page, use the following table to enter information in the fields:
Field
Description
Quick Enroll
If you know the course number and the specific section of the
course you want to enroll the selected students in, you can use
the Quick Enroll function.
1. Enter the course and section number in the
Course.Section field. Separate the numbers with a
period and no spaces.
2. Click Enroll. The Enroll Students Preview page appears.
Filter By
If you do not know the course number and the specific section
of the course you want to enroll the selected students in, you
can use the Filter By function to help you find the section you
are looking for.
1. Enter one or more search criteria:

Period - Choose the period from the pop-up menu.

Term - Choose the term from the pop-up menu.

Teacher - Choose the teacher from the pop-up
menu.

Day - Choose the day from the pop-up menu.

Grade - Choose the grade level from the pop-up
menu.

Credit Type - Choose the credit type from the popup menu, such as Math.

Course - Enter the course number.

Show only classes with available seats - Select
the checkbox to display only classes that have not
reached the maximum enrollment.
2. Click Search. Courses appear based on the selection
criteria you entered.
Note: Click column headings to sort in ascending order.
Click again to sort in descending order. Not applicable
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Field
Description
for Note and Enrollment columns.
3. Click the course name you want to select. The Enroll
Students Preview page appears.
4. On the Mass Enroll Preview page, use the following table to verify section and
enrollment information and make any necessary corrections prior to enrolling
students:
Field
Description
Entry Date
Defaults to today's date. Click Edit Date to select a different
date, if needed.
Section Summary
Verify the following information:

Course Name - The name of the course.

Course Number - The course number used to identify
the course.

Section - The section number used to identify the
course.

Term - The term(s) in which the course is being taught.

Fees - Indicates whether or not a fee is associated to
the course.

Pending Enrollment Count - The current enrollment in
the section plus the number of students below that are
about to be enrolled in the section.

Class Status - Indicates reason why student cannot be
enrolled into the class:
o
Number of students selected exceeds section
capacity - The number of students in the section
plus the students in the selection exceed the
maximum section capacity. This is only
applicable if the section validates on maximum
capacity.
To override the maximum section capacity:
1. Click Override. The Override Section Max
pop-up appears.
2. Enter your password in the Input
Section Max Override Password field.
Note: This password is set using the
Password required to override a section’s
maximum enrollment field on the district
Miscellaneous page.
3. Click OK. The Override Section Max pop-
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Field
Description
up closes and the Mass Enroll Preview
page refreshes.
Student
Enrollment
Summary
o
Number of students selected exceeds teacher
capacity - The number of students in the section
plus the students in the selection exceed the
maximum capacity for the main section’s
teacher. This is only applicable if the teacher
validates on maximum capacity.
o
Section found - The course.section number you
requested was a valid course.section for this
school and year.
o
Section not found - The course.section number
you requested was not a valid course.section for
this school and year.
o
Selected section is not in the current term Section must be in the current term to mass
enroll into it.
Verify the following information for each student:

Student Number - The number used to identify the
student.

Student Name - The name of the student.

Action - Confirmation or warning:
o
Already enrolled in [course.section] on
[enrolldate] - Student is already enrolled in this
section, therefore cannot be enrolled in it again.
This does not prevent enrollment of other
students and sections.
o
Enroll in [course.section] on [enrolldate] Confirmation message indicating student (s) will
be enrolled in this section on this date.
o
None - Error in validating one or more sections,
such as the number of selected students
exceeding the section’s maximum capacity.
5. Use the following table to return to the previous page or to enroll students:
Field
Description
Back
Click to return to the previous page. Depending on how you
accessed the Mass Enroll Preview page, either the Class
Roster page or the Mass Enroll page appears.
Note: If there are section errors that need to be corrected,
only this button appears.
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Field
Description
Note: Your student selection is retained when returning to the
previous page.
Enroll Students
Click to enroll the students into this class. The Class Roster
page displays a confirmation message.
Note: This button only appears if you access the Mass Enroll
Preview page via the Class Roster page or the Mass Enroll page
and if there is at least one student to be enrolled and there are
no section errors.
Enroll Students
and Reschedule
Click to enroll the students into this class. Once enrolled in this
class, the Mass Enroll page displays a confirmation message.
You can then enroll the students into additional classes using
the Quick Enroll or Filter By function.
Note: This button only appears if you access the Mass Enroll
Preview page via the Class Roster page or the Mass Enroll page
and if there is at least one student to be enrolled and there are
no section errors.
Mass Print a Student Screen
Print a selected student page for a group of students. You must use Internet Explorer 5.0 or
later for a PC.
How to Print a Student Page for a Group
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose Mass Print a Student Screen from the Select a function for this group
of students pop-up menu. The Mass Print a Student Screen page appears.
Note: Alternatively, if you have a current selection of students, you can access this
page by choosing Special Functions > Groups Functions.
3.
4.
5.
6.
7.
8.
Choose the student page to print from the pop-up menu.
Click Submit. The selected list of students appears.
Click the students menu once without clicking a student name.
Choose File > Print.
On the Options tab, select the Print all linked documents checkbox.
Click Print. The student list prints along with the selected page for each student.
Next School Indicator
Set one school as the default school to which the selected group of students graduates
when they leave your school. This saves you from having to display each student record to
mark the student's next school.
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Indicate which students will attend your school next year. The school you select determines
from which student course request pages the students will make their selections.
Suppose you work at a high school that includes grades 9 through 12. In order to include
the eighth graders, who will be ninth graders in the fall, change their next school to your
school. To exclude the twelfth graders, change their next school to Graduated students.
Note: Don't forget to set the Next School Indicator field for students who are continuing
at your school next year.
If there is more than one school that your students often graduate to or move to, you may
want to set up additional next schools. For more information, see Next School.
How to Change a Next School Indicator
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Click Next School Indicator from the Select a function for this group of
students pop-up menu. The Next School Indicator page appears.
Note: Alternatively, if you have a current selection of students, you can access this
page by choosing Special Functions > Groups Functions.
3. Choose the default next school from the pop-up menu.
4. Click Submit. The Changes Recorded page appears.
5. Click Back to return to the Next School Indicator page.
Note: If a "Warning Page Expired" message appears, click the PowerSchool logo to
return to the start page.
Print a Report for a Group of Students
Use the Print Reports option on the Group Functions page to print a custom report for the
selected students. For information about creating reports, see Custom Reports. For
information about printing an object report or any type of report, see Run, Print, and Save
Reports.
Save Stored Selection
Store the current selection of students to quickly and easily retrieve a group of students
that you work with frequently. For more information, see Stored Selections.
Search by Daily Attendance
Search for a group of students based on their grades or attendance. For more information,
see Advanced Student Search.
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Search by GPA
Search for a group of students who are receiving a particular grade. For more information
about this procedure, see Advanced Student Search.
Search by Grades/Attendance
Search for a group of students based on their grades or attendance. For more information,
see Advanced Student Search.
Search by Perfect Attendance
Search for students with perfect attendance or perfect daily attendance. For more
information, see Advanced Student Search.
Select Students by Hand
Select a subset of students from a group. For more information, see How to Select a Group
of Students by Hand.
Student Field Value
Set a specific field value for students who have the field attached to their records. For
example, if a group of students has the wrong ethnicity code attached to their names, you
can change the field value for all these students at the same time.
Be certain you want to replace all the values for all these students. This procedure is
irreversible. In fact, you are encouraged to make a backup of your data before changing
field values for a group.
Note: For information about staff field values, see How to Set Staff Field Value.
How to Set a Student Field Value
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose Student Field Value from the Select a function for this group of
students pop-up menu. The Student Field Value page appears.
Note: Alternatively, if you have a current selection of students, you can access this
page by choosing Special Functions > Groups Functions.
3. Use the following table to enter information in the fields:
Field
Description
Field to Change
Enter the name of the field to be changed.
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Field
Description
Note: For a complete list of field codes, click Fields.
Note: ID, Student_Web_ID and Web_ID are not available
for mass updating using the Student Field Value function.
To fill these values for multiple students, use the Assign
IDs/Passwords procedure.
New Field Value
Enter the new value of the field. Put quotation marks
around any values that do not perform calculations, such
as constant characters or a string of characters.
Clear Field Value
Select the checkbox if you want to remove any existing
values for that field.
Do not overwrite
existing data
Select the checkbox if you do not want the system to
overwrite any existing field values.
Warning: Be sure you have entered information correctly, as this procedure is
irreversible.
4. Click Submit. The Field Value page displays a preview of the records and fields that
will be affected.
5. Click Submit. When the operation is complete, click Back. Now you can perform a
search to find the group with the changed value.
If you find that the values were wrongly changed, you must change each record
individually. You cannot retrace your steps by changing the value back to what it was
for the entire group, because there are those students to whom the value was
assigned before you changed the value for the others. Reversing the procedure will
change the value for all students, not just the group you selected.
Transfer Out of School
This option lets you transfer the entire group of selected students out of school. It is
especially useful when students graduate. For more information, see Transfer Students.
Delete Enrollment Records Transfer Students
In PowerSchool, you have different options concerning transfers into and out of your school.
You can transfer a student out of school, transfer a student to or enroll a student in another
school on your PowerSchool server, or reenroll a student who was previously enrolled in
your school.
How to Transfer a Student Out of School
Use this function to transfer an individual student out of your school.
1. On the start page, search for and select a student. For more information, see
Student Search.
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2. Under Enrollment, choose Functions from the student pages menu. The Functions
page appears.
3. Click Transfer Out of School. The Transfer Student Out page appears.
4. Use the following table to enter information in the fields:
Field
Description
Who will be
transferred out
The names of the selected students appear.
Transfer Comment
Enter any comments related to the transfer.
Date of transfer
Enter the date of the transfer using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
An error message appears when transferring a student out
of school who has attendance records past the exit date.
The transfer is prevented until the issue is corrected. Once
you change the attendance, the transfer is allowed and any
attendance records on or after the date of transfer are
deleted. To modify attendance, see Meeting/Interval
Attendance.
Exit code
Choose the exit code from the pop-up menu.
Check here if
students intend to
enroll in school
during next school
year.
Select the checkbox if the student plans to return to the
same school during the next school year. Deselect the
checkbox to clear all scheduling-related information for the
following year, including course requests, for the selected
students.
Also Transfer out of
selected programs
If the student is currently enrolled in any special programs,
these programs appear. Select those which the student
should be withdrawn from when they are transferred.
5. Click Submit. PowerSchool notifies you that the student has been transferred.
Note: The student’s status is now inactive. From now on, when you want to open
the student record, you must enter a forward slash (/) before the student’s last
name when entering it in the Student Search field.
If you know that the student is transferring to another school that shares your
PowerSchool system, you must also transfer the records to that school before the
student can be enrolled there. For more information, see How to Transfer to Another
School.
How to Transfer a Group of Students Out of School
Use this function to transfer a group of student out of your school. It is especially useful
when a family moves and you want to transfer all siblings at once.
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1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose Transfer Out of School from the Select a function for this group of
students pop-up menu. The Transfer Student Out page appears.
Note: Alternatively, if you have a current selection of students, you can access this
page by choosing Special Functions > Groups Functions.
3. Edit the information as needed. For field descriptions, see How to Transfer a Student
Out of School.
4. Click Submit. PowerSchool notifies you that the student has been transferred.
Note: The students' status is now inactive. From now on, when you want to open
the student records, you must enter a forward slash (/) before the students' last
name when entering it in the Student Search field.
If you know that the group is transferring to another school that shares your
PowerSchool system, you must also transfer the records to that school before the
students can be enrolled there. For more information, see How to Transfer to
Another School.
How to Reenroll in School
Reenroll a student in your school after he or she has previously left. You cannot transfer a
student to your school while that student is still enrolled at another school on your system.
The transferring school must also be on the same PowerSchool system as your school.
Note: If the student is transferring from a school that uses the same PowerSchool system
as yours, the sending school must transfer the student to your school before you can
reenroll that student.
To reenroll a group of students, see How to Reenroll a Group of Students.
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Enrollment, choose Functions from the student pages menu. The Functions
page appears.
3. Click Reenroll in School. The Reenroll a Student page appears.
4. Use the following table to enter information in the fields:
Field
Description
Student to Reenroll
The selected student appears.
Date of
Reenrollment
Enter the date of the reenrollment using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
Entry Code
Choose the reason for the enrollment from the pop-up
menu.
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Field
Description
Entry Comment
Enter any comments related to the reenrollment.
Grade Level
Choose the student's current grade level from the pop-up
menu.
Restore class
enrollments?
Choose either Yes or No from the pop-up menu. Restoring
the enrollments creates new enrollment records and aids in
reports, such as the Enrollment by Section report.
Full-Time
Equivalency
Choose the multiplier to calculate full-time equivalency
from the pop-up menu.
Membership Share
Choose the multiplier to calculate the membership share
from the pop-up menu.
Tuition Payer
Choose the method of tuition payment from the pop-up
menu.
Special Enrollment
Code
Choose an enrollment code from the pop-up menu.
Enrollment Type
Choose an enrollment type from the pop-up menu.
5. Click Submit. PowerSchool notifies you that the student has been reenrolled.
How to Reenroll a Group of Students
Reenroll a group of students into your school. You cannot transfer students to your school
while they are still enrolled at another school on your system. The transferring school must
also be on the same PowerSchool system as your school.
Note: If the student is transferring from a school that uses the same PowerSchool system
as yours, the sending school must transfer the student to your school before you can
reenroll that student.
To reenroll an individual student, see How to Reenroll in School.
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose Re-Enroll in School from the Select a function for this group of
students pop-up menu. The Re-Enroll Students in School page appears.
Note: Alternatively, if you have a current selection of students, you can access this
page by choosing Special Functions > Groups Functions.
3. Use the following table to enter information in the fields:
Field
Description
Who will be
The selected number of students appears.
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Field
Description
reenrolled
Date of reenrollment
Enter the date of the reenrollment using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
Entry Code
Choose the reason for the enrollment from the pop-up
menu.
Entry Comment
Enter any comments related to the reenrollment.
Track
Select one of the following options to indicate whether to
change the students' track:


District of Residence
Keep existing track: Retains the students' track.
Change all to track: Moves the students to the
track selected from the pop-up menu.
Select one of the following options to indicate whether to
change the students' district of residence:


Keep existing District of Residence: Retains the
students' district of residence.
Change all to District: Moves the students to the
district selected from the pop-up menu.
Note: For more information about districts of residence,
see Districts of Residence.
Restore class
enrollments?
Choose either Yes or No from the pop-up menu. Restoring
the enrollments creates new enrollment records and aids in
reports, such as the Enrollment by Section report.
If more than one
student is being reenrolled
Select the checkbox to verify that you want to re-enroll the
selected students.
4. Click Submit. PowerSchool notifies you that the students have been reenrolled.
How to Transfer to Another School
Transfer a student to another school after you have transferred him or her out of your
school. You cannot transfer a student to another school while that student is enrolled at
another school on your system. The receiving school must also be on the same PowerSchool
system as your school.
Note: Once you transfer the student to another school, you will not be allowed to view any
of his or her records unless you have district-level access.
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1. On the start page, search for and select a student. For more information, see
Student Search. Remember to use the forward slash (/) before the student's last
name, as the student is now inactive at your school.
2. Under Enrollment, choose Functions from the student pages menu. The Functions
page appears.
3. Click Transfer to Another School. The Transfer to Another School page appears.
4. Choose the receiving school from the To which school? pop-up menu.
5. Click Submit. PowerSchool notifies you that the student is enrolled at another
school.
If the system finds a student at the new school with the same last name or phone
number, the Check for Duplicate Students page displays these students. You can
then click each student's name to ensure that the student you are transferring is not
already enrolled at the new school.
It is the responsibility of the receiving school to activate the student's records and
schedule his or her classes. For more information, see How to Enroll a Student.
How to Enroll in a Class at Another School
Sometimes a student is eligible to take a course at another school but will not be
transferring to that school for all courses. Enroll the student in courses at other schools as
long as the other schools share your PowerSchool system.
Note: When storing grades for students taking classes at other schools, the TermID fields
must match between the schools for those enrollments to store correctly.
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Enrollment, choose Functions from the student pages menu. The Functions
page appears.
3. Click Enroll in a Class at Another School. The Enroll Student in a Class at Another
School page appears.
4. Use the following table to enter information in the fields:
Field
Description
Student
The selected student appears.
School Where the
Class is Held
Choose the school where the class is held from the pop-up
menu.
Course.Section
Enter the course and section number. Separate the
numbers with a period and no spaces.
Enrollment date
Enter the enrollment date using the format mm/dd/yyyy or
mm-dd-yyyy. If you do not use this format, an alert
appears. If you submit the date with an incorrect format,
the date field is submitted as a blank entry.
5. Click Submit. The Changes Recorded page appears.
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How to Create a New School Enrollment
Create a new school enrollment to record a change in a student's status without exiting or
re-enrolling the student. When using this function to create a new enrollment, a previous
enrollment is created simultaneously, which is especially helpful in situations where a
student's enrollment information (such as the track or district of residence) changes midway
through the school year. By creating a new school enrollment, the previous and current
information are saved as two separate enrollments. This result is particularly beneficial for
reporting purposes.
Information in the exit-related fields is saved as a "reenrollments" record that will be
created and filled with the information from the student's current enrollment and will
become the student's previous enrollment. The remaining fields (other than any statespecific fields that may appear at the bottom of the page) define the student's current
enrollment.
1. On the start page, search for and select a student. For more information, see
Student Search.
2. Under Enrollment, choose Functions from the student pages menu. The Functions
page appears.
3. Click Create New School Enrollment. The New School Enrollment Info page
appears.
4. Use the following table to enter information in the fields:
Field
Description
Exit Date
Enter the exit date, which is the first day the student's
enrollment is not active or the day after the student
transferred out. Use the format mm/dd/yyyy or mm-ddyyyy. If you do not use this format, an alert appears. If you
submit the date with an incorrect format, the date field is
submitted as a blank entry.
Exit Code
Choose a reason for the transfer from the pop-up menu.
Entry Date
Enter the date the student was enrolled using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
Entry Code
Choose a reason for the transfer from the pop-up menu.
Full-Time
Equivalency
Choose the student's FTE from the pop-up menu for this
school enrollment.
FTE is a grouping that associates a student's school
enrollment with a set of attendance conversion values.
When ADA runs, for a student, it runs for each school
enrollment during the report dates. When processing each
school enrollment, it uses the student's FTE to locate the
set of attendance conversions to use when looking up the
attendance value for the day. For more information, see
Full-Time Equivalencies.
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Field
Description
Grade Level
Choose the student's grade level at the time of the transfer
from the pop-up menu.
Track
Choose the student's track from the pop-up menu. For
more information, see Calendar Setup.
District of Residence
Choose the district in which the student lives from the popup menu. For more information, see Districts of Residence.
Comment
Enter a comment to describe the reason for the enrollment
modifications, such as Moved from part-time to fulltime status. The comment will appear for both the current
and previous enrollments on the student's Transfer
Information page. For more information, see Transfer
Information.
Note: State-specific fields may appear at the bottom of the page, depending on your
state. For state reporting documentation, visit PowerSource.
5. Click Submit. The Changes Recorded page appears.
Test Scores
Use the Test Scores function to enter test score values for students who complete tests. For
more information, see Student Test Scores.
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Student System Administration
Student Numbers
Assign new student ID numbers to a group of students. If you import student numbers from
a different system and want to change those numbers in PowerSchool, use this procedure.
Important: This process is not reversible.
How to Assign New Student Numbers
1. On the start page, select a group of students.
Note: Depending on the selection method used, the Group Functions page appears
either immediately or after selecting students from the Student Selection page.
2. Click the PowerSchool logo. The PowerSchool start page appears.
3. Choose System from the main menu. The System Administrator page appears.
4. Click Assign New Student Numbers. The Assign New Student Numbers page
appears.
5. Enter the starting number from which you want the system to assign student
numbers in the Student numbers are generated from this value field.
6. Click Submit. The Operation Completed page appears.
Note: If the system displays the alert that some duplicates were found, click Back
and start the student numbering from a different number.
Family Management
Family Management provides a streamlined approach to creating and understanding family
relationships within PowerSchool. Identifying related students and the ability to share data
among those students is the goal of family management, which allows schools to enter
student data once and share data among family members.
Use family management to identify siblings or other students within the district who share
the same demographic and guardian information. Once identified, shared data can be
copied without additional data entry. Additionally, edited data can be dynamically updated
for all students with the predetermined family relationship.
Family management provides districts with the flexibility to allow family associations across
the district, or limited associations within just one school. If the scope of family
management is limited to a single school, the student information cannot be associated or
shared with students from other schools.
The Family Management function enables the district to:


Control which student fields are copied from one student to another.
Limit the scope of student records visible to a school administrator.
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
Limit the scope of family associations to only those student records within the same
school.
How to Select Student Fields to Copy
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under General, click Family Management. The Family Management page appears.
3. Use the following table to select information:
Field
Description
Do not allow schools
to view and copy
from students at
other schools
Select the checkbox to not allow schools to view or copy
information from a student who is not enrolled in their own
school.
Do not allow schools
to copy data to
students at other
schools
Select the checkbox to allow schools to view but not copy
information to a student who is not enrolled in their own
school.
Available Student
Fields to Copy
Displays all student fields including custom fields created
for student records. This is a multiple select list; several
adjacent fields can be selected simultaneously by clicking
on the field and holding the SHIFT key. To select separate
fields, press and hold COMMAND (Mac) or CONTROL
(Windows) as you click the field names.
Selected Student
Fields to Copy
Displays fields that are copied from one student to another
when using family management. By default, this column is
pre-populated with the most common fields shared by
siblings.
Add
Click to add the selected fields in the Available Student
Fields to Copy column to the Selected Student Fields to
Copy column. Removes the selected fields from the
Available Student Fields to Copy column.
Remove
Click to move the selected fields from the Selected Student
Fields to Copy column to the Available Student Fields to
Copy column.
Remove All
Click to remove all the fields, whether selected or not, from
the Selected Student Fields to Copy column and move
them back to the Available Student Fields to Copy column.
Load Defaults
Click to display the most common fields shared by siblings.
Reset
Click to reset the list of Student Fields to Copy to the list
that existed when the page was first loaded.
Hyperlink numbers
Click a letter or number to view a consolidated list of fields
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Field
Description
and letters
sorted by the selected letter or number.
4. Click Submit. The Changes Recorded page appears.
How to Mass Create Family Links
At the district level, the Mass Create Family Links function provides a quick way to establish
family relationships between existing students in the district. This function searches for all
active and inactive students in the district, all students with active enrollments in the
district, or only the selected students.
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose Group Functions from the Select a function for this group of students
pop-up menu. The Group Functions page appears.
Note: Alternatively, if you have a current selection of students, you can access this
page by choosing Special Functions > Groups Functions.
3. Click Mass Create Family Links. The Mass Create Family Links page appears.
4. Use the following table to enter information on this page:
Field
Description
Students to Include
Indicate which students you want to search for by selecting
all students with active enrollments, or all active and
inactive students in the district.
Search for Match on
Indicate the criteria by which you want to search by
selecting Family ID, Student Phone, or both.
5. Click Submit. PowerSchool searches for students who match the criteria. When the
search is complete, a message page displays the number of students located in the
search and the number of new family management links created.
Activities Setup
Create, modify, or delete the activities available to students in PowerSchool. You can also
clear the values of the activities field for all students, such as at the end of each school
year.
How to Add an Activity
Create an activity so that you and other users can add it to student records as needed.
Indicate if the new activity affects all schools on your system or just your school. After
adding an activity, you can add it to student records. For more information, see How to Add
or Delete Activities on a Student Record.
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1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under General, click Activities Setup. The Activities Setup page appears.
3. Click New. The Edit Activity page appears.
4. Use the following table to enter information in the fields:
Field
Description
Activity Name
Enter the name of the activity.
Student Field Name
Enter the activity's field name. Remember that spelling is
important and that you must use underscores (_) rather
than spaces between words.
Activity Type
Choose on of the following types of activity from the popup menu:




Academic
Athletic
Community
Music
Required
Select the checkbox if students are required to participate
in this activity.
This Activity Appears
For
Select an option to display this activity for only the selected
school or all schools on this server.
5. Click Submit. The Activities Setup page displays the new activity.
How to Edit an Activity
Changing an activity affects all PowerSchool users for your school or system. It does not
change the activity's status on individual records, just the information about the activity on
the PowerSchool system. After editing an activity, you can add it to student records. For
more information, see How to Add or Delete Activities on a Student Record.
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under General, click Activities Setup. The Activities Setup page appears.
3. Click the name of the activity you want to edit. The Edit Activity page appears.
4. Edit the information as needed. For field descriptions, see How to Add an Activity.
5. Click Submit. The Activities Setup page appears.
How to Delete an Activity
This action deletes the activity from your school or your system. It also deletes the activity
from any student records that indicate participation in the activity.
Important: This action cannot be undone. Contact other users before deleting an activity
from the PowerSchool system.
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1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under General, click Activities Setup. The Activities Setup page appears.
3. Click the name of the activity you want to delete. The Edit Activity page appears.
4. Click Delete. The Activities page displays without the deleted activity.
How to Clear Activities for All Students
Clear the values of the activities field for all students. For example, clear the activities for all
students at the end of each school year. This does not remove the activity from
PowerSchool. To remove an activity, see How to Delete an Activity.
1. On the start page, choose System from the main menu. The System Administrator
page appears.
2. Click Clear Activities. The Clear Activities page appears.
3. Select the checkboxes next to the activity for which you want to delete the values for
all students in the selected school.
4. Click Submit. The System Administrator page appears.
Balance Alert
Using the Balance Alert Setup page, you can define thresholds for students' lunch account
balances and fee account balances. If students' account balances go over a set threshold,
an alert appears on the student page indicating that the students' accounts are in deficit.
The balance alert also appears in PowerSchool Parent Portal if the Do not show the lunch
balance on parent/student pages if you do not want to display the alert checkbox
has not been selected during district setup. For more information, see How to Set Up
Miscellaneous District Settings.
The Balance Alert email function automatically sends parents or guardians email messages
informing them that their students' accounts are in deficit. For more information, see
Parents.
How to Set Up the Balance Alert
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under General, click Balance Alert. The Balance Alert Setup page appears.
3. Use the following table to enter information in the fields:
Field
Description
[Lunch Balance
Alert]
Choose the lunch balance level from the pop-up menu. An
email is sent to parents who choose to receive Balance
Alert emails.
[Fee Balance Alert]
Choose the fee balance level from the pop-up menu. An
email is sent to parents who choose to receive Balance
Alert emails.
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Field
Description
[Alert Email]
Enter the balance alert text in the field. This message
appears in the alert window in the PowerSchool Parent
Portal along with the balances of lunch and fees.
4. Click Submit. The Changes Recorded page appears.
Citizenship Codes
Use this page to create, view, edit, or delete citizenship codes used when grading students.
These codes are available in PowerTeacher gradebook.
How to Add a Citizenship Code
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under General, click Citizenship Codes. The Citizenship Codes page appears.
3. Click New. The Edit Citizenship Code page appears.
4. Use the following table to enter information in the fields:
Field
Description
Code
Enter the citizenship code.
Description
Enter a description for the citizenship code.
Sort order for
display
Use the pop-up menu to choose the sort order to appear on
the Citizenship Codes page.
5. Click Submit. The Citizenship Codes page displays the new citizenship code.
How to Edit a Citizenship Code
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under General, click Citizenship Codes. The Citizenship Codes page appears.
3. Click either the code or the description of the citizenship code you want to edit. The
Edit Citizenship Code page appears.
4. Edit the information as needed. For field descriptions, see How to Add a Citizenship
Code.
5. Click Submit. The Citizenship Codes page displays the edited citizenship code.
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How to Delete a Citizenship Code
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under General, click Citizenship Codes. The Citizenship Codes page appears.
3. Click either the code or the description of the citizenship code you want to delete.
The Edit Citizenship Code page appears.
4. Click Delete. The Selection Deleted page appears.
Entry Codes
Use entry codes to identify the reasons why students enroll in and transfer to your school.
How to Add an Entry Code
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under General, click Entry Codes. The Entry Codes page appears.
3. Click New. The Edit Entry Codes page appears.
4. Use the following table to enter information in the fields:
Field
Description
Code
Enter the code.
Meaning
Enter a description of the code.
Sort Order
Enter a number to determine the order in which you want
the system to display this item relative to other items. The
lower the sort order number, the higher the item appears
on the Entry Code pop-up menu.
Note: You can use 0 or negative numbers, such as -1, to
precede other entries. If two items have the same sort
order number, the first one created precedes the other.
The audience does not affect the sort order.
5. Click Submit. The Entry Codes page displays the new code and its meaning. Any
authorized user can apply the new code to any student transferring out of your
school.
How to Edit an Entry Code
Everyone who enrolls or transfers students will be affected by any changes you make to a
code. You may want to discuss changes with other users before making them.
1. On the start page, choose District from the main menu. The District Setup page
appears.
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2. Under General, click Entry Codes. The Entry Codes page appears.
3. Click the code or the meaning of the code you want to edit. The Edit Entry Codes
page appears.
4. Edit the information as needed. For field descriptions, see How to Add an Entry Code.
5. Click Submit. The Entry Codes page displays the edited code and its meaning.
Authorized users can apply the edited code to any student transferring out of your
school.
How to Delete an Entry Code
Everyone who manages transfers will be affected by changes you make to a code. You may
want to discuss changes with other users before making them.
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under General, click Entry Codes. The Entry Codes page appears.
3. Click the code or the meaning of the code you want to delete. The Edit Entry Codes
page appears.
4. Click Delete. The Entry Codes page displays without the deleted code:
Exit Codes
Use exit codes to identify the reasons why students leave your school.
How to Add an Exit Code
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under General, click Exit Codes. The Exit Codes page appears.
3. Click New. The Edit Exit Codes page appears.
4. Use the following table to enter information in the fields:
Field
Description
Code
Enter the code.
Meaning
Enter a description of the code.
Sort Order
Enter a number to determine the order in which you want
the system to display this item relative to other items. The
lower the sort order number, the higher the item appears
on the Exit Code pop-up menu.
Note: You can use 0 or negative numbers, such as -1, to
precede other entries. If two items have the same sort
order number, the first one created precedes the other.
The audience does not affect the sort order.
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5. Click Submit. The Exit Codes page displays the new code and its meaning.
Authorized users can apply the new code to any student transferring out of your
school.
How to Edit an Exit Code
Everyone who transfers students out of your school will be affected by changes you make to
a code. You may want to discuss changes with other users before making them.
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under General, click Exit Codes. The Exit Codes page appears.
3. Click the code or the meaning of the code you want to edit. The Edit Exit Codes page
appears.
4. Edit the information as needed. For field descriptions, see How to Add an Exit Code.
5. Click Submit. The Exit Codes page displays the edited code and its meaning.
Authorized users can apply the edited code to any student transferring out of your
school.
How to Delete an Exit Code
Everyone who manages transfers will be affected by changes you make to a code. You may
want to discuss changes with other users before making them.
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under General, click Exit Codes. The Exit Codes page appears.
3. Click the code or the meaning of the code you want to delete. The Edit Exit Codes
page appears.
4. Click Delete. The Exit Codes page displays without the deleted code.
Next School
Use the Next School Indicator to add, edit, or delete the names of schools identified as
"next schools" which are schools that student graduates will attend when they leave your
school. Next school selections are made either per student or as a default for all students.
For more information about setting the default school, see Next School Indicator.
If the next schools share your PowerSchool system, PowerSchool automatically transfers
student records to the next school when you use the end-of-year process.
How to Create a Next School Indicator
If there is more than one school that your students often graduate to or move to, you may
want to set up additional next schools.
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Scheduling, click Next School. The Next School page appears.
3. Click New. The Edit 'Next School' Record page appears.
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4. Use the following table to enter information in the fields:
Field
Description
School Name
Enter the name of the school.
School abbrev.
Enter the abbreviation for the school.
School number
Enter the school number.
Sort order for
display
Choose the sort order on the list of next schools from the
pop-up menu.
5. Click Submit. The Next School page displays the new school.
Now you and other users can assign it as the next school for any student.
How to Edit a Next School Indicator
There are times when it is necessary to edit a next school record on the PowerSchool
system. The changes you make to the next school record apply to the school and not to the
students who are assigned to attend that school.
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Scheduling, click Next School. The Next School page appears.
3. Click the school name, school abbreviation, or school number to be changed. The
Edit 'Next School' Record page appears.
4. Edit the information as needed. For field descriptions, see How to Create a Next
School Indicator.
5. Click Submit. The Next School page displays the changes.
How to Delete a Next School Indicator
If students are no longer continuing on to a particular school that has been set up as a next
school, delete that school from the list. Before doing so, it is important to verify that the
school is to be removed. Any student assigned to that school is impacted by this change.
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Scheduling, click Next School. The Next School page appears.
3. Click the school name, school abbreviation, or school number you want to delete.
The Edit 'Next School' Record page appears.
4. Click Delete. The Next School page displays without the deleted school.
Special Program Setup
Use the Special Program page to add, edit, or delete special programs for your district.
Additionally, you can view and print a list of special programs or students enrolled in a
special program.
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Once you have created a new special program, any PowerSchool user with the proper
access can add students to that program. To add a student to a special program, see
Special Programs.
Note: The Special Programs page for Utah schools displays the link Utah schools click
here. Click the link to display the Utah Special Programs page, which describes statespecific special program information.
How to Add a Special Program
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under General, click Special Programs. The Special Programs page appears.
3. Click New. The Special Program Information page appears.
4. Use the following table to enter information in the fields:
Field
Description
Program name
Enter the name of the program.
Qualifies as a special
education program
Select the checkbox if the special program is considered a
special education program.
Include in Quick
Lookup
Select the checkbox to indicate that this special program is
to appear in the Attendance by Program grid on the Quick
Lookup page. By default, the checkbox is not selected.
5. Click Submit. The Special Programs page displays the new program.
Any authorized PowerSchool user can add students to the program.
How to Edit a Special Program
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under General, click Special Programs. The Special Programs page appears.
3. Click the program name for the program you want to edit. The Special Program
Information page appears.
4. Edit the information as needed. For field description, see How to Add a Special
Program.
5. Click Submit. The Special Program page displays the edited program.
How to Delete a Special Program
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under General, click Special Programs. The Special Programs page appears.
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3. Click the program name for the program you want to delete. The Special Program
Information page appears.
4. Click Delete. The Selection Deleted page appears.
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Staff User Guide
PowerSchool 7.x
Student Information System
Released May 2012
Document Owner: Documentation Services
This edition applies to Release 7.2 of the PowerSchool software and to all subsequent releases and
modifications until otherwise indicated in new editions or updates.
The data and names used to illustrate the reports and screen images may include names of
individuals, companies, brands, and products. All of the data and names are fictitious; any similarities
to actual names are entirely coincidental.
PowerSchool is a trademark, in the U.S. and/or other countries, of Pearson Education, Inc. or its
affiliate(s).
Copyright © 2012 Pearson Education, Inc. or its affiliates. All rights reserved. All trademarks are
either owned or licensed by Pearson Education, Inc. or its affiliates. Other brands and names are the
property of their respective owners.
Staff User Guide
Contents
Preface................................................................................................................... 4
Introduction ........................................................................................................... 5
Staff Search ........................................................................................................... 6
Search Staff Page .......................................................................................... 6
Staff Stored Searches ................................................................................... 10
Staff Directory ............................................................................................. 12
Staff Security Settings ......................................................................................... 14
Enter New Staff Members .............................................................................. 14
Edit Staff Members' Security Settings.............................................................. 15
Delete Staff Members ................................................................................... 17
Set Page-Level Permissions ........................................................................... 18
Work With Staff Members .................................................................................... 19
Staff Information ......................................................................................... 19
Staff Current Schedule.................................................................................. 21
Staff Photos ................................................................................................ 24
Staff Schedule Setup .................................................................................... 25
Staff Transactions ........................................................................................ 26
Analytics Teacher View ................................................................................. 27
Staff Custom Screens ................................................................................... 27
Work With Staff Groups ....................................................................................... 29
Group Staff Functions ................................................................................... 29
Contents
3
Staff User Guide
Preface
Use this guide to assist you while navigating PowerSchool. This guide is based on the
PowerSchool online help, which you can also use to learn the PowerSchool Student
Information System (SIS) and to serve as a reference.
The PowerSchool online help is updated as PowerSchool is updated. Not all versions of the
PowerSchool online help are available in a printable guide. For the most up-to-date
information, click Help on any page in PowerSchool.
Referenced Sections
This guide is based on the PowerSchool online help, and may include references to sections
that are not contained within the guide. See the PowerSchool online help for the referenced
section.
Security Permissions
Depending on your security permissions, only certain procedures may be available to you.
Navigation
This guide uses the > symbol to move down a menu path. If instructed to “Click File >
New > Window,” begin by clicking File on the menu bar. Then, click New and Window.
The option noted after the > symbol will always be on the menu that results from your
previous selection.
Notes
It is easy to identify notes because they are prefaced by the text “Note:.”
Preface
4
Staff User Guide
Introduction
PowerSchool make is easy to manage your faculty and staff. From the PowerSchool start
page, which serves as the central point to begin your activities, you can search for staff,
browse for staff, view the staff directory, add a new staff member, or edit an existing staff
member.
Introduction
5
Staff User Guide
Staff Search
Just as it is often necessary to search for students to view or edit student information, you
will periodically need to search for staff. For frequently used searches, utilize the Stored
Searches function. For more information, see Staff Stored Searches.
Search Staff Page
To search for staff, simply click the Staff Search link in the main menu. The main part of
the start page will then display the Staff Search function.
Search Staff
The following information can be used to search for staff:
Field
Description
[Search Staff]
Enter search criteria in the search field. If Smart Search is
enabled, as you begin entering your search criteria,
PowerSchool automatically provides a drop-down list of
suggestions that you may choose from. For more information,
see Smart Search. Use the pop-up menu to choose the type of
staff member. To select from all staff groups, choose All. For
more information, see How to Search for All Staff Members.
[Search Icon]
Click to initiate the search.
View Field List
Like many other applications, PowerSchool stores data in fields.
A field is a unit of information defined by your PowerSchool
administrator. PowerSchool comes with a set of standard fields
used by all schools, but your school can add other fields that
are particular to your needs. Additionally, fields are added to
the field list with new versions of PowerSchool. Click to display
a list of all teacher-related fields stored in your school's
PowerSchool database. For more information, see How to Staff
Search by Other Fields.
How to Search
Click to learn about searching. When you finish your review,
either click Back on the Web browser or click the Staff link in
the main menu.
Browse Staff
The following information can be used to browse for staff:
Field
Description
[Alphabet]
Click a letter of the alphabet to display a list of staff whose last
names begin with the selected letter. For example, if you click
B, the system displays the staff at your school whose last
Staff Search
6
Staff User Guide
Field
Description
names begin with a "B". For more information, see How to Staff
Search by Last Name.
Teachers
Click to display a list of all teachers at your school. For more
information, see How to Search for All Teachers.
Staff
Click to display a list of all staff members at your school. For
more information, see How to Search for All Staff.
Lunch Staff
Click to display a list of all lunch staff at your school. For more
information, see How to Search for All Lunch Staff.
Substitutes
Click to display a list of all substitutes at your school. For more
information, see How to Search for All Substitutes.
[Gender]
Click M to display a list of all the male staff members at your
school. Click F to display a list of all the female staff members
at your school. For more information, see How to Staff Search
by Gender.
Other Options
When searching for staff, the following other options are available for selection:
Field
Description
New Staff Entry
Click to add a new staff member to your school. For more
information, see How to Add a New User.
Staff Directory
Click to view the staff directory. For more information, see Staff
Directory.
Stored Searches
Click to create or work with a saved list of preset search criteria
used to quickly find groups of staff members. For more
information, see Staff Stored Searches.
How to Search for All Staff Members
This is the easiest search, but it also produces the largest number of results.
1. On the start page, choose Staff Search from the main menu. The Search Staff page
appears.
2. Choose All from the pop-up menu.
3. Click the Search icon. The Select a Staff Member page appears.
4. Click the name of the individual whose record you want to review. To work with the
entire group of staff members, click Functions at the bottom of the list to display
the Group Staff Functions page. For more information about the group staff
functions, see Work With Staff Groups.
Staff Search
7
Staff User Guide
How to Search for All Teachers
Note: Alternatively, you can click the Teachers link.
1. On the start page, choose Staff Search from the main menu. The Search Staff page
appears.
2. Choose Teachers from the pop-up menu.
3. Click the Search icon. The Select a Staff Member page displays the names of all
teachers, staff, lunch staff, and substitutes at your school.
4. Click the name of the individual whose record you want to review. To work with the
entire group of staff members, click Functions at the bottom of the list to display
the Group Staff Functions page. For more information about the group staff
functions, see Work With Staff Groups.
How to Search for All Staff
Note: Alternatively, you can click the Staff link.
1. On the start page, choose Staff Search from the main menu. The Search Staff page
appears.
2. Choose Staff from the pop-up menu.
3. Click the Search icon. The Select a Staff Member page displays the names of all staff
members at your school.
4. Click the name of the individual whose record you want to review. To work with the
entire group of staff members, click Functions at the bottom of the list to display
the Group Staff Functions page. For more information about the group staff
functions, see Work With Staff Groups.
How to Search for All Lunch Staff
Note: Alternatively, you can click the Lunch Staff link.
1. On the start page, choose Staff Search from the main menu. The Search Staff page
appears.
2. Choose Lunch Staff from the pop-up menu.
3. Click the Search icon. The Select a Staff Member page displays the names of all
lunch staff members at your school.
4. Click the name of the individual whose record you want to review. To work with the
entire group of staff members, click Functions at the bottom of the list to display
the Group Staff Functions page. For more information about the group staff
functions, see Work With Staff Groups.
How to Search for All Substitutes
Note: Alternatively, you can click the Substitutes link.
1. On the start page, choose Staff Search from the main menu. The Search Staff page
appears.
2. Choose Substitutes from the pop-up menu.
3. Click the Search icon. The Select a Staff Member page displays the names of all
substitutes at your school.
Staff Search
8
Staff User Guide
4. Click the name of the individual whose record you want to review. To work with the
entire group of staff members, click Functions at the bottom of the list to display
the Group Staff Functions page. For more information about the group staff
functions, see Work With Staff Groups.
How to Search for Staff by Last Name
Note: Alternatively, you can click a letter of the alphabet to view all staff members whose
last name begins with that letter.
1. On the start page, choose Staff Search from the main menu. The Search Staff page
appears.
2. In the Search Staff field, enter the last name of a staff member whose record you
want to review.
Note: Alternatively, enter just the first few letters of the staff member's last name;
however, this produces more records.
3. Use the pop-up menu to choose the type of staff member. To select from all staff
groups, choose All.
4. Click the Search icon. If you search for a staff member who has a unique last name,
the search displays the one record it finds. If you search for a staff member who has
a common last name, a list of staff members appears.
5. Click the name of the individual whose record you want to review. To work with the
entire group of staff members, click Functions at the bottom of the list to display
the Group Staff Functions page. For more information about the group staff
functions, see Work With Staff Groups.
How to Search for Staff by Gender
1. On the start page, choose Staff Search from the main menu. The Search Staff page
appears.
2. Enter either gender=m or gender=f in the Search Staff field.
3. Use the pop-up menu to choose the type of staff member. To select from all staff
groups, choose All.
4. Click the Search icon. The Select a Staff Member page displays the male or female
staff members.
5. Click the name of the individual whose record you want to review. To work with the
entire group of staff members, click Functions at the bottom of the list to display
the Group Staff Functions page. For more information about the group staff
functions, see Work With Staff Groups.
How to Search for Staff by Other Fields
Search for groups of staff that share other characteristics besides gender. Search by any
staff-related field in your PowerSchool system.
1. On the start page, choose Staff Search from the main menu. The Seacrh Staff page
appears.
Staff Search
9
Staff User Guide
2. Click View Field List. The Field List pop-up window displays a list of all fields that
are used to perform a staff search. Many of the fields displayed are the same as the
fields in your school's PowerSchool system. However, each school can add or delete
fields.
3. Click the red "x" to close the pop-up window.
4. On the Search Staff page, enter a field to be used in a search in the Search Staff
field.
5. Enter a field operator and value after the field in the Search Staff field.
Note: For more information about comparators, see How to Use Comparators.
6. Click the Search icon. The Select a Staff Member page displays the staff members
that meet the criteria you entered.
Note: If you search for a staff member who has a value for a field matching no other
staff’s value, the search displays the one record it finds.
7. Click the name of the individual whose record you want to review, or, to work with
the entire group of staff members, click Functions at the bottom of the list to
display the Group Staff Functions page. For more information about the group staff
functions, see Work With Staff Groups.
How to Select a Group of Teachers by Hand
This selection process is helpful to select a group of teachers from a larger group allowing
you to narrow your search results even further.
1. On the start page, search for and select a group of staff members.
2. Click Functions. The Group Staff Functions page appears.
3. Click Select Teachers By Hand to narrow the group of teachers even further. The
Select Teachers By Hand page appears.
4. Press and hold COMMAND (Mac) or CONTROL (Windows) and click the names of the
teachers to include in the group.
Note: If the teachers are listed consecutively, click the first name on the list. Press
SHIFT as you click the last name on the list. This selects the first and last names you
click and every name in between.
Alternatively, if you are selecting the majority of the teachers on the list, select the
teachers you do not want to keep and select the Remove selected teachers
option. If you are selecting only a few of the teachers on the list, select the Keep
selected teachers option.
5. Click Functions. The Group Staff Functions page appears. For more information
about the group staff functions, see Work With Staff Groups.
Staff Stored Searches
Use stored searches to repeatedly search for groups of staff members. Set up and save the
search or use a search that someone else has set up.
Staff Search
10
Staff User Guide
How to Create a Stored Staff Search
Create a new group of staff members for whom you and other users can search. To create a
stored search that is similar to another stored search, copy a command string from another
search and paste it into a new search group. You must then make the necessary changes or
additions to the command string for the new group.
1. On the start page, choose Staff Search from the main menu. The Search Staff page
appears.
2. Click View Field List to determine the fields you want to use to search for staff
members. The Field List pop-up window displays a list of all fields that are used to
perform a staff search. Many of the fields displayed are the same as the fields in
your school's PowerSchool system. However, each school can add or delete fields.
3. Click the red "x" to close the pop-up window.
4. On the Search Staff page, click Stored Searches. The Stored Staff Searches page
appears.
5. Click New. The Edit Stored Staff Search page appears.
6. Use the following table to enter information in the fields:
Field
Description
Name
Enter a name for the stored search.
Search instructions
Enter the field and field values determined in Step 2.
Note: Use one command on each line. Field names must
be entered exactly as they appear in the Staff Field List.
7. Click Submit. The Stored Staff Searches page displays the new stored search.
How to Search for Staff Using Stored Searches
1. On the start page, choose Staff Search from the main menu. The Search Staff page
appears..
2. Click Stored Searches. The Stored Staff Searches page appears.
3. Click the Search icon next to the name of the stored search. The Group Staff
Functions page appears and asks what to do with your selection. For more
information, see Work With Staff Groups.
How to Edit Stored Staff Search Criteria
If you find that a search is not finding the correct staff members, there could be a problem
with the search commands. On the other hand, perhaps the criteria for a specific group
have changed. In either case, you must edit the search criteria.
Note: All PowerSchool users on your system will be impacted by your change. Contact other
users before editing the criteria of a stored search.
1. On the start page, choose Staff Search from the main menu. The Search Staff page
appears..
Staff Search
11
Staff User Guide
2. Click View Field List to determine the fields you want to use to search for staff
members. The Field List pop-up window displays a list of all fields that are used to
perform a staff search. Many of the fields displayed are the same as the fields in
your school's PowerSchool system. However, each school can add or delete fields.
3. Click the red "x" to close the pop-up window.
4. On the Search Staff page, click Stored Searches. The Stored Staff Searches page
appears.
5. Click the name of the stored search you want to edit. The Edit Stored Staff Search
page appears.
6. Edit the information as needed. For field descriptions, see How to Create a Stored
Staff Search.
7. Click Submit. The Stored Staff Searches page displays the edited stored search.
How to Delete a Stored Staff Search
Remove a stored staff search that is no longer used.
Note: All PowerSchool users on your system will be impacted by your change. Contact other
users before editing the criteria of a stored search.
1. On the start page, choose Staff Search from the main menu. The Search Staff page
appears..
2. Click Stored Searches. The Stored Staff Searches page appears.
3. Click the name of the stored search you want to delete. The Edit Stored Staff Search
page appears.
4. Click Delete.
5. Click Confirm Delete. The Selection Deleted page appears.
Staff Directory
The staff directory displays the staff for the selected school and term. Use the staff directory
to filter groups of staff members according to their functions or to find staff members' email
addresses.
How to View the Staff Directory
1. On the start page, choose Staff Search from the main menu. The Search Staff page
appears.
2. Click Staff Directory. The Staff Directory page appears.
3. Click the individual's email address to send an email message to that staff member.
Alternatively, select the email addresses in the Group Email field. Using your email
application, copy and paste the selected addresses into the address field of a new
email message.
How to Filter Staff Groups
1. On the start page, choose Staff Search from the main menu. The Search Staff page
appears.
2. Click Staff Directory. The Staff Directory page appears.
Staff Search
12
Staff User Guide
3. Click a staff group next to Listing Options. The selected staff group appears.
4. Click the individual's email address to send an email message to that staff member.
Alternatively, select the email addresses in the Group Email field. Using your email
application, copy and paste the selected addresses into the address field of a new
email message.
Staff Search
13
Staff User Guide
Staff Security Settings
PowerSchool administrators use this page to modify security settings for selected staff
members. For more information, see Security Permissions.
Enter New Staff Members
In PowerSchool, system users are considered staff members. All PowerSchool system users
must be set up as staff members before you can assign security permissions. When adding
new staff members, you can assign permissions, as needed. Additionally, you can assign
permissions by user group or set permissions at the page level. For more information about
assigning permissions by user group, see Group Security Permissions.
How to Enter a New Staff Member
1. On the start page, choose Staff Search from the main menu. The Search Staff page
appears.
2. Click New Staff Entry. The New Staff Member page appears.
3. Use the following table to enter information in the fields:
Field
Description
Name
Enter the user's last, first, and middle name.
Email Address
Enter the user's email address.
Title
Enter the user's user role or professional title.
Gender
Choose Male or Female from the pop-up menu.
Ethnicity
Choose the user's ethnicity from the pop-up menu.
ID
Enter the user's identification number. This is a required
field.
Homeroom
Enter the user's homeroom number.
School
The selected school appears.
Lunch ID
The user's PowerLunch identification number appears.
Home Phone #
The user's home telephone number appears.
School Phone #
The user's school telephone number appears.
Street
The user's address appears.
City, State, Zip
The user's city, state abbreviation, and postal code appear.
SSN
The user's Social Security number appears.
Staff Security Settings
14
Staff User Guide
Field
Description
DOB
The user's birth date appears.
Staff Status
Choose the user's status from the pop-up menu. It is
recommended that a status is assigned to each staff
member. This makes searching for and selecting staff
members more efficient.
4. Click Submit. The Security Settings page appears.
5. Assign permissions to the new user. For more information, see How to Edit Security
Permissions.
Edit Staff Members' Security Settings
Edit the permissions of staff members.
How to Edit a Staff Member's Security Settings
1. On the start page, search for and select a staff member. For more information, see
Staff Search.
2. Click Security Settings. The Security Settings page appears.
3. Use the following table to enter information in the fields:
Field
Description
Admin Username
If you want this staff member to be able to access the
entire PowerSchool system, enter a username. If you do
not, leave this field blank.
Note: Usually, only school administrators, PowerSchool
administrators, cafeteria personnel, guidance staff, and
administrative staff members have access to PowerSchool.
Teachers generally only have access to PowerSchool
Teacher.
Note: Use the LDAP Enabled checkbox next to the
Admin Username field to enable or disable LDAP
Authentication for an individual staff member. For more
information, see LDAP.
Admin Password
If you entered a username in the Admin Username field,
enter the staff member's PowerSchool password.
May switch to
Use these checkboxes to indicate which schools you want
this staff member to be able to access. At the minimum,
select the staff member's default school, such as Hobble
Creek High School (Default).
Selecting more than one school activates the School link
on the navigation toolbar at the top of each page in
Staff Security Settings
15
Staff User Guide
Field
Description
PowerSchool. For more information, see How to Change
Schools.
Do one of the following:



Select only the checkbox indicating the staff
member's default school.
Select the checkbox next to each additional school
you want this staff member to be able to access.
Select the District Office checkbox if you want this
staff member to be able to access the district office.
Notes:



Group
If the staff member is permitted to switch schools,
choose Yes for Sign in to administrative portion
of PowerSchool pop-up menu.
If the staff member is not permitted to switch
schools, choose No for Sign in to administrative
portion of PowerSchool pop-up menu.
If you select one or more schools, be sure to select
the staff member's default school.
To assign the staff member to a security group, choose the
appropriate group from the pop-up menu.
Note: Click the field name to view each group and its
permissions in PowerSchool. For more information, see
How to Edit Security Groups.
IP Addresses
If you want this staff member to be able to use
PowerSchool from certain computers only, enter the IP
addresses of those computers in this field.
Note: If you define more than one IP address, separate
each address with a comma.
If you want this staff member to be able to access
PowerSchool from any computer, leave this field blank.
Lunch ID
Enter the user's PowerLunch identification number.
Restrict Admin Sign
In to these times
Either select No Restriction or use the pop-up menus to
choose the time range that the user is allowed to sign in to
PowerSchool.
Status
Choose whether the staff member is Current or No
longer here from the pop-up menu. If you choose No
longer here, the staff member’s PowerSchool account is
inactive, and they cannot access the system.
Teacher Username
If you want this staff member to be able to access
PowerTeacher, enter a username. If you do not, leave this
Staff Security Settings
16
Staff User Guide
Field
Description
field blank.
Note: Use the LDAP Enabled checkbox next to the
Teacher Username field to enable or disable LDAP
Authentication for an individual staff member. For more
information, see LDAP.
Teacher Password
If you entered a username in the Teacher Username
field, enter the staff member's PowerTeacher password.
Sign in to
administrative
portion of
PowerSchool?
If you want this staff member to be able to sign in to
PowerSchool, choose Yes from the pop-up menu.
Otherwise, choose No.
PowerTeacher
Administrator user?
If you want this staff member to be able to sign in to
PowerTeacher Administrator, select Yes. Otherwise, select
No.
Note: If you chose Yes, you must also enter an Admin
Username and Admin Password for the staff member.
Note: If you chose Yes, you must also enter an Admin
Username and Admin Password for the staff member.
ReportWorks
Developer user?
If you want this staff member to be able to sign in to
ReportWorks, select Yes. Otherwise, select No.
To launch ReportWorks, see How to Launch ReportWorks
Developer.
Note: If you chose Yes, you must also enter an Admin
Username and Admin Password for the staff member.
Access to mobile
version of
PowerSchool
If you want this staff member to be able to sign in to
PowerSchool using a mobile device, choose Allowed from
the pop-up menu. Otherwise, choose No from the pop-up
menu. For more information, see Mobile Web Pages Staff
Setup or the Mobile Web Pages User Guide available on
PowerSource.
4. Click Submit. The Changes Recorded page appears.
Delete Staff Members
Remove a PowerSchool user from the system.
How to Delete a Staff Member
1. On the start page, search for and select a staff member. For more information, see
Staff Search.
2. On the Staff page, click Security Settings. The Security Settings page appears.
Staff Security Settings
17
Staff User Guide
3. Click Delete.
4. Click Confirm Delete. The Selection Deleted page appears.
Set Page-Level Permissions
To define each user group’s access to individual pages within PowerSchool, use the page
permissions function. For detailed information, see Page-Level Permissions.
Staff Security Settings
18
Staff User Guide
Work With Staff Members
After searching for and selecting a staff member using the methods described in other
sections, use the Staff page to manage the staff record in a variety of ways. Each option
discussed in this section assumes that you selected an individual staff record. If you do not
know how to do this, see Staff Search.
Staff Page Layout
Each view or menu item on the Staff page looks different, but the top of each displays the
name of the page and staff member. Look at the staff pages menu on the left side of the
screen. All of the items listed are either possible actions performed or items viewed on a
staff member's record. This is where you will start the activities described in this section.
Use the following buttons and links to help you find the staff records you need:




Staff Search: Displays a search field to look for other staff records
List: Displays the current selection of staff members on the Select a Staff Member
page
Previous Record arrow: Displays the record preceding the selected record
Next Record arrow: Displays the record following the selected record
The remaining links indicate possible actions to be performed on the selected record.
Staff Information
After selecting a staff member, you can edit information about that person. When a staff
member no longer works at your school, indicate an inactive status for that person. For
more information about adding staff members, see How to Add a New User.
How to Edit Staff Information
1. On the start page, search for and select a staff member. For more information, see
Staff Search.
2. On the Staff page, click Edit Information from the staff pages menu. The Edit
Information page appears.
3. Use the following table to edit information in the fields:
Field
Description
Name
Enter the staff member's last, first, and middle name.
Preferred Name
Enter the staff member's preferred name, such as a
nickname.
Email Address
Enter the staff member's email address.
Title
Enter the staff member's role or professional title.
Work With Staff Members
19
Staff User Guide
Field
Description
Gender
Indicate the staff member's gender by choosing either
Male or Female from the pop-up menu.
Ethnicity
Specify whether or not the staff member is Hispanic or
Latino by selecting the appropriate option.
Note: Information that appears may vary based on your
configuration. For information about setting up federal
ethnicity and race categories and codes used in statespecific reporting, see Federal Race Categories and District
Race Codes.
Race
Specify the staff member's race by selecting the
appropriate checkboxes.
Note: Information that appears may vary based on your
configuration. For information about setting up federal
ethnicity and race categories and codes used in statespecific reporting, see Federal Race Categories and District
Race Codes.
Reporting Ethnicity
Specify the staff member's ethnicity by choosing the
appropriate ethnicity from the pop-up menu.
Note: Information that appears may vary based on your
configuration. For information about setting up ethnicity
codes used in scheduling and preconfigured reporting, see
Scheduling/Reporting Ethnicity Codes.
ID
Enter the staff member's identification number (required).
Homeroom
Enter the staff member's homeroom number.
School
Specify the staff member's school in which they work by
choosing the appropriate school name from the pop-up
menu.
Lunch ID
Enter the staff member's PowerLunch identification
number. For more information, see How to Create Lunch ID
Numbers for Staff.
Home Phone #
Enter the staff member's home telephone number.
School Phone #
Enter the staff member's school telephone number.
Street
Enter the staff member's street name.
City, State, Zip
Enter the staff member's city, two-letter state abbreviation,
and postal code.
SSN
Enter the staff member's Social Security Number.
DOB
Enter the staff member's birth date.
Work With Staff Members
20
Staff User Guide
Field
Description
Staff Status
It is recommended that a status is assigned to each staff
member. This makes searching for and selecting staff
members more efficient. To specify the staff member's
status, choose one of the following from the pop-up menu:





Not Assigned
Teacher
Staff
Lunch
Substitute
Note: For a user to appear in PowerSchool's teacher’s popup menus, Teacher must be selected.
Status
Specify the staff member's status by choosing Current or
No longer here from the pop-up menu. If you choose No
longer here, the staff member’s PowerSchool account is
inactive, and he or she cannot access PowerSchool.
4. Click Submit. The Edit Information page appears.
How to Inactivate a Staff Member
1. On the start page, search for and select a staff member. For more information, see
Staff Search.
2. On the Staff page, click Edit Information from the staff pages menu. The Edit
Information page appears.
3. Choose No longer here from the Status pop-up menu.
4. Click Submit. The Edit Information page appears, and the staff member can no
longer sign in to PowerSchool.
Staff Current Schedule
View the schedule for a specific teacher. You can view a teacher's current schedule from
either the Staff page or the main menu. To view teacher schedules from the main menu,
see Teacher Schedules.
When viewing a teacher's schedule from the Staff page, you can view the schedule in either
a table or a matrix format.
How to View Teacher Schedules From the Staff Page
1. On the start page, search for and select a staff member. For more information, see
Staff Search.
2. On the Staff page, click Current Schedule from the staff pages menu. The selected
teacher's schedule appears.
3. On the Teacher Schedule page, you can do the following:
Work With Staff Members
21
Staff User Guide
Field
Description
New
Click to add a section to the teacher's schedule. The Create
New Section page appears. For more information, see How
to Add Sections to Teacher Schedules.
Term
Click to view term information for this section. The Term
page appears. For more information, see How to View
Sections by Term.
Course
Click the name of the course to view basic course
information. The Course Information page appears.
Section #
Click to view information about this section. The Edit
Section page appears. For more information, see Sections.
Enrollment
Click to display the section's class roster. The Class Roster
page appears. For more information, see How to View the
Class Roster.
Attendance
Click the grid icon to view the Section attendance page.
This icon only appears if attendance can be entered for the
date or term. For more information, see Section
Attendance.
Analytics
Click to view Analytics data. For more information, see
View Analytics Data.
Note: The Analytics icon only appears if Analytics is
enabled. For more information, see Enable Analytics.
Note: The data that appears on the graph is not served by
PowerSchool. It is rendered from a separate Analytics
server. For more information on the configuration of
Analytics, see the Analytics documentation.
Make all student
listed above the
current selection
Click to work with the group of students in all of the
selected teacher's classes listed in the schedule. The Group
Functions page appears. For more information, see Work
With Groups.
How to View the Teacher Schedule Matrix
The schedule matrix graphically represents a teacher's schedule for all days, periods, and
terms in the currently selected year.
1. On the start page, search for and select a staff member. For more information, see
Staff Search.
2. On the Staff page, click Schedule Matrix from the staff pages menu. The teacher's
Schedule Matrix displays the teacher's schedule for each period and day in each
term. Identical colors on the schedule indicate the same section. A blank block
means that nothing is scheduled for that block in that term. Each block includes the
following information:
Work With Staff Members
22
Staff User Guide







Course name
Course number
Section number
Room number
Schedule expression, which is the combination of periods and days
Term taught
Current/maximum enrollment
How to Add Sections to Teacher Schedules
1. On the start page, choose Teacher Schedules from the main menu. The Teacher
Schedules page appears.
2. Click the name of the staff member. The selected teacher's schedule appears.
3. Click New. The Create New Section page appears.
4. Use the following table to enter information in the fields:
Field
Description
Course Number
Enter the course number.
Expression
Select the checkboxes for the combination of days and
periods in which this section meets. For example, select the
checkbox for Period 1 and Day A if a section of Chemistry
meets during first period on A days.
Teacher
The selected teacher appears.
Room
Enter the room in which this course section meets.
Section Number
Enter the section number in this field. Do not enter special
characters.
Note: Section numbers must be unique among sections of
the same course for a given school year.
Term
Choose the appropriate term from the pop-up menu.
Grade Level
If this course is available only for a certain grade level,
enter the grade level. Otherwise, leave this field blank.
Grade Scale
Choose the grade scale from the pop-up menu. For more
information, see Grade Scales.
Maximum
Enrollment
Enter the maximum number of students who can enroll in
this course section.
Where Taught
If this course section is taught outside your school, enter
the school's ID in this field. If it is taught at your school,
leave this field blank.
Dependent Sections
If this course section has dependent sections, enter them
in this field using the course.section, course.section format.
If a student is enrolled in a class, it is not teacher-specific,
Work With Staff Members
23
Staff User Guide
Field
Description
but rather section-specific. Often used by elementary
schools where students take a set of classes, dependent
sections indicate that if a student is registered in one class,
he or she must also register for the dependent class. If the
dependent section conflicts with another class, you can
manually drop the student from the class and add him or
her to another section. This function has no implications
with prerequisites or graduation requirements.
Record Attendance
Using Attendance
Mode
Use the pop-up menu to indicate the method by which you
want attendance recorded. At this time, Meeting
attendance is your only option.
Record Attendance
If the section meets more than one period in a day, you
can choose to take attendance once or for every period by
selecting the Once for All Meetings option or the Each
Meeting Separately option.
Exclude From
Attendance
Select the checkbox if you do not want attendance and
enrollment in this section to be counted towards any
ADA/ADM calculations.
5. Click Submit. The Teacher Schedule page displays the new section.
Staff Photos
This page displays a photo of the staff member. If no photo is available, you can submit a
photo for the staff member. The selected photo appears next to the selected staff member’s
name at the top of each staff page. Click the photo to view a larger version of the photo.
How to View Staff Photos
1. On the start page, search for and select a staff member. For more information, see
Staff Search.
2. On the Staff page, click Photo from the staff pages menu. The Teacher Photo page
appears. If a photo is available, it appears in the center of the page.
3. Click Submit a New Photo for [staff member] to change or add a photo for a
staff member. The Submit Photo page appears.
4. Click Choose File. The Open dialog appears.
5. Locate and double-click the file. The Submit Photo page appears.
Note: The photo must be in JPEG format.
6. Click Submit. The Teacher Photo page displays the staff member's photo.
Work With Staff Members
24
Staff User Guide
Staff Schedule Setup
Use this page to edit scheduling information for the selected staff member.
How to Edit Staff Schedule Setup
1. On the start page, search for and select a staff member. For more information, see
Staff Search.
2. On the Staff page, click Schedule Setup from the staff pages menu. The Staff
Scheduling Preferences page appears.
3. Use the following table to enter information in the fields:
Field
Description
Department
Click Associate to select this teacher's department.
Preferred Room
Click Associate to select this teacher's classroom. The
system always attempts to schedule courses assigned to
this teacher in his or her preferred classroom first.
Maximum
Consecutive Periods
Choose from the pop-up menu the maximum number of
periods this teacher can teach in a row (according to his or
her contract).
Maximum Periods
Free
Choose the maximum number of free periods this teacher
can have in his or her schedule each day from the pop-up
menu.
Schedule This
Teacher
Select the checkbox if you want the system to schedule
this teacher.
Note: If you deselect the checkbox, the system will not
include this teacher in the schedule build process.
Is Always Free?
Select the checkbox to allow this teacher to be scheduled
for an unlimited number of courses during the same period.
For example, some special education teachers teach
different subjects to different students in the same room
during the same period.
Building Code
(optional)
Click Associate to select this teacher's building.
House Code
(optional)
Click Associate to select this teacher's house.
Team Code
(optional)
Choose from the pop-up menu the team to which you want
this teacher to belong.
Maximum Student
Load
Specify the maximum number of students that a teacher
can have per day. For more information, see Teacher
Maximum Load.
Work With Staff Members
25
Staff User Guide
4. Click Submit. The Staff Scheduling Preferences page displays the changes.
Staff Transactions
Use this page to view or record any fee-related transactions for the selected staff member.
Transactions such as meal purchases automatically appear on the Transactions page. Since
PowerLunch records meal purchases, do not use the Transactions page to enter meal
purchases.
How to View Staff Transactions
View any debit or credit transactions for the selected staff member. The Transactions page
displays the staff member's name, ID, and current balance.
1. On the start page, search for and select a staff member. For more information, see
Staff Search.
2. On the Staff page, click Transactions from the staff pages menu. The Transactions
page displays any financial transactions for the selected staff member:
How to Record Staff Transactions
Use this page to enter transactions such as campus bookstore purchases and payments to
staff member accounts. Since PowerLunch records meal purchases, do not use the
Transactions page to enter meal purchases.
Transactions cannot be deleted. However, you can reverse a transaction by adding an
opposite transaction. For example, if you enter a credit transaction but meant to enter a
debit transaction, enter two debit transactions of the same amount. Enter in the Description
field text such as "Reverse accidental credit transaction" for one of the debit transactions.
1. On the start page, search for and select a staff member. For more information, see
Staff Search.
2. On the Staff page, click Transactions from the staff pages menu. The Transactions
page displays any financial transactions for the selected staff member.
3. Click New to record a new transaction. The Transaction Record page appears.
Note: Do not manually record transactions that are normally automated
transactions, such as PowerLunch Quicksales. For more information, see
PowerLunch.
4. Use the following table to enter information in the fields:
Field
Description
Date of Transaction
Enter the transaction date using the format mm/dd/yyyy or
mm-dd-yyyy. If you do not use this format, an alert
appears. If you submit the date with an incorrect format,
the date field is submitted as a blank entry.
Description
Enter a description for the transaction. Only the first 24
Work With Staff Members
26
Staff User Guide
Field
Description
characters and spaces of the description appear on the
Transactions page.
Debit
Enter an amount for the transaction to decrease the
balance on the staff member's account. If you enter a
debit, do not enter anything in the Credit field. Record
credit transactions separately.
Credit
Enter an amount for the transaction to increase the balance
on the staff member's account. If you enter a credit, do not
enter anything in the Debit field. Record debit transactions
separately.
5. Click Submit. The Transactions page displays the new transaction.
Analytics Teacher View
The Analytics Teacher View page displays Analytics teacher data. This menu link only
appears if Analytics is enabled. For more information, see Enable Analytics.
Note: The data that appears on the page is not served by PowerSchool. It is rendered from
a separate Analytics server. For more information on the configuration of Analytics, see the
Analytics documentation.
How to View Analytics Teacher Data
Note: You can also access the Analytics Teacher View from the Teacher Schedule page. For
more information, see Staff Current Schedule.
1. On the start page, search for and select a staff member. For more information, see
Staff Search.
2. On the Staff page, click Analytics Teacher View from the staff pages menu. The
Analytics Teacher View page appears.
Staff Custom Screens
PowerSchool administrators design custom screens to display a variety of information about
staff members. There is no limit to the number of custom screens that a school can set up
to track any kind of information. Thus, the pages are school-specific and will differ from the
examples. After selecting a staff member and clicking Custom Screens, a list of custom
screens at your school appears.
For more information about creating custom screens, see Custom Staff Fields and Screens.
How to View Staff Custom Screens
1. On the start page, search for and select a staff member. For more information, see
Staff Search. A list of custom screens appears.
Work With Staff Members
27
Staff User Guide
Note: Your PowerSchool administrator can modify this page or create new ones to
meet your school's needs.
2. Click the links to the pages, if available. The custom screen appears.
Work With Staff Members
28
Staff User Guide
Work With Staff Groups
Using the Group Staff Functions page, you can manage records for a selected group of staff
members in a variety of ways.
Group Staff Functions
Using the Group Staff Functions page, you can manage records for a selected group of staff
members in a variety of ways.
How to Export Staff Using Template
Using a template, export staff data for the currently selected staff members.
1. On the start page, search for and select a group of staff members. For more
information, see Staff Search.
2. Click Functions. The Group Staff Functions page appears.
3. Click Export Using Template. The Export Using Template page appears.
4. Choose the template from the Export template pop-up menu.
5. Click Submit. The exported staff information page appears.
How to List Staff Members
Use this page to generate a printable report of the currently selected staff members.
1. On the start page, search for and select a group of staff members. For more
information, see Staff Search.
2. Click Functions. The Group Staff Functions page appears.
3. Click List Staff Members. The List Staff Members page appears.
4. Use the following table to enter information in the fields:
Field
Description
Report Title
Enter a report title.
Col.
Click Fields to view the entire list of fields. Select any of
the fields noted in the fields list. Click the red "x" to close
the pop-up window.
Enter the name of the field in the Field Name field.
Enter the name of the column in the Column Title field.
This may or may not be the same at the field name. For
example, to display birthdays on the printed list, you can
title the column Birthday even though the field name is
DOB.
Repeat for each column you want to create for the report.
To number the staff members on the printed list, enter
*count in the Column 1 Field Name field.
Work With Staff Groups
29
Staff User Guide
Field
Description
Padding in Each Cell
Enter the amount of space between the cell and the text in
points.
Note: One point equals 1/72 of an inch.
# Rows in Between
Breaks
This refers to the number of staff names to print before
each break in the list. After each break, column titles are
printed again. Enter 0 if you do not want breaks inserted.
Other Options
Select the Gridlines checkbox to draw lines between rows
and columns and to put a border around the list.
Select the Export checkbox to create the list in another
application. If you deselect the checkbox, the list appears
in your Web browser only.
Optional: Sort Field
Name
Enter up to three field names to sort items in the selected
columns or fields.
For each field, choose indicate the sort order by choosing
ascending (>) or descending (<) from the Directions
pop-up menu. If you select to sort more than one
column/field, PowerSchool sorts them in the order listed.
Note: If you have never sorted a list before, it is a good
idea to try different options here to view how list items are
ordered each time.
5. Click Submit. The page displays the list. If it is formatted correctly, continue to the
next step. If not, click Back, make the necessary changes, and click Submit again
to preview the revised list.
6. Click your Web browser’s Print button to print the report.
Note: To fit more staff members on the page, change the paper layout or use the
reduction setting on your Web browser. Choose File > Print. Make the appropriate
selections in the Print dialog.
How to Print Staff Mailing Labels
Prints mailing labels for the currently selected staff members. Set up the mailing label
layouts for staff from the same area as the student mailing labels. For more information,
see Mailing Labels.
1. On the start page, search for and select a group of staff members. For more
information, see Staff Search.
2. Click Functions. The Group Staff Functions page appears.
3. Click Print Mailing Labels. The Print Mailing Labels page appears.
4. Use the following table to enter information in the fields:
Work With Staff Groups
30
Staff User Guide
Field
Description
Print Mailing Labels
For
Select an option to indicate the staff members for whom
the report will be run, if necessary.
Use this mailing
label layout
Choose a mailing label layout from the pop-up menu. Click
mailing label layout to view, add, or edit a mailing label
layout. For more information about mailing label layouts,
see How to Add a Mailing Label Layout.
How Many Pages?
Select an option to indicate the number of pages to print.
When to print
Select a time to run the report:




ASAP: Execute immediately.
At Night: Execute during the next evening.
On Weekend: Execute during the next weekend.
On Specific Date/Time: Execute on the date and
time specified in the following fields.
5. Click Submit. The report appears with the specified parameters. Review it from
beginning to end to verify that the formatting and content are correct.
If you are ready to print the labels, see Run, Print, and Save Reports.
How to Print a Staff Report
Use this page to print reports for the currently selected staff members. Set up the report
layouts from the same area as the student reports. For more information, see Form Letters.
1. On the start page, search for and select a group of staff members. For more
information, see Staff Search.
2. Click Functions. The Group Staff Functions page appears.
3. Click Print a Report. The Print A Report page appears.
4. Use the following table to enter information in the fields:
Field
Description
Which report would
you like to print?
Choose the form letter from the pop-up menu.
For which staff
members?
Select an option to indicate the staff members for whom
the report will be run, if necessary.
Print only the first X
pages
If you only want to print a limited number of pages, select
the checkbox and enter the number of pages.
If printing fee list,
only include
transactions
conducted during...
If you selected an Object Report in the Which report to
would you like to print field and that Object Report
includes a fee list object, choose the date range from the
pop-up menu. If you select the Date Range, enter the
Work With Staff Groups
31
Staff User Guide
Field
Description
(may be overridden
in report setup)
beginning and ending dates in the fields using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
Watermark Text
To print text as a watermark on each page of the report,
use the pop-up menu to either choose a standard phrase
or select Custom and enter the text you want to print as a
watermark in the field.
Watermark Mode
Choose how you want the text to print from the pop-up
menu. Watermark prints the text behind objects on the
report, while Overlay prints the text over objects on the
report.
5. Click Submit. The report appears with the specified parameters. Review it from
beginning to end to verify that the formatting and content are correct.
If you are ready to print the report, see Run, Print, and Save Reports.
How to Quick Export Staff
Use this page to quickly export staff data for the currently selected staff members.
1. On the start page, search for and select a group of staff members. For more
information, see Staff Search.
2. Click Functions. The Group Staff Functions page appears.
3. Click Quick Export. The Export Staff page appears.
4. Use the following table to enter information in the fields:
Field
Description
Export the [#]
selected staff
members
Enter the fields to be included on the exported
spreadsheet. Enter as many fields as you want. Separate
multiple fields with spaces. If you need help remembering
field names, click Fields at the bottom of the page.
Field Delimiter
Choose a field delimiter from the pop-up menu. The field
delimiter is the item that separates fields in the exported
data. If you select Other, enter the delimiter in the blank
field.
Record Delimiter
Choose the record delimiter from the pop-up menu. This
refers to the item that will separate the records in the
exported data:


Work With Staff Groups
CR: carriage return
CRLF: carriage return line feed
32
Staff User Guide
Field
Description

LF: line feed
If you select Other, enter the delimiter in the field.
Surround Fields
Select the checkbox to surround the fields in the exported
data with quotation marks.
Column titles on 1st
row
Select the checkbox to include column titles on the first
row of the exported data.
5. Click Submit. Either save the file to a specified location or open the file to display
the report in a spreadsheet application.
How to Set Staff Field Value
Use this page to change the value of the selected field for all of the currently selected staff
members.
Note: For detailed information about PowerTeacher gradebook administration and setup,
see the Enable PowerTeacher for a Selection of Teachers section in the PowerTeacher
Gradebook Administrator Installation and Setup Guide available on PowerSource.
1. On the start page, search for and select a group of staff members. For more
information, see Staff Search.
2. Click Functions. The Group Staff Functions page appears.
3. Click Set Staff Field Value. The Teacher Field Value page appears.
4. Use the following table to enter information in the fields:
Field
Description
Field to Change
Enter the name of the field to be changed.
Note: For a complete list of field codes, click Fields.
New Field Value
Enter the new value of the field. Put quotation marks
around any values that do not perform calculations, such
as constant characters or a string of characters.
Clear Field Value
Select the checkbox if you want to remove any existing
values for that field.
Do not overwrite
existing data
Select the checkbox if you do not want the system to
overwrite any existing field values.
5. Click Submit. When the operation is complete, click Back. Now you can perform a
search to find the group with the changed value.
Work With Staff Groups
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Staff User Guide
How to Perform Staff LDAP Directory Synchronization
Use the LDAP Directory Synchronization page to synchronize PowerSchool Usernames with
an LDAP directory server.
Note: For more information about LDAP, see LDAP.
1. On the start page, search for and select a group of staff members. For more
information, see Staff Search.
2. Click Functions. The Group Staff Functions page appears.
3. Click LDAP Directory Synchronization. The LDAP Directory Synchronization page
appears.
4. Edit the User ID Attribute as needed.
5. Click Submit.
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34
PowerSchool Parent Portal
User Guide
PowerSchool 7.x
Student Information System
Released May 2012
Document Owner: Documentation Services
This edition applies to Release 7.2 of the PowerSchool software and to all subsequent releases and
modifications until otherwise indicated in new editions or updates.
The data and names used to illustrate the reports and screen images may include names of
individuals, companies, brands, and products. All of the data and names are fictitious; any similarities
to actual names are entirely coincidental.
PowerSchool is a trademark, in the U.S. and/or other countries, of Pearson Education, Inc. or its
affiliate(s).
Copyright © 2012 Pearson Education, Inc. or its affiliates. All rights reserved. All trademarks are
either owned or licensed by Pearson Education, Inc. or its affiliates. Other brands and names are the
property of their respective owners.
PowerSchool Parent Portal
User Guide
Contents
Preface................................................................................................................... 4
Introduction ........................................................................................................... 5
Get Started............................................................................................................. 6
Sign In to PowerSchool Parent Portal ................................................................ 6
PowerSchool Parent Portal Start Page ............................................................. 11
Work with the Navigation Menu ........................................................................... 14
Grades and Attendance ................................................................................. 14
Standards Grades ........................................................................................ 15
Analytics Student Data.................................................................................. 15
Grades History............................................................................................. 16
Attendance History ....................................................................................... 16
Email Notifications........................................................................................ 16
Teacher Comments ...................................................................................... 17
School Bulletins ........................................................................................... 18
Class Registration ........................................................................................ 19
Register for Classes ...................................................................................... 19
View Course Requests................................................................................... 20
Balances ..................................................................................................... 20
My Calendars............................................................................................... 20
Account Preferences ..................................................................................... 22
Graduation Progress ..................................................................................... 24
Quit PowerSchool Parent Portal ........................................................................... 26
Sign Out of PowerSchool Parent Portal ............................................................ 26
Contents
3
PowerSchool Parent Portal
User Guide
Preface
Use this guide to assist you while navigating the PowerSchool Parent Portal. This guide is
based on the PowerSchool Parent Portal online help, which you can also use to learn the
PowerSchool Student Information System (SIS) and to serve as a reference.
The PowerSchool Parent Portal online help is updated as PowerSchool is updated. Not all
versions of the PowerSchool Parent Portal online help are available in a printable guide. For
the most up-to-date information, click Help on any page in the PowerSchool Parent Portal.
Referenced Sections
This guide is based on the PowerSchool Parent Portal online help, and may include
references to sections that are not contained within the guide. See the PowerSchool Parent
Portal online help for the referenced section.
Security Permissions
Depending on your security permissions, only certain procedures may be available to you.
Navigation
This guide uses the > symbol to move down a menu path. If instructed to “Click File >
New > Window,” begin by clicking File on the menu bar. Then, click New and Window.
The option noted after the > symbol will always be on the menu that results from your
previous selection.
Notes
It is easy to identify notes because they are prefaced by the text “Note:.”
Preface
4
PowerSchool Parent Portal
User Guide
Introduction
Welcome to PowerSchool! PowerSchool helps your school access and maintain student,
staff, and schedule information. PowerSchool is a database application that runs on a
server, which is the center of your student information system. PowerSchool uses the
Internet to facilitate student information management and communication among school
administrators, teachers, parents, and students.
PowerSchool Parent Portal is a tool that is integrated into the PowerSchool Student
Information System (SIS) that is specifically developed for parents and students.
PowerSchool Parent Portal gives parents and students access to real-time information
including attendance, grades and detailed assignment descriptions, school bulletins, lunch
menus and even personal messages from the teacher. Everyone stays connected: Students
stay on top of assignments, parents are able to participate more fully in their student's
progress, and teachers can use their gradebook to make decisions on what information they
want to share with parents and students.
Parent Access Management
With the introduction of Parent Access Management, PowerSchool now provides single signon access to the PowerSchool Parent Portal. With single sign-on access parents can now
have their own individual parent account, including user name and password. Your school’s
PowerSchool administrator may create your account or may have you create your own
account using the appropriate access credentials. Once your account is created, you can
manage your account information, link any and all students to your account (for whom you
have parental and legal rights to), and set email and notifications preferences for each
student linked to your account. If you've forgotten your account sign in information, you can
retrieve them by using auto-recovery.
Note: This functionality is only available if enabled by your school.
Introduction
5
PowerSchool Parent Portal
User Guide
Get Started
To get started, you must sign in to PowerSchool Parent Portal.
Sign In to PowerSchool Parent Portal
Before you can sign in to PowerSchool Parent Portal, you will need your school's
PowerSchool Parent Portal URL, your username, and your password. If you do not have this
information or have questions, contact your school.
Note: Do not use someone else’s password or give your password to anyone else.
How to Sign In to PowerSchool Parent Portal
1. Open your Web browser to your school's PowerSchool Parent Portal URL. The Parent
Sign In page appears.
2. Use the following table to enter information in the Parent Sign In fields:
Field
Description
Select Language
Choose the language in which you want to view the
PowerSchool Parent Portal from the pop-up menu.
Note: If no more than one locale is configured, the pop-up
menu does not appear.
Username
Enter your username.
Password
Enter your password. The characters appear as asterisks
(*) to ensure greater security when you sign in.
If you have forgotten your username or password, you can
click Having trouble signing in? For more information,
see How to Recover Your Username or How to Recover
Your Password.
3. Click Sign In. The start page appears. For more information, see PowerSchool
Parent Portal Start Page.
Notes:



Get Started
If your PowerSchool administrator has issued you a temporary password, you
may be asked to reset your password upon first signing in. For more
information, see How to Reset Your Password.
If your password has expired, you may be asked to reset your password. For
more information, see How to Reset Your Password.
If you have exceeded the number of sign in attempts allowed, you may
become locked out of PowerSchool. If so, contact your school.
6
PowerSchool Parent Portal
User Guide
How to Reset Your Password
If your PowerSchool administrator has issued you a temporary password or if your password
has expired, use this procedure to reset your password.
Note: This procedure is only available if parent single sign-on is enabled. For more
information, see Parent Access Management.
1. Sign in to PowerSchool Parent Portal. The Change Your Password page appears.
2. Use the following table to enter information in the fields:
Field
Description
Current Password
Enter your current password.
New Password
Enter a new password. If your school has established
password complexity rules, password requirements will
display. Enter your password based upon these
requirements.
Note: It is important to select a new password that you
will remember. If you forget it, you cannot sign in to
PowerSchool Parent Portal without help from your
PowerSchool administrator. It is not recommended that
you write down your password because an unauthorized
user could find it and gain access to PowerSchool. Try to
commit your password to memory.
Re-Enter New
Password
Enter your new password again exactly as you entered it in
the above field.
3. Click Enter. The start page appears. For more information, see PowerSchool Parent
Portal Start Page.
Note: If one of the following messages appears, re-enter your password accordingly:







Current password is not correct.
New password must be at least [number] characters long.
New password must contain at least one uppercase and one lowercase letter.
New password must contain at least one letter and one number.
New password must contain at least one special character.
The verification password you enter must match the new password.
The password entered was previously used. Please enter a new password.
The next time you sign in to PowerSchool Parent Portal, use your new password.
How to Recover Your Password
If you have forgotten your PowerSchool Parent Portal password, you will be unable to sign
into the PowerSchool Parent Portal. Use this procedure to recover your password. Once you
provide your user name and email address, the system authenticates your information and
sends a security token to your email address. Using the security token, you can then sign in
Get Started
7
PowerSchool Parent Portal
User Guide
to PowerSchool Parent Portal, where you will then be required to change your password. For
more information, see How to Reset Your Password.
Note: The security token is only valid for 30 minutes. If it expires before you can reset your
password, perform the How to Recover Your Password again.
Note: This procedure is only available if parent single sign-on is enabled. For more
information, see Parent Access Management.
1. Open your Web browser to your school's PowerSchool Parent Portal URL. The Parent
Sign In page appears.
2. Click Having trouble signing in? The Recover Account Sign In Information page
appears.
3. Click the Forgot Password? tab, if needed.
4. Use the following table to enter information in the fields:
Field
Description
Username
Enter your username.
Email Address
Enter your email address.
5. Click Enter. A confirmation message appears indicating an email has been sent to
you with instructions for resetting your password.
6. Once you have received the email, open the email.
7. Click the link in the email. The Recover Password page appears.
8. Use the following table to enter information in the fields:
Field
Description
Username
Enter your username.
New Password
Enter a new password. If your school has established
password complexity rules, password requirements will
display. Enter your password based upon these
requirements.
Note: It is important to select a new password that you
will remember. If you forget it, you cannot sign in to
PowerSchool Parent Portal without help from your
PowerSchool administrator. It is not recommended that
you write down your password because an unauthorized
user could find it and gain access to PowerSchool. Try to
commit your password to memory.
Confirm New
Password
Enter your new password again exactly as you entered it in
the above field.
9. Click Enter. The start page appears. For more information, see PowerSchool Parent
Portal Start Page.
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How to Recover Your Username
If you have forgotten your PowerSchool Parent Portal username, you will be unable to sign
into the PowerSchool Parent Portal. Use this procedure to recover your current username.
Once you provide your email address, your current user name will be sent to your email.
Note: This procedure is only available if parent single sign-on security is enabled. For more
information, see Parent Access Management.
1. Open your Web browser to your school's PowerSchool Parent Portal URL. The Sign In
page appears.
2. Click Having trouble signing in? The Recover Account Sign In Information page
appears.
3. Click the Forgot Username? tab.
4. Enter your email address in the first field.
5. Click Enter. A confirmation message appears indicating an email has been sent to
you with your current username.
How to Create a Parent Account
Use this procedure to create a new parent account. In order to create an account, you must
have the Access ID and Password for at least one student enrolled in school. When creating
the account, you will need the Access ID and password for each student you want to
associate to your parent account. If you do not have this information or have questions,
contact your school.
Note: This procedure is only available if parent single sign-on is enabled. For more
information, see Parent Access Management.
1. Open your Web browser to your school's PowerSchool Parent Portal URL. The Parent
Sign In page appear.
2. Click Create Account. The Create Parent Account page appears.
3. Use the following table to enter information in the Create Parent Account section:
Field
Description
First Name
Enter your first name.
Last Name
Enter your last name.
Email
Enter your email address. The email address you enter is
used to send you select information, as well as account
recovery notices and account changes confirmations. For
more information, see Email Notifications.
Desired Username
Enter the username you would like to use when signing in
to the PowerSchool Parent Portal. The user name must be
unique. If you enter a user name that is already in use, you
will be prompted to select or enter another user name.
Password
Enter the password you would like to use when signing in
to the PowerSchool Parent Portal. If your school has
established password complexity rules, password
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Field
Description
requirements will display. Enter your password based upon
these requirements.
Re-Enter Password
Enter your password again exactly as you entered it in the
above field.
4. Use the following table to enter information in Link Students to Account section:
Field
Description
Student Name
Enter the first and last name of the student you want to
add to you account.
Note: Regardless of the name you enter, the system will
populate the name based on the access ID and password
for the student.
Access ID
Enter the unique access ID for the student.
Note: If you do not have this information, contact your
school.
Access Password
Enter the unique access password for the student.
Note: If you do not have this information, contact your
school.
Relationship
Indicate how you are related to the student by choosing
the appropriate association from the pop-up menu.
5. Click Enter. The Parent Sign In page appears. To continue, see How to Sign In to
PowerSchool Parent Portal.
Note: If one of the following messages appears, re-enter your password accordingly:







Current password is not correct.
New password must be at least [number] characters long.
New password must contain at least one uppercase and one lowercase letter.
New password must contain at least one letter and one number.
New password must contain at least one special character.
The verification password you enter must match the new password.
The password entered was previously used. Please enter a new password.
The next time you sign in to PowerSchool Parent Portal, use your new password.
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PowerSchool Parent Portal Start Page
When you sign in to PowerSchool Parent Portal, the start page appears. This page serves as
the central point from which you begin your PowerSchool Parent Portal session. The start
page consists of the following main areas:



Header
Navigation toolbar
Navigation menu
Header
The header appears at the top of the PowerSchool Parent Portal. The header includes the
following information:
Field
Description
PowerSchool
Click to return to the start page from anywhere within the
application.
Welcome, [Your
Name]
The first and last name of the person signed in. Your name
should appear. If it does not, contact your school’s PowerSchool
administrator.
In an effort to ensure that your account is secure and your
information protected, the date and time of the last time you
signed in appears when you hover over your name. This
information can be used to alert you to any unusual account
activity. If you experience any unusual account activity, report
it to your school.
Help
Click to access the PowerSchool Parent Portal online help.
Assistance is just a click away!
Sign Out
Click to sign out of PowerSchool Parent Portal. For more
information, see Quit PowerSchool Parent Portal.
Navigation Toolbar
The navigation toolbar appears at the top of the start page, and is common to every page in
the application. The navigation toolbar includes the following information:
Field
Description
[Student Tabs]
The first names of the students associated to your parent
account appear in alphabetical order. Click the name of the
student for whom you want to view information. The page
refreshes and display information for the selected student. For
more information, see Account Preferences.
If you click the name of a student and the message “Student
information is not available at this time.” appears, contact your
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Field
Description
school’s PowerSchool administrator.
Note: These tabs only appear if parent single sign-on security
is enabled. For more information, see Parent Access
Management.
[Applications Icon]
1. Click the icon. The Applications drawer slides into view.
2. Click the Application link you want to launch. The
application launches in a separate window (or tab
depending on your browser settings).
Note: The window that appears is not served by
PowerSchool. It is rendered from a separate server. If
the window does not launch, contact your school's
PowerSchool administrator
Note: If you are not actively working in the
PowerSchool Parent Portal, your session may timeout. If
so, you need to sign in again.
3. When you are finished working in the application, be
sure to sign out of the application.
4. When you are finished working in the PowerSchool
Parent Portal, be sure to sign out of the PowerSchool
Parent Portal.
Note: This icon only appears if a plugin has been installed and
enabled and you have been granted access to the plugin.
[Download Icon]
Click to download an export file containing student data similar
to the printable view data. This data file is intended to help
facilitate upload into other products, including Pearson's
Alleyoop. Alleyoop is a social guidance network for collegebound teens. Alleyoop helps teens and their parents explore
future college and career goals, set short-term grade goals, and
get the coaching they need to get ready for success in college
and beyond. For more information, see the Alleyoop Web
site.
Note: The icon only appears when the Grades and Attendance
tab is selected.
[Printer Icon]
Click to print a printer-friendly version of the page you are
viewing. Additionally, the page includes the name of the
selected student and the school and school district for that
student.
Navigation Menu
The navigation menu serves as the central point from which to navigate the pages of the
PowerSchool Patent Portal. The navigation menu includes the following links:
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Field
Description
Grades and
Attendance
Click to view student grades and attendance for the current
term. For more information, see Grades and Attendance.
Grades History
Click to view student grades for the previous term. For more
information, see Grades History.
Attendance History
Click to view attendance history for the current term. For more
information, see Attendance History.
Email Notification
Click to set the e-mail notifications you can receive on a regular
basis. For more information, see Email Notifications.
Teacher Comments
Click to view any teacher comments. For more information, see
Teacher Comments.
School Bulletin
Click to view the current school bulletin. For more information,
see School Bulletins.
Note: This icon only appears if School Bulletin is enabled.
Class Registration
Click to register for classes and view course requests. For more
information, see Class Registration.
Balance
Click to view the current lunch balance and fee transactions.
For more information, see Balances.
Note: This icon only appears if Lunch Balance is enabled.
My Calendars
Click to subscribe to specific homework and event calendars.
For more information, see My Calendars.
Account Preferences
Click to manage your PowerSchool Parent Portal account
preferences. For more information, see Account Preferences.
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Work with the Navigation Menu
Read this section to understand the basics of working with the navigation menu. You do not
need to complete the activities in any particular order, but you should be familiar with all of
them.
Remember, if you have more than one student associated to your parent account, use the
student tabs that appear in the navigation bar to select the student for which you want to
view information. For more information, see Account Preferences.
Grades and Attendance
The Grades and Attendance page displays comprehensive information about a student's
grades and attendance for the current term. The legend at the bottom of the page displays
the attendance and citizenship codes and their meanings.
How to View Grades and Attendance
1. On the start page, click the Grades and Attendance from the navigation menu.
The Grades and Attendance page appears.
2. Do one or more of the following:


To view attendance data for dropped classes, click Show dropped classes
also.
To send e-mail to a teacher, click the name of the teacher.
Note: To use this function, your web browser must be properly configured to
automatically open an e-mail application, and the e-mail application must be
properly configured to send messages.


To view grade details, click a grade in the term column. The Class Score
Detail page appears.
To view assignment details, click a grade in the term column. The Class Score
Detail page appears. Click an assignment under the Assignment column. The
Assignment Description page appears. Use the browser Back button to return
to the Grades and Attendance page.
Note: Icons indicate the status of assignments. For more information, see the
icon legend at the bottom of the page.


To view the absences or tardies for the selected class during this term, click a
number in the Absences or Tardies column. The Dates of Attendance page
displays all absences or tardies for that class.
To view the absences or tardies for all classes during this term, click a
number in the Attendance Totals row. The Dates of Absence or Dates of
Tardies page displays all absences or tardies. Use the browser Back button to
return to the Grades and Attendance page.
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

To view total absences or tardies for the semester or for the year-to-date,
click a number in the Absences or Tardies column in the Attendance by Day
section. Depending on your selection, the Dates of Attendance page displays
the total absences or tardies for the semester or for the year-to-date.
Use the browser Back button to return to the Grades and Attendance page.
Standards Grades
The Standards Grades page displays information about a student’s standards grades and
comments for the current term. By default, only classes currently in progress appear.
How to View Standards Grades
1. On the start page, click the Grades and Attendance from the navigation menu.
The Grades and Attendance page appears.
2. Click the Standards Grades tab. The Standards Grades page appears.










Click Show Completed Classes to view standards grades for completed
classes.
Click Hide Completed Classes to view only the classes for the current term.
If a score appears as a link, click to view score comments.
Click the name of the standard to view the following details:
Teacher
Course
Standard Name
Gradescale
Gradescale Description
Gradescale Details
Analytics Student Data
The Analytics Student View page displays Analytics student data. This tab only appears if
Analytics is enabled. For more information, contact your school’s PowerSchool
administrator.
How to View Analytics Student Data
1. On the start page, click Grades and Attendance from the navigation menu. The
Grades and Attendance page appears.
2. Click the Analytics Student View tab. The Analytics Student View page appears.
Note: The data that appears on the graph is not served by PowerSchool. It is
rendered from a separate Analytics server. For more information on the configuration
of Analytics, see the Analytics documentation.
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Grades History
Use this page to view quarter and semester grades for the student for the current term.
Note: To view the student's graduation plan progress or to select post-secondary plans,
click View Graduation Progress. For more information, see Graduation Progress.
How to View Grades History
1. On the start page, click Grades History from the navigation menu.
2. Click a grade in the % column. The Class Score Detail page appears.
A caret (^) indicates score is exempt from final grade. An asterisk (*) indicates an
assignment is not included in final grade. The number one (1) indicates this final
grade may include assignments that are not yet published by the teacher. It may
also be a result of special weighting used by the teacher. Click the special weighting
link for more information.
Attendance History
The Attendance History page displays information about a student’s attendance record for
the current term. The legend at the bottom of the page displays the attendance codes and
their meanings.
How to View Attendance History
On the start page, click Attendance History from the navigation menu. The Attendance
History page displays the student's attendance record for the current term.
Email Notifications
The Email Notifications page provides you with the ability to manage your parent account
email preferences, including what information you would like to receive, how often you
would like to receive the information, and any additional email addresses that you would
like the information sent to. Email preferences may be applied to a single student or all
students associated to your parent account.
How to Set Up Email Notifications
1. On the start page, click Email Notification from the navigation menu. The Email
Notifications: [Student Name] page appears.
2. Use the following table to enter information in the fields:
Field
Description
What information
would you like to
Specify which information you would like to receive by
selecting the appropriate checkboxes:
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Field
receive?
Description





How often?
Specify the rate at which you want to receive the selected
information from the pop-up menu:





Email Address
Summary of current grades and attendance
Detail report showing assignment scores for
each class
Detail report of attendance
School announcements
Balance Alert
Never
Weekly
Every Two Weeks
Monthly
Daily
Display only of the email address associated to your parent
account. The selected information, as well as account
recovery notices and account changes confirmations will be
sent automatically to this email address.
Note: To change your email address, see How to Change
Your Account Preferences.
Additional Email
Addresses
Enter additional email addresses that you want the selected
information to be sent to. Separate multiple addresses with
commas.
Apply these settings
to all your students?
Select the checkbox to apply the email preferences to all
students associated to your parent account.
Send now for
[Student Name]?
Select the checkbox to receive the selected information
immediately.
3. Click Submit. The Email Notifications: [Student Name] page appears. A confirmation
message appears indicating the changes were saved.
Teacher Comments
The Teacher Comments page displays any comment that a teacher has entered regarding a
student, such as a student’s achievement or behavior.
Note: Additional teacher comments may be found on the Grades and Attendance page
and Grades History page.
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How to View Teacher Comments
1. On the start page, click Teacher Comments from the navigation menu. The
Teacher Comments page appears.
2. Use the following table to view teacher comments:
Field
Description
Reporting Term
By default, the student's schedule for the current term
appears. Use the pop-up menu to select a different term.
Expression
The period and day combination of the course.
Course Number
The number used to identify the course.
Course
The name of the course.
Teacher
The name of the teacher teaching the course. Click to send
an email to the teacher.
Note: To use the e-mail function, your Web browser must
be properly configured to automatically open an e-mail
application, and the e-mail application must be properly
configured to send e-mail messages.
Comment
Comment entered by teacher.
Note: If the column is blank, there are no teacher
comments.
Show dropped
classes
Click to view currently enrolled classes and dropped
classes.
Show only current
classes
Click to view only currently enrolled classes.
School Bulletins
The School Bulletin page serves as your school’s “message board” whereby your school can
post a variety of information for you to view.
Note: If you are not able to access this page, School Bulletins may not be enabled.
Contact your school for information.
How to View School Bulletins
1. On the start page, click School Bulletin from the navigation menu. The View School
Bulletin pop-up appears.
2. Click the Calendar icon to select a date to view the bulletin for that day. On the
calendar, dates that are shaded blue have a daily bulletin associated to them, the
current date displays a black border, and the selected date has no shading. Use the
arrow buttons to navigate to a different month.
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3. When done viewing, click the x in the upper right hand corner to close the View
School Bulletin pop-up.
Class Registration
Using the Class Registration page in PowerSchool Parent, students and their parents can
manage their course requests.
Register for Classes
Use the following procedure to request classes for the next year.
How to Register for Classes
Use the following procedure to request classes for the next year.
1. On the start page, click Class Registration from the navigation menu. The Class
Registration page appears.
Note: A Road icon appears if a teacher has recommended the course. Click to view
the recommending teacher. A Note icon appears if the course contains prerequisite
notes. Click to view.
2. Click the Pencil icon to select courses from each area as instructed. The Course
Request pop-up window appears.
3. Use the following table to enter information in the fields:
Note: Click column headings to sort in ascending order. Click again to sort in
descending order.
Field
Description
[Course]
Select the checkbox for each course you want to request.
Course Name
The name of the course.
Number
The number used to identify the course.
Credits
The number of credits you receive for taking the course.
Prerequisite Notes
Descriptive text regarding academic requirements or
authorizations that must be fulfilled prior to a enrollment in
a course.
Alerts
Alert to indicate prerequisites have not been met, if any.
4. Click Okay. The Course Request pop-up window closes. A green checkmark appears
in the area for which you selected courses.
Note: A red exclamation mark appears if courses need to be selected for an area.
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5. Repeat Step 2 through Step 4 for each course request.
6. Click Submit. The [Scheduling Year] Course Requests page appears.
View Course Requests
Use the following procedure to view any existing course requests.
Note: To view the student's graduation plan progress or to select post-secondary plans,
click View Graduation Progress. For more information, see Graduation Progress.
How to View Course Requests
1. On the start page, click Class Registration from the navigation menu. The Class
Registration page appears.
2. Click View course requests. The [Scheduling Year] Course Requests page.
Balances
The Transactions page displays a student’s lunch balance and fee transaction information for
the current term.
Note: If you are not able to access this page, Balances may not be enabled. Contact your
school for information.
How to View Balances
On the start page, click Balances from the navigation menu. The Transactions page
appears. The Meal Transactions section displays the student's current lunch balance and
each transaction line item. The Fee Transactions section displays the student's current fee
balance and each transaction line item.
My Calendars
My Calendars is a tool to help parents and students stay on top of daily events and better
manage their time. My Calendars operates in conjunction with iCalendar, a personal desktop
calendar application, whereby you can subscribe to and receive information about class
assignments, assignment scores, final grades, and school events.
Note: In order to use My Calendars, you must first have installed a personal desktop
calendar application on your computer that supports the iCalendar standard, such as iCal for
Macintosh, Windows Calendar for Windows Vista or Microsoft Outlook.
How to Subscribe to Class Assignments Calendar
Note: This information is based on iCal for Macintosh. Step may vary depending on
operating system and personal desktop calendar application.
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1. On the start page, click My Calendars from the navigation menu. The My Calendars
page appears.
2. Click Subscribe in the Class Assignments Only column to receive the class
assignments calendar. The iCal application opens, and the Subscribe to field
automatically displays the calendar URL.
3. Click Subscribe. The Subscribing to <calendar name> page appears.
4. Use the following table to enter information in the applicable fields:
Field
Description
Name
By default, the system automatically populates this field
with the class name.
Description
By default, the system automatically populates this field
with the class description.
Subscribe to
By default, the system automatically populates this field
with the URL of your personal desktop calendar application.
Remove
By default, these checkboxes are selected and this
information is not copied to your personal desktop calendar
application.
Deselect the To Do Items checkbox to enable the To Do
List, which displays student homework assignments.
Note: Alarms and Attachments do not apply to My
Calendars.
Last updated
The date and time the calendar you are subscribing to was
updated.
Auto-refresh
Choose the refresh timeframe. It is recommended that you
either select daily or weekly. By choosing a refresh
timeframe, you will receive updated data, such as new
homework assignments, grades, or school events, for the
selected calendar.
5. Click OK.
How to Subscribe to Class Assignments Calendar With My Scores and
Final Grades
1. On the start page, click My Calendars from the navigation menu. The My Calendars
page appears.
2. Click Subscribe in the Class Assignments With My Scores and Final Grades
column. The iCal application opens, and the Subscribe to field automatically
displays the calendar URL.
3. Click Subscribe. The Authentication page appears.
4. Enter your PowerSchool Parent Portal username and password.
5. Click OK. The Subscribe to <calendar name> page appears.
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6. Enter information as needed. For field descriptions, see How to Subscribe to Class
Assignments Calendar.
7. Click OK.
How to Subscribe to School Events Calendar
1. On the start page, click My Calendars from the navigation menu. The My Calendars
page appears.
2. Click Subscribe in the Class Assignments Only column to receive the class
assignments calendar. The iCal application opens, and the Subscribe to field
automatically displays the calendar URL.
3. Click Subscribe. The Subscribing to <calendar name> page appears.
4. Enter information as needed. For field descriptions, see How to Subscribe to Class
Assignments Calendar.
5. Click OK.
How to View My Calendars in iCal
Each of the calendars you subscribe to appear in the Calendars section of iCal. Note the
colored checkbox next to each calendar. If the checkbox next to a calendar is selected, the
information contained within that calendar displays within the calendar view as the color of
the checkbox.
To view information about an item in the calendar view, click the item and information
about the item appears in the Info drawer. If you have subscribed to any of the homework
calendars, outstanding assignments appear as items on your student's To Do by Priority
list. Click any of the items to view information about that item in the Info drawer.
Account Preferences
The Account Preferences page provides you with the ability to manage your parent account
information, including your name, user name, password, and email address. In addition,
you can add any and all students for whom you have legal and parental rights to your
account in order to view their information by way of your account.
Note: To edit or remove a student associated to your account, contact your school.
Note: If you are not able to access this page, parent single sign-on may not be enabled. For
more information, see Parent Access Management.
How to Change Your Account Preferences
Use this procedure change the name, e-mail address, user name or password associated
with your parent account.
1. On the start page, click Account Preferences from the navigation menu. The
Account Preferences – Profile page appears.
2. Click the Profile tab, if needed.
3. On the Profile tab, use the following table to enter information in the fields:
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Note: The Cancel and Save buttons appear shaded until information is entered.
Field
Description
First Name
Enter your first name.
Last Name
Enter your last name.
Email
Enter your email address.
Select Language
Use the pop-up menu to choose the language in which you
want view email and notifications sent from PowerSchool.
Username
Click the Pencil icon and then enter the user name you
would like to use when signing into the PowerSchool Parent
Portal in the New Username field.
Current Password
Click the Pencil icon and then enter:
1. Enter your PowerSchool Parent Portal password in
the Current Password field.
2. Enter your new PowerSchool Parent Portal password
in the New Password field. If your school has
established password complexity rules, password
requirements will display. Enter your password
based upon these requirements.
3. Re-enter your new PowerSchool Parent Portal
password in the Confirm Password field.
4. Click Save. A confirmation message appears indicating your account is updated.
Additionally, an account changes confirmation email is sent to your email address.
Note: If one of the following messages appears, re-enter your password accordingly:







Current password is not correct.
New password must be at least [number] characters long.
New password must contain at least one uppercase and one lowercase letter.
New password must contain at least one letter and one number.
New password must contain at least one special character.
The verification password you enter must match the new password.
The password entered was previously used. Please enter a new password.
The next time you sign in to PowerSchool Parent Portal, use your new password.
Note: If you change your email address, the account changes confirmation email is
sent to both the old and new email addresses.
How to Add a Student to Your Parent Account
Use this procedure to add one or more students to your parent account. You will need an
Access ID and Access Password. If you do not have this information or have questions,
contact your school’s PowerSchool administrator.
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1. On the start page, click Account Preferences from the navigation menu. The
Account Preferences – Profile page appears.
2. Click the Students tab.
3. On the Students tab, click the Add icon to add a student to your parent account. The
Add Student dialog appears.
4. Use the following table to enter information in the applicable fields:
Note: The Cancel and Save buttons appear shaded until information is entered.
Field
Description
Student Name
Enter the first and last name of the student you want to
add to you account.
Note: Regardless of the name you enter, the system will
populate the name based on the access ID and password
for the student.
Access ID
Enter the unique access ID for the student.
Note: If you do not have this information, contact your
school’s PowerSchool administrator.
Access Password
Enter the unique access password for the student.
Note: If you do not have this information, contact your
school’s PowerSchool administrator.
Relationship
Indicate how you are related to the student by choosing
the appropriate association from the pop-up menu.
5. Click Submit. The Add Student Dialog closes. The newly added student appears
under My Students. Additionally, an account changes confirmation email is sent to
your email address.
Graduation Progress
The Graduation Progress page displays the student's four-year graduation plan, any postsecondary plans, and the progress of each of those plans. Progress is indicated by the use of a
color-coded bar. Dark green indicates earned credits; light green indicates currently enrolled
credits; and yellow indicates requested/planned credits. A green checkmark indicates that a
requirement has been completely satisfied.
How to View Graduation Progress
Use this procedure to view course requirements and completion status.
1. On the main menu, do one of the following:


Click Grades History. The Grade History page appears.
Click Class Registration and then View future course requests. The
[Scheduling Year] Course Requests page.
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2. Click View Graduation Progress. The Graduation Progress page displays the
following information for each plan:





Subject Group
Earned
Enrolled
Requested
Required Progress
3. Click the name of a Subject Group to additional information.
4. Click Close when you are done viewing.
How to Select a Post-Secondary Plan
Use this procedure to select a post-secondary plan.
1. On the main menu, do one of the following:


Click Grades History. The Grade History page appears.
Click Class Registration and then View future course requests. The
[Scheduling Year] Course Requests page.
2. Click View Graduation Progress. The Graduation Progress page appears.
3. Click Select Post-Secondary Plans. The Post-Secondary Plans Selection page
appears.
4. In the first box, click the name of the post-secondary plan you want to select. The
name appears in the second box.
5. Repeat Step 4 for each post-secondary plan you want to select.
6. Click Submit. The Graduation Progress page appears.
How to Remove a Post-Secondary Plan
Use this procedure to remove a post-secondary plans.
1. On the main menu, do one of the following:


Click Grades History. The Grade History page appears.
Click Class Registration and then View future course requests. The
[Scheduling Year] Course Requests page.
2. Click View Graduation Progress. The Graduation Progress page appears.
3. Click Select Post-Secondary Plans. The Post-Secondary Plans Selection page
appears.
4. In the box on the right, click the Minus (-) button next to the name of the postsecondary plan you want to delete. The post-secondary plan no longer appears.
5. Repeat Step 4 for each post-secondary plan you want to delete.
6. Click Submit. The Graduation Progress page appears.
Work with the Navigation Menu
25
PowerSchool Parent Portal
User Guide
Quit PowerSchool Parent Portal
When finished working in PowerSchool Parent Portal, it is important to sign out of the
application.
Sign Out of PowerSchool Parent Portal
You can sign out of PowerSchool Parent Portal from any page in the application.
Note: If you are not actively working in PowerSchool Parent Portal, your session may
timeout. If so, you need to sign in again.
How to Sign Out of PowerSchool Parent Portal
Click Sign Out in the header. The Sign In page appears. You must enter your username
and password again to redisplay the start page.
Quit PowerSchool Parent Portal
26
Parent Single Sign-On Quick Reference Guide
PowerSchool Student Information System
Parent Single Sign-On Quick Reference Guide
Parent Single Sign-On offers a number of benefits, including access to multiple students
with one sign in, a personalized account for each parent and guardian, and the ability for
parents to retrieve their own sign in information. Parent Single Sign-On changes the way in
which parents access their students’ academic records using the PowerSchool Parent Portal.
This Quick Reference Guide is designed to assist you through the process of enabling and
setting up Parent Single Sign-On in PowerSchool.
Terminology
The names of the fields listed below were updated to more accurately represent their
functionality. While the database field names remain the same, we recommend that you
update the text of any letters or reports to reflect this terminology.

Student Access, Allow is now labeled Enable Student Access

Student Web ID is now labeled Student User Name

Student Web PW is now labeled Student Password

Guardian Access, Allow is now labeled Enable Parent Access

Guardian Web ID is now labeled Access ID

Guardian Web PW is now labeled Access Password
Enabling Parent Single Sign-On
By default, Parent Single Sign-On is NOT enabled. Before you enable Parent Single Sign-On,
you will want to familiarize yourself with the changes and communicate the changes to your
staff and parents.
In PowerSchool, you will see changes related to Parent Single Sign-On in PowerSchool,
allowing you and your staff time to prepare for Parent Single Sign-On.
In the PowerSchool Parent Portal, no changes are in effect until you enable Parent Single
Sign-On. The Access ID and Access Password will continue to function as the Guardian Web
ID and Guardian Password, respectively, until Parent Single Sign-on is enabled. Once Parent
Single Sign-on is enabled, the Access ID and Access Password will then serve as the
credentials parents will need to enter when creating or adding students to their accounts.
To enable Parent Single Sign-On, navigate to System > System Settings > Security,
select the Enable Parent Single Sign-On Security checkbox, and then submit.
Server Configuration
For Parent Single Sign-On to function, PowerSchool Configuration - External Access settings
must be configured correctly. To configure, navigate to System > System Settings >
Global Server Settings. For more information, see the Installation Guide for PowerSchool
7.0 available on PowerSource.
Copyright © 2011 Pearson Education, Inc. or its affiliates. All rights reserved.
1
Parent Single Sign-On Quick Reference Guide
PowerSchool Student Information System
Access Accounts
A student-level page named “Access Accounts” is available in PowerSchool and is accessible
via Start Page > Select Student > Access Accounts. This page places all of the
functions related to accessing students’ academic information via the PowerSchool Parent
Portal into a central location for ease of use. To provide visibility to this page, modify the
security privileges for all groups requiring access to the functionality on this page, navigate
to System > Security > Groups > Group Name, select the Access Accounts checkbox
in the Accessible Student Screens section, and then submit.
Access Accounts includes the following fields and functions that were previously accessible
via the Modify Info student page:

Enable Student Access previously labeled Student Access, Allow

Student User Name previously labeled Student Web ID

Student Password previously labeled Student Web PW

Enable Parent Access previously labeled Guardian Access, Allow

Access ID previously labeled Guardian Web ID

Access Password previously labeled Guardian Web PW

Auto-assign IDs and Passwords - This function auto-assigns the Student User Name,
Student Password, Access ID, and Access Password in accordance with the settings
established in the Assign IDs & Passwords special function (Special Functions >
Assign IDs & Passwords)

If enabled for students, LDAP functionality is also accessible via the Access Accounts
page
Parent Search
A page named “Parent Search” is available in PowerSchool and is accessible Start Page >
Parent Search. This page allows you to search for parent accounts, including searching by
first name, last name, email address, or you can browse by the first letter of the last name.
This search function finds only the parent accounts that have been created either by parents
using the Create Account function in the PowerSchool Parent Portal or by the PowerSchool
Administrator using the New Parent Account function in PowerSchool. This search will not
find parent information that exists in the Student table or parents that have accessed the
PowerSchool Parent Portal using the Guardian Web ID and Password before enabling Parent
Single Sign-On.
New Parent Account
A page named “New Parent Account” is available in PowerSchool and is accessible via Start
Page > New Parent Entry or Start Page > Parent Search > New Parent Entry. This
page allows you to establish a parent account. All fields on this page are required, and
include the following:

First Name

Last Name

Email (must be unique)

User Name (must be unique)
Copyright © 2011 Pearson Education, Inc. or its affiliates. All rights reserved.
2
Parent Single Sign-On Quick Reference Guide
PowerSchool Student Information System

Password

Re-enter Password
Once the parent account is established, you can then add one or more students to the
account. To add a student, click the Add icon and search on the student’s last name. For
each student you wish to add, indicate the relationship of the parent to the student, select
the Add checkbox, and then click the Add button.
Account Change Notifications
Email notifications are sent to the primary email address associated to a parent account
when either the PowerSchool Administrator or the parent makes changes to the parent
account, including the following:

Add a student

Remove a student

Change first or last name

Change user name

Change password

Change email address – notification sent to both the old and new email address
Note: Email notifications for account changes are sent only if Parent Single Sign-On is
enabled. This allows you to set up accounts on behalf of parents if you choose to do so prior
to enabling Parent Single Sign-On without inundating parents with email messages.
Email Preferences in PowerSchool
Previously, Email Preferences were maintained at the student-level and shared by all
parents who had access to a given student account. With Parent Single Sign-On, email
preferences are maintained per parent per student, and are accessible via the following
areas:

The centralized Parent module

The Access Accounts student-level page
Email Notifications in the PowerSchool Parent Portal
Prior to enabling Parent Single Sign-On, the email notifications, including the summary of
grades and attendance, detailed assignment scores, detailed attendance report, school
announcements, and balance alerts will continue to be sent in accordance with the email
preferences as set on the Parent student-level page accessible via Select Student >
Parent.
Once Parent Single Sign-on is enabled, the email notifications will be sent in accordance
with the email preferences as set for each Parent account for each student.
Copyright © 2011 Pearson Education, Inc. or its affiliates. All rights reserved.
3
Parent Single Sign-On Quick Reference Guide
PowerSchool Student Information System
Email Information in PowerTeacher Gradebook
Prior to enabling Parent Single Sign-On, the email information visible in PowerTeacher
Gradebook will continue to reflect the email addresses as set on the Parent student-level
page accessible via Select Student > Parent.
Once Parent Single Sign-on is enabled, the email information visible in PowerTeacher
Gradebook will reflect both email addresses as set for each Parent account for each student
as well as email addresses as set on the Parent student-level page accessible via Select
Student > Parent.
Parent Sign In
Prior to enabling Parent Single Sign-On, when the Enable Parent Access checkbox
(previously labeled Guardian Access, Allow) is not selected, a parent cannot log in to the
PowerSchool Parent Portal for that student. A message displays that reads “ Invalid User
Name or Password.”
Once Parent Single Sign-On is enabled, and the Enable Parent Access checkbox
(previously labeled Guardian Access, Allow) is not selected, the parent will be able to sign
in to the PowerSchool Parent Portal as they may have other students for whom access is
enabled. For any student for whom this access is not enabled, a message displays that
reads “This information is not available for the current student at this time.”
A parent must have a minimum of one pre-registered or enrolled student in order to sign in
with his or her parent account. If no pre-registered or actively enrolled students are linked
to a parent’s account, a message displays that reads “You are unable to access your
account at this time. Please contact your school directly for assistance.”
If a parent attempts to log into the PowerSchool Parent Portal after Parent Single Sign-On
Security has been enabled using the Guardian ID and password, a message displays that
reads “Invalid User Name or Password!”
Create Parent Account
A page named “Create Parent Account is available in the PowerSchool Parent Portal and is
accessible via Sign In page > Create Account. This link is visible only if Parent Single
Sign-On is enabled.
This page allows parents to establish their own parent account. The first section on the
page, “Create Parent Account,” is the information necessary to establish the parent’s
account. All fields in this section are required, and include the following:

First Name

Last Name

Email (must be unique)

Desired User Name (must be unique)

Password

Re-enter Password
The second section on the page, “Link Students to Account,” requires that the information
for at least one student be provided, and includes the following:

Student Name
Copyright © 2011 Pearson Education, Inc. or its affiliates. All rights reserved.
4
Parent Single Sign-On Quick Reference Guide
PowerSchool Student Information System

Access ID (previously labeled Guardian Web ID)

Access Password (previously labeled Guardian Web Password)

Relationship
Parents may enter the information for up to seven students when initially establishing their
account. If they need to add additional students they can do so after establishing the
account by logging in and navigating to Account Management > Students.
Common data entry errors include not completing all fields, entering an email address or
user name that is already associated to another account, or entering incorrect access IDs or
passwords. When this occurs, parents will need to re-enter any information that was not
entered correctly, and also re-enter any passwords for security reasons.
Account Preferences
A page named “Account Preferences” is available in the PowerSchool Parent Portal and is
accessible once the parent has logged in by clicking the Account Preferences icon in the
top navigation menu. This page allows parents to manage their account information,
including their name, user name, account password, and email address. Parents can also
add additional students to their account, provided they have the access ID and access
password for any student they wish to add.
Email Preferences in the PowerSchool Parent Portal
The “Email Notifications” page available in the PowerSchool Parent Portal has been updated
and is accessible once the parent has logged in by clicking the Email Preferences icon in
the top navigation menu. This page allows parents to customize their email preferences for
each student associated to their account.
This is one way to encourage your parents to sign up for the new Parent account; they can
set up email preferences per student and ensure that they continue receiving the email
notifications via email.
Copyright © 2011 Pearson Education, Inc. or its affiliates. All rights reserved.
5
PowerTeacher Substitute Portal
User Guide
PowerSchool 7.x
Student Information System
Released May 2012
Document Owner: Documentation Services
This edition applies to Release 7.2 of the PowerSchool software and to all subsequent releases and
modifications until otherwise indicated in new editions or updates.
The data and names used to illustrate the reports and screen images may include names of
individuals, companies, brands, and products. All of the data and names are fictitious; any similarities
to actual names are entirely coincidental.
PowerSchool is a trademark, in the U.S. and/or other countries, of Pearson Education, Inc. or its
affiliate(s).
Copyright © 2012 Pearson Education, Inc. or its affiliates. All rights reserved. All trademarks are
either owned or licensed by Pearson Education, Inc. or its affiliates. Other brands and names are the
property of their respective owners.
PowerTeacher Substitute Portal
User Guide
Contents
Preface................................................................................................................... 4
Introduction ........................................................................................................... 5
About PowerSchool......................................................................................... 5
Get Started............................................................................................................. 6
Sign In to PowerTeacher Substitute .................................................................. 6
PowerTeacher Substitute Start Page ................................................................. 6
Work with Classes .................................................................................................. 9
Attendance ........................................................................................................ 9
Attendance Modes .......................................................................................... 9
Enter Single Day Attendance............................................................................ 9
Enter Attendance on the Seating Chart............................................................ 10
Record Attendance for Multiple Sections .......................................................... 11
Seating Chart ................................................................................................... 11
Access an Existing Layout.............................................................................. 12
Random Student Selector .............................................................................. 12
Lunch Counts ................................................................................................... 13
Daily Bulletin .................................................................................................... 14
Quit PowerTeacher Substitute.............................................................................. 15
Sign Out of PowerTeacher Substitute .............................................................. 15
PowerTeacher Substitute Mobile Web Pages ........................................................ 16
Contents
3
PowerTeacher Substitute Portal
User Guide
Preface
Use this guide to assist you while navigating PowerTeacher Substitute. This guide is based
on the PowerTeacher Substitute online help, which you can also use to learn the
PowerSchool Student Information System (SIS) and to serve as a reference.
The PowerTeacher Substitute online help is updated as PowerSchool is updated. Not all
versions of the PowerTeacher Substitute online help are available in a printable guide. For
the most up-to-date information, click Help on any page in PowerTeacher Substitute.
Referenced Sections
This guide is based on the PowerTeacher Substitute online help, and may include references
to sections that are not contained within the guide. See the PowerTeacher Substitute online
help for the referenced section.
Security Permissions
Depending on your security permissions, only certain procedures may be available to you.
Navigation
This guide uses the > symbol to move down a menu path. If instructed to “Click File >
New > Window,” begin by clicking File on the menu bar. Then, click New and Window.
The option noted after the > symbol will always be on the menu that results from your
previous selection.
Notes
It is easy to identify notes because they are prefaced by the text “Note:.”
Preface
4
PowerTeacher Substitute Portal
User Guide
Introduction
Welcome to PowerTeacher Substitute! PowerTeacher Substitute is a tool that is integrated
into the PowerSchool Student Information System (SIS) that is specifically developed for
teachers.
PowerTeacher Substitute makes it easy for teachers to get up and running quickly in the
classroom by providing easy-to-use tools to view student and school information, as well as
to enter attendance.
About PowerSchool
PowerSchool helps your school access and maintain student, staff, and schedule
information. PowerSchool is a database application that runs on a server, which is the
center of your student information system. PowerSchool uses the Internet to facilitate
student information management and communication among school administrators,
teachers, parents, and students.
Introduction
5
PowerTeacher Substitute Portal
User Guide
Get Started
To get started, you must sign in to PowerTeacher Substitute.
Sign In to PowerTeacher Substitute
Before you can sign in to PowerTeacher Substitute, you will need the school's PowerTeacher
Substitute URL, the name of the school, the name of the teacher for whom you are
substituting, and a password. If you do not have this information or have questions, contact
the school’s PowerSchool administrator.
Note: Do not use someone else’s password or give your password to anyone else.
How to Sign In to PowerTeacher Substitute
1. Open your Web browser to your school's PowerTeacher Substitute URL. The Sign In
page appears.
2. Use the following table to enter information in the fields:
Field
Description
Select Language
Choose the language in which you want to view
PowerTeacher Substitute from the pop-up menu.
Note: If no more than one locale is configured, the pop-up
menu does not appear.
School
Choose the school for which you are substituting from the
pop-up menu.
Teacher
Choose the teacher for which you are substituting from the
pop-up menu.
Password
Enter your assigned password. The characters appear as
asterisks (*) to ensure greater security when you sign in.
3. Click Sign In. The start page appears. For more information, see PowerSchool
Substitute Start Page.
PowerTeacher Substitute Start Page
When you sign in to PowerTeacher Substitute, the start page appears. This page serves as
the central point from which you begin your PowerTeacher Substitute session. The start
page consists of the following main areas:



Header
Navigation Toolbar
Navigation Menu
Get Started
6
PowerTeacher Substitute Portal
User Guide

Current Classes
Header
The header appears at the top of PowerTeacher Substitute. The header includes the
following information:
Field
Description
PowerSchool
Click to return to the start page from anywhere within the
application.
Welcome, Substitute
for [Teacher Name]
The first and last name of the teacher for whom you are
substituting. If it does not, contact your school’s PowerSchool
administrator.
In an effort to ensure that your account is secure and your
information protected, the date and time of the last time you
signed in appears when you hover over the name of the
teacher for whom you are substituting. This information can be
used to alert you to any unusual account activity. If you
experience any unusual account activity, report it to your
school.
Help
Click to access the PowerTeacher Substitute online help.
Assistance is just a click away!
Sign Out
Click to sign out of PowerTeacher Substitute. For more
information, see Quit PowerTeacher Substitute.
Navigation Toolbar
The navigation toolbar appears at the top of the start page, and is common to every page in
the application. The navigation toolbar includes the following information:
Field
Description
School
The name or initials of the school for which you are
substituting.
Term
The current term, which adjusts automatically at the beginning
of each term.
[Print this Page Icon]
Click the printer to print a printer-friendly version of the page
you are viewing. Additionally, the page includes the name of
the selected student and the school and school district for that
student.
Get Started
7
PowerTeacher Substitute Portal
User Guide
Navigation Menu
The navigation menu serves as the central point from which to navigate the pages of
PowerTeacher Substitute. The navigation menu includes the following links:
Field
Description
Start Page
Click to view the Current Classes page. For more information,
see Work with Classes.
View Daily Bulletin
Click to read your school's daily bulletin. For more information,
see Daily Bulletin.
Current Classes
A list of classes for the current term appears in the main part of the start page. For each
class, you can view or access the following information:
Field
Description
[Expression]
The period/day combination for the class.
[Course Name]
The name of the class.
[Attendance Icon]
Click the chair to take attendance. For more information, see
Attendance.
[Seating Chart Icon]
Click the grid and chair to work with the seating chart. This
includes taking attendance and using the Random Student
Selector feature. For more information, see Seating Chart.
[Lunch Counts Icon]
Click the utensils to submit lunch counts. For more information,
see Lunch Counts.
Get Started
8
PowerTeacher Substitute Portal
User Guide
Work with Classes
Read this section to understand the basics of working with classes.
Note: You do not need to complete the activities in any particular order, but you should be
familiar with all of them.
Attendance
There are two options for taking attendance in PowerTeacher Substitute. No matter which
method you use, attendance entered using PowerTeacher Substitute save the records
directly to the PowerSchool system.


Click the Single Day (chair) icon to access the Single Day attendance page. For
more information, see Attendance Modes.
Click the Seating Chart (grid and chair) icon to access the Seating Chart page. For
more information, see Attendance Modes.
Note: Class sections that meet more than once a day display a pop-up menu next to the
Single Day (chair) icon, which allows you to select the specific period in which to record or
change attendance.
Attendance Modes
The PowerTeacher Substitute attendance page allows you to enter and submit attendance in
two different modes: Single Day or on the Seating Chart. Using these modes, you can enter
attendance and attendance comments for all PowerSchool attendance methods (daily,
meeting, and interval).
Enter Single Day Attendance
On the Single Day attendance page, you can enter attendance codes for the current day.
How to Enter Single Day Attendance
1. On the Current Classes page, click the Single Day (chair) icon next to the class for
which you want to record attendance. The Single Day Attendance page appears.
Note: If you are already on the Attendance page, click the Single Day tab.
2. On the Attendance Code pop-up menu, select the attendance code.
3. On the Date pop-up menu, select the date or period for which you want to enter
attendance.
Note: If entering interval attendance, the interval for the selected period appears at
the top of the Attendance column.
Work with Classes
9
PowerTeacher Substitute Portal
User Guide
4. If you have more that one section of this class, click Show Multiple Sections to
combine the students from multiple sections of this class into one attendance view.
Click Show Single Section to return to a single section view. For more information,
see Record Attendance for Multiple Sections.
5. Use one of the following methods to enter the applicable attendance code:



Click in the field next to the student’s name to enter the attendance code you
selected from the Attendance Code pop-up menu. Use the pop-up menu to
select a different attendance code, if needed.
Double-click in a field and select the code from the pop-up menu. Use the
arrow keys on your keyboard to scroll through the list.
Click in a field and type the attendance code directly in the field.
Note: Use the Tab, Enter, and arrow keys to navigate to a different field.
6. When an attendance code is entered, a comment icon appears. Click the icon to
enter an attendance comment on the Edit Comments pop-up. Click OK to enter the
comment for the student’s attendance record.
7. When finished entering single day attendance and comments, click Submit.
Enter Attendance on the Seating Chart
You can enter attendance directly on the Seating Chart for a single day. Attendance can be
recorded for students who appear on the Seating Chart, and those who are in the Student
Selection bar if the student is eligible to have attendance recorded.
The Student Selection bar displays students dependent on the Preferences setting in
PowerTeacher gradebook. The Hide pre-registered students option determines whether to
display these students or not. If the preference is selected, the students are not eligible to
have attendance taken on the seating chart. These student photos appear shaded with an
icon that denotes the pre-registered status. In addition, students who have been removed
from the seating chart for any reason display in the Student Selection bar.
Student photos that display OT in the upper right corner indicates that the student is offtrack and attendance cannot be entered.
How to Enter Attendance on the Seating Chart
1. On the Current Classes page, click the Seating Chart (grid and chair) icon next to
the class for which you want to take attendance. The Seating Chart page appears.
2. On the Attendance Code pop-up menu, select the attendance code.
3. On the Date pop-up menu, select the date for which you want to enter attendance.
4. Use one of the following methods to enter the applicable attendance code:



Click on a student photo, and the code selected from the Attendance Code
pop-up menu automatically displays on the attendance pop-up menu on the
student photo.
Click in the attendance pop-up menu on the student photo to select a
different attendance code, if needed. You can navigate the list of codes on the
pop-up menu using the arrow keys.
Click in a field and type the attendance code directly in the field.
Work with Classes
10
PowerTeacher Substitute Portal
User Guide
5. When an attendance code is entered, a comment icon appears. Click the icon to
enter an attendance comment on the Edit Comments pop-up. Click OK to enter the
comment for the student’s attendance record.
6. When finished entering attendance and comments, click Submit.
Record Attendance for Multiple Sections
Use the Show Multiple Sections button to take attendance for concurrently meeting
sections. If the class spans multiple periods, you may need to take attendance multiple
times depending on your school policy. Taking attendance concurrently by meeting is helpful
for teachers who instruct several sections during one meeting, since all students for that
meeting appear on one list, regardless of their sections.
Note: Class sections that meet more than once a day display a pop-up menu next to the
Single Day (chair) icon, which allows you to select the specific period in which to record or
change attendance.
How to Record Attendance for Multiple Sections
1. On the Current Classes page, click the icon for the attendance mode you would like
to use. The selected attendance page appears. For more information, see Attendance
Modes.
2. Click Show Multiple Sections. In Single Day attendance mode, the names of those
sections that meet concurrently appear, along with a combined class roster. In MultiDay attendance mode, the names of those sections that meet concurrently appear,
and the students display by section.
Note: Concurrent attendance can only be taken for sections that share the same
attendance mode as the originally selected section. For instance, if the selected
section is designated as an interval attendance mode, only sections that are
designated as using interval attendance will be combined when Show Multiple
Sections is selected.
3. Enter the attendance code using the data entry options for the selected page. For
more information, see Attendance Modes.
4. Repeat for each different attendance code to assign. Note that in interval attendance,
each student must have an attendance code for each interval.
5. Click Submit. The attendance codes are saved to the PowerSchool system.
Seating Chart
The Seating Chart provides you with a graphical representation of the entire classroom. A
teacher can design multiple layouts to help manage your classroom. Using these layouts,
you can record attendance, or use the Random Student Selector to help you call on different
students during class discussions.
The Seating Chart allows you to take attendance. The pre-defined attendance codes are
available to assign to the students who appear on the chart using the single day attendance
mode. For more information, see How to Enter Attendance on the Seating Chart.
Work with Classes
11
PowerTeacher Substitute Portal
User Guide
The Seating Chart also provides you with a random student selector, which highlights an
individual student on the chart. Use this feature when you need to call on students for class
discussions or activities.
You can change to a different seating chart layout whenever it’s needed.
The following controls are available on Seating Chart:
Control
Description
Layout Selection
Select a layout to display from the pop-up menu.
Random Student
Selector
Click the Select button to highlight a student on the seating
chart in order to promote class participation.
Attendance Code,
Date, Period,
Interval
Select the attendance code and date in order to enter
attendance directly on the Seating Chart. For more information,
see How to Enter Attendance on the Seating Chart.
Student Selection
Bar
Students who are not places on a seating chart layout, or
students who are pre-registered for a class, appear in the
Student Selection bar. If the attendance pop-up menu displays
on the student photo, you can enter attendance for these
students.
Submit
Click to submit the attendance codes and comments for the
selected date.
Zoom Slider Bar
Use the slider bar to increase or decrease the size of the
Seating Chart.
Access an Existing Layout
Saved seating chart layouts are available on the Layout Selection pop-up menu for the class
in which it was created.
How to Access an Existing Seating Chart Layout
1. On the Current Classes page, click the Seating Chart icon next to the class for
which you want to access an existing seating chart layout.
2. Select the applicable seating chart layout from the Layout Selection pop-up menu.
The saved seating chart layout for the selected class appears.
Random Student Selector
The Random Student Selector feature highlights students on the layout in random order to
facilitate balanced classroom participation. Students who are assigned a chair on the layout,
and are scheduled to attend the class on the selected date, are eligible to be selected.
Work with Classes
12
PowerTeacher Substitute Portal
User Guide
How to Use the Random Student Selector
1. On the Current Classes page, click the Seating Chart icon next to a class. The
Seating Chart page appears.
2. Select the applicable layout from the Layout Selection pop-up menu.
3. Click Select. A student photo appears on the Selected Student pop-up. You can
move the photo to any spot on the seating chart.
4. Repeat to select a different student on the layout. Eligible student photos appear in
the pop-up in random order.
5. To close the Selected Student pop-up, click the x.
Lunch Counts
Use the Lunch Counts (utensils) icon to submit lunch counts.
How to Submit Lunch Counts
1. On the PowerTeacher Substitute start page, click the Lunch Counts (utensils) icon
next to the class for which you want to submit lunch counts. The Submit Lunch
Counts page appears.
2. Use the following table to enter information in the fields:
Field
Description
Student Breakfasts
Enter the number of student breakfasts.
Student Lunches
Enter the number of student lunches.
Student A la Carte
Enter the number of student à la carte meals.
Milk
Enter the total number of students and adults buying milk.
Adult Breakfasts
Enter the number of adult breakfasts.
Adult Lunches
Enter the number of adult lunches.
Adults A la Carte
Enter the number of adult à la carte meals.
Other 1
Enter the number of Other 1 meals (optional).
Note: The field represents an additional meal type that
may be used for special request meals, such as a
vegetarian dish or a kosher dish.
Other 2
Enter the number of Other 2 meals (optional).
Note: See Other 1.
3.
Click Submit to enter the counts. The start page reappears.
Work with Classes
13
PowerTeacher Substitute Portal
User Guide
Daily Bulletin
While you cannot create entries for the daily bulletin, you can read the notices and send a
message to the person in charge of maintaining the bulletin.
How to View the Daily Bulletin
1. On the start page, click Daily Bulletin. The View Daily Bulletin pop-up appears.
2. Do one of the following:


Click the Calendar icon to select a date to view the bulletin for that day. On
the calendar, dates that are shaded blue have a daily bulletin associated to
them, the current date displays a black border, and the selected date has no
shading. Use the arrow buttons to navigate to a different month.
Click the email address to send a message to the person who creates items
for the daily bulletin. Send either an announcement to contribute to the
bulletin or a message to the bulletin administrator. For more information,
contact your PowerSchool administrator.
3. When done viewing, click the x in the upper right hand corner to close the View Daily
Bulletin pop-up.
Work with Classes
14
PowerTeacher Substitute Portal
User Guide
Quit PowerTeacher Substitute
When finished working in PowerTeacher Substitute, it is important to sign out of the
application.
Sign Out of PowerTeacher Substitute
You can sign out of PowerTeacher Substitute from any page in the application.
Note: If you are not actively working in PowerTeacher Substitute, your session may
timeout. If so, you need to sign in again.
How to Sign Out of PowerTeacher Substitute
Click Sign Out in the header. The Sign In page appears.
Quit PowerTeacher Substitute
15
PowerTeacher Substitute Portal
User Guide
PowerTeacher Substitute Mobile Web Pages
PowerTeacher Substitute mobile web pages are designed for substitute teachers to quickly
and easily access the mobile pages of PowerTeacher Substitute using a mobile device.
Note: All pages are formatted to fix a 320-pixel width, the standard size for mobile devices.
Get Started with PowerTeacher Substitute Mobile
Web Pages
PowerTeacher Substitute mobile web pages are designed for substitute teachers to quickly
and easily access the mobile pages of PowerTeacher Substitute using a mobile device.
Note: All pages are formatted to fix a 320-pixel width, the standard size for mobile devices.
Sign In to PowerTeacher Substitute Mobile Web Pages
Before you can sign in to PowerTeacher Substitute mobile web pages, you will need your
school's PowerTeacher Substitute URL, your username, and your password. If you do not
have this information or have questions, contact your school’s PowerSchool administrator.
Note: Do not use someone else’s password or give your password to anyone else.
How to Sign In to PowerTeacher Substitute Mobile Web Pages
1. On you mobile device, open your Web browser to your school's PowerTeacher
Substitute URL. The Sign In page appears.
2. Choose the school from the School pop-up menu.
3. Choose the teacher from the Teacher pop-up menu.
4. Enter the assigned password in the Password field.
5. Click Enter. The PowerTeacher Substitute mobile web pages Home page appears.
For more information, see PowerTeacher Substitute Mobile Web Pages Home Page.
Note: Alternately, you can press ENTER or RETURN on your keyboard.
PowerTeacher Substitute Mobile Web Pages Home Page
When you sign in to PowerTeacher Substitute mobile web pages, the Home page appears.
This page serves as the central point from which you begin your PowerTeacher Substitute
mobile web pages session. The PowerTeacher Substitute mobile web pages Home page
consists of the following main areas:




Navigation bar
ID bar
Schedule
Menu
PowerTeacher Substitute Mobile Web Pages
16
PowerTeacher Substitute Portal
User Guide
Navigation Bar
The navigation bar appears at the top of the PowerTeacher Substitute mobile web pages
Home page and is common to every page in the application. The navigation bar includes the
following information:
Field
Description
Home
Click to return to the Home page.
[Page]
The page name you are currently viewing appears.
Logout
Click to sign out of PowerTeacher Substitute mobile web pages.
For more information, see Sign Out of PowerTeacher Substitute
Mobile Web Pages.
ID Bar
The ID bar appears just below the navigation bar and displays your name. In an effort to
ensure that your account is secure and your information protected, the date of the last time
you signed in appears next to your name. This information can be used to alert you to any
unusual account activity. If you experience any unusual account activity, report it to your
school.
Schedule
The name of the current day’s schedule appears. Click to view the Bell Schedule page,
which provides detailed information, including the periods, start times, stop times and
duration of each period.
Menu
The main menu includes links to the following functions:
Field
Description
Daily Bulletin
Click to read your school's daily bulletin. For more information,
see Daily Bulletin.
Attendance
Click to record meeting attendance. For more information, see
Attendance.
Lunch Counts
Click to submit lunch counts. For more information, see Lunch
Counts.
PowerTeacher Substitute Mobile Web Pages
17
PowerTeacher Substitute Portal
User Guide
Quit PowerTeacher Substitute Mobile Web Pages
Sign Out of PowerTeacher Substitute Mobile Web Pages
When finished working in PowerTeacher Substitute mobile web pages, it is important to sign
out of the application.
How to Sign Out PowerTeacher Substitute Mobile Web Pages
1. Return to the Home page.
2. Click Sign Out in the navigation bar. The Sign In page appears. You must enter your
username and password again to redisplay the PowerTeacher Substitute mobile web
pages Home page.
PowerTeacher Substitute Mobile Web Pages
18
Attendance User Guide
PowerSchool 7.x
Student Information System
Released June 2012
Document Owner: Documentation Services
This edition applies to Release 7.2.1 of the PowerSchool software and to all subsequent releases and
modifications until otherwise indicated in new editions or updates.
The data and names used to illustrate the reports and screen images may include names of
individuals, companies, brands, and products. All of the data and names are fictitious; any similarities
to actual names are entirely coincidental.
PowerSchool is a trademark, in the U.S. and/or other countries, of Pearson Education, Inc. or its
affiliate(s).
Copyright © 2012 Pearson Education, Inc. or its affiliates. All rights reserved. All trademarks are
either owned or licensed by Pearson Education, Inc. or its affiliates. Other brands and names are the
property of their respective owners.
Attendance User Guide
Contents
Preface................................................................................................................... 4 Introduction ........................................................................................................... 5 Attendance Modes .......................................................................................... 5 Attendance Setup........................................................................................... 7 Recording Attendance ..................................................................................... 8 Administration ....................................................................................................... 9 Attendance Code Categories ............................................................................ 9 Attendance Codes ........................................................................................ 11 Full-Time Equivalencies ................................................................................. 14 Attendance Preferences................................................................................. 16 Attendance Indicator .................................................................................... 19 Attendance Conversions ................................................................................ 20 Attendance Conversion Items ........................................................................ 22 Period Items................................................................................................ 22 Code Items ................................................................................................. 23 Time Items ................................................................................................. 24 Attendance Functions ................................................................................... 25 Attendance Synchronization........................................................................... 27 Teacher Attendance Submission Status ........................................................... 30 Take Attendance .................................................................................................. 32 Meeting/Interval Attendance.......................................................................... 32 Daily Attendance.......................................................................................... 35 Time Attendance .......................................................................................... 38 Section Attendance ...................................................................................... 40 Group Attendance ........................................................................................ 40 Reports ................................................................................................................ 43 Access Attendance Reports ............................................................................ 43 Contents
3
Attendance User Guide
Preface
Use this guide to assist you while navigating PowerSchool. This guide is based on the
PowerSchool online help, which you can also use to learn the PowerSchool Student
Information System (SIS) and to serve as a reference.
The PowerSchool online help is updated as PowerSchool is updated. Not all versions of the
PowerSchool online help are available in a printable guide. For the most up-to-date
information, click Help on any page in PowerSchool.
Referenced Sections
This guide is based on the PowerSchool online help, and may include references to sections
that are not contained within the guide. See the PowerSchool online help for the referenced
section.
Security Permissions
Depending on your security permissions, only certain procedures may be available to you.
Navigation
This guide uses the > symbol to move down a menu path. If instructed to “Click File >
New > Window,” begin by clicking File on the menu bar. Then, click New and Window.
The option noted after the > symbol will always be on the menu that results from your
previous selection.
Notes
It is easy to identify notes because they are prefaced by the text “Note:.”
Preface
4
Attendance User Guide
Introduction
PowerSchool's attendance function makes it possible to track students' attendance in a
number of ways. Depending on your school's needs, you can track either daily attendance,
section attendance, or attendance by time. You can also consolidate the multiple roll calls
normally required when multiple course sections meet at the same time. For more
information, see Daily Attendance, Meeting Attendance, Interval Attendance, Time
Attendance, and Concurrent Attendance.
Given the proper permissions, administrators, teachers, and substitute teachers can take
attendance using the following:



PowerSchool: There are several ways to take and change attendance in PowerSchool
for a student or group of students, either for one day or several days.
PowerTeacher: Teachers can use PowerTeacher's attendance function to take
attendance for their current classes. For more information, see the PowerTeacher
online help or the PowerTeacher User Guide.
PowerTeacher Substitute: Substitute teachers can use PowerTeacher Substitute to
take attendance for their designated classes. For more information, see the
PowerTeacher Substitute online help or the PowerTeacher Substitute User Guide.
A number of attendance-related reports are available. For more information, see Attendance
Count and Audit Reports and Attendance Reports.
Attendance Modes
There are five modes of taking attendance; by day, by meeting, by interval, by time, or
concurrently.
Note: To switch between Daily and Meeting attendance mid-year, see Attendance
Synchronization.
Daily Attendance
In PowerSchool, you can take attendance for one or more days. The Daily Attendance
function calculates attendance by the minute or by attendance code.
Meeting Attendance
In PowerSchool and PowerTeacher, you can take attendance by meeting. The meetings for a
section are represented by an expression, the combination of periods and days in which this
section is taught. For example, a section of Biology that meets during first and second
period on "A" day has an expression of "1-2(A)." As another example, a section of Biology
that meets during fifth and sixth period on "A" and "B" days has an expression of "5-6(AB)." Each expression, such as "1-2(A)" and "5-6(A-B)," represents all the meetings for the
section.
Note: PowerSchool provides fields to display in place of periods and days values, called
"expressions." When an expression is displayed anywhere in the system, PowerSchool uses
these fields instead of the internal values. For example, a section's expression of "1-2(A)"
Introduction
5
Attendance User Guide
where "1" has an abbreviation of "P1" and "A" an abbreviation of "DA," displays as
"P1(DA)."
Interval Attendance
Interval attendance is similar to Meeting attendance in that attendance is taken at least
once during any meeting. The difference is that, with Interval attendance, attendance can
be recorded more than once per meeting. The number of times is determined by the length
of the period (or periods) in which the meeting takes place and by the specified interval
duration. The length of the periods is determined by the bell schedule (see How to Set Up
Bell Schedules) and the interval duration is specified in School Attendance Preferences. The
system divides the length of each period by the interval duration (always rounding up) to
calculate the number of times attendance can be recorded. For example, a class that takes
place from 8:00 AM to 9:30 AM would be 90 minutes long. If the interval duration was 60
minutes, the class would have two opportunities to take attendance: once at the beginning
of the period and once after 60 minutes has passed. Interval attendance is primarily
intended for those programs in which attendance must be recorded each hour. Whether a
class uses interval attendance is specified in the Section Setup for each class. Interval
attendance can be recorded in PowerSchool and PowerTeacher.
Interval attendance makes no assumptions that a student is present or absent. As opposed
to meeting or daily attendance which assume a student is present unless an attendance
code indicating otherwise is found, Interval attendance requires that a code be recorded for
each interval.
Note: Interval Attendance allows users to enter attendance for a class at specified clockbased intervals instead of only once per meeting. In the context of Alternative Education
Programs (AEP), this saves staff the time and effort spent on manually associating
attendance with specific programs. For more information about California's Alternative
Education Program (CA AEP), visit PowerSource.
Time Attendance
Time attendance provides an opportunity to directly enter an attendance value for a student
by entering total minutes (or hours) for a given day. The attendance is not related to a
course but it can be related to a program for which the student is enrolled. For this reason,
it is very useful for work experience hours or independent study hours. Time attendance can
only be entered through PowerSchool. It is not available in PowerTeacher.
Note: Time Attendance allows the administrator to enter attendance hours and minutes for
programs that involve work outside of a specific course, such as independent study or work
experience time. In the context of Alternative Education Programs (AEP), this allows for
heightened assurance that credits are tracked toward timely graduation for students. For
more information about California's Alternative Education Program (CA AEP), visit
PowerSource.
Concurrent Attendance
In PowerTeacher, you can take attendance for concurrently meeting sections. Concurrently
meeting sections are different sections that meet at the same time and place, and have the
same teacher. Teachers can choose to combine the sections' rosters and take attendance
for both sections at the same time.
Taking attendance concurrently by meeting is helpful for teachers who instruct sections that
share the same meeting, since all students for that meeting appear on one list, regardless
of their sections.
Introduction
6
Attendance User Guide
Example 1
If a teacher teaches Spanish, SPA100, with a "1(A)" meeting, and a second section of
Spanish, SPA200, also with a "1(A)" meeting, the teacher could use the concurrent
attendance function to take attendance for both sections at the same time.
Example 2
If a teacher teaches English 1-3(A) (Record Once All Meetings), TA1 1(A), TA2 2(A), TA3
3(A), and Math 4(A), the teacher can take attendance for English and then click "Record
MultiMeeting Attendance for Multiple Sections," which results in the combined roster of
English + TA1.
Example 3
If a teacher teaches English 1-3(A) (Record Once All Meetings), TA1 2(A), and TA2 2(A), the
teacher can navigate to the attendance page for TA2 1-2(A) and click "Record MultiMeeting
Attendance for Multiple Sections," which results in the combined roster of English + TA1 +
TA2.
Example 4
If a teacher teaches English 1-3(A) (Record Each Meeting), TA1 1(A), TA2 2(A), TA3 3(A),
and Math 4(A), the teacher can take attendance for English (period 1) and then click
'Record Meeting Attendance for Multiple Sections," which results in the combined roster of
English (per1) + TA1.
Example 5
If a teacher teaches English 1-3(A) (Record Each Meeting), TA1 1(A), TA2 2(A), TA3 3(A),
and Math 4(A), the teacher can take attendance for English (per2) and then click "Record
Meeting Attendance for Multiple Sections," which results in the combined roster of English
(per2) + TA2.
Attendance Setup
All attendance setup is performed at the school level under School Setup. All attendancerelated setup items are located under the Attendance category. In addition, you must set up
other school-related items that work in conjunction with attendance. The following list
outlines the recommended attendance setup process:









Years and Terms
Days
Periods
Attendance Preferences
FTE Codes
Attendance Conversions
Bell Schedules
Calendar
Reporting Segments
Introduction
7
Attendance User Guide




Attendance Code Categories
Attendance Codes
Schedules, including Section Attendance Settings
Class Exclusions
Recording Attendance
There are three ways to mark or change an attendance record in PowerSchool:



Mark or change a single attendance instance.
Mark or change a student’s attendance records for blocks of time. This is particularly
useful when the student has been or will be out for an extended period.
Mark or change a group of student’s attendance records for blocks of time. This is
particularly useful when a class goes on a field trip or for sporting events.
Use any or all of the methods either to change a record from the past where a code has
already been entered or to enter new data for an unmarked date range, day, or period in
the past or future.
Introduction
8
Attendance User Guide
Administration
Attendance Code Categories
Attendance code categories are used to group attendance codes by classification, beyond
Present or Absent, for reporting and searching purposes. Use the Attendance Code
Categories page to view, add, delete, or edit the attendance code categories used at your
school.
Note that attendance code categories are the one exception to year-specific data.
Attendance code categories are a constant and should not be deleted from any year that
uses them.
Tardy and Excused attendance code categories are set up by default and should not be
deleted. In order for an attendance code to count as tardy, the attendance code must be
associated to the attendance code category of Tardy. In order for an attendance code to
count as excused, the attendance code must be associated to the attendance code category
of Excused. Similarly, if you create other attendance code categories, in order for an
attendance code to count as the attendance code category, the attendance code must be
associated to that attendance code category.
Note: Attendance code categories are not used to group attendance codes by Present or
Absent. All attendance codes are categorized as Present or Absent when creating the
attendance code via the Attendance Code page. For more information, see Attendance
Codes.
After creating attendance code categories, proceed to creating attendance codes.
Attendance must be set up completely before taking attendance in PowerSchool.
For more information about attendance, see Attendance Overview.
How to Access the Attendance Code Categories Page
You can create as many categories as needed. Tardy and Excused are available by default.
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Attendance, click Attendance Code Categories. The Attendance Code
Categories page displays the following information:
Field
Description
Code
The code representing the attendance code category. This
value is used in various data access tags, such as
^(per.att).
Name
The name of the attendance code category.
Note: This field is currently not used anywhere else in
PowerSchool.
Administration
9
Attendance User Guide
Field
Description
Description
A description of the attendance code category.
Sort
The sort order of the attendance code category as it
appears in the Code Categories list of checkboxes on the
New/Edit Attendance Code pages.
How to Add an Attendance Code Category
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Attendance, click Attendance Code Categories. The Attendance Code
Categories page appears.
3. Click New. The New Attendance Code Category page appears.
4. Use the following table to enter information in the fields:
Field
Description
Code
Enter the attendance code category. This value is used in
various data access tags, such as ^(per.att).
Name
Enter a name of the attendance code category.
Note: This field is currently not used anywhere else in
PowerSchool.
Description
Enter a description of the attendance code category.
Sort order for
display
Use the pop-up menu to indicate the sort order of the
attendance code category as it appears in the Code
Categories list of checkboxes on the New/Edit Attendance
Code pages.
5. Click Submit. The Attendance Code Categories page displays the new attendance
code.
How to Edit an Attendance Code Category
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Attendance, click Attendance Code Categories. The Attendance Code
Categories page appears.
3. Click the code of the attendance code category you want to edit. The Edit Attendance
Code Category page appears.
4. Edit the information as needed. For field descriptions, see How to Add an Attendance
Code Category.
5. Click Submit. The Attendance Code Categories page displays the edited attendance
code.
Administration
10
Attendance User Guide
How to Delete an Attendance Code Category
When deleting an attendance code category, other users and student records may be
directly impacted. Deleting an attendance code category is not recommended unless the
attendance code category was created in error. If the attendance code category is already in
use, it cannot be deleted.
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Attendance, click Attendance Code Categories. The Attendance Code
Categories page appears.
3. Click the code of the attendance code category you want to delete. The Edit
Attendance Code Category page appears.
4. Click Delete.
5. Click Confirm Delete. The Selection Deleted page appears.
How to Sort Attendance Code Categories
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Attendance, click Attendance Code Categories. The Attendance Code
Categories page appears.
3. Choose different sort orders for the attendance code category from the Sort pop-up
menus.
4. Click Submit. The page re-sorts the attendance code categories.
Attendance Codes
Attendance codes are used to define values, points, and calculations for school-specific
attendance codes. Use this page to view, add, delete, or edit an attendance code used at
your school. You must set up attendance codes before taking attendance in PowerSchool.
Note: Before you can set up attendance codes, you must set up attendance code
categories. For more information, see Attendance Code Categories.
For more information about attendance, see Attendance Overview.
How to Access the Attendance Code Page
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Attendance, click Attendance Codes. The Attendance Codes page displays
the following information:
Field
Description
Code
The attendance code appears.
Description
A description of the attendance code appears.
Administration
11
Attendance User Guide
Field
Description
Teachers Assign
Indicates whether teachers can assign this attendance
code in PowerTeacher.
Counts ADA
Indicates whether the attendance code counts towards
average daily attendance (ADA).
Presence
Indicates whether the attendance code counts towards
membership totals.
Sort
The sort order of the attendance code appears as it is in
the attendance codes pop-up menu on the student
attendance pages.
How to Add an Attendance Code
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Attendance, click Attendance Codes. The Attendance Codes page appears.
3. Click New. The New Attendance Code page appears.
4. Use the following table to enter information in the fields:
Field
Description
Code
Enter an attendance code. Attendance codes can use
characters A-Z, 0-9 and _- (underscore and hyphen).
Attendance codes are not case-sensitive. There are other
restrictions, including the code must be unique for this
school and year and cannot be the same name as a Code
Category for this school.
Note: By default, only single-character attendance codes
are allowed. However, to create multiple-character
attendance codes, select the Enable multiple character
attendance codes checkbox on the Attendance
Preferences page.
Description
Enter a description for the attendance code.
Presence Status
All attendance codes are categorized as present or absent.
Indicate whether the attendance code should be
categorized as present or absent by selecting the
appropriate option.
Code Categories
Attendance code categories are used to group attendance
codes by classification for reporting and searching
purposes. In order for an attendance code to count as an
attendance code category, the attendance code must be
associated to that attendance code category.
Indicate which attendance code category you want to
Administration
12
Attendance User Guide
Field
Description
associate to this attendance code by selecting the
appropriate checkbox.
Points
Enter the number of attendance points a student receives
for this attendance code, such as absent=1, tardy=2, and
present=0.
Teacher can assign
Use the pop-up menu to choose whether teachers can
assign this attendance code in PowerTeacher.
This attendance
code earns ADA
credit
Select the checkbox if this attendance code counts towards
Average Daily Attendance (ADA).
This attendance
code counts
towards
membership
Select the checkbox if this attendance code counts towards
Average Daily Membership (ADM).
Sort order for
display
Use the pop-up menu to choose a sort order of this
attendance code as it appears in the attendance codes
pop-up menu on the student attendance pages.
5. Click Submit. The Attendance Codes page displays the new attendance code.
How to Edit an Attendance Code
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Attendance, click Attendance Codes. The Attendance Codes page appears.
3. Click the code or description of the attendance code you want to edit. The Edit
Attendance Code page appears.
4. Edit the information as needed. For field descriptions, see How to Add an Attendance
Code.
5. Click Submit. The Attendance Codes page displays the edited attendance code.
How to Delete an Attendance Code
When deleting an attendance code, other users and student records may be directly
impacted. Deleting an attendance code is not recommended unless the attendance code was
created in error. If the attendance code is already in use, it cannot be deleted.
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Attendance, click Attendance Codes. The Attendance Codes page appears.
3. Click the code or description of the attendance code you want to delete. The Edit
Attendance Code page appears.
4. Click Delete.
5. Click Confirm Delete. The Selection Deleted page appears.
Administration
13
Attendance User Guide
How to Sort Attendance Codes
Though you must choose a sort order of 1 for the "present" attendance code, you can
change the sort order of the other attendance codes without using the Edit Attendance Code
page.
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Attendance, click Attendance Codes. The Attendance Codes page appears.
3. Choose different sort orders for the attendance codes from the Sort pop-up menus.
4. Click Submit. The page re-sorts the attendance codes.
Full-Time Equivalencies
Attendance calculations support full-time equivalencies (FTEs). FTEs are a powerful tool
used in schools that need to associate groups of students with different attendance values
for the same day, for example, full-time and half-time students.
FTEs are also used to determine default settings for reporting on Average Daily Attendance
and Average Daily Membership (ADA/ADM). These settings include the default attendance
mode (Meeting or Daily) and conversion type (Period to Day, Time to Day, or Code to Day).
FTEs are school- and year-specific, but will be duplicated when new years are created.
Using Full-Time Equivalencies (FTE) page, you can set up and use FTEs to indicate what
portion of a school day students attend.
Note: If this is the first time you have accessed the Full-Time Equivalencies (FTE) page, you
will notice an FTE of 1 was created. This is to maintain backwards compatibility, as
previously PowerSchool assumed students were full-time.
For more information about attendance, see Attendance Overview.
Set Students' FTEs
Once attendance is set up, you will need to set students’ FTEs for school enrollments via the
student Transfer Information page.
FTE is a grouping that associates a student's school enrollment with a set of attendance
conversion values. When ADA runs, for a student, it runs for each school enrollment during
the report dates. When processing each school enrollment, it uses the student's FTE to
locate the set of attendance conversions to use when looking up the attendance value for
the day. For more information, see Transfer Information.
How to Access the Full-Time Equivalencies Page
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Attendance, click Full-Time Equivalencies (FTE). The Full-Time
Equivalencies (FTE) page displays the following information:
Administration
14
Attendance User Guide
Field
Description
Name
The name of the FTE as it appears in the Full-Time
Equivalency pop-up menu on the Edit Current/Previous
Enrollment pages. The pop-up menu is used to associate
an FTE with a student’s current and historical school
enrollment.
Description
A description of the FTE code.
Default Attendance
Mode
Attendance mode that will be used for reporting purposes
if a specific mode is not provided.
Default Attendance
Conversion
Attendance conversion that will be use for reporting
purposes if specific conversion is not provided.
How to Add an FTE Code
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Attendance, click Full-Time Equivalencies (FTE). The Full-Time
Equivalencies (FTE) page appears.
3. Click New. The New FTE Code page appears.
4. Use the following table to enter information in the fields:
Field
Description
Name
Enter the name of the FTE as you want it to appear in the
Full-Time Equivalency pop-up menu on the Edit
Current/Previous Enrollment pages. The pop-up menu is
used to associate an FTE with a student’s current and
historical school enrollment.
Default Attendance
Mode
Choose the attendance mode from the pop-up menu that
will be used for reporting purposes if specific mode is not
provided.
Default Attendance
Conversion
Choose the attendance conversion from the pop-up menu
that will be use for reporting purposes if specific
conversion is not provided.
Description
Enter a description of the FTE code.
Default for These
Grades
Indicate which grades you want the FTE code to be applied
to by selecting the appropriate checkboxes.
These checkboxes determine what FTE a student of a
particular grade level will be assigned when the End of
Year process moves them into their new grade for the next
year. The values should be defined for the upcoming
school year's FTEs before running the End of Year process
for the current school year.
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5. Click Submit. The Full-Time Equivalencies (FTE) page displays the new FTE code.
How to Edit an FTE Code
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Attendance, click Full-Time Equivalencies (FTE). The Full-Time
Equivalencies (FTE) page appears.
3. Click the name or description of the FTE code you want to edit. The Edit FTE Code
page appears.
4. Edit the information as needed. For field descriptions, see How to Add an FTE Code.
5. Click Submit. The Full-Time Equivalencies (FTE) page displays the edited FTE code.
How to Delete an FTE Code
When deleting an FTE code, other users and student records may be directly impacted.
Deleting an FTE code is not recommended unless the FTE code was created in error. If the
FTE code is already in use, it cannot be deleted.
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Attendance, click Full-Time Equivalencies (FTE). The Full-Time
Equivalencies (FTE) page appears.
3. Click the name or description of the FTE code you want to delete. The Edit FTE Code
page appears.
4. Verify this is the FTE code category you want to delete.
5. Click Delete.
6. Click Confirm Delete. The Selection Deleted page appears.
Attendance Preferences
Use the attendance Preferences page to specify general attendance preferences. Each
preference is school- and year-specific. For global preferences at the district level, see
Global Attendance Preferences.
Use the Quick Look Up Preferences page to specify attendance preferences as they relate to
the Quick Look Up page for each student.
For more information about attendance, see the Introduction.
Enable Enter Attendance Link on Student Pages Menu
To enable the Enter Attendance link to appear in the student pages menu, you must select
Meeting or Interval as one of the attendance recording methods and set it as the default
attendance recording page. You can use the Enter Attendance link as a shortcut to the Edit
Meeting Attendance page or the Edit Interval Attendance page.
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How to Specify General Attendance Preferences
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Attendance, click Preferences. The Attendance Preferences page appears.
3. Use the following table to enter information in the Recording section:
Field
Description
Attendance
recording methods
Select the appropriate checkboxes that apply (any
combination of the four options is valid):




Meeting to record attendance by meeting for this
year
Daily to record attendance by day for this year
Time to record attendance this year by entering a
time value
Interval to record attendance this year according
to a specified time interval
Audit attendance
records
Select the checkbox to enable auditing of attendance. After
an attendance record is initially created, PowerSchool
keeps track of any change, its previous value, and who
made the change.
Default attendance
page
Use the pop-up menu to indicate the default attendance
page to display when viewing student attendance. The
items that appear in the pop-up menu vary based on the
attendance recording methods you select.
Enable multiple
character
attendance codes
By default, you can only create single-character attendance
codes. To create multiple-character attendance codes,
select the checkbox.
Meeting and daily
attendance bridge
When using both Meeting and Daily attendance modes, this
setting allows you to synchronize attendance records based
on a bridge period. You can define a bridge period in each
bell schedule. To create and synchronize Daily attendance
records based on the bridge period, select One-Way. To
keep the corresponding meeting attendance record
synchronized whenever a change is made to a daily
attendance record, select Two-Way.
Note: It is not necessary to bridge Meeting and Daily
attendance. Daily attendance can be managed manually.
However, bridging attendance does provide a convenient
way of automatically creating and maintaining attendance
when both attendance modes are in use.
Bridging attendance only functions with sections and
section enrollments, which reside in the same school.
Number of school
Administration
Use the pop-up menu to indicate how far back teachers can
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Attendance User Guide
Field
Description
days teachers may
alter attendance
prior to current date
(PowerTeacher)
alter attendance in PowerTeacher.
Number of school
days teachers may
alter attendance
after the current
date (PowerTeacher)
Use the pop-up menu to indicate how far forward teachers
can alter attendance in PowerTeacher.
Show Saturday and
Sunday on
attendance views
Select the checkbox to display Saturday and Sunday on the
Student Attendance pages. This is typically not needed
unless you have in-session days on weekends where
student attendance marks need to be displayed.
Interval Duration (in
Minutes)
Interval attendance is primarily intended for alternative
education programs that require attendance to be taken
every hour.
When using Interval Attendance mode, the number of
opportunities for which attendance can be recorded during
a given class is determined by dividing the bell time for the
class by the interval duration. For instance, if a class is 90
minutes long and the interval duration is 60 minutes, then
there will be two opportunities provided to take
attendance. The first is at the beginning of class and the
second is after 60 minutes has gone by. The default for this
field is 60 minutes.
4. Use the following table to enter information in the Calculating and Reporting section:
Field
Description
Calculation accuracy
Enter the number of decimal places to use when calculating
attendance values.
Count Meeting
attendance recorded
at another school for
students enrolled at
this school
If a student is enrolled in a class at another school, and
there is attendance associated with that class, select this
option to include this attendance when calculating Average
Daily Attendance (ADA).
Count these codes
for period
conversion
This setting determines what is counted and subsequently
used as the value for looking up the day’s attendance,
specifically for Period conversion.
Use the pop-up menu to select Presents if your school
calculates attendance using the number of periods a
student is present in a day. Select Absences if your school
calculates attendance using the number of periods a
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Attendance User Guide
Field
Description
student is absent in a day.
Round or truncate
Use the pop-up menu to indicate how you want the system
to handle long decimals that exceed the maximum when
calculating attendance.
5. Use the following table to enter information in the Daily Attendance Calculations
section:
Field
Description
Enable ADA Periods
and Passing Time
Deductions
To enable, see How to Specify Attendance Preferences for
Daily Time Exclusion. For more information, see the Daily
Time Exclusion.
Deduct Passing Time
To enable, see How to Specify Attendance Preferences for
Daily Time Exclusion. For more information, see the Daily
Time Exclusion.
6. Click Submit. The Changes Recorded page appears.
How to Specify Quick Look Up Preferences
The Quick Lookup page displays absences and tardies for each student. You can choose
whether to count attendance for sections that meet multiple times per day as single or
multiple instances. For example, if a student misses a class that meets during 2 periods per
day, you can specify whether that student's Quick Lookup page displays a 1 or 2 for the
number of absences for that class. For more information about the Quick Lookup page, see
Student Page Layout.
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Attendance, click Quick Look Up Preferences. The Quick Look Up
Preferences page appears.
3. Select the Count Multi-Period Meeting attendance once per day checkbox to
count only one attendance instance for a class that meets more than once per day.
Deselect the checkbox to count attendance for each period.
4. Click Submit. The Changes Recorded page appears.
Attendance Indicator
On the PowerTeacher start page, a dot appears next to each class' Chair icon. The color of
the dot indicates whether or not the teacher has taken attendance for that class. A clear dot
indicates attendance has not been taken. A yellow dot and fraction indicates partial
attendance has been taken. A green dot indicates attendance has been taken.
To provide you with flexibility, you can customize the attendance indicator images by
replacing them with graphics of your own. You can switch these images as often as you like.
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Attendance User Guide
For example, you may want to switch your images seasonally by using such images hearts,
four-leaf clovers, autumn leaves, or snowmen.
How to Customize the Attendance Indicator
1. Determine the replacement images.
2. Name the replacement images accordingly:



3.
4.
5.
6.
For the image that indicates that attendance has not been taken (clear dot),
use attendancetaken_no.png.
For the image that indicates that partial attendance has been taken (yellow
dot), use attendancetaken_some.png.
For the image that indicates that attendance has been taken (green dot), use
attendancetaken_yes.png.
On your PowerSchool Server, navigate to data > custom > web_root.
Create an images folder , if one does not already exist.
Open the images folder.
Copy the replacement images to this folder.
How to Enable Customizations
1. On the start page, choose System from the main menu. The System Administrator
page appears.
2. Click System Settings. The System Settings page appears.
3. Click Customization. The Customization page appears.
4. Select the Customization Enabled checkbox.
5. Click Submit.
How to Disable Customizations
1. On the start page, choose System from the main menu. The System Administrator
page appears.
2. Click System Settings. The System Settings page appears.
3. Click Customization. The Customization page appears.
4. Deselect the Customization Enabled checkbox.
5. Click Submit.
Attendance Conversions
Set up attendance conversions to calculate attendance. You can create multiple attendance
conversion methods, such as Full Day or Half Day. For example, a student receives only a
half-day of attendance credit if he or she is absent for two to four periods and receives no
credit if absent for five or more periods. After creating attendance conversions, set up
attendance conversion items. For more information, see Attendance Conversion Items. For
more information about attendance, see Attendance Overview.
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How to Access the Attendance Conversions Page
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Attendance, click Attendance Conversions. The Attendance Conversions
page displays the following information:
Field
Description
FTE
The name of the attendance conversion.
Edit Conversion
Items
The types of attendance conversion items you can create,
edit, or delete:



Period - Use to define the number of periods in
which the student must be present/absent to
receive the number of points ADA value you define.
Code - Use to define the ADA value you want a
student to receive when a specific attendance code
is given.
Time - Use to define the cut off points for
attendance and the ADA value a student should
receive at each.
How to Add Attendance Conversions
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Attendance, click Attendance Conversion. The Attendance Conversions page
appears.
3. Click New. The New Attendance Conversion page appears.
4. Enter the name for the attendance conversion.
5. Click Submit. The Attendance Conversions page displays the new attendance
conversion.
How to Edit Attendance Conversions
You can edit the name of an attendance conversion. To edit conversion items, see
Attendance Conversion Items.
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Attendance, click Attendance Conversion. The Attendance Conversions page
appears.
3. Click the name of the attendance conversion you want to edit. The Edit Attendance
Conversion page appears.
4. Edit the name of the attendance conversion.
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Note: If the attendance conversion is being used by a bell schedule, links to the bell
schedule appear. Click the name of the bell schedule to access the Edit Bell Schedule
page. For more information, see How to Set Up Bell Schedules. Click the duration of
the bell schedule to access the Bell Schedule: [Name] page. For more information,
see How to Set Up Bell Schedule Items.
5. Click Submit. The Attendance Conversions page displays the edited attendance
conversion.
How to Delete Attendance Conversions
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Attendance, click Attendance Conversion. The Attendance Conversions page
appears.
3. Click the name of the attendance conversion you want to delete. The Edit Attendance
Conversion page appears.
4. Click Delete.
5. Click Confirm Delete. The Selection Deleted page appears.
Attendance Conversion Items
PowerSchool uses attendance conversion items to calculate attendance for the purposes of
state reports and student records. There are three types of attendance conversion items
you can create for each attendance conversion method: period, code, and time.
Attendance code conversions are usually used when daily attendance is enabled. This is
because a student has at most one daily attendance record per day and, therefore, one
attendance mark. Time conversion can be used with either meeting or daily attendance,
enabling the day’s attendance value to be determined by the total time recorded for the
student for the day.
Period Items
For each period item, define the number of periods in which the student must be
present/absent to receive the number of points ADA value you define.
How to Add Period Items
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Attendance, click Attendance Conversion. The Attendance Conversions page
appears.
3. Click (NONE) in the Period column next to the conversion item for which you want
to add period items. The Period-to-Day Attendance Conversion page appears.
4. Use the following table to enter information in the fields:
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Attendance User Guide
Field
Description
Day Attendance
Value
Enter the number of attendance points students receive if
they are present, based on the number of periods in the
preceding field. For example, if students are counted as
absent for the entire day if they are present for zero or
one period, enter 0 in the fields next to 0 and 1 periods
present.
Comments
Enter any comments that are relevant to this attendance
conversion item.
Note: Alternatively, click Copy From Other Conversion Table to copy period items
from another conversion table. Select the attendance conversion to be copied and
click Submit.
5. Click Submit.
6. Click Attendance Conversions in the navigation path to return to the Attendance
Conversions page.
How to Edit Period Items
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Attendance, click Attendance Conversion. The Attendance Conversions page
appears.
3. Click Defined next to the conversion item for which you want to edit period items.
The Period-to-Day Attendance Conversion page appears.
4. Edit the information as needed. For field descriptions, see How to Add Period Items.
5. Click Submit.
6. Click Attendance Conversions in the navigation path to return to the Attendance
Conversions page.
Code Items
For each code item, define the ADA value you want a student to receive when a specific
attendance code is given.
How to Add Code Items
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Attendance, click Attendance Conversion. The Attendance Conversions page
appears.
3. Click (NONE) in the Code column next to the conversion item for which you want to
add code items. The Code-to-Day Attendance Conversion page appears.
4. Use the following table to enter information in the fields:
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Attendance User Guide
Field
Description
Attendance Value
For each attendance code, enter the number of attendance
points students receive if they are marked with that
attendance code.
Comments
Enter any comments that are relevant to this attendance
conversion item.
Note: Alternatively, click Copy From Other Conversion Table to copy code items
from another conversion table. Select the attendance conversion to be copied and
click Submit.
5. Click Submit.
6. Click Attendance Conversions in the navigation path to return to the Attendance
Conversions page.
How to Edit Code Items
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Attendance, click Attendance Conversion. The Attendance Conversions page
appears.
3. Click Defined next to the conversion item for which you want to edit code items. The
Code-to-Day Attendance Conversion page appears.
4. Edit the information as needed. For field descriptions, see How to Add Code Items.
5. Click Submit.
6. Click Attendance Conversions in the navigation path to return to the Attendance
Conversions page.
Time Items
For each time item, define the cut off points for attendance and the ADA value a student
should receive at each.
How to Add Time Items
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Attendance, click Attendance Conversion. The Attendance Conversions page
appears.
3. Click (NONE) next to the conversion item for which you want to add time items. The
Time-To-Day Attendance Conversion page appears.
4. Use the following table to enter information in the fields:
Field
Description
Minutes Present
Enter the minimum number of minutes a student must be
present to earn the number of attendance points specified
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Field
Description
in the next field. Use the first row for zero minutes
present.
Attendance Value
Enter the number of attendance points students receive if
they are present, based on the number of minutes you
enter in the previous field.
Comments
Enter any comments that are relevant to this attendance
conversion item.
Note: Alternatively, click Copy From Other Conversion Table to copy time items
from another conversion table. Select the attendance conversion to be copied and
click Submit.
5. Click Submit.
6. Click Attendance Conversions in the navigation path to return to the Attendance
Conversions page.
How to Edit Time Items
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Attendance, click Attendance Conversion. The Attendance Conversions page
appears.
3. Click Defined next to the conversion item for which you want to edit time items. The
Time Attendance Conversion page appears.
4. Edit the information as needed. For field descriptions, see How to Add Time Items.
5. Click Submit.
6. Click Attendance Conversions in the navigation path to return to the Attendance
Conversions page.
Attendance Functions
Perform attendance-related functions such as recalculating daily attendance or refreshing
attendance data. For more information about attendance, see the Introduction.
How to Recalculate Daily Attendance
Under certain circumstances, you may need to recalculate the daily attendance minutes.
These circumstances may include updating from a previous PowerSchool release or
changing the attendance preferences that affects Daily Time Exclusion (DTE). Once this
special function is generated, all daily attendance record minutes for each student are
updated based on DTE attendance preferences for each school’s full year term. For more
information, see the Daily Time Exclusion.
Note: This special function should be generated after regular business hours, but not during
nightly processing. The duration of the special function depends on how many daily
attendance and associated Attendance_Time records exist. Run this special function only
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under the following conditions: no attendance activity is occurring, including recording or
importing of attendance records; and no attendance reports are currently running.
1. On the start page, choose Special Functions from the main menu. The Special
Functions page appears.
2. Click Attendance Functions. The Attendance Functions page appears.
3. Click Recalculate Daily Attendance Minutes. The Recalculate Daily Attendance
Minutes page appears.
4. Select the checkbox next to each school name for which you want to recalculate
attendance minutes.
Note: The school context is critical in determining which schools appear on this
page. When working at the district level, all schools in the district that take daily
attendance appear. When working at the school level and the school takes daily
attendance, the school appears. When working at the school level and the school
does not take daily attendance, the school does not appear.
5. Click Submit. The daily attendance minutes are updated.
How to Update Attendance Views
A special function allows you to update the attendance views as needed, rather than wait for
the nightly process to execute this same functionality automatically. This update process
recalculates and re-populates the Membership Defaults tables based on the date ranges you
specify.
1. On the start page, choose Special Functions from the main menu. The Special
Functions page appears.
2. Click Attendance Functions. The Attendance Functions page appears.
3. Click Refresh Premier Attendance Views Data. The Refresh Attendance Views
Data Report page appears.
4. Use the following table to enter information in the fields:
Field
Description
Students to Include
Indicate which students you want to run the report for by
selecting one of the following options:


Begin Date and
Ending Date
Administration
The selected students only to run the report for
students in the current selection enrolled in the
specified date range.
All students to run the report for all students in
the current school enrolled in the specified date
range.
Specify the date range in the blank fields using the format
mm/dd/yyyy or mm-dd-yyyy. If no dates or only one date
is entered, the special function will run from the first day of
the school’s term until the current date. Since this process
must recalculate attendance values, the greater the date
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Attendance User Guide
Field
Description
ranges specified, the longer the processing time.
Note: The date entered must fall within the selected school
year term.
Processing Options
Select a time to run the report:





In Background Now to execute the report
immediately in the background.
ASAP to execute the report in the order it is
received in the Report Queue.
At Night to execute the report during the next
evening.
On Weekend to execute the report during the next
weekend.
On Specific Date/Time to execute the report on
the date and time specified in the Specific
Date/Time fields.
After submitting this report, it will be processed in the
report queue. On the navigation bar, click the Report
Queue icon. The Report Queue - My Jobs page displays all
your reports.
Specific Date/Time
If you selected On Specific Date/Time for Processing
Output, enter the date to execute the report using the
format mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
Use the pop-up menus to indicate the hour and minute.
5. Click Submit. The refresh process begins. A job file is created showing success and
failures for each student processed.
Attendance Synchronization
Districts that switch from using Daily to Meeting attendance or vice versa during the school
year will have attendance records that are out of synch. For instance, during the time period
that the district took Daily attendance, Meeting attendance records are missing. Use the
automated attendance synchronization process to rebuild the missing attendance records.
Processing Options
The synchronization process has two processing options:

Based on existing Daily attendance records, Meeting attendance records will be
created.
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
Based on existing Meeting attendance records, Daily attendance records will be
created.
Setup
Prior to running the synchronization process, several setup options are required:



Attendance recording methods – The current method used by the school for
recording attendance, as this is the method that will determine the bridge direction
(currently taking Daily, so need to retroactively build Meeting OR currently taking
Meeting, so need to retroactively build Daily).
Meeting and Daily Attendance Bridge – Either one-way or two-way sync must be
selected:
o One-way indicates that when a Meeting attendance record is taken during the
bridge period, a Daily attendance record is automatically created.
o Two-way is the same as one-way but also indicates that when a Daily
attendance record is taken, a Meeting attendance record is automatically
created for the bridge period.
Bell Schedules – Each bell schedule used in the school’s calendar must have a bridge
period defined, including default time in and time out.
Other System Requirements



System Backup – It is strongly recommended that you back up your system prior to
running this process.
School Year – The synchronization process may not be run for school years prior to
2004-2005.
Current School Only – The synchronization process may only be run for the current
school and may not be run for the district office.
For more information about attendance, see the Introduction.
How to Synchronize Attendance
1. On the start page, choose System from the main menu. The System Administration
page appears.
2. Click Attendance Bridge Synchronization. The Attendance Bridge Synchronization
page appears.
3. Use the following table to enter information in the fields:
Field
Description
Direction to re-build
bridge
Choose From Meeting, build Daily to create a daily
attendance record for each meeting attendance record that
exists for the calendar day's bridge period:

Administration
For each Meeting attendance record existing for the
bridge period of the calendar day, a Daily
attendance record will be created with the
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Attendance User Guide
Field
Description

attendance code found in the Meeting record.
If a Daily record already exists for the student,
either with the same attendance code or a different
attendance code, a warning will be displayed. The
existing record will not be modified under any
circumstance.
Choose From Daily, build Meeting to create a meeting
attendance record for each daily attendance record that
exists for the calendar day:



For each Daily attendance record existing for the
calendar day, a Meeting attendance record will be
created for the bridge period with the attendance
code found in the daily record.
If a Meeting record already exists for the student in
the bridge period, either with the same attendance
code or a different attendance code, a warning will
be displayed. The existing record will not be
modified under any circumstance.
If the attendance code found in the Daily
attendance record counts as absent, there is a
preference option to mass create a Meeting
attendance for every period for the day (not just the
bridge period).
When choosing the option to build meeting from daily
attendance, meeting attendance records are built as
follows:



Other Preferences
From the pop-up menu, select one of the following options:

Administration
If the attendance codes denote absence and the
preference selected from the Other Preference popup menu indicates to mark all periods, a meeting
attendance record will be created for each period in
the bell schedule.
If the attendance codes denote absence and the
preference selected from the Other Preference popup menu indicates to mark only the bridge period, a
meeting attendance record will be created for the
bridge period identified in the bell schedule.
If the attendance codes denote present or tardy,
regardless of the preference to indicate mark all
periods or mark only the bridge period, a meeting
attendance record will be created for the bridge
period in the bell schedule.
If daily attendance code is absent, mark all
periods absent for the day to create a meeting
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Attendance User Guide
Field
Description

attendance record for each period in the bell
schedule.
If daily attendance code is absent, mark only
the bridge period absent for the day to create a
meeting attendance record for the bridge period
identified in the bell schedule.
4. Click Submit. The Attendance Bridge Synchronization Progress page appears. When
the synchronization is complete, click PowerSchool in the upper-left corner to return
to the start page.
Note: If a Meeting record already exists for the student in the any of these periods,
either with the same attendance code or a different attendance code, a warning will
appear. The existing record will not be modified under any circumstance.
Teacher Attendance Submission Status
Finding out which teachers have taken attendance has never been easier than using the
Teacher Attendance Submission Status page. With graphical green, yellow and red "dots" to
indicate whether a teacher has completed attendance for the entire day, part of the day, or
not at all, staff can quickly determine where follow-up is needed.
Note: This procedure may only be performed at the school level.
How to View Teacher Attendance Submission Status
1. On the start page, choose Attendance from the main menu. The Attendance page
appears.
2. Click Teacher Attendance Submission Status. The Teacher Attendance
Submission Status page appears. By default, attendance submission status appears
for today
3. Use the following table to enter information in the fields:
Field
Description
Date Displayed
By default, today's date appears. Enter the date for which
you want to view attendance using the format mm/dd/yyyy
or mm-dd-yyyy. Alternately, click the Calendar icon to
select a date. If you enter an invalid date or do not use this
format, an alert appears.
Order By
By default, results appear in alphabetical order. Do one of
the following:

Administration
Select the Alphabetic option to order attendance
results by teacher's last names (red, yellow, and
green dots).
30
Attendance User Guide
Field
Description


Show
Select the Att taken first to order attendance
results by teachers who have completed taking
attendance (green dot), teachers who are in the
progress of taking attendance (yellow dot), and
teachers who have not yet begun taking attendance
(red dot).
Select No Att taken first to order attendance
results by teachers who have not yet begun taking
attendance (red dot), teachers who are in the
progress of taking attendance (yellow dot), and
teachers who have completed taking attendance
(green dot).
By default, attendance for all teachers for the selected
school appears. Do one of the following:



Select the All option to view all statuses of teacher
attendance submission .
Select the Complete Attendance option to only
view teachers who have completed taking
attendance (green dot).
Select the Incomplete Attendance option to only
view teachers who are in the progress of taking
attendance (yellow dot) or who have not yet begun
taking attendance (red dot).
4. Click Submit. The Teacher Attendance Submission Status page refreshes and
displays results based on your selections.
Note: If you selected a date that school was not in session, an alert appears stating
"No attendance data for this date."
5. To view class information, mouse-over a teacher's name. A yellow pop-up appears
displaying the teacher's name, the classes the teacher is teaching for the selected
day, and whether they have taken attendance for each class.
Administration
31
Attendance User Guide
Take Attendance
Meeting/Interval Attendance
In PowerSchool, your school can track meeting attendance, interval attendance, daily
attendance, and time attendance. Students' meeting and interval attendance records
indicate their absences and tardies in each class period during the school day. Interval
attendance allows for multiple attendance records per period. Students' daily attendance
records indicate their absences, tardies, and arrival and dismissal times for an entire school
day. Time attendance is a simple way of adding attendance value by entering total minutes
or hours for a given day.
Use the Meeting/Interval Attendance function to view or change a student's attendance
record. Each column represents one week, with the days of the week (MTWTF) underlined in
blue. Attendance codes are noted in the chart under each day. In the case of meeting
attendance, the days without a code indicate that the student was present. With interval
attendance, all days and periods must have a code.
Meeting and interval attendance functions share the same page. The primary difference
between the two is that meeting allows for only one attendance record per period while
interval attendance allows for multiple attendance records per period based on the specified
interval. Whether the class is meeting or interval is determined by what is specified for the
section in the Section Setup page. Interval attendance may not appear any different from
meeting attendance if the period length is less than or equal to the specified interval
duration defined in Attendance Preferences. For more information about attendance, see
Attendance Overview.
Enable Enter Attendance Link on Student Pages Menu
A shortcut to the Edit Meeting/Interval Attendance page is available via the Enter
Attendance link, which appears just below the Attendance link. To enable the Enter
Attendance link to appear in the student pages menu, Meeting or Interval must be
selected as one of the attendance recording methods and set as the default attendance
recording page on the Attendance Preferences page.
How to Take Meeting or Interval Attendance for a Single Day/Period
Use this procedure to take Meeting or Interval attendance for the selected student. You can
mark or change a single attendance instance in a selected week.
Note: Any change recorded for meeting attendance modifies daily attendance if daily
attendance is enabled and the period associated with the meeting attendance being
modified is the bridge period for that day. Interval attendance never modifies daily
attendance.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Attendance from the student pages menu. The default
attendance page appears, based on the Default Attendance Recording Page setting
on the Attendance Preferences page.
Take Attendance
32
Attendance User Guide
Note: To go directly to the Edit Meeting/Interval Attendance page, click Enter
Attendance instead of Attendance. The Edit Meeting/Interval Attendance page
appears. To continue, skip to Step 6.
3. If the Meeting/Interval Attendance page does not display by default, click
Meeting/Interval. The Meeting/Interval Attendance page appears.
Note: A dash (-) indicates that school is not in session and/or the student is not
enrolled on that date.
4. Click Show dropped classes also to view or change attendance records for
dropped classes. The dropped classes appear on the page with the other classes.
5. Click the week link in a week that you want to enter or change attendance. The Edit
Meeting/Interval Attendance page appears.
Note: The Submit button is unavailable until Step 7 is performed.
6. Use the following table to enter information in the fields:
Field
Description
Current attendance
code
Choose the attendance code you want to enter.
Set All
Click to enter the selected attendance code in all periods
and/or intervals fields for a given day.
[Attendance]
Click to enter the selected attendance code in a specific
period and/or interval field.
[Comment Icon]
When an attendance code (other than blank) is entered, a
gray Comment icon appears.
To enter an attendance comment:
1. Click the Comment icon. The Edit Comments popup appears.
2. Enter a comment for the student’s attendance
record.
3. Click OK. The Comment icon now appears blue to
indicate a comment has been entered.
7. Click Submit. The Changes Recorded page appears.
How to Take Meeting Attendance for an Extended Day/Period
Note: This function does not function with interval attendance.
Use this procedure to take meeting attendance for the select student. You can mark or
change a student's attendance records for blocks of time. This is particularly useful when
Take Attendance
33
Attendance User Guide
the student has been or will be out for an extended period. To change a student's
attendance record for an extended period, it is easiest to use this method.
Note: Any change recorded for meeting attendance modifies daily attendance if the
following conditions are met: daily attendance is enabled and the period associated with the
meeting attendance being modified is the bridge period for that day.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Attendance from the student pages menu. The default
attendance page appears, based on the Default Attendance Recording Page setting
on the Attendance Preferences page.
Note: To go directly to the Edit Meeting Attendance page, click Enter Attendance
instead of Attendance. The Edit Meeting Attendance page appears. To continue, skip
to Step 6.
3. If the Meeting Attendance page does not display by default, click Meeting. The
Meeting Attendance page appears.
Note: A dash (-) indicates that school is not in session and/or the student is not
enrolled on that date.
4. Click Show dropped classes also to view or change attendance records for
dropped classes. The dropped classes appear on the page with the other classes.
5. Click Change Meeting Attendance. The Change Meeting Attendance page appears.
6. Use the following table to enter information in the fields:
Field
Description
Change attendance
for
The selected students appear.
From this date
Enter the first day of the date range using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
To this date
Enter the last day of the date range using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
Meetings to scan
Select the checkboxes to indicate the periods to change.
To mark attendance for the entire day, click Select All.
Codes to scan for
Either choose all by clicking All or select the These Codes
option and then choose the attendance codes for which
you want to scan
Attendance code to
Choose the attendance code to apply to the date range
Take Attendance
34
Attendance User Guide
Field
Description
set
from the pop-up menu.
If other than a
default present
Select the option to either overwrite or not overwrite any
existing attendance codes.
Comment
Enter comments that are relevant to this attendance
record.
7. Click Submit. The Changes Recorded page appears.
Daily Attendance
In PowerSchool, your school can track both meeting and daily attendance. Students'
meeting attendance records indicate their absences and tardies in each class period during
the school day. Students' daily attendance records indicate their absences, tardies, and
arrival and dismissal times for an entire school day.
Use the Daily Attendance function to view or change a student's attendance record. Each
column represents one week, with the days of the week (MTWTF) underlined in blue.
Attendance codes are noted in the chart under each day. On the days where there is no
code, the student was present.
For more information about attendance, see the Introduction.
How to Take Daily Attendance for an Individual Student
Schools use the Daily Attendance function to select a single period to denote a student's
daily attendance. By denoting the period, default times for check-in, checkout, and return-in
can be defined for a daily attendance total. Attendance can be entered from the classroom
using PowerTeacher. Once the teacher enters the attendance, the office staff can then take
control of a student's daily attendance. The office also can use a variety of options and
reports when working with the Daily Attendance function.
With a period marked for daily attendance, the teacher automatically sets the daily
attendance while taking attendance in the classroom using PowerTeacher. Your PowerSchool
administrator sets the defaults for the time in and time out. This lets teachers not only track
classroom attendance, but also set the initial code for the office.
After you add a daily attendance entry, you can modify daily attendance. Click the
abbreviation for the first day above each day of the week in the current term. Click the
letter to display the Daily Attendance page for the date to be modified.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Attendance from the student pages menu. The default
attendance page that appears depends on the Default Attendance Recording Page
setting on the Attendance Preferences page.
3. Click Daily. The Daily Attendance page appears.
Note: A dash (-) appears to indicate that school is not in session and/or the student
is not enrolled on that date.
Take Attendance
35
Attendance User Guide
4. Click the link in a week where you want to enter attendance codes. The New Daily
Attendance page appears.
5. Use the following table to enter information in the fields:
Field
Description
Date
The date for which you are taking attendance appears.
Attendance Code
Choose the attendance code from the pop-up menu.
Total Time
Based on the times entered, PowerSchool calculates the
minutes the student has attended for the day. The results
display after you click Submit.
Comment
Enter any additional text, if applicable.
Time In
Enter the time the student arrives, if applicable.
Time Out
Enter the time the student leaves, if applicable.
Exclude from Total
Time Calculation
Select the checkbox to exclude this time item from the
total time calculation.
Time Comment
Enter any additional text regarding the time the student
arrived or left, if applicable.
6. Click Submit. The Changes Recorded page appears.
Note that a clock icon, total minutes, attendance code, and time in and time out
appear in the date for which you just took attendance.
How to Take Daily Attendance for Multiple Days for an Individual
Student
In addition to changing a single date for an individual student, you can change multiple
dates at one time.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Attendance from the student pages menu. The default
attendance page that appears depends on the Default Attendance Recording Page
setting on the Attendance Preferences page.
3. Click Daily. The Daily Attendance page appears.
Note: A dash (-) appears to indicate that school is not in session and/or the student
is not enrolled on that date.
4. Click Change Multiple Days at the top of the Daily Attendance page. The Change
Daily Attendance page appears.
5. Use the following table to enter information in the fields:
Take Attendance
36
Attendance User Guide
Field
Description
Change Daily
Attendance for
The selected student appears.
From this Date
Enter the first day of the date range using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
To this Date
Enter the last day of the date range using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
Codes to scan for
Select the attendance codes for which you want to scan. To
select multiple attendance codes, press and hold
COMMAND (Mac) or CONTROL (Windows) as you click each
of the attendance codes you want to scan.
Attendance Code to
Set
Choose the attendance code to apply to the date range
from the pop-up menu.
If Other Than a
Default Present
Select the option to either overwrite or not overwrite any
existing attendance codes.
Comment
Enter comments that are relevant to this attendance
record, if applicable.
6. Click Submit. The Changes Recorded page appears.
Note that a clock icon, total minutes, attendance code, and time in and time out
appear in the date for which you just took attendance.
How to Edit Daily Attendance
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Attendance from the student pages menu. The default
attendance page that appears depends on the Default Attendance Recording Page
setting on the Attendance Preferences page.
3. Click Daily. The Daily Attendance page appears.
Note: A dash (-) appears to indicate that school is not in session and/or the student
is not enrolled on that date.
4. Click the link in a week where you want to change attendance codes. The Edit Daily
Attendance page appears.
5. Use the following table to enter information in the fields:
Take Attendance
37
Attendance User Guide
Field
Description
Date
The date for which you are taking attendance appears.
Attendance Code
Choose the attendance code from the pop-up menu.
Total Time
Based on the times entered, PowerSchool calculates the
minutes the student has attended for the day. The results
display after you click Submit.
Comment
Enter any additional text.
Time In
The time the student arrives appears.
Time Out
The time the student leaves appears.
Minutes
Based on the times entered, the minutes the student has
attended for each class appears, as well as the total
minutes the student has attended for the day.
Comment
Any additional text regarding the time the student arrived
or left appears.
Exclude from Total
Time Calculation
Indicates whether or not this time item is excluded from
the total time calculation.
6. Click Submit. The Changes Recorded page appears.
Note that a clock icon, total minutes, attendance code, and time in and time out
appear in the date for which you just took attendance.
Time Attendance
In PowerSchool, your school can track meeting attendance, interval attendance, daily
attendance and time attendance. Students' meeting and interval attendance records
indicate their absences and tardies in each class period during the school day. Interval
attendance allows for multiple attendance records per period. Students' daily attendance
records indicate their absences, tardies, and arrival and dismissal times for an entire school
day.
Time attendance is a simple way of adding attendance value by entering total minutes or
hours for a given day. It is often used to enter work experience hours off of a timecard from
a student's vocational job or for entering independent study hours.
Use the Time Attendance function to view or change a student's time attendance record.
Each column represents one week, with the days of the week (MTWTF) in blue. Attendance
minutes are noted in the chart under each day.
For more information about attendance, see the Introduction.
Take Attendance
38
Attendance User Guide
How to Take Time Attendance
After you add a time attendance entry, you can modify the entry by clicking the minutes in
the appropriate day column. Multiple time attendance entries can be made for a single day
by clicking the day abbreviation. Each time the day abbreviation is clicked a new entry is
displayed to be filled out. Time entries cannot be deleted but they can be given a zero
minute (or hour) amount that effectively voids them.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Attendance from the student pages menu. The
attendance pages appear. The default attendance page that appears depends on the
Default Attendance Recording Page setting on the Attendance Preferences page.
3. Click Time. The Time Attendance page appears.
Note: A dash (-) appears to indicate that school is not in session and/or the student
is not enrolled on that date.
4. Click the day abbreviation in a week where you want to enter or change attendance.
The New Time Attendance page appears.
5. Use the following table to enter information in the fields:
Field
Description
Date
The date for which you are taking attendance appears
(read-only).
Attendance Code
Choose the attendance code from the pop-up menu.
Time
Enter the total amount of attendance time for this record.
The value can either be entered in minutes or hours.
Minutes/Hours
Let the system know whether the time value entered is in
minutes or hours. The default is minutes. If the time value
entered is in hours then select hours from the pop-up
menu. The system will convert the value to minutes when
it is stored. Hours are not stored with the record.
Program
If these hours are associated to a special program that the
student is enrolled in then specify that there. For example,
California's Alternative Education program for Continuation
Education requires that attendance is tracked for the
program. The valid values are any of the special programs
that the student is currently enrolled in.
Work Experience
This is primarily targeted for use for California Continuation
Education, which requires that the attendance hours
related to work time are tracked.
Comment
Enter any additional text regarding this record.
6. Click Submit. The Changes Recorded page appears.
Take Attendance
39
Attendance User Guide
Section Attendance
Using the Section Attendance page, you can enter or change the attendance records for a
date range or reporting term for the students in a section. In addition, you can change the
attendance records either retroactively or in advance using either Meeting or Daily
attendance.
How to Enter Section Attendance
On the Section Attendance page, can enter attendance for a specified date range or
reporting term.
1. To access the Section Attendance page, do one of the following:


Access the Sections page and click the Attendance (grid) icon. For more
information, see Sections.
Access the Teacher Schedule page and click the Attendance (grid) icon. For
more information, see Staff Current Schedules.
2. On the Attendance Code pop-up menu, select the attendance code.
3. Click Edit to select the date from the options provided:



Select Range, then enter the date range for which you want to enter
attendance, or click the Calendar icon to select a date.
Select Reporting Term to choose the term from the pop-up menu.
Click Update to change the attendance date.
4. Use one of the following methods to enter the applicable attendance code:



Click in the field next to the student’s name to enter the attendance code you
selected from the Attendance Code pop-up menu. Use the pop-up menu to
select a different attendance code, if needed.
Double-click in a field and select the code from the pop-up menu. Use the
arrow keys on your keyboard to scroll through the list.
Click in a field and type the attendance code directly in the field.
Note: Use the Tab, Enter, and arrow keys to navigate to a different field.
5. When finished entering attendance, click Submit. The Section Attendance page
appears.
Group Attendance
Change the attendance records either for one date range, day, or period for a selected
group of students. In addition, you can change the attendance records either retroactively
or in advance using either Meeting or Daily attendance. Meeting attendance is taken each
time a class meets, whereas Daily attendance is taken for an entire school day. For more
information about attendance, see the Introduction.
Take Attendance
40
Attendance User Guide
How to Change Group Attendance (Meeting)
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose Attendance Change from the Select a function for this group of
students pop-up menu. The Change Meeting Attendance page appears.
Note: Alternatively, if you have a current selection of students, you can access this
page by choosing Special Functions > Groups Functions.
3. Use the following table to enter information in the fields:
Field
Description
Change attendance
for
The selected students appear.
From this date
Enter the first day of the date range using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
To this date
Enter the last day of the date range using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
Meetings to scan
Select the checkboxes to indicate the periods to change. To
mark attendance for the entire day, click Select All.
Codes to scan for
Either choose all by selecting All or select the These
Codes option and then choose the attendance codes for
which you want to scan.
Attendance code to
set
Choose the attendance code to apply to the date range
from the pop-up menu.
If other than a
default present
Select the option to either overwrite or not overwrite any
existing attendance codes.
Comment
Enter comments that are relevant to this attendance
record.
4. Click Submit. The PowerSchool start page appears. To verify that you entered the
correct codes, search for and select one of the students in the group. Then, view the
student's Attendance page.
Take Attendance
41
Attendance User Guide
How to Change Group Attendance (Daily)
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose Attendance Change from the Select a function for this group of
students pop-up menu. The Change Meeting Attendance page appears.
Note: Alternatively, if you have a current selection of students, you can access this
page by choosing Special Functions > Groups Functions.
3. Click Daily. The Change Daily Attendance page appears.
4. Use the following table to enter information in the fields:
Field
Description
Change attendance
for
The selected students appear.
From this date
Enter the first day of the date range using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
To this date
Enter the last day of the date range using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
Codes to scan for
Either choose all by selecting All or select the These
Codes option and then choose the attendance codes for
which you want to scan
Attendance code to
set
Choose the attendance code to apply to the date range
from the pop-up menu.
If other than a
default present
Select the option to either overwrite or not overwrite any
existing attendance codes.
Comment
Enter comments that are relevant to this attendance
record.
5. Click Submit. The PowerSchool start page appears. To verify that you entered the
correct codes, search for and select one of the students in the group. Then, view the
student's Attendance page.
Take Attendance
42
Attendance User Guide
Reports
Before producing attendance reports, you are encouraged to ask your PowerSchool
administrator how your school calculates attendance. For example, does your school report
how many days students are present or how many days they are absent?
Access Attendance Reports
While you can run all attendance reports for individual students, you can also run many for
a selected group of students. If an attendance report allows group reporting, select that
group of students before running the report. If you select a group of students from the start
page, the Group Functions page appears either immediately or after selecting students from
the Student Selection page.
How to Access Attendance Reports
1. On the start page, choose System Reports from the main menu. The Reports page
appears.
2. Click the System tab, if needed. The System tab provides access to the following
attendance reports:
Reports
Link
Description
Absentee
Click to view single day period-by-period attendance code
report. For more information, see Absentee Report.
Attendance Count
Click to view multi-day period-by-period attendance code
report. For more information, see Attendance Count
Report.
Class Attendance
Audit
Click to view section specific attendance roster. For more
information, see Class Attendance Audit.
Consecutive
Absences
Click to view report detailing consecutive student absences
by absence code. For more information, see Consecutive
Absences Report.
Student Attendance
Audit
Click to view roster report detailing attendance codes by
day. For more information, see Student Attendance Audit.
Monthly Student
Attendance Report
Click to view twenty-day student attendance report by
grade. For more information, see Monthly Student
Attendance Report.
Attendance
Summary by Grade
Click to view an aggregated attendance report for a date
range and grade(s). For more information, see Attendance
Summary by Grade Report.
Year-to-Date
Attendance
Summary
Click to view a year-to-date aggregated attendance report
by grade. For more information, see Year-to-Date
Attendance Summary.
43
Attendance User Guide
Reports
Link
Description
PowerTeacher
Attendance
Click to view report showing which teachers have not taken
attendance. For more information, see PowerTeacher
Attendance Report.
Weekly Attendance
Summary (Meeting)
Click to view a weekly attendance summary by section. For
more information, see Weekly Attendance Summary
(Meeting).
Weekly Attendance
Summary (Daily)
Click to view a weekly attendance summary by Teacher.
For more information, see Weekly Attendance Summary
(Daily).
Period Att.
Verification
Click to view report showing students marked present a
specified number of periods. For more information, see
Period Attendance Verification Report.
44
Address Management
User Guide
PowerSchool 7.x
Student Information System
Released June 2011
Document Owner: Documentation Services
This edition applies to Release 7.0 of the PowerSchool software and to all subsequent releases and
modifications until otherwise indicated in new editions or updates.
The data and names used to illustrate the reports and screen images may include names of
individuals, companies, brands, and products. All of the data and names are fictitious; any similarities
to actual names are entirely coincidental.
PowerSchool is a trademark, in the U.S. and/or other countries, of Pearson Education, Inc. or its
affiliate(s).
Copyright © 2011 Pearson Education, Inc. or its affiliates. All rights reserved. All trademarks are
either owned or licensed by Pearson Education, Inc. or its affiliates. Other brands and names are the
property of their respective owners.
Address Management
User Guide
Contents
Preface................................................................................................................... 4
Introduction ........................................................................................................... 5
Quick Start.................................................................................................... 5
Address Management Administration..................................................................... 6
Enable Address Management ........................................................................... 6
Set Page-Level Permissions ............................................................................. 7
Define District Boundaries ............................................................................... 8
Define School Boundaries .............................................................................. 10
Import and Export Records............................................................................ 11
Search for Students...................................................................................... 11
Report Map Errors ........................................................................................ 12
Disable Address Management ........................................................................ 13
Address Validation ............................................................................................... 14
Perform Batch Address Validation ................................................................... 14
Perform Interactive Address Validation ............................................................ 16
Boundary Validation ............................................................................................. 19
Perform Batch Boundary Validation ................................................................. 19
Definition of Terms............................................................................................... 21
Contents
3
Address Management
User Guide
Preface
Use this guide to assist you while navigating PowerSchool. This guide is based on the
PowerSchool online help, which you can also use to learn the PowerSchool Student
Information System (SIS) and to serve as a reference.
The PowerSchool online help is updated as PowerSchool is updated. Not all versions of the
PowerSchool online help are available in a printable guide. For the most up-to-date
information, click Help on any page in PowerSchool.
Referenced Sections
This guide is based on the PowerSchool online help, and may include references to sections
that are not contained within the guide. See the PowerSchool online help for the referenced
section.
Security Permissions
Depending on your security permissions, only certain procedures may be available to you.
Navigation
This guide uses the > symbol to move down a menu path. If instructed to “Click File >
New > Window,” begin by clicking File on the menu bar. Then, click New and Window.
The option noted after the > symbol will always be on the menu that results from your
previous selection.
Notes
It is easy to identify notes because they are prefaced by the text “Note:.”
Preface
4
Address Management
User Guide
Introduction
With the introduction of Address Management, PowerSchool now provides a tool for address
validation and boundary management. Address Management improves efficiency and
accuracy in managing your address data, using cutting edge technology through visual
representation of the address and boundary.
Address Validation
Address validation is the process by which an address is authenticated by an external
address validation service, Google Maps. Google Maps determines if the address is valid
based on whether the address can be found in its mapping database and if the address is of
address level accuracy, one to which mail can be delivered, with the exception of post office
boxes. If an address is valid, a geocode is associated with the address, and recorded in the
student’s database record. If the address is not valid, the areas of uncertainty associated
with it and/or alternate addresses are identified.
Address validation can be performed for a selection of students or interactively for an
individual student. Performing address validation for an individual student can be done
using the student’s Addresses page or the General Demographics page, as well as during
the enroll a new student process.
Boundary Validation
Boundary validation is the process by which an address is identified as being inside or
outside a given boundary. Boundaries are defined by the PowerSchool administrator for
districts of residence and schools and stored in the PowerSchool database.
Boundary validation can be performed for a selection of students or interactively for an
individual student. Performing boundary validation for an individual student can be done
when performing the address validation process using the student’s Addresses page or the
General Demographics page, as well as during the enroll a new student process. The
relationship of a student’s address geocode to defined boundaries is indicated as “in”
bounds or “out” of bounds on the interactive Address Validation page.
Quick Start
To get started immediately, perform the following tasks to set up and begin using Address
Management:








Enable Address Management
Set Page-Level Permissions
Define District Boundaries
Define School Boundaries
Import Records
Perform Batch Address Validation
Perform Interactive Address Validation
Perform Batch Boundary Validation
Introduction
5
Address Management
User Guide
Address Management Administration
Enable Address Management
By default, Address Management is disabled. PowerSchool provides the initial key and
server needed to render Address Management operational. You can either use
PowerSchool’s free geocoding proxy server, which shares a rate limit between all customers,
or you can purchase an enterprise key from Google, which processes up to 10 requests per
second dedicated to your site. For more information, visit Google at
http://code.google.com/apis/maps/signup.html. Once Address Management is
enabled, Address Management functionality appears throughout PowerSchool.
Note: To disable Address Management, see Disable Address Management.
How to Enable Address Management
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Click 3rd Party Configuration. The 3rd Party Configuration page appears.
3. Use the following table to enter information in the fields:
Field
Description
Geocoding Adapter
Choose one of the following from the pop-up menu:



Google Maps Key
Disabled to disable batch validation. This is the
default setting.
Google Maps – Requires Key to enable batch
validation using your Google Maps Enterprise key.
Geocoding via Pearson Proxy Key to enable
batch validation using PowerSchool’s free Google
Maps enterprise key.
If you chose Google Maps – Requires Key as your
Geocoding Adapter, enter your own key.
Note: If you chose Geocoding via Pearson Proxy as
your Geocoding Adapter, this field is not applicable.
Pearson Proxy URL
If you chose Geocoding via Pearson Proxy as your
Geocoding Adapter, this field should be set to
http://gbp.pearsonschoolsystems.com/pearsonproxyservice/services/AddressValidatorProxyService?wsdl
.
Note: If you chose Google Maps – Requires Key as your
Geocoding Adapter, this field is not applicable.
Address Management Administration
6
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User Guide
Field
Description
Mapping Adapter
Choose one of the following from the pop-up menu:


Google Maps URL
Disabled to disable interactive map validation. This
is the default setting.
Google Maps to enable interactive map validation.
If you chose Google Maps as your Mapping Adapter,
this field should be set to
http://gp.pearsonschoolsystems.com/cgibin/googleMapsJSAPI_Proxy.cgi. However, you may
provide your own server by entering your server
information.
Note: If you chose Disabled as your Mapping Adapter,
this field is not applicable.
4. Click Submit. The Districts Setup page displays.
Set Page-Level Permissions
To ensure that only the staff whose job duties include Address Management can make
changes to the Address Management pages, you can define which staff members can access
those pages by setting permissions as the page level.
Note: For more information, see Security Permissions.
How to Enable Page Permissions Access
1.
2.
3.
4.
5.
6.
On the start page, choose System from the main menu.
Click Security. The Security page appears.
Click Access to Page Permissions. The Access to Page Permissions page appears.
Choose On from the Turn modify permissions pop-up menu.
Click Submit. The Security page appears.
Proceed to How to Set Page-Level Permissions.
How to Set Page-Level Permissions
1. Navigate to the Address Management page for which you want to define permissions.
2. Click Modify access privileges for this page. The Access Privileges page appears.
3. Select the option to determine the level of permissions:




Group default: Level determined as the group default on the Edit Group
page for each group.
None: No access to the page.
View-only: Can read but not modify the information on the page.
Full: Can read and modify information on the page.
Address Management Administration
7
Address Management
User Guide
4. Click Submit. The page reappears.
5. Repeat Step 1 through Step 4 for each Address Management page for which you
want to define permissions.
6. Proceed to How to Disable Page Permissions Access.
How to Disable Page Permissions Access
1.
2.
3.
4.
5.
On the start page, choose System from the main menu.
Click Security. The Security page appears.
Click Access to Page Permissions. The Access to Page Permissions page appears.
Choose Off from the Turn modify permissions pop-up menu.
Click Submit. The Security page appears.
Define District Boundaries
Once Address Management is enabled, you can then define the geographical boundary for
districts of residence. The geographical boundary is captured within a single encoded
polyline. The encoded polyline is made up of sets of latitude/longitude pairs marking the
boundary. The sets of latitude/longitude pairs are also known as points.
How to Create District Boundaries
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Click Districts of Residence. The Districts of Residence page appears.
3. Click New to create a new district of residence. The New District of Residence page
appears.
4. Enter District ID, District Name, and Sort Order information as needed. For
detailed information, see District of Residence.
5. Do one of the following:


If you have an encoded polyline from another system, you can enter it in the
Edit Boundary text box and proceed to Step 8.
If you do not have an encoded polyline from another system, click Edit
Boundary. The Boundary Definition pop-up window appears.
6. Use the following table to edit information in the fields:
Field
Description
Generate Boundary
For
The name of the selected district or school.
Search
Identify the center of the boundary. Enter the address of
the district or school and click Search. The map refreshes
centered on the address.
Latitude
The latitude coordinates for each point on the map and in
Address Management Administration
8
Address Management
User Guide
Field
Description
the Point List appear when selected.
Longitude
The longitude coordinates for each point on the map and in
the Point List appear when selected.
Point List
For each point you add to the list, the latitude, longitude,
and map level appears.
Add Point
Click on the map to place the point. You may drag the
marker to adjust the location of the point. Once you are
satisfied with the location of the marker, click to add as a
point to the Point List. Repeat for each point of your
boundary.
Note: For basic map navigation controls, see [Interactive
Map].
Delete Selected
Point
Select a point from the Point List and then click to delete
the point.
Delete All Points
Click to delete all points from the Point List.
[Interactive Map]
Basic navigation controls include:








Click a point from the Point List to highlight it on
the map.
Click and drag the map.
Click the appropriate arrow to move the view north,
south, east or west.
Click + to zoom in on the center of the map.
Click – to zoom out.
Click Map to view street-level imagery.
Click Sat to view satellite imagery.
Click Hyb to view a combination of street-level and
satellite imagery.
Note: For additional information, see Google Maps User
Guide at http://maps.google.com/support/.
7. Click Accept to accept the defined district boundary. The Boundary Definition pop-up
window closes and the encoded polyline appears in the Edit Boundary text box.
Note: Click Cancel to discard any changes.
8. Click Submit. The Districts of Residence page displays the new or updated district of
residence.
Address Management Administration
9
Address Management
User Guide
How to Edit District Boundaries
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Click Districts of Residence. The Districts of Residence page appears.
3. Click the district of residence you want to edit. The Edit District of Residence page
appears.
4. Enter District ID, District Name, and Sort Order information as needed. For
detailed information, see District of Residence.
5. Do one of the following:


If you have an encoded polyline from another system, you can enter it in the
Edit Boundary text box and proceed to Step 8.
If you do not have an encoded polyline from another system, click Edit
Boundary. The Boundary Definition pop-up window appears.
6. Edit the information as needed. For field descriptions, see How to Create District
Boundaries.
7. Click Accept to accept the defined district boundary. The Boundary Definition pop-up
window closes and the encoded polyline appears in the Edit Boundary text box.
Note: Click Cancel to discard any changes.
8. Click Submit. The Districts of Residence page displays the new or updated district of
residence.
Define School Boundaries
Once you have defined the geographical boundary for your district, you can then define the
geographical boundary for each of the schools within your district.
How to Define School Boundaries
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under General, click Boundary. The School Boundary Definition page appears.
3. Click Edit Boundary. The Boundary Definition pop-up window appears.
4. Use the table in How to Define District Boundaries to enter information in the fields.
5. Click Accept to accept the defined school boundary. The Boundary Definition pop-up
window closes.
Note: Click Cancel to discard any changes.
6. Click Submit. The Changes Recorded page appears.
Address Management Administration
10
Address Management
User Guide
Import and Export Records
To transfer Address Management data into and out of PowerSchool, you can use one of the
many PowerSchool importing and exporting tools. For detailed information about importing
and exporting records, see Import and Export.
How to Import Address Management Data
When importing data, you need to create an ASCII text file, preferably tab delimited. Do not
use a colon or comma as the field delimiter. The import spreadsheet must include the
following required fields: Student_Number, First_Name, Last_Name, Geocode, and/or
Mailing_Geocode. The following format must be used when entering geocode information:
Lat: [coordinate], Lng: [coordinate]. For example, Lat: 41.3800231, Lng: -111.0229216.
How to Export Address Management Data
When exporting data, enter the following required fields to be included on the exported
spreadsheet: Student_Number, First_Name, Last_Name, Geocode, and/or
Mailing_Geocode. Do not use a colon or comma as the Field Delimiter. Preferably, use a
tab to separate each field in the export file.
Search for Students
To search for students based on geocode, you can use the Search Students function on
the PowerSchool Start Page. Depending on the expression you enter, you can search for
students with a geocode, students without a geocode, or a subset of either. The following
table provides examples of search expressions using geocode. You may also use
mailing_geocode. For more information, see Search and Select.
How to Search for Students Using Geocode
1. On the start page, enter one of the following command syntaxes in the Search
Students field:
Field
Description
geocode#“”
All students where a value appears in Geocode field.
grade_level=9;geoc
ode#“”
All ninth grade students where a value appears in Geocode
field.
grade_level=10;geo
code#“”
All tenth grade students where a value appears in
Geocode field.
grade_level=11;geo
code#“"
All eleventh grade students where a value appears in
Geocode field.
grade_level=12;geo
code#“”
All twelfth grade students where a value appears in
Geocode field.
Address Management Administration
11
Address Management
User Guide
Field
Description
geocode=“”
All students where a value does not appear in Geocode
field.
grade_level=9;geoc
ode=“”
All ninth grade students where a value does not appear in
Geocode field.
grade_level=10;geo
code=“”
All tenth grade students where a value does not appear in
Geocode field.
grade_level=11;geo
code=“”
All eleventh grade students where a value does not appear
in Geocode field.
grade_level=12;geo
code=“”
All twelfth grade students where a value does not appear in
Geocode field.
2. Click the Search icon. If no students match the search criteria, an alert message
displays indicating that no students match your selection. Otherwise, the page
displays a list of all students matching the search criteria.
3. Do one of the following:


Click the name of the student whose record you want to work with.
To work with the entire group of students, choose a function from the group
functions pop-up menu at the bottom of the list.
Report Map Errors
Google Maps gets its map data from TeleAtlas. While TeleAtlas works with over 50,000
reliable resource world-wide to make over 10,000 map improvement updates each day, it's
possible that you may find an error in the map data. To report a map error, visit Google's
Fix an error on Google Maps page.
How to Report Map Errors
1. Open your Web browser.
2. Enter www.google.com and press RETURN (Mac) or ENTER (Windows). The Google
home page appears.
3. Click Maps > Help > Fix an error on Google Maps. The Fix an error on Google
Maps page appears.
Note: To access the Fix an error on Google Maps page, you can also simply click
http://maps.google.com/support/bin/answer.py?hl=en&answer=98014.
4. Click the link to the error that best describes the issue you are experiencing.
5. Follow instructions provided by Google.
Address Management Administration
12
Address Management
User Guide
Disable Address Management
Once you have enabled Address Management, later you may find it necessary to render it
inoperative. If Address Management is disabled, certain Address Management functionality
no longer appears throughout PowerSchool.
Note: To enable Address Management, see Enable Address Management.
How to Disable Address Management
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under Other, click 3rd Party Configuration. The 3rd Party Configuration page
appears.
3. Use the following table to enter information in the fields:
Field
Description
Geocoding Adapter
To disable batch validation, choose Disabled from the popup menu.
Mapping Adapter
To disable interactive map validation, choose Disabled
from the pop-up menu.
4. Click Submit. The Districts Setup page displays.
Address Management Administration
13
Address Management
User Guide
Address Validation
Perform Batch Address Validation
The batch address validation process provides you with the ability to validate and update
address information for multiple students all at one time.
The batch address validation process may be used to validate either the primary address or
the mailing address of the selected students. When validating primary addresses, a geocode
is generated and associated to the student’s primary address. When validating mailing
addresses, a geocode is generated and associated to the student’s mailing address.
When performing the batch address validation process, an address, city, state, and zip code
may be automatically updated if there is only one matching address that is of address level
accuracy. If there is not an address meeting these criteria, a validation exception occurs and
the address appears as an exception, providing you the opportunity to reconcile the
discrepancy.
Note: This process may take several minutes to complete (or longer) depending on the
selection size and your connection speed to the Internet.
How to Perform Batch Address Validation
Note: You can also access this function by clicking Special Functions > Groups
Functions with your current selection of students.
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose Batch Address Validation from the Select a function for this group of
students pop-up menu. The Batch Address Validation page appears.
3. Use the following table to enter information in the fields:
Field
Description
Validate which
students
Indicate which students you want to validate addresses for
by choosing one of the following from the pop-up menu:


Choose All Students to perform the validation
process for all students in the current school.
Choose Current Selection to perform the
validation process for the selected set of students in
the current school.
Note: For performance reasons, it is recommended that
you perform the validation process for a selected set of
students rather than for all students.
Validate which
addresses
Address Validation
Indicate which addresses you want to validate by choosing
one of the following from the pop-up menu:
14
Address Management
User Guide
Field
Description


Choose All Addresses to perform the validation
process for all addresses, including addresses that
have been previously validated and have a geocode.
Choose Addresses without geocodes to perform
the validation process for only those addresses that
have not been previously validated and do not have
a geocode.
Note: For performance reasons, it is recommended that
you perform the validation process for addresses that do
not have geocodes rather than for all addresses.
Which address types
Indicate which address type you want to validate by
choosing one of the following from the pop-up menu:


Update City, State,
Zip
Choose Primary to perform the process for
students’ home address.
Choose Mailing to perform the process for students’
mailing address.
Select the checkbox to automatically update the city, state,
and zip code of each address with the city, state, and zip
code information provided by the validation process, if only
one address is returned by the validation service and that
address is of address level accuracy.
Alternatively, leave the checkbox blank if you do not want
to automatically update the city, state, and zip code of
each address with the city, state, and zip code information
provided by the validation process.
Note: This checkbox is applicable only when one address
of address level accuracy exists.
4. Click Submit. The Batch Address Validation Results page displays a summary of the
processed records and any validation exceptions, including the student’s name,
address, and error message. Possible error messages include:









Unknown location. Cannot find address.
Country level accuracy. Cannot find state.
State/Province level accuracy. Cannot find city.
County level accuracy. Cannot find street.
City level accuracy. Cannot find street.
Postal code level accuracy. Cannot find street.
Partial street level accuracy. Cannot find street number.
Intersection level accuracy. Cannot find street number.
Premise level accuracy. Invalid address.
Address Validation
15
Address Management
User Guide
Note: Premise level accuracy appears when only the name of a building or type of
building, such as airport, can be found.
5. If an exception appears, click the Name of the student to view the student’s General
Demographics page where you can then reconcile the discrepancy.
Perform Interactive Address Validation
Interactive address validation allows you to view a student’s home address or mailing
address on a map, providing visual confirmation of the location. If more than one address is
returned by the service, such as if the city or state fields were omitted, you are provided the
opportunity to choose the correct one from a list of alternatives.
Note: Interactive address validation can also be performed when enrolling a new student.
For detailed information, see Enroll New Student.
How to Perform Interactive Address Validation
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Do one of the following:


Under Information, choose Addresses from the student pages menu. The
Addresses page appears.
Under Information, choose Demographics from the student pages menu.
The General Demographics page appears.
3. Use the following table to enter Home Address information:
Field
Description
Street, Apt/Suite
Enter the street address in the first field, and apartment or
suite number in the second field, if any.
City, State, Zip
Enter the city, state, and zip code for the street address.
Geocode
The latitude/longitude pair that represents the geographical
location of the home address. This field is read-only and is
automatically generated when the address is validated or
imported.
4. Use the following table to enter Mailing Address information:
Field
Description
Copy From Home
Address
If a student’s mailing address is the same as their home
address, click to duplicate the home address information in
to the mailing address fields.
Address Validation
16
Address Management
User Guide
Field
Description
Street, Apt/Suite
Enter the street address in the first field, and apartment or
suite number in the second field, if any.
City, State, Zip
Enter the city, state, and zip code for the street address.
Geocode
The latitude/longitude pair that represents the geographical
location of the mailing address. This field is read-only and
is automatically generated when the address is validated or
imported.
5. Click Validate next to the address for which you want to perform address validation.
The Address Validation pop-up window appears.
6. Use the following table to enter Address Validation information:
Field
Description
View Boundary
Indicate which boundary you want to view on the
interactive map by choosing one of the following from the
pop-up menu:




Choose None Selected if you do not want to view
boundaries. By default, the pop-up menu is set this
value.
Choose Current School to view the student’s
current school’s boundaries.
Choose Next School to view the student’s next
school’s boundaries.
Choose a district or school to view that district or
school’s boundaries.
Note: This pop-up menu only appears when validating
home addresses. Boundaries in the list appear prefixed by
“in” bounds or “out” of bounds and may appear colorcoded. Green indicates the address is inside the boundary.
Red indicates the address is outside the boundary. Only
districts or schools with defined boundaries appear in the
pop-up menu. For more information, see Define School
Boundaries.
Student Info
The student’s Name, Address Type, Selected Address
and Geocode, if any, appear.
Before clicking Accept, you must select a valid address.
This can either be the original address, if valid, or an
alternative address.
Note: Click Cancel to discard any changes and close the
Address Validation pop-up window.
Original Address
Address Validation
The student’s original address information appears.
17
Address Management
User Guide
Field
Description
Alternative Address
Determine which alternative address is the best match to
the student’s original address. You can use the interactive
map to assist you in making that decision.
Once you have determined which alternative address is the
best match to the student’s original address, do one of the
following:


Select the Full Update option to update the
address that appears in the Student Info section to
this address, including street address, city, state,
zip, and geocode.
Select the Partial Update option to only update the
city, state, zip, and geocode of the address that
appears in the Student Info section.
Note: This option is useful if your school’s policy includes
standards for address components, such as use “Avenue”
in lieu of “Ave.”
[Interactive Map]
Use the interactive map to assist you determining which
alternative address you want to select.
The selected address appears as a marker on the map
displaying address and geocode information.
Basic navigation controls include:









Click the marker to view the Info window.
Click the map to close the Info window.
Click and drag the map.
Click the appropriate arrow to move the view north,
south, east or west.
Click + to zoom in on the center of the map.
Click – to zoom out.
Click Map to view street-level imagery.
Click Sat to view satellite imagery.
Click Hyb to view a combination of street-level and
satellite imagery.
Note: For additional information, see Google Maps User
Guide at http://maps.google.com/support/.
7. Once you have identified and selected the student address you want, click Accept to
accept the address. Depending on which student page you were initially on, either
the Addresses or General Demographics page appears.
Note: Click Cancel to discard any changes.
8. Note the address information you selected now appears in the respective fields.
9. Click Submit. The Changes Recorded page appears.
Address Validation
18
Address Management
User Guide
Boundary Validation
Perform Batch Boundary Validation
The batch boundary validation process provides you with the ability to establish a set of
students who fall within or outside of a given boundary. Once a set of students is identified,
you can then perform a number of group functions with those students, such as setting the
next school indicator or printing reports or form letters for a group of selected students..
Note: Boundary validation is based on a student’s home, or primary, address.
How to Perform Batch Boundary Validation
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose Batch Boundary Validation from the Select a function for this group of
students pop-up menu. The Batch Boundary Validation page appears.
Note: Alternatively, if you have a current selection of students, you can access this
page by choosing Special Functions > Groups Functions.
3. Use the following table to enter information in the fields:
Field
Description
Check boundary
membership for
which student
Indicate which students you want to validate boundaries
for by choosing one of the following from the pop-up
menu:


Choose All Students to perform the validation
process for all students in the current school.
Choose Current Selection to perform the
validation process for the selected set of students in
the current school.
Note: For performance reasons, it is recommended that
you perform the validation process for a selected set of
students rather than for all students.
Use which boundary
Choose the district or school from the pop-up menu for
which you want to perform the boundary validation
process.
Note: Only districts or schools with defined boundaries
appear in the pop-up menu.
Select students who
are
Boundary Validation
Indicate which students you want the validation process to
return as an updated selection by choosing one of the
following from the pop-up menu:
19
Address Management
User Guide
Field
Description


Choose Within the selected boundary to return
students who live within the boundary.
Choose Outside the selected boundary to include
students who live outside of the boundary.
4. Click Submit. The Batch Boundary Validation Results page appears. The View
Current Selection link appears indicating the number of students found within or
outside the selected boundary.
5. To work with the group of students, click View Current Selection. The Student
Selection page appears.
Boundary Validation
20
Address Management
User Guide
Definition of Terms
The following terms are used in reference to Address Management:
Address Level Accuracy
An address to which mail can be delivered, with the exception of post office boxes.
Boundary
A defined area on a map.
Encoded Polyline
A series of character codes identifying the sets of latitude/longitude pairs marking a
boundary.
Geocode
The latitude/longitude pair that represents the geographical location of an address.
Home Address
The place where a student actually lives. Also known as primary address.
Mailing Address
The place where a student receives mail.
Marker
Object on the map that represents a point.
Point
Set of latitude/longitude pair on the map noted by marker.
Polylines
A collection of points.
Primary Address
The place where a student actually lives. Also know as home address.
Definition of Terms
21
Grading User Guide
PowerSchool 7.x
Student Information System
Released December 2011
Document Owner: Documentation Services
This edition applies to Release 7.1 of the PowerSchool software and to all subsequent releases and
modifications until otherwise indicated in new editions or updates.
The data and names used to illustrate the reports and screen images may include names of
individuals, companies, brands, and products. All of the data and names are fictitious; any similarities
to actual names are entirely coincidental.
PowerSchool is a trademark, in the U.S. and/or other countries, of Pearson Education, Inc. or its
affiliate(s).
Copyright © 2011 Pearson Education, Inc. or its affiliates. All rights reserved. All trademarks are
either owned or licensed by Pearson Education, Inc. or its affiliates. Other brands and names are the
property of their respective owners.
Grading User Guide
Contents
Preface................................................................................................................... 4
Introduction ........................................................................................................... 5
District Setup ......................................................................................................... 6
Grade Scales ................................................................................................. 6
GPA Calculations ............................................................................................ 9
GPA Calculation Methods ............................................................................... 10
Formulas for Calculation Methods ................................................................... 17
GPA Attempt Types ...................................................................................... 18
Functions .................................................................................................... 19
Test Scores ................................................................................................. 38
School Setup ........................................................................................................ 40
Class Rank .................................................................................................. 40
Comment Bank ............................................................................................ 42
Comment Length ......................................................................................... 43
Current Grade Display .................................................................................. 45
Final Grade Entry Options (PowerTeacher) ....................................................... 46
Final Grade Setup (PowerTeacher Gradebook) .................................................. 52
GPA Student Screens.................................................................................... 54
Honor Roll................................................................................................... 58
Variable Credit Setup.................................................................................... 66
Work With Grading............................................................................................... 70
Course Grade Scales..................................................................................... 70
Graduation Sets ........................................................................................... 70
Graduation Requirements .............................................................................. 71
Historical Grades Setup................................................................................. 74
Permanently Store Grades............................................................................. 81
Export Historical Grades................................................................................ 85
Reports ................................................................................................................ 87
Grade and Gradebook Reports ....................................................................... 87
Report Cards ............................................................................................... 87
Contents
3
Grading User Guide
Preface
Use this guide to assist you while navigating PowerSchool. This guide is based on the
PowerSchool online help, which you can also use to learn the PowerSchool Student
Information System (SIS) and to serve as a reference.
The PowerSchool online help is updated as PowerSchool is updated. Not all versions of the
PowerSchool online help are available in a printable guide. For the most up-to-date
information, click Help on any page in PowerSchool.
Referenced Sections
This guide is based on the PowerSchool online help, and may include references to sections
that are not contained within the guide. See the PowerSchool online help for the referenced
section.
Security Permissions
Depending on your security permissions, only certain procedures may be available to you.
Navigation
This guide uses the > symbol to move down a menu path. If instructed to “Click File >
New > Window,” begin by clicking File on the menu bar. Then, click New and Window.
The option noted after the > symbol will always be on the menu that results from your
previous selection.
Notes
It is easy to identify notes because they are prefaced by the text “Note:.”
Preface
4
Grading User Guide
Introduction
This guide provides comprehensive information about the configuration and administration
of the PowerSchool application functions and components associated with student grading
and standards along with the mechanisms with which related metrics are provided.
Introduction
5
Grading User Guide
District Setup
Grade Scales
Create multiple grade scales and assign them to different courses or sections. For example,
grades given for AP Calculus count more towards a student's GPA than grades for Basic
Math. Assign the two courses to different grade scales. For more information about
assigning grade scales to courses, see Course Grade Scales.
The grade scales you define become the set of grades that are possible to use at all schools
on your PowerSchool system. The value of a grade is determined when an historical grade is
given to a student taking a particular course. Even if the grade scale for that course
changes, the values of that student's grade do not change.
How to Create a Grade Scale
Note: To allow teachers to modify grades scales, sign in to PowerTeacher Administrator,
navigate to Gradebook > Grade Scales, and select the Editable checkbox next to each
grade scale. The selected grade scales are then editable in PowerTeacher gradebook.
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under Grading, click Grade Scales. The Grade Scales page appears.
3. Click New. The New Grade Scale page appears.
4. Use the following table to enter information in the fields:
Field
Description
Name
Enter a name for the grade scale.
Description
Enter a description for the grade scale.
5. Click Submit. The Grade Scales page displays the new grade scale.
6. Click Edit Scale next to the new grade scale. The Grade Scale: [Grade Scale] page
appears.
7. Click New. The New Grade page appears.
8. Use the following table to enter information in the fields:
Field
Description
Grade
Enter the grade that you want to create for this grade
scale, such as A, B, or F.
Description
Enter a description of the grade in the field, such as
Superior. This description appears on grading reports.
Grade Points
Enter the number of grade points to include in the GPA.
You can enter up to and including the number 200. For
District Setup
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Grading User Guide
Field
Description
example, an A could be worth 4.0 grade points, a B worth
3.0 grade points, and an F worth 0 grade points.
Cutoff percent
Enter the lowest percentage students can earn to receive
this grade. For example, if you enter 93 for an A, then
students must earn at least 93% of the total points to
receive an A. The system uses the next highest cutoff
percentage you define for a different grade to determine
the highest percent grade students can earn to receive this
grade.
Note: This is a suggested cutoff for your teachers to use.
Teachers can define their own cutoff percentages for this
grade in PowerTeacher gradebook if the selected grade
scale is editable.
Gradebook value
This field indicates the value of a letter grade when
teachers give letter grades instead of numeric grades.
Enter a number for the value of the letter grade; usually,
this is in the middle of the range for the grade, such as 88
for a B+.
Counts in GPA?
Select the checkbox to determine that this grade calculates
in the GPA.
Receives added
value?
Select the checkbox if users can enter a value for this
grade that exceeds the normal grade points.
Earns graduation
credit?
Select the checkbox to determine that this grade earns
credit towards graduation requirements.
Teachers grade
scale?
Select the checkbox to indicate that teachers use this
grade scale.
9. In the Used By Average Final Grades section, use the following table to enter
information in the fields:
Field
Description
Exclude from
Average Final Grade
Calculation?
Use the checkbox to indicate whether or not to exclude the
grade from the average final grade calculation. Any stored
grade that contains a grade that is flagged for exclusion
will be exempted from the average final grade calculation.
Alternative Grade
Points
If your school assigns grades a GPA point value AND a
grade averaging point value, use this field to indicate a
grade averaging point value. Otherwise, leave blank. This
field is used only when the Use Alternative Grade
Points in Calculation checkbox on the Average Final
Grades page is selected.
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Grading User Guide
Field
Description
Cutoff Points
Use this field to indicate the lowest points students can
earn to receive this grade. For example, if you enter 4.0
for an A, then students must earn at least 4.0 points to
receive an A. The system uses the next highest cutoff
points you define for a different grade to determine the
highest points grade students can earn to receive this
grade.
10. Click Submit. The Grade Scale: [grade scale] page appears.
11. Repeat steps 8-10 for each grade in this grade scale.
How to Edit a Grade Scale Grade
Edits to any grade scales affect the grade scales for all of the schools on your system. Use
caution when editing a grade scale, because changes to a grade scale entry affect current
GPA calculations. Modifications to a grade scale are possible only if the Permit
modification of grade scales checkbox is selected on the GPA Options — Calculations
page. For more information, see GPA Calculations.
Note: On the Edit Section page for each course, there is an option to override a course's
grade scale with either "Same as Course," Default, or any other grade scales.
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under Grading, click Grade Scales. The Grade Scales page appears.
3. Click Edit Scale next to the name of the grade scale you want to edit. The Grade
Scale: [grade scale] page appears.
4. Click the grade you want to edit. The Edit Grade page appears.
5. Edit the information as needed. For field descriptions, see How to Create a Grade
Scale.
6. Click Submit. The Grade Scale: [grade scale] page displays the edited grade scale.
How to Delete a Grade Scale Grade
Deleting a grade for a grade scale affects all of the schools on your system. Use caution
when deleting a grade scale grade because changes affect current GPA calculations.
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under Grading, click Grade Scales. The Grade Scales page appears.
3. Click Edit Scale next to the name of the grade scale you want to edit. The Grade
Scale: [grade scale] page appears.
4. Click the grade you want to edit. The Edit Grade page appears.
5. Click Delete.
6. Click Confirm Delete. The Selection Deleted page appears.
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Grading User Guide
How to Edit a Grade Scale
Edits to any grade scales affect the grade scales for all of the schools on your system.
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under Grading, click Grade Scales. The Grade Scales page appears.
3. Click the name of the grade scale you want to edit. The Edit Grade Scale page
appears.
4. Edit the information as needed. For field descriptions, see How to Create a Grade
Scale.
5. Click Submit. The Grade Scales page displays the edited grade scale.
How to Delete a Grade Scale
Deleting a grade scale does not affect grades that have already been assigned. The system
uses the default grade scale for any course or section that is no longer associated with a
grade scale. Deleting a grade scale is possible only if the Permit modification of grade
scales checkbox is selected on the GPA Options — Calculations page. For more information,
see GPA Calculations.
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under Grading, click Grade Scales. The Grade Scales page appears.
3. Click the name of the grade scale you want to delete. The Edit Grade Scale page
appears.
Note: You cannot delete the default grade scale.
4. Click Delete.
5. Click Confirm Delete. The Selection Deleted page appears.
GPA Calculations
Before running a grade-related report, such as a report card, set up the correct parameters
to calculate your school's grade point average. Some schools also choose to factor into the
GPA calculation the number of times a student takes a course. Since GPAs are calculated
on-the-fly, any changes take effect immediately and affect all schools on the server.
For information about setting the calculation methods and attempt types, see the following
sections:


GPA Calculation Methods
GPA Attempt Types
For information about other GPA settings, see How to Set Other GPA Settings.
District Setup
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Grading User Guide
GPA Calculation Methods
Create GPA calculation methods to define the formula and criteria for GPA calculations.
PowerSchool includes four standard calculation methods: Simple, Simple Percent, Weighted,
and Weighted Percent. You can modify the standard methods to meet your needs or create
an unlimited number of additional calculation methods.
Any changes or additions to the list of calculation methods affect all schools on your server.
To share a method with schools on other servers, export the method as a template. For
more information, see How to Export GPA Calculation Methods. If you have the proper
permissions, you can remove a calculation method using DDA/DDE. For more information,
see Direct Database Export.
Once GPA is calculated, the GPA code is used to present GPA information on reports,
exports, and student pages. This code always starts with *gpa and is followed by optional
parameters that include pairs of names and values.
Examples of the GPA code include:


~(*gpa) returns the cumulative weighted GPA for a student for all years at the
school
~(*gpa method=weighted type=cumulative grade=12 credittypeCORE)
returns a weighted GPA for core classes for the student's senior year
The following table lists the parameters and values. All parameters except for "method" are
overridden by any settings in the calculation method. Parameters and values can be
included in the code in any sequence.
Parameter
Description
Example
method
Specifies the name of the
specific calculation method
that should be used when
performing this calculation.
If omitted, a method called
"weighted" will be used.
method=weighted
method=simple
method=honors
type
Specifies the type of the
calculation. Valid options
are:
type=cumulative
type=current
type=projected


District Setup
Cumulative: Uses
values from
historical grades
only.
Current: Uses the
current (not stored)
grades sent by
PowerTeacher. If
"current" is
specified, the term,
grade, and year
attributes, if
specified, are
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Grading User Guide
Parameter
Description

Example
ignored; only
grades from the insession school year
using the store code
specified on the
Current Grade
Display settings
page in District
Setup will be used.
Projected: Uses
the historical
grades, plus those
projected grades as
defined in the
calculation method.
If omitted, "cumulative" is
used.
term
One or more term
abbreviations. Only grades
whose store codes match
the specified abbreviations
will be used in the
calculation. Separate
multiple terms with
commas. If omitted, any
store code is permitted. If
one or more term
abbreviations are specified
but no grade or year, only
grades from the current
school year are used.
term=S1
term=Q1,Q2,Q3
grade
One or more grade levels.
Only grades stored at the
specified grade levels will
be used in the calculation.
Separate multiple grade
levels with commas. If
omitted, the historical
grade range for the school
is used.
grade=12 grade=7,8,9
year
One or more four-digit
school years. Only grades
stored during the specified
school years will be used in
the calculation. Specify the
start year of a school year
that spans multiple
year=1999
year=1998,1999,2000
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Grading User Guide
Parameter
Description
Example
calendar years. For
example, use 2003 for the
2003-2004 school year.
Separate multiple years
with commas. If omitted,
all school years are used.
credittype
One or more credit types.
Only grades that match
one or more of the
specified credit types will
be used in the calculation.
Separate multiple credit
types with commas. If
omitted, grades with any
credit type, including no
credit type, are used.
credittype=English
credittype=ENG,SCI,MATH
credittype=Core,Electives
scale
The name of the grade
scale to use for this
calculation. If a particular
letter grade is not present
in the specified grade
scale, that grade will not
be included in the
calculation. If the name of
the grade scale specified is
unrecognized, a scale
called Default is used. If
omitted, the GPA points
from the grade itself are
used.
scale=Default
scale=Standard
scale=Honors
How to Add GPA Calculation Methods
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under Grading, click GPA Calculations. The GPA Settings page appears.
3. Click Calculation Methods. The GPA Calculation Methods page appears.
4. Click New. The GPA Calculation Method page appears.
5. Use the following table to enter information in the fields:
Field
Description
Method name
Enter the name of the calculation method. This is the name
that will be referred to in GPA codes on other pages in
PowerSchool.
Note: The standard methods Weighted and Simple cannot
District Setup
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Grading User Guide
Field
Description
be renamed.
Description
Enter a description of the calculation method. This
description appears on the GPA Calculation Methods page.
Formula
Enter the formula for the method used to determine the
result of the calculation. The formula closely resembles a
formula used on a spreadsheet.
Formulas can include functions, such as average, round,
and sum. Use standard operators, such as + (addition) and
* (multiplication), or use logical operators such as = (equal
to) and > (greater than).
For more information, see Formulas for Calculation
Methods.
Calculation type
Choose an option from the pop-up menu:
o
o
o
Cumulative: Uses historical grades in the
calculation that match the query options specified.
Current: Uses current final grades in the
calculation, as determined in the School Setup area.
A current calculation type uses the current final
grades from PowerTeacher. Terms, grade levels,
and school years are ignored with this calculation
type.
Projected: Uses historical grades and additional
grades as defined in the Projected GPA Options area
of the GPA Calculation Method page. A projected
calculation type uses historical grades that match
the query options specified, plus additional grades
determined by any Projected GPA Options.
If the calculation type is specified, the type parameter of
the GPA code is ignored.
Grade scale
To override the GPA points used in the calculation with a
single grade scale, choose the grade scale from this pop-up
menu. If a specific letter grade is not found in the grade
scale, it is not used in the calculation.
Ordinarily, the GPA points associated with the stored grade
are used in the calculation. Typically, these are the
weighted points. A single grade scale may be specified to
override these GPA points with the values in the specified
grade scale for this calculation.
For example, a stored grade A may have 5 GPA points.
That same A may only be worth 4 GPA points on the
Standard grade scale. Use scales to calculate complex
weighted GPAs for class ranking and honor roll
applications, while maintaining a standard 4.0 scale to use
District Setup
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Grading User Guide
Field
Description
on transcripts and college applications.
If a grade scale is specified, the scale parameter of the GPA
code is ignored.
Terms
Optionally, specify one or more term abbreviations, such as
Q1 or S2, to use in the calculation. Separate multiple
values with commas. Only grades whose store code
matches one of the term abbreviations will be included in
the calculation.
If the calculation type is Current, terms are ignored. If
terms are specified, the term parameter of the GPA code is
ignored.
Grade levels
Optionally, specify one or more grade levels to use in the
calculation. Use the numeric grade level, such as 11 for
eleventh grade or 0 for kindergarten. Separate multiple
values with commas. Only grades recorded when a student
was at the specified grade levels will be included in the
calculation.
Note that only grades that fall within the historical grade
levels specified in the school's record in District Setup may
be specified. For example, if the historical range for the
school is 912, specifying 8 in the GPA code will return zero.
Separate multiple grade levels with commas. If omitted,
the historical grade range for the school is used.
If the calculation type is Current, grade levels are ignored.
If grade levels are specified, the grade parameter of the
GPA code is ignored.
School years
Optionally, specify one or more four-digit school years to
use in the calculation. For example, enter 2003 for the
2003-2004 school year. Separate multiple values with
commas. Only grades recorded during the specified school
years will be included in the calculation.
School years are closely related to grade levels. As such, if
the school year specified translates to a student's grade
level that is outside the historical range for the school, zero
will be returned. For more information, refer to the "Grade
levels" field.
If the calculation type is Current, school years are ignored.
If school years are specified, the year parameter of the
GPA code is ignored.
Credit types
Optionally, specify one or more credit types to use in the
calculation. Separate multiple values with commas. Only
grades whose credit type matches one of the types
specified will be included in the calculation.
In case of a current GPA, the course's credit type is used.
District Setup
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Grading User Guide
Field
Description
In case of a cumulative GPA, the credit type specified for
the stored grade is used if present; otherwise, the course's
credit type is used, if found.
If an historical grade does not have a credit type or if the
calculation type is Current, the course's credit type is used.
If credit types are specified, the credittype parameter of
the GPA code is ignored.
Only include grades
Select all, none, or a combination of the following
checkboxes to narrow the selection of grades used in the
calculation:




That count in GPA: Includes only historical grades
that are specified to be included in the GPA. If the
calculation type is Current, only grades from
courses and sections that have been flagged to be
included in GPA will be included in the calculation.
That count in class rank: Includes only historical
grades that are specified to be included in the class
rank. If the calculation type is Current, only grades
from courses and sections that have been flagged to
be included in class rank will be included in the
calculation.
That count in honor roll: Includes only historical
grades that are specified to be included in the honor
roll. If the calculation type is Current, only grades
from courses and sections that have been flagged to
be included in honor roll will be included in the
calculation.
With potential credit: Includes only historical
grades that have a potential credit that is not zero.
If the calculation type is Current, the potential credit
is determined by referring to the corresponding
course record.
If you deselect all of these checkboxes, all historical grades
will be included in the calculation.
Projected grades are
If the calculation type is Projected, choose the type of
grades used for projected GPA calculations from this popup menu. Projected grades are used to determine grades
mid-term, such as when colleges want grades for a twelfthgrade student for admission purposes.


District Setup
Current final grades: Uses current final grades
from PowerTeacher, as determined in the School
Setup area.
Stored grades from this term: Enter the term
abbreviation in the blank field.
15
Grading User Guide
Field
Description
Do not add grade if
If the calculation type is Projected, choose the term for the
grade to use in projected GPA calculations from this pop-up
menu:


A grade for the course exists in any term
A grade for the course exists in this term: Enter
the term abbreviation in the blank field.
A grade will not be added to the calculation if there already
exists an historical grade for the current school year with
the same course number for any store code or for the
specified store code.
Stored credit hours
If the calculation type is Projected, choose the credit hours
option used in projected GPA calculations from this pop-up
menu:


Use actual credit hours
Get potential credit from course
If projected grades are historical grades, specify whether to
use the actual potential and earned credit stored with the
grade or to use the potential credit hours from the
corresponding course.
6. Note: When using projected GPA options, most schools will set the last three options
as Projected grades are stored grades from this [specified] term, Do not add
grade if a grade for this course exists in any term, and Stored credit hours
use the course's potential credit hours.
7. Click Submit. The GPA Calculation Methods page displays the new method.
How to Edit GPA Calculation Methods
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under Grading, click GPA Calculations. The GPA Settings page appears.
3. Click Calculation Methods. The GPA Calculation Methods page appears.
4. Click the name of the calculation method you want to edit. The GPA Calculation
Method page appears.
5. Edit the information as needed. For field descriptions, see How to Add GPA
Calculation Methods.
6. Click Submit. The GPA Calculation Methods page displays the edited method.
District Setup
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Grading User Guide
How to Export GPA Calculation Methods
After you create and save a calculation method, you can export the calculation method for
use on another PowerSchool server. The option to export the calculation method is available
only for saved methods.
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under Grading, click GPA Calculations. The GPA Settings page appears.
3. Click Calculation Methods. The GPA Calculation Methods page appears.
4. Click the name of the calculation method to be exported. The GPA Calculation
Method page appears.
5. Click Export as template. Save the file as a PowerSchool Template file (*.pst). You
can now share the file with other PowerSchool servers.
Formulas for Calculation Methods
Like a formula in a spreadsheet, create formulas for calculation methods in PowerSchool.
Formulas consist of functions and arguments, in most cases. Functions are used to perform
operations on values, such as calculating a sum or an average, including a grade point
average.
There are five categories of functions:





Numeric: Such as rounded, truncated by specified number of places
Logical: Such as "if," "and," "or"
Statistical: Such as average, max, min, median, product, sum
Text: Such as ASCII characters, uppercase, repeat text by specified number of times
GPA functions: Such as number of grades counted in GPA, course numbers, GPA
calculation
Results of GPA functions may be arrays of values, which are in braces and separated by
commas. For example, the function gpa_percent() may return the result
{95.5,83.2,67.8,92} for a student. When you combine the gpa_percent() function with the
statistical function average, the formula average(gpa_percent()) returns the result of
84.625 for those four grades.
Embed functions within each other to return the exact result you want. When appending the
Round function to the example above to create the formula
round(average(gpa_percent()),2), the result is 84.63. The value 2 in the formula indicates
the number of digits to round from the decimal point.
You can also use any standard numeric or text operators in a formula, such as + (addition),
- (subtraction), * (multiplication), / (division), \ (integer division), ^ (exponentiation), %
(modulo), and & (concatenation). The following comparison operators may be used in
logical functions: < (less than), <= (less than or equal to), > (greater than), >= (greater
than or equal to), = (equal to), and <> (not equal to). For example, use the formula
if((average(gpa_percent()))>90,Outstanding Academic Achievement,) to return the phrase
Outstanding Academic Achievement if a student's average percentage for the grades
exceeds 90 percent. If not, the formula returns nothing.
For more information about functions, see Functions. For a list of functions, see the
following sections:
District Setup
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Grading User Guide





Numerical Functions
Logical Functions
Statistical Functions
Text Functions
GPA Functions
GPA Attempt Types
When calculating a student's GPA, you may want to consider the number of times he or she
attempts to take a course. An attempt is a numerical expression to determine the length of
the term. The name of the attempt type is the first letter of the term abbreviation, such as Y
for year or S for semester. The corresponding number is the numeric expression, using
decimals for fragments of the term.
Attempt types are used by the gpa_attempts() function. Attempts for a grade are
determined by looking up the first character of the store code or term abbreviation, which is
listed with the attempt type. If a match is found, the value specified for the attempt type is
returned. If a match is not found, zero is returned as a result of that function. For more
information about functions, see Formulas for Calculation Methods.
How to Add GPA Attempt Types
If you are using the gpa_attempts() function, set up GPA attempt types to factor the
number of times a student takes a course in GPA calculations. Otherwise, it is not necessary
to create attempt types.
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under Grading, click GPA Calculations. The GPA Settings page appears.
3. Click Attempt Types. The GPA Attempt Types page appears.
4. Click New. The GPA Attempt Type page appears.
5. Use the following table to enter information in the fields:
Field
Description
Name
Enter the name of the attempt type, which is the first letter
of the term abbreviation.
Value
Enter the value of the attempt type.
Description
Enter a description for the attempt type.
6. Click Submit. The GPA Attempt Types page displays the new attempt type.
How to Edit GPA Attempt Types
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under Grading, click GPA Calculations. The GPA Settings page appears.
3. Click Attempt Types. The GPA Attempt Types page appears.
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Grading User Guide
4. Click the name of the attempt type you want to edit. The GPA Attempt Type page
appears.
5. Edit the information as needed. For field descriptions, see How to Add GPA Attempt
Types.
6. Click Submit. The GPA Attempt Type page displays the edited attempt type.
How to Delete GPA Attempt Types
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under Grading, click GPA Calculations. The GPA Settings page appears.
3. Click Attempt Types. The GPA Attempt Types page appears.
4. Click the name of the attempt type you want to delete. The GPA Attempt Type page
appears.
5. Click Delete. The GPA Attempt Types page displays without the deleted attempt
type.
How to Set Other GPA Settings
Modify other global settings related to GPA calculations, including the number of decimal
places used in credit hours and the ability to prevent modifications of grade scales.
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under Grading, click GPA Calculations. The GPA Settings page appears.
3. Click Miscellaneous. The GPA Misc Settings page appears.
4. Use the following table to enter information in the fields:
Field
Description
Number of decimal
places in credit
hours
Enter the number of places from the decimal point to
display for the credit hours.
Permit modification
of grade scales
Select the checkbox if you want users to be able to modify
grade scales. You should deselect the checkbox after the
start of the school year to prevent users from modifying
grade scales.
5. Click Submit. The Changes Recorded page appears.
Functions
Formulas consist of functions and arguments, in most cases. Functions are used to perform
operations on values, such as calculating a sum or an average, including a grade point
average (GPA).
There are five categories of functions:
District Setup
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Grading User Guide





Numerical functions: Such as rounded, truncated by specified number of places
Logical functions: Such as "if," "and," "or"
Statistical functions: Such as average, max, min, median, product, sum
Text functions: Such as ASCII characters, uppercase, repeat text by specified
number of times
GPA functions: Such as number of grades counted in GPA, course numbers, GPA
calculation
Functions must always include the parentheses, even if no arguments are specified. When
specifying arguments to functions, be sure to enclose text values in quotation marks.
GPA Samples
Sample GPA formulas are listed below to illustrate the options available.
PowerSchool's traditional cumulative weighted GPA, rounded to 3 decimal places:
round((gpa_sum(gpa_gpapoints()*gpa_potentialcredit()/sum(gpa_potentialcredit()),3)
PowerSchool's traditional cumulative simple GPA, truncated to 2 decimal places:
trunc((average(gpa_gpapoints()),2)
A value added GPA:
average(gpa_gpapoints())+sum(gpa_addedvalue())
The number of A grades received:
countof(A,gpa_grade())+countof(A+,gpa_grade())+countof(A-,gpa_grade())
Total of all earned credit:
sum(gpa_earnedcredit())
The text "You are a star student!" if the student received more than 3 A+ grades:
if(countof(A+,gpa_grade())>=3,You are a star student!,)
The list of all letter grades, GPA points, and potential credit values used by the calculation:
gpa_grade()&&gpa_gpapoints()&&gpa_potentialcredit()
The result of one GPA calculation if the student has any grades with added value, or the
result of another if not:
if(sum(gpa_addedvalue())>0,gpa_calculation(honors),gpa_calculation(standard))
Numerical Functions
Functions are used to perform operations on values, such as rounding numbers to a
specified number of digits. The functions in this category are listed alphabetically.
Most functions have at least one required argument, though some do not accept any
arguments. Optional arguments are surrounded by braces { }. A brief description and one
or more examples follow each function.
District Setup
20
Grading User Guide
Function name or
alternate function
Function
Description
Examples
Abs (Absolute
Value)
abs(number)
Returns the
absolute value of
the number. The
result is either a
positive number or
zero.
abs(-4) returns 4
Returns the decimal
(fractional) part of
a real number. The
result is always
positive.
dec(22.575) returns
0.575
Returns e raised to
the power of the
number. The
constant e equals
2.718281828459,
the base of the
natural logarithm.
exp(1) returns
2.71828...
Returns the
factorial of the
number, equal to
1*2*3*...*number.
If the number is
negative, returns
the #NUM! error
value.
fact(5) returns 120
Rounds the number
down to the nearest
integer. If the
number is positive,
returns the integer
equal to or less
than the number. If
the number is
negative, rounds
down to the next
lowest whole
number.
int(5.76) returns 5
Returns the natural
logarithm of the
number. If the
number is negative,
returns the #NUM!
error value.
round(ln(2.71828),
3) returns 1
Dec (Decimal) or
Frac (Fraction)
Exp (Exponent)
Fact (Factorial)
Int (Integer)
Ln (Natural Log)
District Setup
dec(number)
exp(number)
fact(number)
int(number)
ln(number)
abs(78) returns 78
abs(0) returns 0
dec(-4.12) returns
0.12
exp(0.707) returns
2.02811...
fact(7) returns
5040
int(-42.123) returns
-43
ln(4) returns
1.3863...
21
Grading User Guide
Function name or
alternate function
Function
Description
Examples
Log2 (Log to Base
2)
log2(number)
Returns the
logarithm of the
number to base 2.
If the number is
negative, returns
the #NUM! error
value.
log2(43) returns
5.4263...
Log10 (Log to Base
10)
log10(number)
Returns the
logarithm of the
number to base 10.
This is the inverse
of the number E in
scientific notation.
If the number is
negative, returns
the #NUM! error
value.
log10(100000)
returns 5
Log
log(number{,base}
)
Returns the
logarithm of the
number to a base.
If the base is
omitted, uses 10. If
the number or base
is negative, returns
the #NUM! error
value.
log(10000) returns
4
mod(number,diviso
r)
Returns the
remainder when the
number is divided
by the divisor. The
result has the same
sign as the value of
the number being
divided. If the
number or divisor is
a real number, it
will be rounded
before calculating
the modulo.
mod(5,-2) returns 1
Pi
pi()
Returns pi, the ratio
of a circle's
circumference to its
diameter.
pi() returns
3.14159265358979
3116
Power
power(number,pow
er)
Returns the result
of the number
power(2,8) returns
256
Mod (Modulo)
District Setup
log(10000,6)
returns 5.1404...
mod(23,7) returns
2
22
Grading User Guide
Function name or
alternate function
Rand (Random)
Round
Sign
Sqrt (Square Root)
Trunc (Truncate)
District Setup
Function
rand({number})
round(number,digit
s)
sign(number)
sqrt(number)
trunc(number{,digit
s})
Description
Examples
raised to a power.
power(14,0.5)
returns 3.7417...
Returns a random
number between 0
and the number. If
the number is
omitted, the
returned value is
between 0 and 1.
rand() returns
0.8462...
Returns a number
rounded to the
specified number of
digits from the
decimal point. If
digits is positive, it
specifies the
number of digits to
the right of the
decimal point. If
negative, it
specifies the
number of digits to
the left of the
decimal point.
round(59.72893,3)
returns 59.729
Returns 1 when the
number is positive,
-1 when it is
negative, and 0
when it is zero.
sign(42) returns 1
Returns the positive
square root of the
number. If the
number is negative,
returns the #NUM!
error value.
sqrt(25) returns 5
Truncates the
number by
removing the
decimal (fractional)
part of the number.
If digits is specified,
it specifies the
precision (number
of decimal places)
to truncate.
trunc(548.14687)
returns 548
rand(50) returns
31.4896...
round(115925.45,3) returns 116000
sign(-827.32)
returns -1
sign(0) returns 0
sqrt(86) returns
9.2736...
trunc(3.4583,2)
returns 3.45
23
Grading User Guide
Logical Functions
Functions are used to perform operations on values, such as returning a specified number if
certain conditions are met. The functions in this category are listed alphabetically.
Most functions have at least one required argument, though some do not accept any
arguments. Optional arguments are surrounded by braces { }. A brief description and one
or more examples follow each function.
Function name or
alternate function
Function
Description
Examples
And
and(logical1{,logica
l2,...})
Returns 1 if all of
the arguments are
true (not zero), or 0
if any argument is
false (zero).
and(1,0,1,43)
returns 0
Returns the
true_value if the
logical argument is
true (not zero), or
the false_value if
the logical
argument is false
(zero).
if(1,100,0) returns
100
Returns 1 if the text
is blank or 0 if it is
a number or
contains text.
isblank(83.2)
returns 0
If
IsBlank
if(logical,true_value
,false_value)
isblank(text)
and((5=5),1)
returns 1
if(gpa_count()>20,
Lots,Few) returns
Few
isblank(test)
returns 0
isblank() returns 1
IsEven
IsLogical
IsNumber
IsOdd
District Setup
iseven(number)
islogical(value)
isnumber(value)
isodd(number)
Returns 1 if the
number is zero or
evenly divisible by
2, or 0 if it is not.
iseven(42) returns
1
Returns 1 if the
argument can be
interpreted as a
logical value (0 or
1), or 0 if it cannot.
islogical(0) returns
1
Returns 1 if the
argument is a
number, or 0 if it is
text.
isnumber(3.412)
returns 1
Returns 1 if the
number is not zero
isodd(42) returns 0
iseven(-17) returns
0
islogical(gpa)
returns 0
isnumber(A+)
returns 0
24
Grading User Guide
Function name or
alternate function
IsText
Not
Or
Function
istext(value)
not(logical)
or(logical1{,logical2
,...})
Description
Examples
or evenly divisible
by 2, or 0 if it is.
isodd(-17) returns
1
Returns 1 if the
argument is text, or
0 if it is a number.
istext(0) returns 0
Reverses the logic
of the logical value:
Returns 1 if logical
is false (zero), or 0
if logical is true (not
zero).
not(1) returns 0
Returns 1 if any of
the arguments are
true (not zero), or 0
if all are false
(zero).
or(0,0,1,0) returns
1
istext(gpa) returns
1
not(5=4) returns 1
or((5=4),0) returns
0
Statistical Functions
Functions are used to perform operations on values, such as calculating a sum or an
average. The functions in this category are listed alphabetically.
Most functions have at least one required argument, though some do not accept any
arguments. Optional arguments are surrounded by braces { }. A brief description and one
or more examples follow each function.
Function name or
alternate function
Function
Description
Examples
Average or Avg or
Mean
average(number1{,
number2, ...})
Returns the
average (arithmetic
mean) of the
numeric arguments.
The arguments may
be individual
numbers or results
of functions that
return arrays of
numbers.
average(12,18,25,1
5) returns 17.5
Returns the number
of arguments given.
The arguments may
be individual values
or results of
functions that
count(12,18,25,15)
returns 4
Count
District Setup
count(value1{,valu
e2, ...})
average(gpa_perce
nt()) returns 80.5
count(gpa_percent(
)) returns 5
25
Grading User Guide
Function name or
alternate function
Function
Description
Examples
return arrays of
values.
CountOf
Distinct
Geomean
(Geometric Mean)
Harmean (Harmonic
Mean)
District Setup
countof(search_val
ue,value1
{,value2, ...})
distinct(value1{,val
ue2, ...})
geomean(number1
{,number2, ...})
harmean(number1
{,number2, ...})
Returns the number
of occurrences of
search_value in the
remaining
arguments. The
arguments may be
individual values or
results of functions
that return arrays
of values.
countof(3.5,4,3.75,
3.5,3,3,
4,3,2,3.5,2.5,3)
returns 2
Returns an array of
the unique values
found in the
arguments. The
arguments may be
individual values or
results of functions
that return arrays
of values.
distinct(4,3.75,3.5,
3,3,
4,3,2,3.5,2.5,3)
returns
{4,3.75,3.5,3,2,2.5
}
Returns the
geometric mean of
the positive
numeric arguments.
The arguments may
be individual
numbers or results
of functions that
return arrays of
numbers. If any
argument is
negative, returns
the #NUM! error
value.
geomean(12,18,25,
15) returns
16.8702 ...
Returns the
harmonic mean of
the positive
numeric arguments,
the reciprocal of the
arithmetic mean of
reciprocals. The
arguments may be
individual numbers
or results of
functions that
harmean(12,18,25,
15) returns
16.2896 ...
countof(A,gpa_grad
e()) returns 1
distinct(gpa_grade(
)) returns
{A,B+,B,C+,F}
geomean(gpa_perc
ent()) returns
79.0972 ...
harmean(gpa_perce
nt()) returns
77.5126 ...
26
Grading User Guide
Function name or
alternate function
Function
Description
Examples
return arrays of
numbers. If any
argument is
negative, returns
the #NUM! error
value.
Max (Maximum)
max(number1
{,number2, ...})
Returns the largest
number in the list
of arguments. The
arguments may be
individual numbers
or results of
functions that
return arrays of
numbers.
max(12,18,25,15)
returns 25
max(gpa_percent()
) returns 96.2
Maxa (Maximum
Alphabetic)
maxa(value1
{,value2, ...})
Sorts the
arguments
alphabetically, then
returns the last
value. The
arguments may be
individual values or
results of functions
that return arrays
of values.
maxa(red,white,blu
e,green) returns
white
Median
median(number1
{,number1, ...})
Returns the median
of the numeric
arguments. The
median is the
number in the
middle; half of the
numbers are
greater than the
median, half are
less. If there is an
even number of
arguments, returns
the average of the
two numbers in the
middle.
median(1,2,3,4,5)
returns 3
Returns the
smallest number in
the list of
arguments. The
arguments may be
individual numbers
or results of
min(12,18,25,15)
returns 12
Min (Minimum)
District Setup
min(number1
{,number2, ...})
median(1,2,3,4,5,6
) returns 3.5
median(gpa_gpapoi
nts()) returns 3.333
min(gpa_percent())
returns 54.8
27
Grading User Guide
Function name or
alternate function
Function
Description
Examples
functions that
return arrays of
numbers.
Min (Minimum
Alphabetic)
mina(value1
{,value2, ...})
Sorts the
arguments
alphabetically, then
returns the first
value. The
arguments may be
individual values or
results of functions
that return arrays
of values.
mina(red,white,blue
,green) returns blue
Mode
mode(value1
{,value2, ...})
Returns the mode
of the arguments.
The mode is the
most frequently
occurring, or
repetitive, value. If
no value repeats,
returns #N/A. In
the case of a
uniform
distribution, or
multiple modes,
returns only one
value. The
arguments may be
individual values or
results of functions
that return arrays
of values.
mode(12,18,25,15)
returns #N/A
mode(12,18,25,15,
19, 14,18,9,16,20)
returns 18
mode(gpa_gpagrad
e()) returns B
Product
product(number1
{,number2, ...})
Multiplies all the
numeric arguments
and returns the
result. The
arguments may be
individual numbers
or results of
functions that
return arrays of
numbers.
product(12,18,25,1
5) returns 8100
Range
range(number1
{,number2, ...})
Returns the
difference between
the largest and
smallest numeric
arguments. The
range(12,18,25,15)
returns 13
District Setup
range(gpa_gpapoint
s()) returns 4
28
Grading User Guide
Function name or
alternate function
Function
Description
Examples
arguments may be
individual numbers
or results of
functions that
return arrays of
numbers.
Stdev (Standard
Deviation)
Stdevp (Standard
Deviation
Population)
District Setup
stdev(number1,nu
mber2
{,number3, ...})
Calculates the
standard deviation
of a population
based on a sample
given as a list of
arguments using
the nonbiased or n1 method. A
standard deviation
is a measure of how
widely values are
dispersed from the
average value
(arithmetic mean).
The arguments may
be individual
numbers or results
of functions that
return arrays of
numbers. If your
data represents the
entire population,
use Stdevp.
stdev(12,18,25,15)
returns 5.56778 ...
stdev(number1,nu
mber2
{,number3, ...})
Calculates the
standard deviation
of an entire
population given as
a list of arguments
using the biased or
n method. A
standard deviation
is a measure of how
widely values are
dispersed from the
average value
(arithmetic mean).
The arguments may
be individual
numbers or results
of functions that
return arrays of
numbers. If your
stdev(12,18,25,15)
returns 4.8218 ...
stdev(gpa_percent(
)) returns 15.6962
...
stdev(gpa_percent(
)) returns 14.0391
...
29
Grading User Guide
Function name or
alternate function
Function
Description
Examples
data represents a
sample of the
population, use
Stdev.
Sum
Var (Variance)
Varp (Variance
Population)
District Setup
sum(number1
{,number2, ...})
Adds all the
numeric arguments
and returns the
result. The
arguments may be
individual numbers
or results of
functions that
return arrays of
numbers.
sum(12,18,25,15)
returns 70
var(number1,numb
er2
[,number3, ...})
Returns the
variance of a
population based on
a sample given as a
list of arguments.
The arguments may
be individual
numbers or results
of functions that
return arrays of
numbers. If your
data represents the
entire population,
use Varp.
var(12,18,25,15)
returns 31
var(number1,numb
er2
{,number3, ...})
Returns the
variance of an
entire population
given as a list of
arguments. The
arguments may be
individual numbers
or results of
functions that
return arrays of
numbers. If your
data represents a
sample of the
population, use Var.
varp(12,18,25,15)
returns 23.25
sum(gpa_potentialc
redit()) returns 4
var(gpa_gpapoints(
)) returns 2.5138
...
varp(gpa_gpapoints
()) returns 2.0110
...
30
Grading User Guide
Text Functions
Functions are used to perform operations on values, such as joining two strings of text
together. The functions in this category are listed alphabetically.
Most functions have at least one required argument, though some do not accept any
arguments. Optional arguments are surrounded by braces { }. A brief description and one
or more examples follow each function.
Function name or
alternate function
Function
Description
Examples
Char (Character)
char(number)
Returns the ASCII
character
corresponding to
the number. The
ASCII set used is
the Macintosh
extended ASCII set.
char(65) returns A
Returns the
numeric ASCII code
of the first
character in the
text. The ASCII set
used is the
Macintosh extended
ASCII set.
code(A) returns 65
Joins several strings
of text into one
string of text.
concatenate(gpa,is,
fun) returns
gpaisfun
Code (ASCII Code)
Concatenate or
Concat
code(text)
concatenate(text1{,
text2,...})
char(92) returns \
code(gpa is fun)
returns 103
concatenate(gpa_co
unt(),,grades)
returns 29 grades
Exact
Left
Len (Length)
District Setup
exact(text1,text2)
Returns 1 if both
arguments are
identical in case
and characters, or 0
if different.
exact(GPA,gpa)
returns 0
left(text{,num_char
acters})
Returns the first
(leftmost) character
or characters in the
text. If
num_characters is
omitted, returns 1
character.
left(GPA) returns G
len(text)
Returns the number
of characters in the
text, including
spaces, numbers,
len(GPA) returns 3
exact(Mr. Smith,Mr.
Smith) returns 1
left(Mr. Smith,3)
returns Mr.
len(Mr. Smith)
returns 8
31
Grading User Guide
Function name or
alternate function
Function
Description
Examples
and special
characters.
Lower
Mid (Middle)
Proper
Replace
Rept (Repeat)
lower(text)
Converts any
uppercase
characters in the
text to lowercase.
lower(GPA) returns
gpa
mid(text,start_posit
ion,
num_characters)
Returns a specific
number of
characters from the
text starting at the
position you
specify.
mid(GPA,1,1)
returns P
proper(text)
Capitalizes the first
letter and any letter
following a nonletter in the text.
proper(GPA)
returns Gpa
replace(text,start_p
osition,
num_characters,ne
w_text)
Replaces
num_characters
characters of text
with the new_text
starting at the
position you
specify.
replace(gpa
codes,4,5,is fun)
returns gpa is fun
rept(text,number_ti
mes)
Repeats the text
the specified
number of times.
rept(gpa is fun ,5)
returns gpa is fun
gpa is fun gpa is
fun gpa is fun gpa
is fun
lower(Mr. Smith)
returns mr. smith
mid(Mr. Smith,3,4)
returns . Smi
proper(2-cent's
worth) returns 2Cent'S Worth
replace(Mr.
Smith,1,3,Mrs.)
returns Mrs. Smith
rept(,average(gpa_gpap
oints())*4) returns
----------Right
Trim
District Setup
right(text{,num_ch
aracters})
trim(text)
Returns the last
(rightmost)
characters in the
text. If
num_characters is
omitted, returns 1
character.
right(GPA) returns
A
Removes leading,
trailing, and extra
spaces from the
trim( gpa is fun )
returns gpa is fun
right(Mr. Smith,4)
returns mith
32
Grading User Guide
Function name or
alternate function
Function
Description
Examples
text.
Upper
upper(text)
Converts any
lowercase
characters in the
text to uppercase.
upper(gpa is fun)
returns GPA IS FUN
upper(Mr. Smith)
returns MR. SMITH
GPA Functions
Functions are used to perform operations on values, such as returning the number of grades
used to determine a student's GPA. The functions in this category are listed alphabetically.
For more information, see PowerSource.
Most functions have at least one required argument, though some do not accept any
arguments. Optional arguments are surrounded by braces { }. A brief description and one
or more examples follow each function.
Function name or
alternate function
Function
Description
Examples
GPA_AddedValue
gpa_addedvalue()
Returns a numeric
array listing the
added value for
each grade used in
the GPA calculation.
If used within
gpa_concat() or
gpa_sum(), returns
a single value. See
the note in
gpa_sum().
gpa_addedvalue()
returns
{0,0.02,0,0,0}
gpa_attempts()
Returns a numeric
array listing the
attempts for each
grade used in the
GPA calculation.
The attempts are
determined by
comparing the first
character of the
store code to a
lookup table
defined in District
Setup. If the
character is not
found in the lookup
table, a zero is
used. If used within
gpa_attempts()
returns {1,1,2,2,2}
GPA_Attempts
District Setup
33
Grading User Guide
Function name or
alternate function
Function
Description
Examples
gpa_concat() or
gpa_sum(), returns
a single value. See
the note in
gpa_sum().
GPA_Calculation
gpa_calculation(tex
t)
Returns the result
of the GPA
calculation method
whose name is
specified.
gpa_calculation(wei
ghted)
returns 3.254
GPA_Concat
gpa_concat(formula
)
Evaluates the
formula once for
every grade used in
the GPA calculation
and returns a
concatenated string
of the results.
gpa_concat(if(left
(gpa_grade())
=B,*,)) returns **
When used inside
gpa_concat(), the
following functions
return an individual
value instead of an
array:











gpa_addedv
alue()
gpa_attempt
s()
gpa_coursen
umber()
gpa_earnedc
redit()
gpa_gpapoin
ts()
gpa_grade()
gpa_gradele
vel()
gpa_percent
()
gpa_potentia
lcredit()
gpa_storeco
de()
gpa_termid(
)
Note: A
District Setup
34
Grading User Guide
Function name or
alternate function
Function
Description
Examples
gpa_concat() or
gpa_sum() function
cannot be used
within the formula.
GPA_Count
gpa_count()
Returns the number
of grades used in
the GPA calculation.
Functionally
equivalent to
count(gpa_grade())
, but faster.
gpa_count() returns
8
GPA_CountSchoolYe
ars
gpa_countschoolye
ars()
Returns the number
of unique school
years (not grade
levels) for the
grades used in the
GPA calculation.
gpa_countschoolye
ars()
returns 2
GPA_CountUniqueC
ourses
gpa_countuniqueco
urses()
Returns the number
of unique courses
(based on course
number) for the
grades used in the
GPA calculation.
gpa_countuniqueco
urses() returns 6
GPA_CountYearTer
ms
gpa_countyearterm
s()
Counts the number
of unique store
codes in each
school year, then
returns a grand
total.
gpa_countyearterm
s()
returns 4
GPA_CourseNumber
gpa_coursenumber(
)
Returns a text array
listing the course
numbers for each
grade used in the
GPA calculation. If
used within
gpa_concat() or
gpa_sum(), returns
a single value. See
the note in
gpa_sum().
gpa_coursenumber(
)
returns
{MA1001,SC2001,
FA540,LS105,
PE200}
GPA_EarnedCredit
gpa_earnedcredit()
Returns a numeric
array listing the
earned credit hours
for each grade used
in the GPA
gpa_earnedcredit()
returns
{0,0.5,0.5,1,0}
District Setup
35
Grading User Guide
Function name or
alternate function
Function
Description
Examples
calculation. If used
within gpa_concat()
or gpa_sum(),
returns a single
value. See the note
in gpa_sum().
GPA_GPAPoints
gpa_gpapoints()
Returns a numeric
array listing the gpa
points for each
grade used in the
GPA calculation. If
used within
gpa_concat() or
gpa_sum(), returns
a single value. See
the note in
gpa_sum().
gpa_gpapoints()
returns
{4,3.5,3.333,2.5,0}
GPA_Grade
gpa_grade()
Returns a text array
listing the letter
grade for each
grade used in the
GPA calculation. If
used within
gpa_concat() or
gpa_sum(), returns
a single value. See
the note in
gpa_sum().
gpa_grade()
returns
{A,B+,B,C+,F}
GPA_GradeLevel
gpa_gradelevel()
Returns a numeric
array listing the
grade level for each
grade used in the
GPA calculation. If
used within
gpa_concat() or
gpa_sum(), returns
a single value. See
the note in
gpa_sum().
gpa_gradelevel()
returns
{9,9,9,10,10}
GPA_Percent
gpa_percent()
Returns a numeric
array listing the
percentage for each
grade used in the
GPA calculation. If
used within
gpa_concat() or
gpa_sum(), returns
gpa_percent()
returns
{96.2,88.5,84,79,5
4.8}
District Setup
36
Grading User Guide
Function name or
alternate function
Function
Description
Examples
a single value. See
the note in
gpa_sum().
GPA_PotentialCredit
gpa_potentialcredit(
)
Returns a numeric
array listing the
potential credit
hours for each
grade used in the
GPA calculation. If
used within
gpa_concat() or
gpa_sum(), returns
a single value. See
the note in
gpa_sum().
gpa_potentialcredit(
)
returns
{0,0.5,0.5,1,1}
GPA_StoreCode
gpa_storecode()
Returns a text array
listing the store
code for each grade
used in the GPA
calculation. If used
within gpa_concat()
or gpa_sum(),
returns a single
value. See the note
in gpa_sum().
gpa_storecode()
returns
{Q1,Q2,S1,S1,S2}
GPA_Sum
gpa_sum(formula)
Evaluates the
formula once for
every grade used in
the GPA calculation
and returns the
numeric total of the
results.
gpa_sum(gpa_gpap
oints()
*gpa_potentialcredi
t())
returns 5.9165
When used inside
gpa_concat(), the
following functions
return an individual
value instead of an
array:




District Setup
gpa_addedv
alue()
gpa_attempt
s()
gpa_coursen
umber()
gpa_earnedc
37
Grading User Guide
Function name or
alternate function
Function
Description







Examples
redit()
gpa_gpapoin
ts()
gpa_grade()
gpa_gradele
vel()
gpa_percent
()
gpa_potentia
lcredit()
gpa_storeco
de()
gpa_termid(
)
Note: A
gpa_concat() or
gpa_sum() function
cannot be used
within the formula.
GPA_TermID
gpa_termid()
Returns a numeric
array listing the
term ID for each
grade used in the
GPA calculation. If
used within
gpa_concat() or
gpa_sum(), returns
a single value. See
the note in
gpa_sum().
gpa_termid()
returns
{1004,1005,1001,
1101,1102}
Test Scores
Test scores are scores associated with a particular test. Use the test score fields when
entering scores for individual students. Before creating test scores, identify or create the
appropriate test. For more information, see Tests.
How to Create a Test Score
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under Grading, click Tests. The Test page appears.
3. Click Edit Scores next to the test you want to edit. The Test Scores: [Test Name]
page appears.
4. Click New. The New Test Score: [Test Name] page appears.
District Setup
38
Grading User Guide
5. Use the following table to enter information in the fields:
Field
Description
Name
Enter the name of the test score
Sort Order
Indicate the order for the test score.
Note: Alternatively, leave the Sort Order field blank and
set the sort order from the Test Scores: [Test Name] page.
For more information, see How to Edit a Test.
Description
Enter a description for the test to appear on the Test
Scores page.
6. Click Submit. The Test Scores: [Test Name] page displays the new test score.
How to Edit Test Scores
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under Grading, click Tests. The Test page appears.
3. Click Edit Scores next to the test you want to edit. The Test Scores: [Test Name]
page appears.
4. Skip to Step 6 to edit a test score. To change the sort order of the test scores, enter
the order of each test scores in the Sort Order fields.
5. Click Submit.
6. Click the score name for the test score you want to edit. The Edit Test Score: [Test
Name] page appears.
7. Edit the information as needed. For field descriptions, see How to Create a Test
Score.
8. Click Submit. The Test Scores: [Test Name] page displays the edited test score.
How to Delete a Test Score
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under Grading, click Tests. The Test page appears.
3. Click Edit Scores next to the test. The Test Scores: [Test Name] page appears.
4. Click the score name for the test score you want to delete.
5. Select the checkbox at the end of the warning note.
6. Click Delete.
7. Click Confirm Delete. The Selection Deleted page appears.
District Setup
39
Grading User Guide
School Setup
Class Rank
Use class rank to determine the order of students when sorted by grade point average
(GPA). For example, the student with the highest GPA ranks at the top of the class. Since
class rank calculates based on GPAs, the appropriate GPA calculation methods must exist
before determining class rank.
Create a class rank method to set parameters for calculating the class rank. Use multiple
class rank methods with varying settings to determine multiple sets of class rankings. For
example, you can rank all current students using one method and then rank all current
students plus students who graduated early using another method.
Class rank is calculated either manually or automatically at specified intervals, such as
every week or only after grades are stored. Since calculating class rank affects all class rank
methods, it is best to avoid creating more class rank methods than necessary.
Note: Though you can edit class rank methods, you cannot delete class rank methods via
the Class Rank Settings page. Instead, you must use Direct Database Access to remove the
class rank method. For more information, see Direct Database Export.
View the results of the class rank calculation using the Class Ranking Report. For more
information, see How to Run the Class Ranking Report. You can also include class rank data
access tags on custom reports and exports. For more information about data codes, go to
PowerSource.
How to Add a Class Rank Method
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Grading, click Class Rank. The Class Rank Settings page appears.
3. Click Class Rank Methods. The Class Rank Methods page appears.
4. Click New. The Class Rank Method page appears.
5. Use the following table to enter information in the fields:
Field
Description
Description
Enter a description of the class rank method, such as Class
Rank - Simple GPA.
GPA Calculation
Method
Select from the pop-up menu which GPA calculation
method to use when calculating class rank. The GPA
calculation method determines what is queried and how
grades are calculated.
GPA result is
Select from the pop-up menu how you want to assess the
class rank:

School Setup
Numeric - Assesses rank numerically, such as
giving the student with the highest GPA the rank of
40
Grading User Guide
Field
Description

Only include grades
1. This is the most commonly-used selection.
Text - Assesses rank alphabetically, such as giving
the student with a GPA of A the rank of 1. Select
this option when the GPA method returns a text
value. For more information, see GPA Calculation
Methods.
Select the checkbox to include only grades for courses or
sections that count in class rank.
Note: When selected, the class rank grade results may
differ from GPA calculation results. This is the only class
rank method setting that returns a result that may differ
from the GPA.
Exclude students
Select the checkbox to exclude students that are set as
excluded from class rank on the students' Other
Information page. Some students may be excluded from
class rank because they are enrolled for a short amount of
time and should not be ranked amongst longer-term
students. For more information about excluding a student
from the class rank, see Other Information. Deselect the
checkbox to override the student exclusion setting.
Include early
graduates?
Select the checkbox to include students that graduate
early. This checkbox filters students that have already
exited the school using an exit code that identifies an early
graduation. If selected, you must specify in the next field
the early graduation exit code.
Early graduation exit
code
If the checkbox in the previous field is selected, enter an
exit code that specifies an early graduation.
6. Click Submit. The Class Rank Methods page displays the new class rank method.
How to Edit a Class Rank Method
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Grading, click Class Rank. The Class Rank Settings page appears.
3. Click Class Rank Methods. The Class Rank Methods page appears.
4. Click the name of the class rank method you want to edit. The Class Rank Method
page appears.
5. Edit the information as needed. For field descriptions, see How to Add a Class Rank
Method.
6. Click Submit. The Class Rank Methods page displays the edited class rank method.
School Setup
41
Grading User Guide
How to Recalculate Class Rank
To refresh class rank data, recalculate all class rank methods either manually or at specified
intervals.
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Grading, click Class Rank. The Class Rank Settings page appears.
3. Click Recalculation Frequency. The Class Rank Recalculation Frequency page
appears.
4. Select at which frequency the class rank should recalculate:





Daily - Recalculates automatically during the nightly process
Weekly - Recalculates automatically each weekend
Monthly - Recalculates automatically once per month
After storing grades - Recalculates automatically each time grades are
stored
Manually - Never recalculates automatically
Note: To manually recalculate the class rank, click Recalculate now. The
class rank recalculates immediately. Once complete, the Changes Recorded
page appears.
5. Click Submit. The GPA Options Changed page appears.
Comment Bank
Teachers can create comments that appear for each student per section. View comments in
PowerSchool, PowerSchool Parent Portal, and PowerTeacher. Additionally, teachers can
select from an unlimited number of comment codes in a district-wide comment bank. The
comment text can include links to Web sites. Teachers select comment bank codes from the
comment bank in PowerTeacher gradebook.
Note: The Comment Bank is only available in PowerTeacher gradebook at this time. For
more information about PowerTeacher gradebook, see PowerTeacher Gradebook User Guide
available on PowerSource.
How to Create Comments in the Comment Bank
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Grading, click Comment Setup. The Comment Bank page appears.
3. Click New. The New Comment page appears.
4. Use the following table to enter information in the fields:
Field
Description
Comment Code
Enter a numeric, alphabetical, or alphanumeric code.
Category
Enter a category to which you want to assign your
comment (optional). The comment bank groups the
School Setup
42
Grading User Guide
Field
Description
comments by category.
Note: Categories are not relevant to reports or searches.
Comment categories affect only how the comments appear
on the Comment Bank page.
Available to
Select an option to display this comment for all schools on
this server or only the selected school.
Comment Text
Enter the comment text, which can include hyperlinks and
some HTML.
5. Click Submit. The Comment Bank page displays the new comment.
How to Edit Comments in the Comment Bank
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Grading, click Comment Setup. The Comment Bank page appears.
3. Click the code for the comment you want to edit. The Edit Comment page appears.
4. Edit the information as needed. For field descriptions, see How to Create Comments
in the Comment Bank.
5. Click Submit. The Comment Bank page displays the edited comment.
How to Delete Comments in the Comment Bank
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Grading, click Comment Setup. The Comment Bank page appears.
3. Click the code for the comment you want to delete. The Edit Comment page appears.
4. Click Delete.
5. Click Confirm Delete. The Selection Delete page appears.
Comment Length
In PowerTeacher gradebook, teachers may enter final grade comments and standard final
grade comments. Using the comment length setting, you can define the maximum number
of characters that may not be exceeded when entering a comment in PowerTeacher
gradebook. If comment length is defined at the district level, the setting is applicable to all
schools within the district. If the comment length is defined at the school level, it will
override the district setting.
Note: Comment length is only available in PowerTeacher gradebook. For more information
about PowerTeacher gradebook, see PowerTeacher Gradebook User Guide available on
PowerSource.
School Setup
43
Grading User Guide
How to Define Final Grade Comment Length at District Level
1. On the start page, choose District from the main menu. The District Setup page
appears.
2. Under Grading, click Comment Setup. The Maximum Comment Character Length
page appears.
3. Enter the number of characters (up to 2048) allowed in the Approximate
maximum number of characters field.
4. Click Save. A confirmation message appears.
How to Define Standard Grade Comment Length at District Level
Note: Standard grade comments are adjusted individually for each standard. For more
information, see Enter Standards.
How to Define Final Grade Comment Length at School Level
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Grading, click Comment Setup. The Comment Bank page appears.
3. Click the Comment Length tab. The Maximum Comment Character Length page
appears.
4. In the Final Grade Comments section select the School Level option and then enter
the number of characters (up to 2048) allowed.
Note: To apply the maximum length defined by the district, select the Same as
district option. For more information, see How to Define Maximum Length for Final
Grade Comment at District Level.
5. Click Submit. A confirmation message appears.
How to Define Standard Grade Comment Length at School Level
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Grading, click Comment Setup. The Comment Bank page appears.
3. Click the Comment Length tab. The Maximum Comment Character Length page
appears.
4. In the Standards Comments section select the School Level option and then enter
the number of characters (up to 4000) allowed.
Note: To apply the maximum length defined by the district, select the Same as
district standards setup option. For more information, see Enter Standards.
5. Click Submit. A confirmation message appears.
School Setup
44
Grading User Guide
Current Grade Display
Use Current Grade Display to set up or change how the system displays a student's grade
and attendance information on the Quick Lookup page in PowerSchool and the Current
Grades and Attendance page that parents use in PowerSchool Parent Portal.
Update the settings on this page at the end of each grading term to be sure administrators,
administrative staff, and parents view the most up-to-date information for students.
How to Add or Edit Current Grade Display
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Grading, click Current Grade Display. The Current Grade Display page
appears.
3. Click the Quick Lookup tab, if needed.
4. Use the following table to enter information in the fields:
Field
Description
Store Code
Enter a store code for each numbered column. Define that
the pages display up to six columns of grade data. For
example, define columns for Quarters 1, 2, 3, and 4, as
well as Semesters 1 and 2.
Source of Data
Indicate which term grade information you want to display
in this column by choosing one of the following from the
pop-up menu:


Gradebook: to display the term grade that
currently exists in the teacher's PowerTeacher
gradebook
Historical: to display the term grade from the
student's historical file or after the completion of a
grading term
Current Grade
Enter the store code for the current grading term. The
system uses this to determine which grade to display in all
current grade fields.
Show citizenship
grade
Select the checkbox if you want the system to display the
student citizenship code for each grading term. Otherwise,
deselect the checkbox. This setting also applies to the
PowerSchool Mobile for Parents and PowerSchool Mobile for
Students app.
Hide standards
grade in Parent
Access
Select the checkbox if you do not want standards grades to
display in the PowerSchool Parent Portal. This setting also
applies to the PowerSchool Mobile for Parents and
PowerSchool Mobile for Students app.
Parent/Student
Enter the grading term for which you want the system to
School Setup
45
Grading User Guide
Field
Description
Access Term
display the student attendance on the Quick Lookup page
on the PowerSchool Parent Portal.
5. Click Submit. The Current Grade Display page displays the changes.
Final Grade Entry Options (PowerTeacher)
In some cases, your district may only want teachers to enter final grades and not use a
gradebook. These teachers can only enter final grades in PowerTeacher. Before teachers can
use PowerTeacher to enter final grades, you need to set up your PowerSchool system to do
so.
Note: These setup procedures are only applicable if you are using PowerTeacher. They are
NOT applicable if you are using PowerTeacher gradebook. For information about setting up
final grades for PowerTeacher gradebook, see PowerTeacher Gradebook Final Grades Setup.
PowerTeacher Gradebook Final Grade Entry
Teachers using PowerTeacher gradebook should NOT use PowerTeacher to enter final
grades. For teachers who only do final standards grade entry, PowerTeacher gradebook has
been designed to be much faster and fixes all of the previous issues with PowerTeacher final
grade entry. No information entered in PowerTeacher will appear in PowerTeacher
gradebook. It is advised that all teachers move to PowerTeacher gradebook for standards
grades entry. No setup in the Final Grade Entry Options within the School Setup section of
PowerSchool is required for teachers using PowerTeacher gradebook.
How to Set Up PowerTeacher for Final Grade Entry
In PowerSchool, when you enter standards to be used for final grade entry or for use with
PowerTeacher gradebook, you must remember to do the following for each standard in the
district office standards setup:


Enter a course number or course numbers. Only those standards that list a course
number matching the course number of the teacher's current class appear for final
grade entry.
Select the Allow assignments to be tied to this standard checkbox for the
appropriate standards in PowerSchool. Teachers may only record final grades for
those standards that have the checkbox selected.
For detailed information, see Enter Standards.
How to Set Up Final Grade Entry - Global Options
Use this page to set up global final grade entry options.
Note: These settings apply to the selected school only. This feature is for PowerTeacher
portal final grade entry only. Changes made in PowerTeacher portal will not be reflected in
School Setup
46
Grading User Guide
PowerTeacher gradebook and changes made in PowerTeacher gradebook overwrites data
entered in PowerTeacher portal.
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Grading, click Final Grade Entry Options. The Teacher Final Grade Entry
Options page appears.
3. Click Global Settings. The Final Grade Entry - Global Options page appears.
4. Use the following table to enter information in the fields:
Field
Description
Enable final grade
entry in
PowerTeacher
Portal?
Select the checkbox to allow teachers to enter final grades
in PowerTeacher.
Final grade columns
to display
Enter the final grade columns you want to appear in
PowerTeacher.
Allow entry for these
final grades
Enter the grading terms for which teachers can enter final
grades in PowerTeacher.
Allow entry for
Do one of the following:


Combine Traditional
and Standardsbased entry on same
page
Leave both blank to indicate there is no date
restriction.
Enter the number of days before the end of the
term and the number of days after the end of the
term that teachers can enter final grades in
PowerTeacher.
Indicate whether or not to combine traditional and
standards-based entry on same page:


Leave the checkbox blank if you want Final Grade
Entry (Traditional) and Final Grade Entry
(Standards) to appear on separate pages.
Select the checkbox to combine traditional and
standards-based entry on same page.
5. Click Submit. The Teacher Final Grade Entry Options page appears.
How to Set Up Traditional Final Grade Entry Options
Use this page to set up traditional grading entry options.
Note: These settings apply to the selected school only. This feature is for PowerTeacher
portal final grade entry only. Changes made in PowerTeacher portal will not be reflected in
PowerTeacher gradebook and changes made in PowerTeacher gradebook overwrites data
entered in PowerTeacher portal.
School Setup
47
Grading User Guide
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Grading, click Final Grade Entry Options. The Teacher Final Grade Entry
Options page appears.
3. Click Traditional Grading. The Final Grade Entry Options page appears.
4. Use the following table to enter information in the fields:
Field
Description
Enable Final Grade
(Letter) entry
Use the pop-up menu to indicate whether or not teachers
can enter Final Grade (Letter):



Choose Disabled from the pop-up menu if you do
not want to allow teachers to enter Final Grade
(Letter).
Choose Pop-up from the pop-up menu to allow
teachers to enter Final Grade (Letter) via a pop-up
menu. Section's Grade Scale settings provide the
pop-up menu selections.
Choose Text Field from the pop-up menu to allow
teachers to enter Final Grade (Letter) via a text
field.
Note: To allow teachers to enter final grade comments, do
not disable this field.
Enable Final Grade
(Citizenship) entry
Use the pop-up menu to indicate whether or not teachers
can enter Final Grade (Citizenship):



Enable Final Grade
(Percentage) entry
Indicate whether or not teachers can enter Final Grade
(Percentage):


Enable Final Grade
(Points) entry
School Setup
Choose Disabled from the pop-up menu if you do
not want to allow teachers to enter Final Grade
(Citizenship).
Choose Pop-up from the pop-up menu to allow
teachers to enter Final Grade (Citizenship) via a
pop-up menu. District-level Citizenship Codes
provide the pop-up menu selections.
Choose Text Field from the pop-up menu to allow
teachers to enter Final Grade (Citizenship) via a text
field.
Leave the checkbox blank if you do not want to
allow teachers to enter Final Grade (Percentage).
Select the checkbox blank to allow teachers to enter
Final Grade (Percentage).
Indicate whether or not teachers can enter Final Grade
(Points):
48
Grading User Guide
Field
Description


Enable Final Grade
(Total Points) entry
Leave the checkbox blank if you do not want to
allow teachers to enter Final Grade (Points).
Select the checkbox blank to allow teachers to enter
Final Grade (Points).
Indicate whether or not teachers can enter Final Grade
(Total Points):


Leave the checkbox blank if you do not want to
allow teachers to enter Final Grade (Total Points).
Select the checkbox blank to allow teachers to enter
Final Grade (Total Points).
5. Click Submit. The Teacher Final Grade Entry Options page appears.
How to Set Up Standards-based Final Grade Entry Options
Use this page to set up standards-based entry options.
Note: These settings apply to the selected school only. This feature is for PowerTeacher
portal final grade entry only. Changes made in PowerTeacher portal will not be reflected in
PowerTeacher gradebook and changes made in PowerTeacher gradebook overwrites data
entered in PowerTeacher portal.
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Grading, click Final Grade Entry Options. The Teacher Final Grade Entry
Options page appears.
3. Click Standards-based Grading. The Standards-based Final Grade Entry Options
page appears.
4. Use the following table to enter information in the fields:
Field
Description
Display/Enter
Choose the conversion scale grades to use from the pop-up
menu.
Format for comment
field
Use the pop-up menu to determine if the Comment field on
the PowerTeacher Final Grade Entry page provides for
entries that are single line or multi-line.
Enable standards
final grade entry in
PowerTeacher
Portal?
Select the checkbox to allow standards final grade entry in
PowerTeacher.
5. Click Submit. The Teacher Final Grade Entry Options page appears.
School Setup
49
Grading User Guide
6. Make sure that the settings you enter look correct for the teachers by signing in as a
teacher.
Note: To check that you entered the correct settings, go to PowerTeacher. The
PowerTeacher URL for your school is http://[your PowerSchool URL]/teachers.
After you define the course number and select the checkbox for each standard, and
after you define final grade entry settings in PowerSchool, teachers of the indicated
courses can use PowerTeacher to enter final standards grades.
How to Enter Standards Final Grades in PowerTeacher
To enable standards final grades entry, the Enable teacher entry screens checkbox on
the Final Grade Entry - Global Options page must be selected AND the Enable standards
final grade entry in PowerTeacher Portal? checkbox on the Standards-based Final
Grade Entry Options page must be selected. Once enabled, teachers can enter standards
final grades in PowerTeacher.
Note: Standards final grade entry may appear on same page as traditional final grade entry
based on Final Grade Entry Global Options settings.
Note: Standards information entered in PowerTeacher do not display in the PowerSchool
Parent Portal. Only standards information entered in PowerTeacher gradebook appear in
PowerSchool Parent Portal.
1. Open your Web browser to your school's PowerTeacher URL. The Teacher Sign In
page appears.
2. Use the following table to enter information in the fields:
Field
Description
Username
Enter your username.
Password
Enter your password. The characters appear as asterisks
(*) to ensure greater security when you sign in.
Select Language
Choose the language in which you want to view
PowerTeacher from the pop-up menu.
3. Click Sign In. The start page appears.
4. Click the Backpack icon next to the class whose standards final grades you want to
view or enter. The class roster appears.
5. Click a student's name.
6. Choose Final Grade Entry (Standards) from the Select screens pop-up menu.
The Final Grade Entry page for standards appears.
7. Enter the appropriate grades for each standard for the student.
Note: To view a detailed list of the standards codes and descriptions, choose
Standards from the Select screens pop-up menu and click on the appropriate
course section.
School Setup
50
Grading User Guide
8. To enter a final grade comment regarding the student's achievement or behavior,
enter text in the appropriate Comment field.
9. Click Submit to store the final grades.
10. Repeat the process for each student in the class by clicking the student’s first name.
How to Enter Traditional Final Grades in PowerTeacher
To enable traditional final grades entry, the Enable teacher entry screens checkbox on
the Final Grade Entry - Global Options page must be selected AND at least one traditional
final grade setting must be enabled on the Teacher Final Grade Entry Options page. Once
enabled, teachers can enter traditional final grades in PowerTeacher.
Note: Standards final grade entry may appear on same page as traditional final grade entry
based on Final Grade Entry Global Options settings.
1. Open your Web browser to your school's PowerTeacher URL. The Teacher Sign In
page appears.
2. Use the following table to enter information in the fields:
Field
Description
Username
Enter your username.
Password
Enter your password. The characters appear as asterisks
(*) to ensure greater security when you sign in.
Select Language
Choose the language in which you want to view
PowerTeacher from the pop-up menu.
3. Click Sign In. The start page appears.
4. Click the Backpack icon next to the class whose traditional final grades you want to
view/enter. The class roster appears.
5. Click a student's name.
6. Choose Final Grade Entry (Traditional) from the Select screens pop-up menu.
The Final Grade Entry page for traditional grading appears.
7. Enter or choose from the pop-up menus the appropriate grade, percent, or points for
each final grade for the student.
8. To enter a final grade comment regarding the student's achievement or behavior,
enter text in the appropriate Comment field.
Note: Standards final grades entries may appear on the same page as traditional
final grade entry based on the Final Grade Entry Global Options set by the system
administrator. If combined, the Comment Bank does not appear.
9. Click Submit to store the final grades and any comments you entered.
10. Repeat the process for each student in the class by clicking the student’s first name.
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Grading User Guide
Final Grade Setup (PowerTeacher Gradebook)
Use Final Grades Setup to view and set up your school's grading terms and their
parameters. Define the dates of each grading term in the school year and assignment
names for which teachers enter final grades for that term.
When you store final grades at the end of each term, you store a specific final grade, such
as Q1. Before you can store final grades, you must set up final grades in PowerSchool.
Ensure that the following steps have been completed so that teachers can use the
gradebook to report their students' grades to PowerSchool.
Note: You must set up final grades for each school that shares your PowerSchool server.
Set up final grades one term at a time. When you set up final grades for a term, you affect
only the courses that belong to that term. For example, a first semester course belongs only
to Semester 1; it does not belong to Quarter 1, Quarter 2, or the entire school year.
After you set up final grades in PowerSchool, the information is automatically sent to each
teacher's gradebook.
Note: If you do not define the final grade setup for a grading term, teachers will not be able
to enter grades in the gradebook.
For information about setting up final grades entry in PowerTeacher, see PowerTeacher Final
Grade Entry. The page displays any grading terms already defined for the current school
year.
How to Add Final Grades
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Grading, click Final Grade Setup. The Final Grade Setups page appears.
3. Click New under the term for which you want to set up final grades. The New Final
Grade page appears.
4. Use the following table to enter information in the fields:
Field
Description
School
The selected school name appears.
Name
Enter a name for this final grade, such as Q3.
Staring Date
Enter the starting date to indicate the date the term begins
using the format mm/dd/yyyy or mm-dd-yyyy. If you do
not use this format, an alert appears. If you submit the
date with an incorrect format, the date field is submitted
as a blank entry.
Ending Date
Enter the ending date to indicate the date the term ends
using the format mm/dd/yyyy or mm-dd-yyyy. If you do
not use this format, an alert appears. If you submit the
date with an incorrect format, the date field is submitted
as a blank entry.
Suppress Letter
Select the checkbox if you do not want to display letter
School Setup
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Grading User Guide
Field
Description
Grade Display
grades in the system and on reports. Only percentage
grades appear.
Suppress Percent
Display
Select the checkbox if you do not want to display percent
grades in the system on reports. Only letter grades
appear.
At or Above This
Level of Attendance
Points
Enter a level of attendance points for the given date range
to automatically affect students' grades due to attendance.
Otherwise, enter 0 or leave the field blank.
Change a Student's
Grade to
Enter the grade that students receive after meeting or
exceeding the attendance points indicated in the previous
field.
Do not apply the
attendance point
change to the
following grades
Note: These fields only appear when editing an existing
final grade.
To make exclusions to the attendance point change:
1. Click Add a Gradescale. The Final Grade Exclusion
page appears.
2. Choose a grade scale from the Grade Scale pop-up
menu.
3. Click Submit. The Edit Final Grade page appears.
4. Click No Marks Excluded. The Final Grade
Exclusions page appears.
5. Select the Marks to Exclude checkboxes that
apply.
6. Click Submit to save the changes, or click Delete
to remove.
5. Click Submit. The Final Grades Setups page displays the new final grade.
How to Edit Final Grades
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Grading, click Final Grade Setup. The Final Grade Setups page appears.
3. Click the term name that you want to edit. The Edit Final Grade page appears.
4. Edit the information as needed. For field descriptions, see How to Edit Final Grades.
5. Click Submit. The Final Grades Setups page displays the new final grade.
How to Set Options for Presuming Complete
The Options for Presuming Complete field applies to course prerequisite rules and
graduation plan progress. Entering value indicates the number of days after the end of
enrollment that you want the course prerequisite rule evaluator to presume completion and
graduation plans to include the enrollment as in progress. This number allows the
School Setup
53
Grading User Guide
administrator some number of days between the end of a term and the storage of grades
for that term. A negative number allows specification of the number of days before the day
the enrollment ends, for instances where the school typically records grades prior to
enrollments ending (rare). For more information, see Graduation Planner or the Graduation
Planner User Guide available on PowerSource.
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Grading, click Final Grade Setup. The Final Grade Setups page appears.
3. Enter the appropriate value in the Options for presuming complete field.
4. Click Submit. The Final Grades Setups page displays the new final grade.
How to Delete Final Grades
If you delete final grades between the process of entering final grades and storing grades,
you will lose final grade information.
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Grading, click Final Grade Setup. The Final Grade Setups page appears.
3. Click the term name that you want to delete. The Edit Final Grade page appears.
4. Click Delete.
5. Click Confirm Delete. A warning message appears indicating deleting the reporting
term will also delete all final grades, comments, and standards grades related to this
reporting term.
6. To delete these records, click OK. The Selection Deleted page appears.
GPA Student Screens
Use the GPA Student Screens function to determine what appears on GPA-related student
pages, including the Quick Lookup page and the Cumulative Information page.
How to Define GPA Settings for Quick Lookup Page
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Grading, click GPA Student Screens. The GPA Options - Student Screens
page appears.
3. Choose the type of current GPA to display under schedule from the pop-up menu:
o
o
o
o
o
School Setup
Weighted: If your school calculates weighted GPAs, the system also includes
the number of credit hours students earn in each course in the GPA
calculation.
Weighted Percent
Simple: If your school calculates simple GPAs, only the students' grades are
involved in the calculation, and the credit hours of each course are not
referenced.
Simple Percent
Total Earned Credit
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Grading User Guide
4. Click Submit. The GPA Options - Student Screens page displays the changed Quick
Lookup option.
How to Define GPA Settings for Cumulative Info Page
For the Cumulative Info student page, you can define the rows of information that appear for
each student.
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Grading, click GPA Student Screens. The GPA Options - Student Screens
page appears.
3. Enter in the first Row Title field the name of the first row to appear on the
Cumulative Info page. The name should clearly indicate the information the user is
viewing, such as Cumulative GPA (Weighted).
4. Use the following tables to determine the information you want to display in the Data
column.
For Cumulative GPAs:
Field Expression
Cumulative GPA
(weighted)
Cumulative GPA (simple)
Cumulative credit hours
earned
Class rank (based on
cumulative weighted GPA)
Cumulative avg. % earned
in all classes (weighted)
Cumulative avg. % earned
in all classes (simple)
Code
^(*gpa)
^(*gpa.simple)
^(*credit_hours)
^(*class_rank_out_of;gpa
)
^(*gpa.percent)
^(*gpa.percent.simple)
Notes
The cumulative GPA for
the student.
Same as Cumulative GPA
(weighted), except uses
the simple calculation
method rather than
weighted.
Includes all courses from
the Historical Grades page.
Use any valid GPA type as
the GPA parameter, such
as gpa.simple and
gpa.percent.
See Cumulative
Percentage GPA.
See Cumulative Simple
Percentage GPA.
For GPAs for specific years and terms:
Field Expression
GPA for Quarter 1
(weighted)
School Setup
Code
^(*gpa;Q1)
Notes
Calculates the GPA for Q1
of the current school year,
such as the year in which
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Grading User Guide
Field Expression
Code
Notes
the user is currently
working. Q1's grades must
have already been stored.
GPA for the student's
entire junior year
GPA for Q1 of the
student's junior year
^(*gpa;11)
^(*gpa;11;Q1)
Calculates the GPA for
grade 11.
Calculates the GPA for Q1
of grade 11 for the current
student.
Note: The sequence of the
parameters Q1 and 11 is
not significant;
^(*gpa;Q1;11) returns the
same number as
^(*gpa;11;Q1).
GPA for the year 2004
^(*gpa;2004)
GPA for Quarter 3 (simple)
^(*gpa.simple;Q3)
Calculates the GPA for
2004 for the current
student.
Same as GPA for the year
2004, but using the simple
calculation method. You
can use percent instead of
simple if you want the
percent GPA.
For Current GPAs:
Field Expression
Code
The current GPA (simple)
^(*gpa.current)
Notes
From the grades on the
Quick Lookup page, such
as those current as of
today.
Note: Current grades are
always calculated using the
simple method.
The average % being
earned
in the current classes
(simple)
^(*gpa.current.percent)
From the grades on the
Quick Lookup page, such
as those current as of
today.
For Weighted GPAs by Credit Type:
Field Expression
Code
Notes
Weighted GPA by Credit
^(*gpa.credit_type.ENG)
Weighted GPA for grades
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Grading User Guide
Field Expression
Code
Type
Weighted GPA by Credit
Type by Grade
^(*gpa.credit_type.ENG;1
2)
Notes
for the current student in
the current year that are
of the credit type ENG. To
calculate all historical
grades, see the Weighted
GPA by Credit Type by
Grade field expression.
Same as Weighted GPA by
Credit Type, but also
includes grade 12. For all
historical grades, enter
each grade and separate
each grade with commas,
such as
*gpa.credit_type.ENG;9,1
0,11,12.
For Class Ranking by GPA:
Class ranking codes always begin with *classrank and may be followed by zero to three
optional parameters:
o
o
Parameter "method" - Specifies the name of the class rank method for which
a rank should be returned. Class rank calculation methods are defined by the
user in the Class Rankings section of School Setup.
Parameter "result" - Specifies the type of data to return as the result. Possible
values are "rank", "outof", "rankoutof", "percentile", "rankdate", "gpa", and
"schoolname". If omitted, the default value is "rank".
Parameter "percentiledigits" - If the parameter "result" is "percentile", this parameter
specifies the number of decimal places to compute the percentage. If omitted, "2" is the
default.
Field Expression
Code
Class rank, weighted
(default)
^(*classrank) or
^(*classrank
method="weighted")
Class rank, user defined
^(*classrank
method="UserDefined")
Class rank, rank result
^(*classrank) or
^(*classrank
result="rank")
School Setup
Notes
Numerical class rank
based on cumulative
weighted GPA for the
student's entire academic
career for this school.
Class rank based on a
user-defined GPA
calculation method as
specified in Class
Rankings in School Setup.
Numerical class rank
based on cumulative
weighted GPA for the
student's entire academic
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Grading User Guide
Field Expression
Code
Notes
career for this school.
Class rank, outof result
^(*classrank
result="outof")
Class rank, rankoutof
result
^(*classrank
result="rankoutof")
Class rank, percentile
result
^(*classrank
result="percentile")
Class rank, rankdate
result
^(*classrank
result="rankdate")
Class rank, gpa result
^(*classrank
result="gpa")
Class rank, schoolname
result
^(*classrank
result="schoolname")
Number of students
ranked.
Rank for the student, the
text "out of", and the
number of students ranked.
Student rank percentile to
the number of places
specified by the
percentiledigits parameter.
Date the rank was last
updated.
Result of the GPA code
used to determine the
class rank.
Name of the school where
the student earned the
rank.
5. Click Submit. The GPA Options - Student Screens page displays the new settings
Honor Roll
The ability to calculate your honor roll based on grading, behavior, or attendance
information is important to a school. Every school has its own way of calculating or
determining who is on the honor roll and who is eligible for extracurricular activities.
First, define the various honor roll lists used by a school or district. Within those lists, set up
the different honor levels that may be attained and the criteria for meeting each level. Once
the setup is complete, the PowerSchool administrator should run the calculation function
periodically throughout the school year. The results of the calculation are stored in a
separate table in the database. These results can be viewed as a summary for a single
student, a group report, or as individual components of a custom page, export, or custom
report using report codes.
Honor Roll Methods
Honor roll methods define the various honor roll lists used by a school or district. You can
create as many different honor roll methods as needed. Honor roll methods can be schoolspecific or shared among all schools on a server.
Honor Roll Levels
School Setup
58
Grading User Guide
Every honor roll method will contain one or more honor roll levels. The evaluation order of
honor roll levels is significant. Typically, the highest honor with the most stringent criteria is
evaluated first. If a student does not meet the criteria for that level, the criteria for the next
highest honor will be evaluated, and so on. If a student meets the criteria for an honor roll
level, a record of that honor is created and the remaining levels are skipped.
The evaluation of the criteria within each honor roll level is cumulative, meaning a student
must meet all of the specified options to receive that honor. You can create as many
different honor roll levels as needed.
Honor Roll Calculations
Once the honor roll methods and levels have been set up, you can calculate an honor roll at
any time.
How to Create an Honor Roll Method
Note: Honor rolls that use a GPA Calculation Type of Current (Start Page > District Setup >
GPA Calculations > Calculation Methods > New > Calculation Type = Current) must have a
term set up that matches the Final Grade setup. For example, if an Honor Roll for the Q1
Final Grade is used, not only is a Q1 Final Grade needed, but a Q1 term setup in years and
terms is also needed.
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Grading, click Honor Roll. The Honor Roll Methods page appears.
3. Click New. The Honor Roll Method page appears.
4. Use the following table to enter information in the fields:
Field
Description
Name
Enter the name of the honor roll method. This is the name
that will be referred to in honor roll report codes and on
other menu pages.
Description
Enter a description of the honor roll method.
Can be used by
Specifies whether the honor roll method can be used by all
schools on the server, or only the current school. Do one
of the following:


Select the current school option.
Select the all schools option.
5. Click Submit. The Honor Roll Methods page displays the new honor roll method.
6. Click Levels next to the method you just created. The Honor Roll Levels page
appears.
7. Click New. The Honor Roll Level detail page appears.
8. Use the following table to enter general information:
School Setup
59
Grading User Guide
Field
Description
Name
Enter the name of the honor roll level. This is the level
name that appears on report pages and is the default
value returned by the honor roll report code. This name
does not need be unique, allowing you to define multiple
sets of criteria for a given level.
Description
Enter a description of the honor roll level.
Evaluation Order
Enter a value specifying the order in which the various
honor roll levels will be evaluated. Lower numbers are
evaluated first.
Message
Enter the text message you want to appear on report cards
and transcripts.
Note: The message should be longer than the level name.
9. Use the following table to enter GPA options:
Field
Description
GPA Calculation
Method
Choose the GPA calculation method to use when evaluating
this honor roll level from the pop-up menu. The GPA
calculation method is used for two things: determining a
GPA value that may be compared against a specified cutoff
value, and building a list of letter grades that will be used
in the Grade Options settings described below. Every
honor roll level must specify a GPA calculation method.
GPA result is
Since GPA calculation methods can return alphanumeric
results, choose whether the comparison should be numeric
or text from the pop-up menu.
Comparison
Choose the comparator to use when comparing the result
of the GPA calculation from the pop-up menu. Enter the
cutoff value in the provided field. If you do not want to
compare the value of the GPA calculation, leave the cutoff
value field blank.
Only include grades
If selected, the checkbox setting allows you to override the
settings used in the GPA calculation method so that any
grades that have been flagged to be excluded from honor
roll are not used in the calculation or returned in the list of
grades for the grade options.
Do one of the following:


School Setup
Select the checkbox to allow you to override the
settings used in the GPA calculation method.
Deselect the checkbox to not allow you to override
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Grading User Guide
Field
Description
the settings used in the GPA calculation method.
10. Use the following table to enter credit options information:
Field
Description
Potential Credit
Use the pop-up menu to choose the comparator to use
when comparing the total of the potential credit hours
from the list of grades returned by the GPA calculation.
Enter the cutoff value in the provided field. If you do not
want to compare the value of the potential credit hours,
leave the cutoff value field blank.
Earned Credit
Use the pop-up menu to choose the comparator to use
when comparing the total of the earned credit hours from
the list of grades returned by the GPA calculation. Enter
the cutoff value in the provided field. If you do not want to
compare the value of the earned credit hours, leave the
cutoff value field blank.
Number of unique
courses
Use the pop-up menu to choose the comparator to use
when comparing the number of unique course numbers
found in the list of grades returned by the GPA calculation.
Enter the cutoff value in the provided field. If you do not
want to compare the number of unique course numbers,
leave the cutoff value field blank.
11. Use the following table to enter grade options information:
Field
Description
Student must have
These four groups of grade options allow you to do
comparisons on the list of letter grades returned by the
GPA calculation. Choose a comparison from the pop-up
menu:




School Setup
At least: There must be at least <the specified
number> of any of the grades below in the list of
grades returned by the GPA calculation
No more than: There cannot be any more than
<the specified number> of any of the grades below
in the list of grades returned by the GPA calculation
Exactly: There must be no more than and no less
than <the specified number> of any of the grades
below in the list of grades returned by the GPA
calculation
None: There cannot be any of the grades below in
the list of grades returned by the GPA calculation
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Grading User Guide
Field
Description

Only: There must be only the grades below in the
list of grades returned by the GPA calculation.
Of the grades
Enter a comma-separated list of letter grades to use with
the "Student must have" comparison. If you do not want
to compare letter grades in one or more of the grade
options, leave this field blank.
And
Choose additional comparisons from the pop-up menu. For
each additional comparison, enter the "Students must
have" and "Of these grades" information.
12. Click Submit. The Honor Roll Methods page displays the new honor roll level.
13. Repeat steps 7 through 12 for each level you want to create.
14. Verify the evaluation order.
15. Click Submit. The Honor Roll Methods page appears.
How to Edit an Honor Roll Method
Note: Honor rolls that use a GPA Calculation Type of Current (Start Page > District Setup >
GPA Calculations > Calculation Methods > New > Calculation Type = Current) must have a
term set up that matches the Final Grade setup. For example, if an Honor Roll for the Q1
Final Grade is used, not only is a Q1 Final Grade needed, but a Q1 term setup in years and
terms is also needed.
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Grading, click Honor Roll. The Honor Roll Methods page appears.
3. Click the method you want to edit. The Honor Roll Method page appears.
4. Edit the information as needed. For field descriptions, see How to Create an Honor
Roll Method.
5. Click Submit. The Honor Roll Methods page displays the edited honor roll method.
How to Delete an Honor Roll Method
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Grading, click Honor Roll. The Honor Roll Methods page appears.
3. Click the method you want to delete. The Honor Roll Method page appears.
4. Click Delete.
5. Click Confirm Delete. The Selection Deleted page appears.
How to Edit Honor Roll Levels
1. On the start page, choose School from the main menu. The School Setup page
appears.
School Setup
62
Grading User Guide
Under Grading, click Honor Roll. The Honor Roll Methods page appears.
Click the levels of the honor roll you want to edit. The Honor Roll Level page appears.
Click the level you want to edit. The Honor Roll Levels detail page appears.
Edit the information as needed. For field descriptions, see How to Create an Honor
Roll Method.
6. Click Submit. The Honor Roll Levels detail page reappears.
2.
3.
4.
5.
How to Delete Honor Roll Levels
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Grading, click Honor Roll. The Honor Roll Methods page appears.
3. Click the levels of the honor roll you want to edit. The Honor Roll Level page appears.
4. Click the level you want to delete. The Honor Roll Levels detail page appears.
5. Click Delete.
6. Click Confirm Delete. The Selection Deleted page appears.
How to Calculate the Honor Roll
1. On the start page, choose System from the main menu. The System Administrator
page appears.
2. Click Calculate Honor Roll. The Calculate Honor Roll page appears.
3. Use the following table to enter information in the fields:
Field
Description
Which Students
Indicate which students for whom you want to calculate
honor roll by selecting one of the following options:



Store Code
Select the [Student name] option to calculate
honor roll for a single student. This option is useful
for testing.
Select The selected [x] students option to
calculate honor roll for the current selection of
students. This selection is useful when calculating
honor roll for a specific group of students, such as
all current seniors.
Select the All [x] currently enrolled students
option to calculate honor roll for all enrolled
students in the selected school.
Indicates the new store code to use when storing the
resulting honor roll. Enter a valid store code (a letter
followed by a single number).
Note: Results of the honor roll calculation will be stored
using this store code for the current school year.
Honor Roll Method
School Setup
The method by which you want honor roll calculated. Use
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Grading User Guide
Field
Description
the pop-up menu to make your choice.
Note: Only one honor roll method can be calculated at a
time.
4. Click Submit. PowerSchool calculates the specified honor roll method for the
selected students.
The results of honor roll calculations may be viewed for a single student or for a group
of students.
Honor Roll Codes
The honor roll code returns data based on honor roll calculations that are periodically run by
the PowerSchool administrator. The honor roll code provides an easy way to access the
stored data when working with a single student, such as a custom student page, quick
export, or object report.
The basic syntax of the honor roll code is illustrated by the examples below. The code
always starts with *honorroll and is followed by several parameters (name/value pairs).
These parameters are always of the form name=value. Certain parameters are required.
All other parameters are optional and default values will be used if omitted.
~(*honorroll method=High School term=Q2)
~(*honorroll method=NHS term=S1 year=2002 result=gpa)
~(*honorroll method=Honors term=Q2 grade=11)
The following table lists the parameters, values, and examples for the honor roll code.
Parameters and values can be included in the code in any sequence.
Parameter
Description
Example
method
Specifies the name of the
honor roll method to
return. These methods are
predefined by the user in
the Honor Roll section of
school setup. The method
parameter is required. If
omitted, an error message
is returned.
method=High School
method=NHS
term
A single term abbreviation.
Specifies the store code of
the appropriate honor roll
record. The term
parameter is required. If
omitted, an error message
is returned.
term=S1
term=Q3
grade
A single grade level. For
KG, PK, use the numeric
grade=12
grade=8
School Setup
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Grading User Guide
Parameter
Description
Example
code 0, -1, and so forth.
Specifies the historical
grade level of the
appropriate honor roll
record. Note that grade
and year are often
mutually exclusive and the
use of both parameters in
the code may cause no
record to be found. If no
grade or year parameter is
specified, will find an honor
roll record from the current
school year.
year
A single four-digit school
year. Remember that
school years in
PowerSchool are specified
using the start year. For
example, for the 20032004 school year, use
2003. Specifies the school
year of the appropriate
honor roll record. Note that
grade and year are often
mutually exclusive and the
use of both parameters in
the code may cause no
record to be found. If no
grade or year parameter is
specified, will find an honor
roll record from the current
school year.
year=2003
year=2004
result
The type of data to return
as the result. Valid options
are level, message, gpa,
schoolname, and date.
Level means return the
name of the honor roll level
met. Message means
return the text message for
the honor roll level. GPA
means return the GPA used
to determine the honor roll
level. Schoolname means
return the name of the
school where the student
earned the honor roll. Date
means return the date the
result=level
result=message
result=gpa
result=schoolname
result=date
School Setup
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Grading User Guide
Parameter
Description
Example
honor roll was calculated.
If omitted, level is
returned. Note that if no
honor roll is found that
matches the parameters
specified, no text will be
returned regardless of the
result setting.
The following are annotated examples of various honor roll codes.
High school honor roll from Q3 of the student's junior year:
~(*honorroll method=High School term=Q3 grade=11)
The GPA used to determine that honor roll level:
~(*honorroll method=High School term=Q3 grade=11 result=gpa)
The NHS honor roll message from S2 of the current school year:
~(*honorroll method=NHS term=S2 result=message)
The date the Q1 Honors honor roll was calculated for this student in the 2002-2003 school
year:
~(*honorroll method=Honors term=Q1 year=2002 result=date)
Variable Credit Setup
To support alternative education programs, PowerSchool now offers variable credit. Using
variable credit, teachers can now specify how much credit each student is attempting
(potential credit) and how much credit each student is awarded (earned credit) regardless
of the credit hours specified for the course or the grade the student earned for the class in a
term.
To use this feature, variable credit must be enabled either for an individual section or for
multiple sections. You have the option to permit teachers to enter variable awarded credit
and variable attempted credit. By default, both variable awarded credit and variable
attempted credit are disabled.
Note: Setting variable credit for an individual section can be done using the Edit Section
page, as well as the Variable Credit Setup page. Setting variable credit for multiple
sections can only be done using the Variable Credit Setup page. When setting up variable
credit, you can disable both attempted and awarded credit, enabled both attempted and
awarded credit, or only enable awarded credit.
Once enabled, respective column appears in PowerTeacher gradebook on the Scoresheet in
Final Grade mode. Teachers may enter any desired numerical value. For more information,
see Scoresheet in the PowerTeacher gradebook online help.
Finally, variable credit scores entered in PowerTeacher gradebook can then be permanently
stored. For more information, see Options for Storing Variable Credit.
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How to Mass Update Variable Credit
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Grading, click Variable Credit Setup. The Variable Credit Setup page
appears.
3. Use the following table to enter information in the fields:
Note: Click Section List column headings to sort in ascending order. Click again to
sort in descending order. Click <<first, <prev, [number], next>, last>> to view
all of the Section List search results.
Field
Description
Search Filter
By default, the Section List is empty. Click the arrow, select
one or more of the following checkboxes, enter the
appropriate information in each field, and then click
Search:










Change for all listed
section to
Use the pop-up menus to indicate whether or not to permit
teachers to enter variable credit for all sections in the
Section List:



School Setup
Course Name
Course Number
Section Number
Teacher
Expression
Year
Term
Variable Awarded Credit
Variable Attempted Credit
Selected Term Context
To permit teachers to enter variable awarded credit,
choose Variable Awarded Credit from the first
pop-up menu, Yes from the second pop-up menu,
and then click Set. As a result, the Variable
Awarded Credit column appears in PowerTeacher
gradebook on the Scoresheet in Final Grade mode.
Teachers may enter any desired numerical value.
To prevent teachers from entering variable awarded
credit, choose Variable Awarded Credit from the
first pop-up menu, No from the second pop-up
menu, and then click Set. As a result, the Variable
Awarded Credit column will not appear in
PowerTeacher gradebook on the Scoresheet in Final
Grade mode.
To permit teachers to enter variable attempted
credit, choose Variable Attempted Credit from
the first pop-up menu, Yes from the second pop-up
menu, and then click Set. As a result, the Variable
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Field
Description

Attempted Credit column appears in PowerTeacher
gradebook on the Scoresheet in Final Grade mode.
Teachers may enter any desired numerical value.
To prevent teachers from entering variable
attempted credit, choose Variable Attempted
Credit from the first pop-up menu, No from the
second pop-up menu, and then click Set. As a
result, the Variable Attempted Credit column will not
appear in PowerTeacher gradebook on the
Scoresheet in Final Grade mode.
Course Name
The name of the course.
Course Number
The number used to identify the course.
Section Number
The number used to identify the course section.
Teacher
The name of the teacher teaching the course section.
Expression
The period and day combination of the course section.
Year
The year in which the course section is being taught.
Term
The term in which the course section is being taught.
Variable Awarded
Credit
Use the pop-up menu to indicate whether or not to permit
teachers to enter variable awarded credit for the selected
section:


Variable Attempted
Credit
Use the pop-up menu to indicate whether or not to permit
teachers to enter variable attempted credit for the selected
section:
o
School Setup
To permit teachers to enter variable awarded credit,
choose Yes from the pop-up menu. As a result, the
Variable Awarded Credit column appears in
PowerTeacher gradebook on the Scoresheet in Final
Grade mode. Teachers may enter any desired
numerical value.
To prevent teachers from entering variable awarded
credit, choose No from the pop-up menu. As a
result, the Variable Awarded Credit column will not
appear in PowerTeacher gradebook on the
Scoresheet in Final Grade mode.
To permit teachers to enter variable attempted
credit, choose Yes from the pop-up menu. As a
result, the Variable Attempted Credit column
appears in PowerTeacher gradebook on the
Scoresheet in Final Grade mode. Teachers may
enter any desired numerical value.
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Field
Description
o
To prevent teachers from entering variable
attempted credit, choose No from the pop-up
menu. As a result, the Variable Attempted Credit
column will not appear in PowerTeacher gradebook
on the Scoresheet in Final Grade mode.
4. Click Submit. The Variable Credit Setup page appears and the message "Changes
Saved" displays.
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Work With Grading
Course Grade Scales
Set up different grade scales and assign them to the appropriate courses. If you do not
assign a grade scale to a course, the system assigns the default grade scale to that course.
The default grade scale is determined when the system is set up.
For more information about setting up grade scales, see Grade Scales.
How to Assign Grade Scales to Courses
Courses are automatically assigned the default grade scale. Either use the default grade
scale, or assign a grade scale to a course. For more information, see Grade Scales.
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Scheduling, click Courses. A list of current courses appears in the courses
menu.
3. Click the name of the course to which you want to assign a grade scale. The Edit
Course District Information page appears.
4. Choose the grade scale from the Grade Scale pop-up menu.
5. Click Submit. The Changes Recorded page appears.
Graduation Sets
Use graduation sets to track student graduation progress. Graduation sets are sets of
course requirements for which students must earn a specified number of credits. For
example, you can create a graduation set for this year's incoming ninth graders.
Within a graduation set, create different subject area requirements, such as Science, Math,
and English. Within each subject area requirement, define the number of credits students
must earn to fulfill that requirement. For more information, see Graduation Requirements.
Monitor students' progress towards earning the credits they need to complete a predefined
set of requirements for graduation from your school or entrance to a higher education
institution. For more information, see Graduation Progress.
How to Add a Graduation Set
Create graduation sets to determine the number of credits in specific subject categories a
student must earn to graduate. Define the graduation set and then define individual subject
area requirements within the set by using course groups or individual course numbers.
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Scheduling, click Graduation Sets. The Graduation Sets page appears.
3. Click New. The Graduation Requirement Set page appears.
4. Enter the name of the graduation set.
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5. Click Submit. The Graduation Sets page displays the new graduation set.
How to Edit a Graduation Set
Edit the name of a graduation set. To add, edit, or delete graduation requirements
associated with the graduation set, see Graduation Requirements.
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Scheduling, click Graduation Sets. The Graduation Sets page appears.
3. Click the name of the graduation set you want to edit. The Graduation Requirement
Set page appears.
4. Edit the name of the graduation set.
5. To convert the graduation set into a graduation plan, click Convert to Graduation
Plan. The Edit Graduation Plan page appears. Enter information as needed and then
click Submit. For more information, see the Graduation Planner User Guide available
on PowerSource.
6. Click Submit. The Graduation Sets page displays the edited graduation set.
How to Convert a Graduation Set into a Graduation Plan
Any existing graduation set may be converted to a graduation plan. For more information,
see Graduation Planner or the Graduation Planner User Guide available on PowerSource.
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Scheduling, click Graduation Sets. The Graduation Sets page appears.
3. Click the name of the graduation set you want to edit. The Graduation Requirement
Set page appears.
4. Click Convert to Graduation Plan. The Edit Graduation Plan page appears.
5. Edit the information as needed.
6. Click Submit. The Graduation Planner Setup page appears.
How to Delete a Graduation Set
Deleting a graduation set also deletes any associated graduation requirements.
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Scheduling, click Graduation Sets. The Graduation Sets page appears.
3. Click the name of the graduation set you want to delete. The Graduation
Requirement Set page appears.
4. Click Delete.
5. Click Confirm Delete. The Selection Deleted page appears.
Graduation Requirements
Use graduation sets to track student graduation progress. Graduation sets are sets of
course requirements for which students must earn a specified number of credits. For more
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information, see Graduation Sets. Monitor students' progress towards earning the credits
they need to complete a predefined set of requirements for graduation from your school or
entrance to a higher education institution. For more information, see Graduation Progress.
Create different requirements within a graduation set. For example, create a requirement
for each major subject area, such as Science, Math, and English. Within each subject area
requirement, define the number of credits students must earn to fulfill that requirement.
How to Add a Graduation Requirement
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Scheduling, click Graduation Sets. The Graduation Sets page appears.
3. Click Edit Requirements next to the graduation set to which you want to add a
requirement. The Graduation Requirements: [Graduation Set] page appears.
4. Click New. The New Graduation Requirement: [Graduation Set] page appears.
5. Use the following table to enter information in the fields:
Field
Description
Subject Area
Enter the subject area of this graduation requirement,
such as English or History.
Requirement Name
Enter the name of this requirement.
Prerequisite Hours
Enter the number of prerequisite course credit hours a
student must earn to meet the graduation requirement.
Prerequisite
Courses
Select one of the following options to identify the courses a
student must complete to meet this requirement:

These course numbers: Enter the numbers of
each course a student must complete. Separate
course numbers with commas.
Note: Most schools select this option and define
specific course numbers.

Courses with these credit types: Identify a
credit type and define the credit type for specific
courses on the Course page.
Note: Your school can create credit types to group
courses together to fill a graduation requirement.
Assign credit types to courses, and specify that a
requirement is filled by any courses or grades of
that credit type. For example, if you create an
ALGEBRA credit type in this field and assign it to
several courses, and then you specify that any two
courses with the ALGEBRA credit type fulfill a Math
requirement; students will meet the Math
requirement if they take two courses with the
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Field
Description
ALGEBRA credit type.


Sort Order
Courses in this group: Use the pop-up menu to
choose a course group. Students must complete the
credit hours identified for the courses within the
group to meet this requirement.
Any course at all: Indicate that the student can
complete the number of credit hours by completing
any course. For example, select this option for an
Electives graduation requirement.
Enter a number to determine the order in which the
system evaluates the student's progress in this
requirement in comparison to other requirements.
PowerSchool evaluates graduation requirements from the
smallest sort order number to the largest.
For example, assume you assign a Band course to two
requirements: Fine Arts and Electives. Assign Fine Arts a
smaller sort order number than Electives so that the
system first evaluates the student's progress in the Fine
Arts requirement and then his or her progress in the
Electives requirement. Because Band fulfills multiple
graduation requirements, it may appear more than once
on the student's Graduation Progress page. For more
information, see Graduation Progress.
6. Click Submit. The Graduation Requirements: [Graduation Set] page displays the
new requirement.
7. Repeat steps 4-6 for each requirement in this graduation set.
How to Edit a Graduation Requirement
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Scheduling, click Graduation Sets. The Graduation Sets page appears.
3. Click Edit Requirements next to the graduation set for which you want to edit a
requirement. The Graduation Requirements: [Graduation Set] page appears.
4. Click the name of the requirement you want to edit. The Edit Graduation
Requirement: [Graduation Set] page appears.
5. Edit the information as needed. For field descriptions, see How to Add a Graduation
Requirement.
6. Click Submit. The Graduation Requirements: [Graduation Set] page displays the
edited requirement.
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How to Delete a Graduation Requirement
1. On the start page, choose School from the main menu. The School Setup page
appears.
2. Under Scheduling, click Graduation Sets. The Graduation Sets page appears.
3. Click Edit Requirements next to the graduation set for which you want to delete a
requirement. The Graduation Requirements: [Graduation Set] page appears.
4. Click the name of the requirement you want to delete. The Edit Graduation
Requirement: [Graduation Set] page appears.
5. Click Delete.
6. Click Confirm Delete. The Selection Deleted page appears.
Historical Grades Setup
In PowerSchool, student records include two types of grades: current and historical. Current
grades are the students' grades in each of their teacher's PowerTeacher systems. Historical
grades are final grades, or grades that are permanently stored in the students' records.
Historical grades appear on report cards and transcripts.
At the end of each grading term, use the Permanently Store Grades function to copy and
store the students' current grades in PowerTeacher as historical grades. For more
information, see Permanently Store Grades.
In PowerSchool, you can view, change, or add to a student's historical grades. If a student
is new to your school, enter grades from his or her previous school in PowerSchool. If an
existing student in your school receives a grade that needs to be changed, you can change
the grade.
How to Create a Single Historical Grades Entry
Enter a student's grades one at a time for incoming students. Alternatively, use the Multiple
New Entries function on the Academic Record Entry page to enter a single grade. Most
schools use the Academic Record Entry page to enter all grades.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Historical Grades from the student pages menu. The
Historical Grades page appears.
3. Click Single New Entry. The New Stored Grade page appears.
4. Use the following table to enter information in the fields:
Field
Description
School name
Enter the name of the school where the student received
the grade.
School year
Enter the year for which you want to enter a grade.
Store code
Enter the store code that your school uses for the term in
which the student earned the grade. Store codes are
determined in the final grade setup area on the School
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Field
Description
Setup page.
Hist. grade level
Enter the grade level of the student when he or she
received the grade.
Course Number Section Number
You must provide either the course and section number of
an existing section or the course name if this is historical
data for which no section record exists. If you provide a
course and section, this grade will be associated with the
student's enrollment in that section and will print on report
cards. If you supply only the course name, the grade will
print on transcripts but not on report cards since it is not
associated with an actual section enrollment. In either
case, the grade will be included in transcripts, the Previous
Grades screen, and GPA calculations.
Or
Course Name
Teacher name
Enter the name of the teacher that taught the class.
Grade
Enter the letter grade the student earned.
GPA points
Enter the number of grade points the student received for
this grade.
Added value
Enter any added value for the grade points, such as 1 for
one additional grade point. You can also use fractions of a
point. Most schools do not enter added values.
Percent
Enter the percent grade the student earned.
Citizenship
Enter the citizenship grade for the term.
Earned Credit Hours
Enter the number of credit hours the student earned in the
course.
Note: The number of earned credit hours and potential
credit hours must be the same.
Potential credit
hours
Enter the total number of credit hours the student could
have earned in the course.
Note: The number of earned credit hours and potential
credit hours must be the same.
Credit type
If you could not match the course in which the student
received this grade to a course at your school and you
entered a course name, enter the credit type that counts
towards the requirement if this grade fulfills a specific
graduation requirement at your school.
For example, if a student earned the grade in Russian, and
your school does not offer Russian, enter Russian in the
Course Name field. Then, to have the grade the student
earned count towards the foreign language graduation
requirement, enter Foreign Language or a similar credit
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Field
Description
type name in this field.
Otherwise, deselect the checkbox.
Exclude from GPA?
Select the option to either include or exclude the grade
from the GPA calculation.
Exclude from class
rank?
Select the option to either include or exclude the grade
from the class rank calculation.
Exclude from honor
roll?
Select the option to either include or exclude the grade
from the honor roll calculation.
Teacher comment
Enter any comments from the teacher.
5. Click Submit. The Historical Grades page displays the new grade.
How to Create Multiple Historical Grades Entries
This option for entering historical grades is helpful when a student transfers from another
school and all previous grades must be entered in PowerSchool.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Historical Grades from the student pages menu. The
Historical Grades page appears.
3. Click Multiple New Entries. The Academic Record Entry page appears.
4. Use the following table to enter information in the fields:
Field
Description
School name
Enter the name of the school where the student received
the grade.
School year
Enter the year for which you want to enter a grade.
Hist. grade level
Enter the grade level of the student when he or she
received the grade.
Store code
Enter the store code that your school uses for the term in
which the student earned the grade. Store codes are
determined in the final grade setup area on the School
Setup page.
5. Use the following table to enter information for each course per term in the indicated
school year:
Field
Description
Course Number -
You must provide either the course and section number of
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Field
Description
Section Number
an existing section the course name if this is historical data
for which no section record exists. If you provide a course
and section, this grade will be associated with the
student's enrollment in that section and will print on report
cards. If you supply only the course name, the grade will
print on transcripts but not on report cards since it is not
associated with an actual section enrollment. In either
case, the grade will be included in transcripts, the Previous
Grades screen, and GPA calculations.
Or
Course Name
Teacher name
Enter the name of the teacher that taught the class.
Credit type
If you could not match the course in which the student
received this grade to a course at your school and you
entered a course name, enter the credit type that counts
towards the requirement if this grade fulfills a specific
graduation requirement at your school.
For example, if a student earned the grade in Russian, and
your school does not offer Russian, enter Russian in the
Course Name field. Then, to have the grade the student
earned count towards the foreign language graduation
requirement, enter Foreign Language or a similar credit
type name in this field.
Otherwise, deselect the checkbox.
Exclude from GPA?
Select the option to either include or exclude the grade
from the GPA calculation.
Exclude from class
rank?
Select the option to either include or exclude the grade
from the class rank calculation.
Exclude from honor
roll?
Select the option to either include or exclude the grade
from the honor roll calculation.
Grade
Enter the letter grade the student earned.
GPA points
Enter the number of grade points the student received for
this grade.
Added value
Enter any added value for the grade points, such as 1 for
one additional grade point. You can also use fractions of a
point. Most schools do not enter added values.
Percent
Enter the percent grade the student earned.
Citizenship
Enter the citizenship grade for the term.
Earned credit
Enter the number of credit hours the student earned in the
course.
Note: The number of earned credit hours and potential
credit hours must be the same.
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Field
Description
Potential credit
Enter the total number of credit hours the student could
have earned in the course.
Note: The number of earned credit hours and potential
credit hours must be the same.
6. Repeat Step 5 for additional courses.
7. Click Submit. The Historical Grades page displays the new grades.
How to Edit a Stored Grade
There are times when it is necessary to change a historical (stored) grade. Because such a
change can have a serious impact on a student's permanent record, stored grades must be
changed one by one.
Note: You can create a log entry to track each time you change a grade for a student. For
more information, see Log Entries.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Historical Grades from the student pages menu. The
Historical Grades page appears.
3. Click the grade to be changed. The Edit Stored Grade page appears.
4. Use the following table to change a student's historical grade information on the Edit
Stored Grades page:
Field
Description
School
The school name appears.
School year (term)
The school year and term appear.
Store code
The store code appears.
Hist. grade level
The grade level in which the student enrolled in the course
appears. You can edit the grade level.
Associated section
The section of the course in which the student was enrolled
appears.
Course number
The number of the course in which the student earned the
grade appears.
Course name
The name of the course in which the student earned the
grade appears.
Teacher name
Enter the name of the teacher of the course section.
Associated grade
scale
The name of the associated grade scale appears.
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Field
Description
Grade
The letter grade originally entered for the student appears.
You can edit the grade.
Note: The grade does not automatically change with the
percentage and vice versa. If you change one, you must
manually change the other.
GPA Points
Enter the point value that corresponds to the grade. For
example, enter 4.0 for an A.
Added value
Enter any added value for the grade points, such as 1 for
one additional grade point. You can also use fractions of a
point. Most schools do not enter added values.
Percent
Enter the percent grade the student earned.
Citizenship
Enter the citizenship grade for the term.
Absences
Enter the number of absences for the course in the term.
Tardies
Enter the number of tardies for the course in the term.
Earned credit hours
Enter the number of credit hours the student earned in the
course.
Note: The number of earned credit hours and potential
credit hours must be the same.
Potential credit
hours
Enter the total number of credit hours the student could
have earned in the course.
Note: The number of earned credit hours and potential
credit hours must be the same.
Credit type
If you could not match the course in which the student
received this grade to a course at your school and you
entered a course name, enter the credit type that counts
towards the requirement if this grade fulfills a specific
graduation requirement at your school.
For example, if a student earned the grade in Russian, and
your school does not offer Russian, enter Russian in the
Course Name field. Then, to have the grade the student
earned count towards the foreign language graduation
requirement, enter Foreign Language or a similar credit
type name in this field.
Otherwise, deselect the checkbox.
Exclude from GPA?
Select the option to either include or exclude the grade
from the GPA calculation.
Exclude from class
rank?
Select the option to either include or exclude the grade
from the class rank calculation.
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Field
Description
Exclude from honor
roll?
Select the option to either include or exclude the grade
from the honor roll calculation.
Teacher comment
Enter any comments from the teacher.
Change history
A list of any changes to this grade appears.
5. Click Submit. The Changes Recorded page appears.
How to Delete a Stored Grade
Before deleting a class from a student's historical grades, be certain this is what you want to
do. You are not only deleting the grade from the historical record, you are also deleting the
class from the student's permanent record. Though this function does not delete the class
from the master schedule, the student's historical grades for this class cannot be retrieved
once deleted.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Historical Grades from the student pages menu. The
Historical Grades page appears.
3. Click the grade you want to delete. The Edit Stored Grade page appears.
4. Click Delete.
5. Click Confirm Delete. The Selection Deleted page appears. If you delete the last
grade for a class, the class no longer appears on the Historical Grades page.
How to Override Course Names
You can override a district-assigned course name if you enter a course name along with a
valid course number on the Historical Grade screen. The following rules apply when
overriding the course name:




Course Number is optional. If it is not included, the Course Name is used.
If a Section Number is entered, it must exist in the system.
If no Course Name is entered and a valid Course Number is entered, it will default to
the name in the Courses table.
If no Course Name is entered or found, an error dialog appears and the changes are
not saved.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Historical Grades from the student pages menu. The
Historical Grades page appears.
3. Click Single New Entry. The New Stored Grade page appears.
Note: To change several course names, click Multiple New Entries. The Academic
Record – Entry page appears.
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4. Enter the course name in the Course name field.
5. Click Submit.
How to Edit Previous School Names
Use this function to change or enter the name of the school where a class was taken. If you
entered a school name when entering the historical grades, it appears on this page. If you
did not enter a school name, do so from this page.
Note: The school names you enter appear on the student's transcript next to the school
year during which he or she attended the school. If a student attended more than one
school during a school year, each school and the grades the student received at that school
appear in separate lists.
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Academics, choose Historical Grades from the student pages menu. The
Historical Grades page appears.
3. Click Previous School Names. The Historical School Names page appears.
4. Enter or change the name of the schools where the courses were taken.
5. Click Submit. The Changes Recorded page appears.
Click the grade to display the school name on the Edit Stored Grade page. To reset a
changed previous school name, repeat this procedure but leave the School Name field
blank. The Edit Stored Grade page displays the current school.
Permanently Store Grades
In PowerSchool, student records include two types of grades: current and historical. Current
grades are the students' grades in each of their teachers' PowerTeacher systems. Historical
grades are final grades, or grades that are permanently stored in the students' records.
Historical grades appear on report cards and transcripts. At the end of each grading term,
use the Permanently Store Grades function to copy and store the students' current grades in
PowerTeacher as historical grades.
PowerSchool administrators have 30 calendar days after the term end date to store or restore grades. The "term end date" refers to the end of the scheduling term associated to a
given class. For example, when storing Q1 grades for a Quarter 1 class, administrators have
until 30 days after the last day of Quarter 1 to store those grades. However, when storing
Q1 grades for Year Long classes, administrators have until 30 days after the end of the year
to store those grades. For more information, see Final Grades Setup for PowerTeacher.
Note: Changes to grades beyond the 30 days would need to be performed either manually
on the student's Historical Grades page or by importing the grades.
Before permanently storing grades, be sure that you set up grade scales, final grades, and
the current grade display. For more information, see Grade Scales, Final Grades Setup for
PowerTeacher, and Current Grade Display.
Also, you should run several reports before permanently storing grades. The Student
Schedule Listing report lists the current grades and any missing grades for selected
students. For more information, see How to Run the Student Schedule Listing Report. Print
the Class Rosters report for teachers to verify that all the grades are correct. For more
information, see How to Run the Class Rosters (PDF) Report.
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Warning: Use this function only if you know exactly what you are doing.
How to Permanently Store Grades
1. On the start page, choose System from the main menu. The System Administrator
page appears.
2. Click Permanently Store Grades. The Permanently Store Grades page appears.
3. Use the following table to enter information in the fields:
Field
Description
Store Code
Enter a two-digit code to indicate the term in which the
students earned the grades, such as Q1 or S1. The first
character must be a letter, and the second character must
be a number.
Note: Do not use the same store code twice in one year.
The system will overwrite the grades you stored under the
store code the first time with the grades you store the
second time.
Use this final grade
Enter the term code from which you want to save the
grades. The term code is usually the same as the store
code, such as Q1 or S1. For more information about
defining term codes, see Final Grades Setup.
Exclude and Include
Enrollment Records
You do not have to store current grades for all students. If
you want to store current grades based on students'
enrollment or dropped class dates, select any combination
of the following checkboxes to filter the selected students:



Work With Grading
Exclude enrollment records where the student
enrolled in the class after this date: Enter the
date using the format mm/dd/yyyy or mm-dd-yyyy.
If you do not use this format, an alert appears. If
you submit the date with an incorrect format, the
date field is submitted as a blank entry.
Exclude enrollment records where the student
dropped the class before this date: Enter the
date using the format mm/dd/yyyy or mm-dd-yyyy.
If you do not use this format, an alert appears. If
you submit the date with an incorrect format, the
date field is submitted as a blank entry.
Include only enrollment records that are
currently active and that were active on this
date: Enter the date using the format mm/dd/yyyy
or mm-dd-yyyy. If you do not use this format, an
alert appears. If you submit the date with an
incorrect format, the date field is submitted as a
blank entry. To be included in the grade storing
process for a class, a student must have enrolled in
a class on or before the date you enter and cannot
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Grading User Guide
Field
Description
have dropped the course until or after the date.
Note: If you leave the date-related fields blank,
PowerSchool stores a grade for every enrollment
record, including classes that students dropped
during the term. Most schools enter a two-week
grace period at both the beginning and end of the
term. This allows for all of the add/drop procedures
at the beginning of the term to be ignored in the
store grades process. Also, PowerSchool does not
store grades for students who enroll in your school
during the last two weeks of the term.
Request that grades
be stored only for a
specific section
To store grades for students in a specific course section
only, enter the course and section numbers, separated by a
period. For example, enter 113.04 for Course 113, Section
04. You can do this when teachers are late in entering their
final grades or when testing the process of storing grades.
Store grades for one course section before you store
grades for all course sections. Leave this field blank to
store grades for all course sections.
Percent of Credits to
be awarded each
term
For each term, specify the percent of possible credits each
student can earn. For example, if you store grades for Q1
in a school year with four quarters, students earn 25% of
the possible credits they can earn in a year-long course.
The terms listed refer to the courses, such as courses that
are one year long, or courses that are one semester long.
If you want to store grades but do not want to award
credit, enter 0 in these fields.
Note: Be sure you define the proper amount of credits for
all courses. Also, define the grades that earn graduation
credit on the Gradescale page.
Available Store
Terms
For each available store term, enter a percentage of the
course credit to award at the time grades are permanently
stored:



[blank] - Store no grades and no credit
0% - Store grades, but no credit
1% to 100% - Store grades and the specified
percent amount of the potential credit
Store Terms appear on this page 10 days after the start
date of the term. For example, if the first day of the 20092010 year is 8/15, the 2009-2010 store term will appear
on this page on 8/26.
Options for classes
enrolled at other
Work With Grading
Use the pop-up menus to indicate the options you want to
apply for storing grades for classes that students take at
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Grading User Guide
Field
Description
schools
other schools:


Store grades for classes enrolled at: Select
whether to store grades for all schools or for the
selected school only. If storing for the selected
school only, PowerSchool will not store grades for
the other schools at which students may take
classes.
Record the school name of: Select which school
name to use when storing grades. Select either the
other school or the current school.
For example, if a middle school student takes a class at the
high school, the middle school must select this option when
permanently storing grades.
Note: When storing grades for students taking classes at
other schools, the TermID fields must match between the
schools for those enrollments to store correctly.
Options for
Withholding Credit
You can determine that all students who receive a specific
number of attendance points during the date range you
enter do not receive credit for the course and earn an
entirely different grade. For example, the student originally
receives a C; however, due to excessive absences, the
student receives a WC and no credit for this course.
Complete the following steps:
1. Select the checkbox.
2. Enter the number of attendance points the student
must have received and the date range during
which he or she received them to earn the grade
you enter.
3. Enter a comment in the teacher comment field if
you want the original grade the student earned
before counting the attendance points to appear
with the comment.
Options for storing
variable credit
Use the pop-up menus to indicate the options you want to
apply for storing variable credit.
Note: These options only apply if variable credit is
enabled. Variable credit may be enabled for an individual
section or for multiple sections.
Indicate which credit hours you want to store by choosing
one of the following from the Store these credit hours
pop-up menu:

Work With Grading
Awarded and Attempted - Earned and potential
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Grading User Guide
Field
Description



credit.
Awarded - Earned credit.
Attempted - Potential credit.
None
Indicate how to handle variable credit where no value has
been entered by teachers by choosing one of the following
from the Store this when teacher has not entered
variable credit hours pop-up menu:


Credit hours for course/gradescale - Store the
credit hours as defined in the course and
gradescale.
0 - Store the credit hours as zero.
Indicate how to handle variable credit values entered by
teachers by choosing one of the following from the Round
or truncate pop-up menu:


Round
Truncate
Indicate the number of allowable decimals by choosing one
of the following from the Number of decimal places in
variable credit hours pop-up menu:





0
1
2
3
4
4. Click Store Current Grades. The Alert: Storing Grades page displays the status of
the storing grades process.
Note: If you notice that you entered incorrect data after storing grades, repeat this
procedure for the same store code. PowerSchool overwrites the existing grades with
the new ones.
Export Historical Grades
Create an export file that contains the historical grades for a specific term. Use this
procedure to save a backup file of each term's historical grades or to maintain a record of
historical grades outside of PowerSchool, such as in a spreadsheet program.
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Grading User Guide
How to Export Historical Grades
1. On the start page, choose System from the main menu. The System Administrator
page appears.
2. Click Export Historical Grades. The Export Historical Grades page appears.
3. Use the following table to enter information in the fields:
Field
Description
School
The page displays the school in which you are currently
working. To change the school, click School in the
navigation bar.
School Year
The current school year appears.
Store Code
Enter the store code of the term for which you want to
export historical grades.
Field Delimiter
Use the pop-up menu to indicate how you want the system
to separate fields in the export file:


Record Delimiter
Use the pop-up menu to indicate how you want the system
to separate records in the export file:



Fields to Export
Tab
Comma
CRLF: carriage return and line feed
CR: carriage return
LF: line feed
Enter the internal PowerSchool field names of the fields you
want to export.
Note: If you include a field from another table, enter the
table name in brackets first, such as
[students]student_number. Press RETURN (Mac) or
ENTER (Windows) after each field name.
4. Click Submit. The exported historical grades appear.
Note: To save the file, choose File > Save As from your Web browser. Select a file
location and type, such as a text file. Click Save.
Work With Grading
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Grading User Guide
Reports
Grade and Gradebook Reports
While you can run all grade and gradebook reports for individual students, you can also run
many for a selected group of students. If a grade and gradebook report allows group
reporting, select that group of students before running the report. If you select a group of
students from the start page, the Group Functions page appears either immediately or after
selecting students from the Student Selection page.
How to Access Grade and Gradebook Reports
1. On the start page, choose System Reports from the main menu. The Reports page
appears.
2. Click the System tab, if needed. The System tab provides access to the following
attendance reports:
Link
Description
Class Ranking
Click to view student list by GPA. For more information, see
Class Ranking.
Grade Count or by
Teacher
Click to view grade count by teacher report. For more
information, see Grade Count or by Teacher.
Grades Distribution
Click to view trends in instruction, grading and assessment.
For more information, see Grades Distribution.
Graduation Progress
Report (PDF)
Click to view progress towards graduation requirements.
For more information, see Graduation Progress Report.
Honor Roll
Click to view students meeting honor roll criteria. For more
information, see Honor Roll.
Teacher Gradebooks
Click to view individual student grading report. For more
information, see Teacher Gradebooks.
Report Cards
Report card reports can be used for much more than just end-of-the-term reports. You can
also use them to create other types of documents, such as custom letters or progress
reports. Any report card-style report can include text as well as PowerSchool fields. For
more information, see Object Reports.
Reports
87
Reports User Guide
PowerSchool 7.x
Student Information System
Released May 2012
Document Owner: Documentation Services
This edition applies to Release 7.2 of the PowerSchool software and to all subsequent releases and
modifications until otherwise indicated in new editions or updates.
The data and names used to illustrate the reports and screen images may include names of
individuals, companies, brands, and products. All of the data and names are fictitious; any similarities
to actual names are entirely coincidental.
PowerSchool is a trademark, in the U.S. and/or other countries, of Pearson Education, Inc. or its
affiliate(s).
Copyright © 2012 Pearson Education, Inc. or its affiliates. All rights reserved. All trademarks are
either owned or licensed by Pearson Education, Inc. or its affiliates. Other brands and names are the
property of their respective owners.
Reports User Guide
Contents
Preface................................................................................................................... 6
Introduction ........................................................................................................... 7
Group Reports ............................................................................................... 7
System Report Queue ..................................................................................... 7
Report Structure .......................................................................................... 14
Report Formatting................................................................................................ 16
Report Styles............................................................................................... 17
Run, Print, and Save Reports ......................................................................... 18
Alternate Ways to Create Reports ................................................................... 22
System Reports .................................................................................................... 24
Attendance Reports ........................................................................................... 24
Access Attendance Reports ............................................................................ 24
Absentee Report .......................................................................................... 25
Attendance Summary by Grade Report............................................................ 28
Class Attendance Audit Report ....................................................................... 34
Consecutive Absences Report......................................................................... 37
Monthly Student Attendance Report ................................................................ 39
PowerTeacher Attendance Report ................................................................... 43
Refresh Attendance Tracking Data Report ........................................................ 47
Student Attendance Audit Report.................................................................... 49
Truancy and Attendance Letters Report (View Only and Extract) ......................... 52
Truancy and Attendance Levels Reached Report ............................................... 55
Weekly Attendance Summary (Daily) Report .................................................... 56
Weekly Attendance Summary (Meeting) Report ................................................ 58
Year-to-Date Attendance Summary Report ...................................................... 60
Discipline Reports ............................................................................................. 63
Discipline Summary Report............................................................................ 65
Grade and Gradebook Reports ............................................................................ 66
Grade Count Report...................................................................................... 67
Grade Count By Teacher Report ..................................................................... 68
Grades Distribution Report ............................................................................ 68
Graduation Progress Report ........................................................................... 70
Honor Roll Report......................................................................................... 71
Teacher Gradebooks Reports ......................................................................... 72
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Reports User Guide
Membership and Enrollment Reports .................................................................... 74
ADM/ADA by Date Report .............................................................................. 75
ADM/ADA by Student Report.......................................................................... 77
ADM/ADA by Minute Report ........................................................................... 81
Aggregate Membership Audit Report ............................................................... 85
Class Size Reduction Report........................................................................... 87
Enrollment by Grade Report........................................................................... 89
Enrollment by Section Report......................................................................... 90
Enrollment Summary .................................................................................... 93
Enrollment Summary by Date Report .............................................................. 96
School Enrollment Audit Report ...................................................................... 97
Section Enrollment Audit Report ..................................................................... 97
Vocational Courses Aggregate Membership Report ............................................ 97
Scheduling Reports ........................................................................................... 98
Teacher Maximum Load Report ...................................................................... 98
Statistics ........................................................................................................100
Parent/Student Access Statistics ...................................................................100
Student Listings...............................................................................................100
At Risk Report ............................................................................................101
Class Rosters (PDF) Report...........................................................................103
Master Schedule (PDF) Report ......................................................................105
Student Schedule List Report ........................................................................108
ReportWorks ...................................................................................................... 110
Launch ReportWorks Developer.....................................................................110
Generate ReportWorks Reports .....................................................................110
ReportWorks Queue ....................................................................................111
Custom Reports.................................................................................................. 114
Report Cards ..............................................................................................114
Mailing Labels.............................................................................................121
Print Mailing Labels .....................................................................................123
Form Letters ..............................................................................................125
Object Reports ................................................................................................... 129
Objects on an Object Report ..............................................................................134
Text Objects...............................................................................................135
Line Objects ...............................................................................................139
Box Objects................................................................................................140
Contents
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Reports User Guide
Circle Objects .............................................................................................142
Transcript Objects .......................................................................................143
Fee List Objects ..........................................................................................147
Fees List Objects.........................................................................................154
Picture Objects ...........................................................................................157
Sequence Objects .......................................................................................158
Report Pictures ...........................................................................................159
Object Reports With Standards Grades ...........................................................160
Object Reports With Test Tags ......................................................................162
State Reports ..................................................................................................... 165
State Reporting Platform Reports ..................................................................165
Contents
5
Reports User Guide
Preface
Use this guide to assist you while navigating PowerSchool. This guide is based on the
PowerSchool online help, which you can also use to learn the PowerSchool Student
Information System (SIS) and to serve as a reference.
The PowerSchool online help is updated as PowerSchool is updated. Not all versions of the
PowerSchool online help are available in a printable guide. For the most up-to-date
information, click Help on any page in PowerSchool.
Referenced Sections
This guide is based on the PowerSchool online help, and may include references to sections
that are not contained within the guide. See the PowerSchool online help for the referenced
section.
Security Permissions
Depending on your security permissions, only certain procedures may be available to you.
Navigation
This guide uses the > symbol to move down a menu path. If instructed to “Click File >
New > Window,” begin by clicking File on the menu bar. Then, click New and Window.
The option noted after the > symbol will always be on the menu that results from your
previous selection.
Notes
It is easy to identify notes because they are prefaced by the text “Note:.”
Preface
6
Reports User Guide
Introduction
PowerSchool includes two types of reports: custom and system. Custom reports include
form letters, mailing labels, report cards, and object reports. System reports include reports
related to attendance, grades, membership and enrollment, statistics, and student listings.
Use the reports menu to run any custom or traditional report. Limit the group of students to
report on by selecting a group of students before accessing the reports menu.
Group Reports
Select a group of students before running either system or custom reports.
How to Display the Reports Page
Display the reports page by selecting a group of students for whom you want to run a
report. Alternately, you can choose Reports from the main menu.
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose Reports Menu from the Select a function for this group of students
pop-up menu. The Reports page appears.
Note: Alternatively, if you have a current selection of students, you can access this
page by choosing Special Functions > Groups Functions.
3. Do one of the following:





Click
Click
Click
Click
Click
the
the
the
the
the
System tab to view System Reports.
ReportWorks tab to view ReportWorks Reports.
State tab to view State Reports.
Engine tab to work with the reporting engine.
Setup tab to view Custom Reports.
System Report Queue
Use the System Report Queue to view, delete, cancel, and re-execute system reports that
you submit to the queue. When you submit a report request to the system, the system
captures the report request and transmits the job to the Report Queue. The Report Queue
page displays the status of the report as it is processed by the system. The Report Queue
also includes debugging tools and logs to troubleshoot problems with reports.
Reports are organized by tabs. The System tab displays all system reports, while the
ReportWorks tab displays all submitted reports that were created in ReportWorks. For more
information about viewing ReportWorks, see ReportWorks Report Queue.
To view all jobs in the report queue regardless of the user, view the report queue from the
System Administrator menu. Administrators can also set preferences for the Report Queue.
For more information, see Report Queue Preferences.
Introduction
7
Reports User Guide
How to View System Reports in the Report Queue
You must run a report before performing this procedure. For more information, see Custom
Reports or System Reports.
1. On the start page, click the Report Queue icon in the navigation bar.
2. Click the System tab. The Report Queue (System) - My Jobs page displays all your
reports.
3. Do one of the following:





Click Refresh to update the page.
Click the cancel icon to stop running the report.
Click View to view the report once the Status column displays the status
"Completed."
Click the Job Name of the report. The Report Queue Job Detail page displays
details of the report job, and you can select either the Cancel Job or Run
job again checkbox, depending on whether the job has completed or not. For
more information, see How to View System Completed Report Details.
Click the trash icon to delete the completed report.
How to View Completed System Report Details
When a report runs completely, view the job details. For details on reports that are running
or pending, see How to View System Reports in the Report Queue.
1. On the start page, click the Report Queue icon in the navigation bar.
2. Click the System tab. The Report Queue (System) - My Jobs page displays all your
reports.
3. Click the job name of the report. The Report Queue Job Detail page appears.
4. Use the following table to enter information in the fields:
Field
Description
User
The username of the person who ran the report appears.
School
The school name and number for the report appears.
Created
The date and time the report job started appears.
Job Name
The name of the report appears.
Type
The way in which the report is generated appears.
Reports
The name of the table that includes the data used for the
report appears.
Status
The status of the report job appears:



Introduction
Completed: Job is finished.
Running: Job is processing.
Pending: Job has not started.
8
Reports User Guide
Field
Description

Canceled: Job has been canceled.
Use the following table to enter information in the fields if the report has not
completed:
Field
Description
Started
The date and time the report started running appears.
Ended
The date and time the report finished running will appear
once completed.
Merger Action
If the report is a merger of multiple report definition (RPT)
files, this field displays the text MERGE. If the report was
not a merger report, nothing appears in this field.
Destination
The destination of the report appears, such as Browser.
When to Execute
The status of when the report will run appears.
Cancel Job?
Select the checkbox to cancel the execution of the report.
Use the following table to enter information in the fields if the report has completed:
Field
Description
Started
The date and time the report started running appears.
Ended
The date and time the report finished running appears.
Destination
The destination of the report appears, such as Browser.
When to Execute
Select a time to run the report:




ASAP: Execute immediately.
At Night: Execute during the next evening.
On Weekend: Execute during the next weekend.
On Specific Date/Time: Execute on the date and
time specified in the following fields.
Run Job Again?
Select the checkbox to execute the report again.
Result File
Select the Result File to display the report.
File Size
The size of the file appears.
Use the following table to enter information in the fields if the report is pending
completion:
Field
Description
Started
The date and time the report started running will appear
Introduction
9
Reports User Guide
Field
Description
once it executes.
Ended
The date and time the report finished running will appear
once completed.
Merger Action
If the report is a merger of multiple report definition (RPT)
files, this field displays the text MERGE. If the report was
not a merger report, nothing appears in this field.
Destination
The destination of the report appears, such as Browser.
When to Execute
Select a different time to rerun the report:




Cancel Job?
ASAP: Execute immediately.
At Night: Execute during the next evening.
On Weekend: Execute during the next weekend.
On Specific Date/Time: Execute on the date and
time specified in the following fields.
Select the checkbox to cancel the execution of the report.
Use the following table to enter information in the fields if the report was canceled:
Field
Description
Started
The date and time the report started running appears.
Ended
The date and time the report stopped running appears.
Merger Action
If the report is a merger of multiple report definition (RPT)
files, this field displays the text MERGE. If the report was
not a merger report, nothing appears in this field.
Destination
The destination of the report appears, such as Browser.
When to Execute
Select a time to rerun the report:




ASAP: Execute immediately.
At Night: Execute during the next evening.
On Weekend: Execute during the next weekend.
On Specific Date/Time: Execute on the date and
time specified in the following fields.
Run Job Again?
Select the checkbox to execute the report again.
Error Message
Details regarding the cancellation of the report appear.
Error Code
The code used to cancel the report appears.
5. Click Submit to save your changes. PowerSchool runs the report, and the report
queue appears. Depending on your specifications, this could take several minutes.
Introduction
10
Reports User Guide
6. Click View to display the report.
How to View Report Queue Jobs
You must run a report before performing this procedure. For more information, see Custom
Reports or System Reports.
1. On the start page, choose System from the main menu. The System Administrator
page appears.
2. Click Report Queue Settings. The Report Queue Settings page appears.
3. Click Current Jobs. The Report Queue - Current Jobs page displays the reports in
the queue.
4. Do one of the following:



Click Refresh to update the page.
Click the job name of the report. The Report Queue Job Detail page displays
details of the report job.
Select the Cancel checkboxes for the reports you want to cancel. Click
Cancel Selected Jobs.
How to View Completed Report Queue Jobs
1. On the start page, choose System from the main menu. The System Administrator
page appears.
2. Click Report Queue Settings. The Report Queue Settings page appears.
3. Click Completed Jobs. The Report Queue - Completed Jobs page displays the
reports.
4. Do one of the following:



Click Refresh to update the page.
Click the job name of the report. The Report Queue Job Detail page displays
details of the report job.
Select the name of the result file to display the report.
How to Understand Report Queue Job Details
View report job details.
1. On the start page, choose System from the main menu. The System Administrator
page appears.
2. Click Report Queue Settings. The Report Queue Settings page appears.
3. Click Completed Jobs. The Report Queue - Completed Jobs page displays the
reports.
4. Click the job name of the report. The Report Queue Job Detail page appears.
5. Use the following table to enter information in the fields:
Field
Description
User
The username of the person who ran the report appears.
Introduction
11
Reports User Guide
Field
Description
School
The school name and number for the report appear.
Created
The date and time the report job started appear.
Job Name
The name of the report appears.
Type
The way in which the report is generated appears.
Reports
The name of the table that includes the data used for the
report appears.
Status
The status of the report job appears:




Completed: Job is finished.
Running: Job is processing.
Pending: Job has not started.
Canceled: Job has been canceled.
Started
The date and time the report started running appears.
Ended
The date and time the report finished running appears.
When to Execute
Select a time to run this report:




ASAP: Execute immediately.
At Night: Execute during the next evening.
On Weekend: Execute during the next weekend.
On Specific Date/Time: Execute on the date and
time specified in the following fields.
Run Job Again?
Select the checkbox to run the report again.
Result File
Select the result file to display the report.
File Size
The size of the file appears.
Location on Server
The file location on the PowerSchool server appears. This
information is available for completed jobs only.
Priority
Enter a priority for the report. Lower numbers give the
report higher priority. This information is available for
pending jobs only. You can further modify priorities on the
user group security pages. For more information, see How
to Edit Security Groups.
6. Click Submit to save your changes.
Introduction
12
Reports User Guide
How to View the Report Queue Status
The Report Queue Status page displays information about past and current jobs in the
report queue. The content of this page varies depending on the status of the report jobs.
For example, you can cancel any jobs with the status Pending or Running, whereas you
cannot modify Canceled or Completed jobs.
1. On the start page, choose System from the main menu. The System Administrator
page appears.
2. Click Report Queue Settings. The Report Queue Settings page appears.
3. Click Status. The Report Queue Status page appears.
4. Use the following table to understand the fields in the Report Queue section:
Field
Description
Current status
Status of the entire report queue. The report queue can be
running or not running. Other error or status messages
pertaining to the entire report queue may appear.
Last restarted
Date and time of the last time the job was restarted.
Number of report
processes
Number of report processes currently running in
PowerSchool.
Automatically delete
completed jobs after
Number of days that a job remains in the report queue. To
modify this number, see How to Set Report Queue
Preferences.
Maximum pending
jobs per user
Maximum number of jobs any one user can have pending
in the report queue. To modify this number, see How to Set
Report Queue Preferences.
Result file location
Location of the report results on the PowerSchool server.
5. Use the following table to understand the fields in the Job Statistics section:
Field
Description
Currently running
jobs
Number of jobs currently running.
Last job run
Date and time of the last job to run.
Jobs run today
Number of jobs run so far today.
Total jobs ever run
Number of jobs ever run in PowerSchool on this server.
Pending jobs on
server
Number of jobs currently with the Pending status. Click the
number to display the jobs.
Completed jobs on
server
Number of jobs currently with the Completed status. Click
the number to display the jobs.
Introduction
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Reports User Guide
Field
Description
Canceled jobs on
server
Number of jobs currently with the Canceled status.
Total jobs on server
Number of jobs currently on the server with any status.
6. Use the following table to enter information in the Report Processes section:
Field
Description
Process Name
Names of the currently running report processes.
Jobs Run
Number of jobs run for each process.
Total Time
Total time each process took.
Status
The status of each process appears. If the job is running,
the name of the report appears. Click the report name to
display the job details. To cancel the report, select the
checkbox and click Cancel Selected Jobs.
When a job completes, the report name no longer appears
in the Status column.
7. Click Refresh to update the page (optional).
Report Structure
Knowing how a report is structured will help you understand how to set up a report. All
parts of a report are not used in every report, but you should know what each part does. In
most cases, you decide which parts to include on the final report.
Report Listings
PowerSchool pulls this report data according to your specifications. Report listings are also
known as schedule listings.
Title
This title appears at the top of the final report. It should be descriptive but brief.
Header
This information appears above the report listings. It can be an opening to a letter or a
description of the data to follow.
Introduction
14
Reports User Guide
Footer
This information appears below the report listings. It can be a closure to the report or
instructions on how to proceed.
Body/Statement
This text appears on the report. It can be placed above or below the report listings.
HTML Tags
HTML stands for hypertext mark-up language, which is most often used to create Web
pages. Because PowerSchool is a Web-based system, some HTML is also used to format
PowerSchool reports. HTML tags give special characteristics to text in your reports. You can
employ HTML tags in a PowerSchool report to center, bold, or italicize text. The following
are a few examples of commonly used HTML tags:



<b> = bold text
<br> = inserts a line break
<p> = paragraph break; inserts a space between reports
PowerSchool Data Codes
PowerSchool data codes insert data into reports through a merge process similar to that
used in word processing applications. You use the data codes to tell PowerSchool what fields
you want in the report. PowerSchool pulls the data from those fields for the selected student
or group and inserts that data into the report. While HTML tags are programming codes,
PowerSchool data codes are specific to PowerSchool and are used to merge data from the
PowerSchool database. The following are some common PowerSchool data codes:



^(lastfirst) = student's last name, first name
^(grade_level) = student's grade level
^(*gpa;Q3) = student's GPA for third quarter
Note: The asterisk (*) is used to indicate that data must be calculated.
For more information about data codes, visit PowerSource.
Introduction
15
Reports User Guide
Report Formatting
Many PowerSchool reports are generated in your Web browser application and are
formatted for you. However, some reports require formatting before PowerSchool can
generate them. Modifiable parameters include header and footer text, margin size, font, line
height, and grid lines. In many cases, you do not have to make any changes to the default
values that appear when you open a new template. However, you have the option of
changing the format of certain reports.
When report formats can be altered, you have the option of changing some or all of the
settings. When you change a setting, it becomes the default for anyone who uses the report
unless you change it back. Note that not all of the settings appear on every report, and that
the following list is not all-inclusive.
The following table describes each function:
Item
Description
Margins
This is the space at the top, bottom, and sides of the report.
Margins are set in inches.
Font
This is the text style. Choose the font from the pop-up menu.
Font Size
This is the size of the letters. It is set in points (72 points = 1
inch).
Frame
This is the border of a report.
Justification/Alignme
nt
This refers to how the text or listings are lined up horizontally
on the page:




Left justification means that all lines start from the
specified point on the left side of the page with each line
ending at a different point on the right (depending on
the number of characters in each line).
Right justification means that all lines start from the
specified point on the right side of the page with each
line ending at a different point on the left (depending on
the number of characters in each line).
Centered justification means that each line is centered
on the page, making the left (beginning) and right
(ending) points different for each line.
Full justification means that all lines begin at a specified
point on the left side of the page and end at a specified
point on the right side of the page; spacing is adjusted
between words and letters of words to accommodate
this setting.
Line/Text Height
This is the height of a line of data. It is set in points (72 points
= 1 inch).
Line/Frame Width
This is the thickness of a line or the lines making up the frame.
Report Formatting
16
Reports User Guide
Item
Description
It is set in points (72 points = 1 inch).
Rule Thickness
This is the thickness of the grid lines on a roster. It is set in
inches.
Gutter Width
This is the distance between reports when more than one is
printed on a page. It is set in columns and rows.
Padding
This is the amount of space around the text. It is set in inches
and can be horizontal or vertical spacing.
Rounding
This refers to how square or rounded the corners of the frame
are. The higher the number, the rounder the corner.
Where to Start
Listing (X,Y)
This indicates the place on the page where the report is
located. X is the distance from the left side of the page; Y is the
distance from the top of the page. It is set in inches.
Horizontal Offset
This refers to the amount of space between X,Y points (see
above) and the start of the listings. It is set in inches.
Horizontal/Vertical
Change
This is the amount of horizontal or vertical space between line
objects in an object report. It is set in inches.
Schedule Listings
These are the columns of data to be included on the report.
Usually one column represents one PowerSchool data field.
Orientation
This is the page layout. Portrait is a vertical page; landscape is
a horizontal page.
Reduction
This refers to the finished size of the report. Fit more on a page
by reducing it by a percentage, but remember to leave it as
large as possible for easier viewing. Reduction is also known as
scale.
Report Styles
An important part of how your custom reports look is the fonts that are used. Perhaps you
like report titles to be in large, bold, capital letters. Perhaps you prefer that footer text be
small and italicized. So that you don't have to set these preferences each time, PowerSchool
provides several styles you can use. Create new styles according to your own preferences
and needs.
How to Add a Report Style
1. On the start page, choose System Reports from the main menu. The Reports page
appears.
2. Click the Setup tab. The Report Setup page appears.
3. Click Styles. The Styles page appears.
4. Click New. The Edit a Style Definition page appears.
Report Formatting
17
Reports User Guide
5. Use the following table to enter information in the fields:
Field
Description
Style Name
Enter the name of the style.
Font
Choose the font from the pop-up menu.
Font Style
Select the checkboxes to make the font style bold, italic, or
underlined. Select any combination of the checkboxes.
Font Size
Enter the font size in points.
Note: One point is 1/72 of an inch.
Line Height
Enter the height for the space between lines on the report
in points.
Note: One point is 1/72 of an inch.
Alignment
Choose the alignment from the pop-up menu.
Use This as the
Default System
Style
Use the pop-up menu to indicate to want this style to be
the default system style by selecting Yes or No. If you
select Yes, the style will be used as the default font for all
reports unless you specify otherwise.
6. Click Submit. The Styles page shows that the new style has been added to the list.
You can create several styles or edit an existing one by clicking the name of the
style. All PowerSchool users have access to all styles on the list. Contact other users
before changing the default style.
Run, Print, and Save Reports
Use a template to pull data from the PowerSchool system and print a hard copy. To create
and import report templates, see Custom Reports and Report Templates.
How to Run a Report for a Single Student
1. On the start page, search for and select a student. For more information, see Search
and Select.
2. Under Enrollment, choose Functions from the student pages menu. The Functions
page appears.
3. Click Print Reports For This Student. The Print a Report page appears.
4. Use the following table to enter information in the fields:
Field
Description
Print the report for
The selected student appears.
Which report to print
Choose the report from the pop-up menu. Types of reports
Report Formatting
18
Reports User Guide
Field
Description
are separated in the pop-up menu by dashes. The first
group of reports are Form Letters. The second group of
reports are Report Cards. The last group of reports are
Object Reports.
If printing student
schedule, use...
If you selected a Report Card in the "Which report to print"
field, select an option to indicate enrollment specifications.
If you select the "enrollment as of" option, enter the
enrollment date in the field using the format mm/dd/yyyy
or mm-dd-yyyy. If you do not use this format, an alert
appears. If you submit the date with an incorrect format,
the date field is submitted as a blank entry.
If printing fee list,
only include
transactions
conducted during...
(may be overridden
in report setup)
If you selected an Object Report in the "Which report to
print" field and that Object Report includes a fee list object,
choose the date range from the pop-up menu. If you select
the "Date Range," enter the beginning and ending dates in
the fields using the format mm/dd/yyyy or mm-dd-yyyy. If
you do not use this format, an alert appears. If you submit
the date with an incorrect format, the date field is
submitted as a blank entry.
Watermark Text
To print text as a watermark on each page of the report,
use the pop-up menu to either choose one of the standard
phrases or choose Custom and enter the text you want to
print as a watermark in the field.
Watermark Mode
Use the pop-up menu to determine how you want the text
to print. Watermark prints the text behind objects on the
report, while Overlay prints the text over objects on the
report.
When to print
Select a time to run the report:




ASAP: Execute immediately.
At Night: Execute during the next evening.
On Weekend: Execute during the next weekend.
On Specific Date/Time: Execute on the date and
time specified in the following fields using the
format mm/dd/yyyy or mm-dd-yyyy. If you do not
use this format, an alert appears. If you submit the
date with an incorrect format, the date field is
submitted as a blank entry.
5. Click Submit. The report queue appears.
6. Click View once the report is completed.
Note: Click Refresh to update the status of the report.
Report Formatting
19
Reports User Guide
The page displays a PDF file of the report. Thoroughly review it to verify that the
formatting and content are correct. If the report provides the data you need and is
formatted properly, print it from this page or save it to another application.
How to Run a Report for a Group of Students
Run this report card-based report for a group of students to display the schedule listing for
the current school year.
1. On the start page, search for and select a group of students. The Student Selection
page appears. For more information, see Select a Group of Students.
2. Choose Print Report from the Select a function for this group of students popup menu. The Print Reports page appears.
Note: Alternatively, if you have a current selection of students, you can access this
page by choosing Special Functions > Groups Functions.
3. Use the following table to enter information in the fields:
Field
Description
Which report would
you like to print?
Choose the report from the pop-up menu. Types of reports
are separated in the pop-up menu by dashes. The first
group of reports are Form Letters. The second group of
reports are Report Cards. The last group of reports are
Object Reports.
For which students?
Select one of the following options to indicate the students
for whom the report will be run:



All records in a single batch: Prints the report as
a single job
Print only the first [X] records: Prints the report
for only the first specified number of records.
All records in batches of [X] records: Prints the
report in the specified number of batches.
Note: The report jobs are automatically named with
the text “Batch X of Y” followed by the report name,
where X is the batch number and Y is the total
number of batches. The total number of batches is
determined by the size of the original selection and
the size of a batch. For example, if there are 1,012
records in the selection, and the batch size is set to
50, there will be 21 total batches: 20 batches of 50
records and a 21st batch containing the final 12
records.
In what order?
Select the sort order.
If printing student
If you selected a Report Card in the "For which students?"
field, select an option to indicate enrollment specifications.
Report Formatting
20
Reports User Guide
Field
Description
schedules, use...
If you select the "enrollment as of" option, enter the
enrollment date in the field using the format mm/dd/yyyy
or mm-dd-yyyy. If you do not use this format, an alert
appears. If you submit the date with an incorrect format,
the date field is submitted as a blank entry.
If printing fee list,
only include
transactions
conducted during...
(may be overridden
in report setup)
If you selected an Object Report in the "For which
students?" field and that Object Report includes a fee list
object, choose the date range from the pop-up menu. If
you select the "Date Range," enter the beginning and
ending dates in the fields using the format mm/dd/yyyy or
mm-dd-yyyy. If you do not use this format, an alert
appears. If you submit the date with an incorrect format,
the date field is submitted as a blank entry.
Watermark Text
To print text as a watermark on each page of the report,
use the pop-up menu to either choose one of the standard
phrases or choose Custom and enter the text you want to
print as a watermark in the field.
Watermark Mode
Use the pop-up menu to determine how you want the text
to print. Watermark prints the text behind objects on the
report, while Overlay prints the text over objects on the
report.
When to print
Select a time to run the report:




ASAP: Execute immediately.
At Night: Execute during the next evening.
On Weekend: Execute during the next weekend.
On Specific Date/Time: Execute on the date and
time specified in the following fields using the
format mm/dd/yyyy or mm-dd-yyyy. If you do not
use this format, an alert appears. If you submit the
date with an incorrect format, the date field is
submitted as a blank entry.
4. Click Submit. The report queue appears.
5. Click View once the report is completed.
Note: Click Refresh to update the status of the report.
The page displays a PDF file of the report. Thoroughly review it to verify that the
formatting and content are correct. If the report provides the data you need and is
formatted properly, print it from this page or save it to another application.
How to Print a Report
1. Run a report that creates a PDF.
Report Formatting
21
Reports User Guide
2.
3.
4.
5.
View the report in your Web browser or in Adobe Acrobat Reader.
Choose File > Print from the menu bar.
Make the necessary selections in the Print dialog.
Click OK. The report prints as you view it on the page.
How to Save a Report
Save the data from a particular report. Saving a report creates a snapshot of the data. The
saved report will not continue to display current information as the PowerSchool system is
continuously updated.
Note: Not all reports can be saved.
1.
2.
3.
4.
5.
Run a report that creates a PDF.
View the report in your Web browser or in Adobe Acrobat Reader.
Choose File > Save As from the menu.
Enter a file name for the report. If you think you will forget it, write it down.
Click Save. The report is saved. Open it using a procedure similar to opening a
document in a word processing or spreadsheet application.
Alternate Ways to Create Reports
There are some shortcuts to creating a report from scratch. One way is to use a report
template that someone else has already created. The second way is to copy a template that
is already on your PowerSchool system. The third way is to create a template in a word
processing application and paste it into a PowerSchool template.
How to Use a Template From Another PowerSchool System
There are two parts to using an existing template. First, download (or export) it from a
PowerSchool system. Then, import it to a second PowerSchool system for the person who
wants to use it. This process is just like copying a document from one hard drive to your
own. The only difference is that you are copying a report template from one PowerSchool
system to another. For more information, see Report Templates.
How to Copy a Template From Your PowerSchool System
Use the procedures discussed in the section Report Templates to copy a template on your
own PowerSchool system and import it back to the same PowerSchool system. This is
helpful when you need a report similar to an existing one with only minor changes. Be sure
to give the template a different name so that you do not end up with two templates of the
same name. Once the template is in PowerSchool, edit the parameters to create a new one.
This is similar to using the Save As option in many applications. Open an existing document
and save it under a different name to save it as two documents. Keep the one in its original
format and edit the other.
How to Create a Template in Another Application
This method can be helpful if you do not feel comfortable working outside of a word
processing application. You can create the template in an application you know with minimal
Report Formatting
22
Reports User Guide
time spent entering HTML tags and PowerSchool data codes. The idea is to create the
template using a word processing application and then paste it into a PowerSchool template,
while replacing the appropriate sections with some HTML tags and data codes. To create
PowerSchool templates, create and save Report Cards, Mailing Labels, Form Letters, and
Object Reports to reuse as templates.
Report Formatting
23
Reports User Guide
System Reports
PowerSchool includes a number of preconfigured system reports that allow you to start
analyzing data right away. System reports contain information that PowerSchool
administrators need most often and include parameters, which you can use to filter and sort
the data displayed on these reports.
For details on all system reports, see Attendance Reports, Attendance Count and Audit
Reports, Discipline Reports, Grade and Gradebook Reports, Membership Reports, Enrollment
Reports, Scheduling, Parent/Student Access Statistics, Student Listings, and Standards
Reports. You are also encouraged to see the section Custom Reports before creating a
report to give you an understanding of the process of creating reports, which will make
running reports much easier.
While you can run all reports on individual students, you can also run many for a selected
group of students. If a report allows group reporting, first select the group of students. For
more information, see Select a Group of Students. Click the PowerSchool logo to return to
the start page and begin work on a report. PowerSchool remembers the group and prompts
you to select it when you enter the report parameters.
Attendance Reports
Before producing attendance reports, you are encouraged to ask your PowerSchool
administrator how your school calculates attendance. For example, does your school report
how many days students are present or how many days they are absent?
Access Attendance Reports
While you can run all attendance reports for individual students, you can also run many for
a selected group of students. If an attendance report allows group reporting, select that
group of students before running the report. If you select a group of students from the start
page, the Group Functions page appears either immediately or after selecting students from
the Student Selection page.
How to Access Attendance Reports
1. On the start page, choose System Reports from the main menu. The Reports page
appears.
2. Click the System tab, if needed. The System tab provides access to the following
attendance reports:
Link
Description
Absentee
Click to view single day period-by-period attendance code
report. For more information, see Absentee Report.
Attendance Count
Click to view multi-day period-by-period attendance code
report. For more information, see Attendance Count
Report.
System Reports
24
Reports User Guide
Link
Description
Class Attendance
Audit
Click to view section specific attendance roster. For more
information, see Class Attendance Audit.
Consecutive
Absences
Click to view report detailing consecutive student absences
by absence code. For more information, see Consecutive
Absences Report.
Student Attendance
Audit
Click to view roster report detailing attendance codes by
day. For more information, see Student Attendance Audit.
Monthly Student
Attendance Report
Click to view twenty-day student attendance report by
grade. For more information, see Monthly Student
Attendance Report.
Attendance
Summary by Grade
Click to view an aggregated attendance report for a date
range and grade(s). For more information, see Attendance
Summary by Grade Report.
Year-to-Date
Attendance
Summary
Click to view a year-to-date aggregated attendance report
by grade. For more information, see Year-to-Date
Attendance Summary.
PowerTeacher
Attendance
Click to view report showing which teachers have not taken
attendance. For more information, see PowerTeacher
Attendance Report.
Weekly Attendance
Summary (Meeting)
Click to view a weekly attendance summary by section. For
more information, see Weekly Attendance Summary
(Meeting).
Weekly Attendance
Summary (Daily)
Click to view a weekly attendance summary by Teacher.
For more information, see Weekly Attendance Summary
(Daily).
Period Att.
Verification
Click to view report showing students marked present a
specified number of periods. For more information, see
Period Attendance Verification Report.
Absentee Report
Use the Absentee report to generate single-day period-by-period attendance code
information. For example, you can use this report to search for students who received an
unexcused absence code for the previous day. You can then contact the students' guardian
to verify whether or not the student actually has an excused absence.
Note: You can search on any absent or present attendance code that is stored in the
database. However, instances where the absence of an attendance code indicates a
presence is not searchable as an attendance code value is not stored in the database.
Note: You can also access this report by clicking Attendance > Absentee Report.
System Reports
25
Reports User Guide
How to Run the Absentee Report
1. On the start page, choose System Reports from the main menu. The Reports page
appears.
2. On the System tab, click Absentee. The Absentee Report page appears. The upper
portion of the page displays the report's name, version number, description, and
comments.
3. Use the following table to enter information in the fields:
Field
Description
Attendance Mode
Use the pop-up menu to select one the attendance
recording methods for which you want to run this report:



Use Default: searches for and displays report
output based on FTE. By default, this menu option is
selected. If your school uses more than one FTE to
differentiate students, such as full time and part
time, and you want to run the report for those sets
of students, the only way to effectively run these
groupings with different modes and conversion
items is to use the default.
Daily: searches for and displays report output by
day.
Meeting: searches for and displays report output
by period.
For more information about attendance modes, see
Attendance Overview.
Note: Menu options appear based on your attendance
setup configuration. For the Use Default menu option to
appear, FTEs must be set up and the “Use default settings”
checkbox on the Attendance Preferences page must be
selected. For the Daily or Meeting menu options to appear,
the Daily or Meeting checkboxes on the Attendance
Preferences page must be selected.
Students to Include
Indicate which students you want to run the report for by
selecting one of the following options:


Grades
System Reports
The selected students only to run the report for
students in the current selection enrolled in the
specified date range.
All students to run the report for all students in
the current school enrolled in the specified date
range.
Select the checkboxes of the grade levels you want to
scan. Doing so takes the selection of students selected in
the “Students to Include” section and narrows the selection
to include only those students having the same grade level
26
Reports User Guide
Field
Description
as those selected.
Alternatively, leave all the checkboxes blank to scan all
grade levels. Doing so includes all of the students selected
in the “Students to Include” selection.
Attendance Codes
Select the attendance codes for which you want to scan, or
select ALL CODES. To select multiple attendance codes,
press and hold COMMAND (Mac) or CONTROL (Windows) as
you click each of the attendance codes you want to scan.
Date to Scan
Enter the date to scan using the format mm/dd/yyyy or
mm-dd-yyyy. If you do not use this format, an alert
appears. If you submit the date with an incorrect format,
the date field is submitted as a blank entry.
Note: The date entered must fall within the selected school
year term.
Periods
If Meeting has been chosen from the Attendance Mode
pop-up menu, select the checkboxes of the periods you
want to scan or leave all the checkboxes blank to scan all
periods.
Note: If Daily has been chosen from the Attendance Mode
pop-up menu, periods do not apply.
Processing Options
Select a time to run the report:





In Background Now to execute the report
immediately in the background.
ASAP to execute the report in the order it is
received in the Report Queue.
At Night to execute the report during the next
evening.
On Weekend to execute the report during the next
weekend.
On Specific Date/Time to execute the report on
the date and time specified in the Specific
Date/Time fields.
After submitting this report, it will be processed in the
report queue. On the navigation bar, click the Report
Queue icon. The Report Queue - My Jobs page displays all
your reports.
Specific Date/Time
System Reports
If you selected the On Specific Date/Time processing
option, enter the date to scan using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
27
Reports User Guide
Field
Description
Use the pop-up menus to indicate the hour and minute.
Data to be filled
In this section, select the checkbox next to the following
filter fields to save the settings as defaults. From the popup menu, choose Set All to select all checkboxes and
Reset All to remove all checkboxes next to the following
fields.
Include Student
Number
Select the checkbox to include the student numbers on the
report.
Number of Blank
Lines Below Student
Names
Enter the number of blank lines to include as separators
after each student name.
Include Verification
Line
Select the checkbox to include one line for each student
where the following can be recorded on the report: talked
to, relationships, reason, verify date, and employee.
4. Click Submit. The report results display based on the parameters you selected.
Depending on your specifications, this could take several minutes.
5. Do one of the following:




Click a name to open the student pages menu and work with that student.
Click Functions at the bottom of the report to open the Group Functions
page. For more information about what you can do from that menu, see Work
With Groups.
Click Find teachers who have not taken attendance to identify teachers
who have not yet taken attendance. For more information about this function,
see How to Run the PowerTeacher Attendance Report.
Print the report from your Web browser or save it to another application. For
more information, see Run, Print, and Save Reports.
Attendance Summary by Grade Report
Use the Attendance Summary by Grade report to generate aggregated attendance
information for a date range and grades.
How to Run the Attendance Summary by Grade Report
1. On the start page, choose System Reports from the main menu. The Reports page
appears.
2. On the System tab, click Attendance Summary by Grade. The Attendance
Summary by Grade Report page appears. The upper portion of the page displays the
report's name, version number, description, and comments.
3. Use the following table to enter information in the fields:
System Reports
28
Reports User Guide
Field
Description
Attendance Mode
Use the pop-up menu to select the attendance recording
method for which you want to run this report.






Use Defaults: Searches for and displays report
output based on FTE. By default, this menu option is
selected. If your school uses more than one FTE to
differentiate students, such as full time and part
time, and you want to run the report for those sets
of students, the only way to effectively run these
groupings with different modes and conversion
items is to use the default.
Daily: Searches for and displays report output by
day.
Meeting: Searches for and displays report output
by period.
Interval: Searches for and displays report output
by interval.
Time: Searches for and displays report output by
time.
Time/Interval: Searches for and displays report
output by time and interval.
Note: Menu options appear based on your attendance
setup configuration. For more information about
attendance modes, see Attendance Overview.
Attendance
Conversion
Use the pop-up menu to select the method by which
attendance is calculated for which you want to run this
report. Menu options appear based on the Attendance
Mode selected.






If the Attendance Mode of Use Defaults was
selected, Use Defaults appears by default. There
are no other menu options to choose from.
If the Attendance Mode of Daily was selected,
choose either Code to Day or Time to Day.
If the Attendance Mode of Meeting was selected,
choose Period to Day or Time to Day.
If the Attendance Mode of Interval was selected,
only the Time to Day conversion can be selected.
If the Attendance Mode of Time was selected, only
the Time to Day conversion can be selected.
If the Attendance Mode of Time/Interval was
selected, only the Time to Day conversion can be
selected.
Note: For more information about attendance conversions,
see Attendance Overview.
Grades
System Reports
Select the checkboxes of the grade levels you want to
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Reports User Guide
Field
Description
scan. Alternatively, leave all the checkboxes blank to scan
all grade levels.
Reporting Segment
or Begin Date and
Ending Date
Select which date range to use for this report:


Reporting Segment: Choose a reporting segment
from the pop-up menu. For more information about
reporting segments, see Reporting Segments.
Begin Date and Ending Date: Specify a date
range in the blank fields using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date
with an incorrect format, the date field is submitted
as a blank entry.
Note: The date entered must fall within the selected school
year term.
Special Programs
Select the checkboxes for the programs to scan.
Note: When one or more special programs are selected,
the report produces one table listing students who are not
in the selected special programs and a table for each
selected special program listing those students who are in
the selected special program.
Processing Options
Select a time to run the report:





In Background Now to execute the report
immediately in the background.
Choose ASAP to execute the report in the order it is
received in the Report Queue.
At Night to execute the report during the next
evening.
On Weekend to execute the report during the next
weekend.
On Specific Date/Time to execute the report on
the date and time specified in the Specific
Date/Time fields.
After submitting this report, it will be processed in the
report queue. On the navigation bar, click the Report
Queue icon. The Report Queue - My Jobs page displays all
your reports.
Specific Date/Time
System Reports
If you selected the On Specific Date/Time processing
option, enter the date to scan using the format
mm/dd/yyyy or mm-dd-yyyy. If you do not use this
format, an alert appears. If you submit the date with an
incorrect format, the date field is submitted as a blank
entry.
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Reports User Guide
Field
Description
Use the pop-up menus to indicate the hour and minute.
Data to be filled
In this section, select the checkbox next to the following
filter fields to save the settings as defaults. From the popup menu, choose Set All to select all checkboxes and
Reset All to remove all checkboxes next to the following
fields.
Report by Track
Indicate whether you want to filter the report by tracks.
Tracks
If you selected Yes for Report by Track but no track is
entered, the report includes only students with a blank
track. To include only students in specific tracks, do not
include a leading comma in the list of tracks, for example,
A,B,C. To include both students that have both blank and
defined tracks, enter a leading comma in the list of tracks,
for example, ,A,B,C.
If you selected No for the Report by Track, the tracks
entered will be ignored.
Check for possible
conflicts
Click to check for possible track errors.
Display Audit Table
Select the checkbox to display the audit table, which
includes the last grade and special program information.
4. Click Submit. The report results appear based on the parameters you selected.
Depending on your specifications, this could take several minutes. The following
information appears in the output file when no special programs are selected in the
report parameters:
Column Name
Description
Grade Level
The grade levels for which the report was generated.
Carry Forwards
The number of students that were enrolled prior to the
reporting period.
Gain
The number of students that enrolled during the reporting
period.
Multiple gain
The number of students that had multiple enrollments
during the reporting period, such as enrolled, withdrew, or
re-enrolled.
Loss
The number of students that withdrew/transferred during
the reporting period.
Ending
The number of students enrolled on the last day of the
reporting period.
System Reports
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Reports User Guide
Column Name
Description
Actual Days
Total number of students enrolled days in the reporting
period.
OffTrack
Number of days students were off track during the
reporting period.
Days N/E
Total number of days students were not enrolled during the
reporting period.
Days Absent
Total number of days students were absent during the
reporting period.
Days Attd
Total number of days of school attended by students during
the reporting period.
ADA
Average daily attendance during the reporting period.
ADA %
Average daily attendance percentage during the reporting
period.
5. The following information appears in the output file when one or more special
programs are selected in the report parameters. Additionally, a summary table
displays students not in the selected special programs:
Column Name
Description
Grade Level
The grade levels for which the report was generated.
Carry Forwards
The number of students that were enrolled prior to the
reporting period and not enrolled in any of the checked
special programs.
Gain
The number of students that enrolled during the reporting
period and not enrolled in any of the checked special
program.
Multiple gain
The number of students that had multiple enrollments
during the reporting period, such as enrolled, withdrew, or
re-enrolled.
Loss
The number of students that withdrew/transferred during
the reporting period and the number of students that
enrolled into any of the checked special programs.
Ending
The number of students enrolled on the last day of the
reporting period.
Actual Days
Total number of students enrolled days in the reporting
period while not in any of the checked special programs.
OffTrack
Number of days students were off track during the
reporting period.
System Reports
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Reports User Guide
Column Name
Description
Days N/E
Total number of days students were not enrolled during the
reporting period.
Days Absent
Total number of days students were absent during the
reporting period.
Days Attd
Total number of days of school attended by students,
during the reporting period while not in any of the checked
special programs.
ADA
Average daily attendance during the reporting period.
ADA %
Average daily attendance percentage during the reporting
period.
6. The following information appears in the output file when one or more special
programs are selected in the report parameters. Additionally, a summary table
displays for only students in each of the selected special programs:
Column Name
Description
Grade Level
The grade levels for which the report was generated.
Carry Forwards
The number of students that were enrolled in the special
program prior to the reporting period.
Gain
The number of students that enrolled in the special
program during the reporting period.
Multiple gain
The number of students that had multiple enrollments in
the special program during the reporting period, such as
enrolled, withdrew, or re-enrolled.
Loss
The number of students that withdrew/transferred from the
special program during the reporting period.
Ending
The n